Arena Reference Guide

Table of Contents
Getting Started Using the Edit Family Wizard..................................................................................... 3 Understanding Groups and their Structure .................................................................. 5 Using and Implementing Tags ................................................................................... 8 Creating and Promoting Events ............................................................................... 12 Contributions Application ........................................................................................ 14 Family Registrations .............................................................................................. 18 Develop and deploy new Security Roles and Logins.................................................... 22 Creating a New Check-In Theme ............................................................................. 27 Modifying XML Files for Custom Lists ........................................................................ 32 Implementing Your Arena Managed Web Site Making Your Web Site Public ................................................................................... 38 Templates ............................................................................................................ 41 Page Structure ...................................................................................................... 42 Modules ............................................................................................................... 44 Arena Portals ........................................................................................................ 45 Security ............................................................................................................... 46 Setting up Site Navigation ...................................................................................... 47 Uses of the Advanced HTML Text Control .................................................................. 50 Using Redirects ..................................................................................................... 51 Using the Login / Logout Module ............................................................................. 53 Uses of Pages as Tabs control ................................................................................. 54 Web Site Features Login Section ........................................................................................................ 55 Small Group Leader Toolbox ................................................................................... 57 Small Group Locator .............................................................................................. 60 Online Giving ........................................................................................................ 61 Event Calendar and Promotions ............................................................................... 63 Prayer Requests .................................................................................................... 65 Volunteer Opportunities ......................................................................................... 67 Personal and Business Classified Ads ....................................................................... 69

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E-Cards and E-Invitations ....................................................................................... 71 Polls .................................................................................................................... 74 Sports Monitor ...................................................................................................... 75 Online Newsletters................................................................................................. 76 Arena Reporting Manual Lists .................................................................................................................... 79 Using the Report Grid from Query module ................................................................ 94 Reports ................................................................................................................ 97 Creating Reports using Report Builder .................................................................... 103 Creating a Stored Procedure for List Merge ............................................................. 128 Using Report Subscriptions ................................................................................... 130

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Introduction

Welcome to Arena, the Power of Community
Arena is a church ministry system designed to empower your people and your ministries. Arena achieves this by: • Serving as an easy-to-use and centralized method (location?) for your members to contribute (financially and physically) to ministries • Keeping accessible, accurate, thorough, and integrated member records • Organizing records by levels and layers of grouping schemes • Tracking member’s physical and spiritual needs and activities • Coordinating ministry events through promotions and Arena managed websites • Providing an effective means of individual and mass communication This makes Arena a true ChMS product. It focuses on communication, coordination, connection, and creativity. The Arena philosophy is people oriented; it begins with the end in mind. Don’t let people slip thru the cracks. Open the front door wider and close the back door tight. Take advantage of every touch point with a “wow” experience. You are empowered to invest more of your time and talent in the calling, less in the managing. Arena puts the power at your fingertips. Our Mission Shelby Systems, Inc. exists to supply the information technology tools needed to help ministries and other organizations around the world thrive. To meet this vision we strive to provide the highest quality software, training, and support, while delivering superior service to our customers, which can only be done by empowering employees through individualism and teamwork, and providing a challenging and rewarding career.

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Trademarks: Certain brand names and product names used in this article (publication) are trade names, service marks, trademarks, or registered trademarks of their respective owners. Shelby Systems, Inc. is not affiliated or associated with any product or vendor mentioned in this publication. © 2006, 2007, 2008 Shelby Systems, Inc.

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Introduction

Focus
The focus of the Arena Reference Guide is for a user at any level to have access to all the necessary tools to operate Arena and the features provided for their church organization. Working in conjunction with the Arena End-User Manual and the Arena Administration Manual, this guidebook adds various Getting Started walkthroughs, a comprehensive guide to building and using an Arena managed web site, and assist with using reporting both inside Arena and out to create and edit reports. The Arena Reference Guide can be divided into three sections: Getting Started, Managing You Web Site, and Reporting. This is so that if a user only needs one part they do not have to have the full guide. Each section is available for free download at http://community.arenachms.com/downloads, as well as the full version of the guide.

