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Codes

Build your site’s code structure and learn how code data can be used across features.

Codes are created in Admin Tools & Settings. Multiple levels can be created within a code structure, allowing you to drill down into data. Codes can then be assigned to records.

Article Sections

Build the Code Structure

Use of Code Data

Build the Code Structure

The “code structure” refers to how you configure the available codes for your site. For each data category to track, first create the code type, which acts as the top-level category. Available codes are then added underneath the code type, and subcodes can be added as needed. 

For example, a Program Area code type could be added. Within that code type, codes could be added for each available program area to assign to records (e.g. Arts, Environment, Education). Underneath each code, subcodes could be added to further refine the data. Under the Arts code, for example, subcodes could be added for Music, Theater, Dance, etc.

Codes appear in a multi-select (checkbox) format, but the code type properties determine how many code selections can be made on a record.

When designing your code structure, it is important to be thoughtful about how the data will be used. For example, if a code type is configured so that multiple code selections are possible, some features in the site only allow the primary code selection to be viewed. Reach out to your Client Success Manager with any questions about adding a new code type and the implications of how it is configured.

A user must have the Manage Codes permission enabled in order to edit your site’s code structure.

Add a Code Type

  1. Click the gear icon in the quick navigation menu. 
  2. Click Codes/Attributes.
    Codes/Attributes option

  3. Click GivingData Code Types.GivingData Code Types option

  4. Click Add New Code Type.Add New Code Type button

  5. Complete the applicable fields, and then click Save.
    1. Name - Enter the name of the code type. This is the overarching data category (e.g. Program Area, Geographic Regions Served). 
    2. Lowest Level - If Yes is selected, a code from the lowest level within this code type must be selected when assigning it to records. For example, if the code type contains several codes with subcodes underneath each, a subcode would need to be selected.
    3. Track Percentages - If Yes is selected, percentages can be assigned to each code selected for this code type when assigning it to records. Percentage Coding contains details.
    4. Assignable To - Select the record types for which this code type can be assigned.
    5. Required For - Select any record types for which this code type must be assigned. An alert displays on the Tags & Coding tab of a record if it does not yet have a required code assigned. A request cannot be approved if required codes are unassigned.
    6. Max Instances - Enter the maximum number of code selections that can be assigned to a record for this code type.Save button

Add a Code or Subcode

Codes and subcodes are added in the same way underneath a code type. For a subcode, the parent code is selected.  

  1. Click the gear icon in the quick navigation menu. 
  2. Click Codes/Attributes.
    Codes/Attributes option

  3. Click GivingData Code Types.GivingData Code Types option

  4. Click the pencil icon next to the code type under which this code will be added.pencil icon

  5. Click Add New Code.
    Add New Code button

  6. Complete the applicable fields, and then click Save.
    1. Name - Enter the name of the code. For example, each code under a Program Area code type would be the name of a specific program area (e.g. Arts, Education). This field allows up to 255 characters, including special characters.
    2. Short Name - Optionally enter a short name, or an abbreviated/alternate version of the full code name to display when assigning this code on a record. If entered, the short name typically appears in place of the full code name throughout the site. This field allows up to 50 characters, including special characters.
    3. Parent - If adding a subcode, select the code underneath which this subcode should appear.Save button

Continue adding as many codes and subcodes as needed. While numerous levels of codes can be created within code type, it is typically not recommended to add more than three levels.

Edit the Code Structure

Once your code structure is in use after implementation, there are major data implications involved with making changes. Discuss with your Implementation Manager or Client Success Manager before making changes to the code structure in your site.

Code types can be edited, deleted, and made inactive.

  • Click the pencil icon to edit the code type.pencil icon
     
    • Click Manage to edit the code type properties.Manage button

      • Click Yes in the Inactive field to make the code type inactive. Any codes already assigned to records remain assigned, but the code type will not be available to assign to additional records.
        • If an imported code type is made inactive, it no longer appears in Admin Tools & Settings.
  • Click the trash can icon to delete the code type.trash can icon

Deleting a code type removes all of its codes from any records to which they were assigned.

Codes and subcodes can also be edited, moved into a different order in the code type hierarchy, and deleted.

  • Click the pencil icon to edit a code. pencil icon

  • Drag and drop codes and subcodes into the desired order in the code hierarchy.Drag and drop icon

  • Click the trash can icon to delete a code.trash can icon

Deleting a code or subcode removes it from any records to which it was assigned.

Use of Code Data

Codes can be used to work with or visualize your data through many features in the site. Some key areas and features are listed below. Note that some of the features listed are dependent upon your GivingData subscription. Reach out to your Client Success Manager with any questions. 

  • Budget Manager - The budget manager feature requires a specific code type to be used as the budget code type. For example, if you primarily budget based on program area, the Program Area code type would be selected as the budget code type. 
  • Payments & Approvals Dashboards - Codes can be selected within the charts and allocation summary table on payments or approvals dashboards. Codes can also be used as filtering criteria on these dashboards.
  • Super Search - Codes can be used as search criteria for a super search, and can be added as columns when viewing the search result list view. Codes can also be used for grouping in chart view for a super search.
  • Report Builder - If the report builder is included in your subscription, codes can be used as search criteria, list view columns, and as the grouping field in a report template.
  • Grantee Portal Intake Forms - Editable code fields can be added to intake forms, allowing grantee portal users to select from available codes. The data can then be mapped into records in the site. If included with your subscription, a field or page can be configured to conditionally display based on request coding.
  • Document Templates and Super Docs - Codes can be used to populate data when creating a document from a document template or super doc template.