Default sets save data entry time by loading default values into fields on a record so you do not need to manually enter them for each record. For example, if most of your constituents are from the same city and state, create an address default set with entries in the City and State fields. Use this set to save time when adding constituent records instead of entering the city and state manually each time.

Notes:
  • You can change the values of default fields on records once the default set is loaded.
  • You can load default sets into existing records. If a field in the record already contains a value, the default does not replace it unless you place the cursor in the field and press F2.

For this example, we'll create an individual constituent default set. You can apply these instructions to other record types, such as actions, events, and gifts. The available fields and the selected menu item will change depending on the record type. To load constituent defaults, select Constituent, Load Defaults from, in a Constituent record; for Gifts, select Gifts, Load Defaults from.

Creating a default set:
  1. Select Tools, Organize/Create Defaults from the menu bar
  2. Highlight the appropriate record type (e.g. individual, organization, fund) and click New.
  3. Set all of the appropriate defaults.
  4. Name the default set.
  5. Click Save and Close.

For example, to create a new default set for an individual record:

  1. Select Tools, Organize/Create Defaults from the menu bar.
  2. Click New.
  3. Enter a name for the default set. Note: The name should identify what fields are included in the default set, such as Basic Biographical Information or Alumni.
  4. Highlight a category on the left to display the available fields in the grid on the right.
  5. Click in the Default Value cell and enter the appropriate value. Note: Shaded fields are locked and cannot be assigned a value.
  6. After defining all the fields, save the default set.
Applying the default set:
  1. When creating a constituent record, select Constituent, Load Defaults from on the menu bar.
  2. Select the appropriate Default set.
  3. Mark the Load default values now checkbox.
  4. Click OK.
Applying a default set to all new records:

After selecting a default set for one record, press Shift+F2 to load all defaults when creating a new record. 

Changing the default set to another one:
  1. When creating a constituent record, select Constituent, Load Defaults from on the menu bar.
  2. Select the new default set to use.
  3. Mark the Load default values now checkbox.
  4. Click OK.
  5. When creating constituent records in the future, press Shift + F2 to apply all defaults from the default set.
Editing a default set:
  1. On the main menu bar, select Tools, Organize/Create Defaults.
  2. Select the default set to edit.
  3. Click Open.
  4. Make any needed changes.
  5. Click Save and Close.