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Getting Started
These walkthroughs are intended for general use within Arena, quick how-to’s of the more complicated functions and capabilities of Arena. Please reference the Arena End User Manual for additional assistance with each of these walkthroughs.

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Using the Edit Family Wizard
The Edit Family Wizard provides the ability to add new families, update existing family information, and separate family members. You may access the wizard by one of three ways: the Add New Family section under the Membership area, the Family section on the Person Details page, or the Address Information section on the Person Details page.

Adding New Members to Arena
Opening the Edit Family Wizard from under Membership in the Navigation bar allows you to create a new individual record or a whole family all at once. Once opened, click the Add New Person link for as many people that are in the family, and begin entering in the individual’s information. Navigate using the various tabs until the information has been added, and click Save. Names and Member Status are the only fields required before you can save the family. Once saved, you will be directed to the Person Details screen of the first adult in the family.

Modifying Existing Information
Modifying Families
When the members of a family have to be modified, open the Edit Family Wizard by selecting the edit link in the Family area of the Person Details page for any family member. This will open the Wizard with the current family information. You can now add or remove family members. If the new family member already exists in the Arena database, click the Add Existing Person link at the bottom to open a Search screen where you can select the record. You can also add a brand new record by using the same method as above, by clicking on the Add New Person link. You may also use both methods of adding people at the same time. For example, if you have two existing people in your database that have recently gotten married, open to the husband’s Person Details screen and select the edit link under the Family area. The wife already exists as a member in Arena, so click the Add Existing Person link and locate her record to tie it to his family. If there is a new individual to add to this family as well, then click the Add New Person link to create the new record.

Modifying Addresses
If a family changes their address, or has an alternate address, click the edit link in the Address area of the Person Details page to make those changes. New addresses are standardized when completing the wizard by clicking Finish.

Creating New Families from Existing Families
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There will also be times when you will need to separate someone from an existing family and create a new family for them. Arena considers a family to be a group of people that live at the same address and are typically related. For example, when a child moves away to college, you might want to separate them from his or her existing family, since there is no way to have an individual with an address different from the rest of the family. In the Edit Family Wizard, click the red icon next to the individuals name to remove them from their existing family. Click Update when finished which will take you back to the top Adult’s Person Detail page. You can maintain a relationship between the removed person and their old family by adding a Relationship between a member of the old family and the original person. For help with adding a Relationship between two people, see the Viewing a Record section under Membership of the Arena End User Manual. Now that the individual has been removed from their family, open their Person Detail record and make any changes needed, such as new address or phone number. Removing an individual from a family will not remove the record from the database. It only separates them from their other family members. Note: Edit rights are required to modify any information using the Edit Family Wizard. Please refer to the Relationship section of the Arena End User manual within viewing a Person Record for help in setting up a Relationship.

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Understanding Groups and their Structure
The Groups section of Arena empowers users to customize and set up the group structures to suit the needs of your church. Since these structures use multiple levels of hierarchy, the Groups tool is flexible enough to handle any design of small groups.

How Groups are Built
Groups utilize a tier-based structure, where each level can have several lower levels, but only one above. Each tier is called a “cluster level” and the bottom tier is always the “group level”. Each cluster Level consists of group clusters. These together form a “group tree”. A group tree can consist of any number of tiers. Figure 1 is an example structure of a group tree for Sunday School:
Figure 1 - Group Tree Example

This example would not be a complete tree, but it demonstrates how the tier structure works. There are three cluster levels and the group level. Each cluster level can have its own name that fits your group tree. In this example, the root cluster level would be Ministry, Level 1 would be Age Division, and Level 2 would be Grade/Generation. Sunday School, Children, Youth, Adult, 7th Grade, 8th Grade, and 20s are all group clusters.

