Timesaver Tip: How to Use Keywords, Attributes & Actions

Organizing data and tagging information for individual and groups of donors is easy to do in Julep with the help of the Flags, Keywords, Attributes and Actions features.

While Julep also includes the ability to create Flags, only account administrators can make them. Flags are used for major, permanent categories such as Deceased or Do Not Contact. (See the Julep Helpdesk guide on Flags.) Housed on People Records, Keywords, Attributes, Actions present flexible options to help segment, identify and track your donors.

• Keywords

  Keywords help organize top-level information found on People Records into searchable groups, such as giving clubs, issues, or donor group.

• Attributes

  Attributes help you categorize People Records based on their involvement with your nonprofit, such as active and inactive volunteers, grassroots donors, and sponsors. Attributes are completely customizable.

• Actions

  Use Actions track how your donor or volunteer interacts with your organization. Use this tool to log involvement from volunteer hours to opens or clicks on a fundraising email. Actions are customizable, so you can tailor this tool to fit your specific need.

How to Add or Edit Keywords

1. To create new Keyword or edit an existing one, click on Settings on the Main Menu on the left side the dashboard. Then select People in the drop-down menu.

You can also access this section by clicking on the Settings icon on the People Dashboard.

2. A screen with Flags, Keywords, Attributes, Actions, and other features will display. Click on each tab to open the settings of Keywords, Attributes, and Actions.  

3. Under each tab, you can do the following:

1. Search: Type variables into the field at the top to search for a specific Keyword, Attribute, or Action. The search variables may appear in the Code or Description sections.

2. View/Edit: Click on the green Edit button to the left of the Keyword, Attribute, or Action to open it to view or edit.

3. Delete: To delete a Keyword, Attribute, or Action, click on the red X button. A confirmation message will appear if you want to delete. Click YES to delete the Keyword, Action or Attribute permanently.

4. Mass Delete: To delete multiple Keywords, Attributes or Actions, click  the orange Trash button and then click YES on the confirmation message. This will delete the Code even if it’s in use.

How to Add Keywords

To create a new Keyword, Attribute, or Action, click the Add button, and a new window will appear with fields to complete to create the Keyword, Attribute, or Action.

How to Save a New Keyword:

1. Enter the Code of up to 30 characters to help you remember what it means, such as FALL PICNIC or CHRISTMAS PARTY.

2. Enter the full Description for the keyword. 

3. Click the Save button when you have completed the Code and Description fields. You may click the Cancel button at any time to exit the Add window. 

How to Add or Edit Attributes

In Julep, Actions have two levels:

• Action Category – This tells the end user the nature of the action. For example, is this action a type of Volunteer activity or Event related.

• Action – This identifies the exact type of Action. For example, they might be Phone Banking, Marches, Service Events, and 5K Runs.

To create an Attribute, you must first create or select the Attribute category before creating the Attribute.

1. From People Settings, select the Attribute tab. A list of the existing Attribute Categories will display.

1. Show All Attributes: Click this button to see the list of existing Categories.

2. Add: Click this button if the Attribute Category you need does not exist.

3. Click on this button to drag-and-drop the order in which the Attribute Categories appear.  

4. Search: Use this field to look up an Attribute.

2. If the Attribute Category doesn’t exist, click on the Add button. Complete the fields to create the new Category and click the Save button.

Note: Labeling will determine how the Attribute is displayed elsewhere in Julep.  For example, “Category - Attribute” will always put the Attribute Category first, followed by a hyphen and then the Attribute (e.g., Volunteer – Phone Banking).

3. To create the Attribute, select the desired Category and click on the green Edit button.

4. The Edit Attribute screen will appear.

5. Select Show Attributes. A list of all the existing Attributes under the selected Category will appear.

6. Click on the Add button. Complete the fields to create the new Attribute and click Save.

How to Add or Edit Actions

Like Attributes, Actions have two layers – the Action Category and the Action. Before you can add a new Action, you need to set up the Category following similar steps to the ones listed above. If you need to add a new Action to an existing Action Category, skip to step 5.

1. Under the Actions tab, click the Add button to set up a new Action Category.

 2. Complete the fields and then add any Custom Columns that you need by clicking the Add New Field button.

Note: A Custom Field helps you record unique information pertaining to that Action Category, such as number of hours volunteered or tickets sold.

3. Select the type of column needed: text, number, or date and click Save.

4. Back in the Action tab, click on the green Edit button of the Action Category you want to save the Action under.

5. Click the Show Actions button.

6. Click the Add button in the next window, and complete the fields to add the Action.

You can also:  

• Assign Attribute – Assign an Attribute to have one automatically appended to a People Record when this Action is assigned. For more information, read our Attributes guide.

• Custom Columns – in addition to being added at the Category level for all Actions in the category, these can also be created at the action level.

How to Use Keywords & Attributes in a People Record

1. Within a People Record, Flags, Keywords & Attributes are displayed in the Codes panel.

2. Under Codes, Attributes are displayed in red, Flags in purple, and Keywords in blue. If there are more than five Codes attached to a record, a number with the total will appear next to it.

3. Click on the panel to expand it in the space below. Select the tab for Keywords, Flags and Attributes to pull up the Code you want.

a. In this view you can search assigned and available Flags, Keywords and Attributes by using the arrows to move a selected Code from “Available” to “Assigned” and vice versa. Next to each Code you can see the description and the date it was added to the record. 

b. To create a new Keyword or Attribute in Julep and add it to the record, click the blue +  button and begin typing the new Code in the field. Once done, press the blue + button to create and add the Code. This will create a new Code that can be used for the entire database.  

How to Use Actions

1. Within the People Record, Actions can be found listed under the Attribute panel.

2. If you click on the Actions panel, it will expand in the space beneath.

1. Add Action: Click this button to add a new Action.

2. Edit: Click this button to edit an existing Action attached to the People Record.

3. Delete: Click this button to delete an Action.