home

MinistryPlatform

RealmRealm AccountingMinistryPlatformGivingPDSACSConnectShepherdGrowth MethodHeadMasterRefresh WebsitesTrust CenterGo MethodMissionInsite
RealmRealm AccountingMinistryPlatformGivingPDSACSConnectShepherdGrowth MethodHeadMasterRefresh WebsitesTrust CenterGo MethodMissionInsite

What would you like to know more about?

Show Contents

Show Page Sections

thumbnailMinistryPlatform

Get Started

Record Actions

Once you open a record, you can take certain actions based on your security roles.

Top bar of an open record showing options for Edit Record and Insights, as well as the Actions menu with options for Message, Copy, Delete, Secure, Attach File(s), and Notification

Edit Record
You can modify the information on this record. See Editing Records to learn more.
Insights
Show or hide the data visualizations for this record. See Record Insights to learn more.
Actions
The Actions menu provides various ways to interact with this record. The options you see in the list depend on your security roles and whether they're relevant to the current record.
  • Message – Opens the New Message Tool so you can send a message to the people related to this record. For example, on Contacts, you can send a message to that contact. On Groups, you can send a message to all group participants.
  • Copy – Duplicate this record to simplify data entry for similar records. Or, set up a recurring series. This action is not available on the Contact, Participant, or Donor pages; instead, use the Add/Edit Family Tool to create these records.
  • Delete – Remove this record from your data. The Delete action is also available on the page's data grids and record sub-pages.
    Warning: Delete with care! This is a powerful tool and you should use it with extreme caution. Any data you delete from MinistryPlatform is completely gone. To recover deleted data requires Professional Services and incurs a cost. As such, you should limit this feature to users trained to use it wisely and correctly.
  • Secure – Restrict access to this record. Check out Record Restrictions to learn more.
  • Attach File(s) – Attach files to this record. MinistryPlatform allows files up to 20MB in size and accepts most standard file formats, such as PNG, JPG, BMP, GID, GIF, PDF, TXT, and CSV. We do not recommend you attach TIFF files. You can attach encrypted PDF files. You can attach fillable PDF files, but values don't display unless the viewer downloads the file. Expand the Files section of the record to see all attached files.
    Note: The first image you attach to a Contact record is used on their contact card and in other locations throughout the Platform. To change the default image, select the star icon on the attachment you want to feature.
  • Notification – Create an item notification (scheduled email) associated with this record. You can receive an email on a schedule or whenever a change is made to the record.
Tools
Displays the tools available for this record. When you open certain tools, the open record's information automatically completes for you.
Reports
Displays the reports available for this record. When you open certain reports, information about the open record automatically displays.

Copy a Record

Duplicate a record to make data entry easier for similar records. Or, set up a recurring series.

Note: The Copy action is not available on the Contact, Participant, and donor pages. Use the Add/Edit Family Tool to create new records on these pages.
  1. Open the record you want to copy.
  2. From the Actions menu, select Copy.
  3. If needed, select the appropriate check boxes to copy sub-page information into the new record. The Copy tool only copies up to 1,000 sub-pages. If there are more than that, select all the sub-page records and transfer them to the associated page to add back to the record once you copy it.
  4. Click OK.
    A new record is created. You know it's the copied record because the record's ID is different from the original record.
  5. Click Edit, and make any needed changes to the new record.
    Note: Any values entered in read-only fields do not copy into the new record. For example, if a copied event has Approved set to Yes, the copied event will have Approved set to No until someone submits and approves the event.
  6. Click Save.

To copy sub-page record changes to all events in the series, use the Copy Subpage Data Tool.

Delete a Record

Remove a record from your database.

Warning: Delete with care! This is a powerful tool and you should use it with extreme caution. Any data you delete from MinistryPlatform is completely gone. To recover deleted data requires Professional Services and incurs a cost. As such, you should limit this feature to users trained to use it wisely and correctly.
Note: Never delete records on the Contact or Participant pages. Instead, use the Combine Contacts Tool if there are duplicate records or the Inactivate Tool if they no longer attend your church.
CAUTION: If you delete a selection of records, the delete action completes per record. Canceling deletion of a selection of records stops the delete action at that record. No additional records are deleted, but all previous records are permanently deleted.
  1. Open the record.
  2. Click Delete.
  3. The affected records display. These records depend on the existence of the records you're deleting. Select the appropriate option based on what you want to do with the dependent records:
    • Reassign – Select a different record to associate the dependent records with.
    • Unassign – Keep the dependent records but remove the association to the records you're deleting.
    • Delete – Delete the dependent records.
    Note: To delete a record on a page that is Direct Delete Only, you must be on the page of that record.
  4. Click Delete.
  5. Click OK to confirm deletion.

The record and any outstanding tasks associated with the record are deleted, and you return to the data grid.

Attach a File to a Record

  • MinistryPlatform allows files up to 20MB in size and accepts most standard file formats, such as PNG, JPG, BMP, GID, GIF, PDF, TXT, and CSV. We do not recommend you attach TIFF files. You can attach encrypted PDF files. You can attach fillable PDF files, but values don't display unless the viewer downloads the file.
  • Files are only available from the open record of the record they were originally attached to. For example, if you attach a file to a Contact record, only users on the Contact record can view the file.
  • Anyone with read rights to a page can see any attachments added to records on that page. We don't recommend attaching sensitive information or private files on main pages, like Contacts or Participants. Consider adding these files to a record that you can hide with record restrictions, such as Milestones or Form Responses.
  1. From the Actions menu, select Attach File(s).
  2. Click in the area that says Click to upload files.
  3. Browse to the file you want to attach, select it, and click Open.
  4. Give the attachment a description, if needed.
  5. Resize the attachment, if needed.
    Note: The Attach File dialog box remembers your preference and automatically applies it to the next file you attach until you clear your cache.
  6. Click the star icon to make it the default image for this record.
  7. Click Attach.
    Attach Files modal showing an image that was uploaded, given a description of "Photo from last directory update 2023", and resized to X-Large

If you attached a photo, it displays in the upper right corner of the record. If you attached a different file or an additional photo, they display in the Files panel.

Click the file to open it in the File Preview window. From here, you can print, download, or rotate your file.

If needed, you can edit your attachment.

Edit an Attached File

You can change the description of an attached file and edit the thumbnail for an attached image.

When you attach an image, it is automatically cropped to create a square thumbnail. If needed, you can adjust the thumbnail.

  1. Open the record with the attached file, and expand the Files section.
  2. Click the edit icon pencil.
  3. If needed, edit the description.
  4. If the file is an image, select Edit Thumbnail.
  5. Drag the selection box to better frame your image.
    Edit File modal showing options for editing the description and, if applicable, editing the image thumbnail
  6. Click Save.

Remove an Attached File

If you no longer need an attachment, you can remove it from the record.

  1. Open the record, and expand the Files panel on the right.
  2. Click the delete icon trashcan beside the file you want to delete.
  3. Click OK to confirm the deletion.
portal
MinistryPlatform

Last updated: November 26, 2024