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When determining the number of levels for a group tree, it is important to consider the following: • Reports - At what levels are reports most useful? • Leaders - How many Leaders do you have and who are they responsible to? Are there leaders for each level? • Accountability - Who reports to whom? • Growth - Where will this same Tree be in one year? In five years? • Division - How are your Groups already divided out? The best starting point is what you already have. Once these decisions are made, the Arena Administrator would make the structural changes to accommodate. Then the group clusters can be entered into Arena and the tree will take shape.

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Group Term Glossary
The following list of terms and their definitions that will help in understanding groups and how groups are built:

Group Trees:
Cluster Level – The level of a group tree’s structure. Group Cluster – The actual name of a section of a level in a group tree. Cluster levels consist of these. Group Level – The bottom tier of a group tree. Groups themselves are in this level. Group Type – The type of a group, used in Add Registrations. Small Group – The actual group itself.

Group Personnel:
Group Leader – The leader of a small group. The leader is not necessarily a group member. Group Member – A person enrolled in a group. Group Role – The role of a group member. Level Administrator – The administrator of a group cluster They will have full rights to all levels below the level they administer. This is typically an employee of the church. Level Leader – Functions the same as a level administrator, except this is typically a nonemployee. Location – The group member or leader whose address is where a group meets.

Group Structure:
Cluster Type – The structure of a group tree, sets up how many levels a tree can have. Group Category – The way of separating the different classifications of group trees.

Web Terms:
Group Leader Toolbox – The section of an Arena managed web site where group or level leaders can administrate their groups, group personnel, and other group settings. Small Group Locator – A feature for a user to determine and register for a small group based on selected criteria.

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Using and Implementing Tags
Tags are used as a way to group people together that have a common thread. Tags use a hierarchal structure, same as groups, but there are some distinct differences. There is no pre-determined structure, there are different types of tags, which each reflect different data, and you can add people to any level of tag, to name the more important differences.

Tag Types
Arena has tags in four different categories: • Personal Tags – Tags that are personal to the tag creator, use for sensitive information. • Ministry Tags – Most common tag, simple grouping of people. • Serving Tags – Tags used for volunteer activities and needs. • Event Tags – Tags for events sponsored by the church. People added to these tags are called registrants. Note: Due to their unique functionality, Event Tags are covered in a separate section of this guide, in Creating and Promoting Events. Each of these types has a specific use, and you should take care to fully evaluate which type of tag should be used for each application.

Personal Tags
Personal tags are only visible to the user who creates them. This is both a useful tool and a potential risk factor in their use, since it is the most secure of the three tag types. This means that personal tags can contain sensitive information such as personal/marital counseling or ‘problem’ members, personal information such as a personal prayer chain, or connecting a confidential group of people together. However, since it can only be viewed by the user who creates it, if a situation arises where other users might need to view the members of a tag (e.g. a minister retires and his replacement might need access to this information), the owner has to transfer ownership first. A simple rule of thumb when deciding to use a personal tag is to consider if anyone could ever need to see this information other than yourself; if so, consider a ministry tag or serving tag instead of a personal tag.

Ministry Tags
Ministry tags are the most widely used tag type due to their versatility. Ministry tags can represent nearly any grouping of people, from committees to prayer groups to deacons, or even simple geographical grouping. Ministry tags can be used to record members of a Sunday School group and their attendance, or mid-week Bible studies, or any of dozens of other associations. Ministry tags are more or less a ‘catch-all’ category for tags since they can be used for nearly any possible grouping.

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Serving Tags
Serving tags represent volunteer needs, the volunteers themselves, and their qualifications and activities. Serving tags help you make certain that the required number of people for each ministry opportunity is met. Serving tags provide more detailed information about the function tag members such as the time frame of the opportunity or the schedule the tag members will be working under. Serving tags work best when reserved for activity-based ministries such as a special events teams or an urban outreach group. Other ministries such as Sunday Schools and prayer groups should be categorized by Ministry tags.

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Key Concepts of Tags
Regardless of type, tags share several important attributes that are important to know about so that you can plan your implementation of tags within your organization.

Organization
Tags are organized using a parent-child relationship, also commonly known as a tree view. This hierarchal structure allows you to indicate sub-groups within a parent ministry (such as separate door-to-door evangelism teams within your overall evangelism ministry). Each tag can have no more than one parent, although each parent tag may have any number of child tags who may each have their own child tags, and so on.

Security
Tag security can be used in many different ways for dozens of different functions. Upon creation, a root-level (no parent) tag will only have security options for the creating user, so it is important to manage who can create new tags and to make certain that they know to add the proper security roles to each tag they create. The biggest security difference in root and child tags is that a child tag will always inherit the security permissions of its parent tag (note that while a child will inherit from its parent, any changes made to the child will not affect the parent tag). This can be used to create a parent tag with certain security permissions that will be the parent to all future tags to make certain those future tags receive certain security rights. You can also restrict certain permissions on tags so that only the proper users can view anything related to that tag (such as the list of tags on a Person Details page). For an example of this, see the Managing Security Roles through tags example below.

Presence
A user can be a member of any number of tags of any type at the same time, but they cannot be a member of the same tag more than once. Tag members are specific to that tag, they are not also considered to be members of its parent tags if they are only members of the child tag.

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Managing Security Roles through Tags
Due to the ability to synchronize a security role to several different grouping mechanisms in Arena including tags, as the Arena Administrator you can use the Ministry tags system to manage the security rights of all of your users very easily. To do this, you will need to create a Ministry tag tree with View rights granted only to the roles you want to be able to manage security (most likely only the Arena Administrator role itself) and a separate tag for each security role, as shown below.
Figure 2 – Security Role Tag Structure example

Due to the cumulative nature of security roles, it is recommended to have the highest-level tag have the least rights, and only grant the specific rights not covered by a higher level to the security roles represented by tags lower in your tree. For example, you may want to grant your staff members access to the Groups area so that they can manage the small groups covered by their ministry area, so you would give those rights to the security role synchronized to the “Staff Members” tag illustrated above. However, each ministry may have separate group categories, so you may wish to grant access to those specific category pages only to the associated small group role for the separate “…Ministry” tags from our example above. Since a member of a child tag is not a member of its parent tag, in our example above your youth ministers would have to be members of the Youth Ministry, Staff Members, and Users tags to gain the security roles of all three.

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Examples
Role Models and Problem Makers
As a senior youth pastor for your church, you want to keep track of any potential problem people so that you can help minister directly to them by providing a role model. As this is a personal list, which would not need to be shared with anyone, and could prove to be sensitive information, you should create a personal tag for these troubled teens. A similar list could be a counterpart containing particularly mature students you can count on to work with you in helping these teens.

“Go Into All The World…”
As the Minister of Evangelism, you need to be able to keep track of all of your ministry’s activities and members, yet keep them organized into separate sections. You have a local week-to-week ministry consisting of several door-to-door evangelism teams and a shut-in visitation team, as well as several other divisions. You can use Serving tags to set up multiple levels to represent each of these ministries and teams, starting with a single “Evangelism Ministry” tag at the top level, a “week-to-week” tag on the second level along with other similar divisions, and separate team tags on the third level (with your week-toweek tag as their parent) to organize each group of volunteers.
Figure 3 – Evangelism Ministry Tag Structure example

Each of these levels can also contain members who are either not yet assigned to a specific group below that level or who can assist with any of the functions of the groups below them. Each Serving tag can be set with different requirements and schedules to help in coordinating their efforts to best minister according to their abilities.

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Creating and Promoting Events
Events are setup and tracked in Arena using Event tags. Event tags allow you to maintain the Event Calendar, the Online Registration options, monitor the registrants of the event, and see the payment transactions made through Online Registrations. Event tags are typically setup in a category method, where there is one Event tag for various types of events, and the actual events are setup under that tag. For example, there may be an Event tag called “Children Events”, and a tag beneath for “2008 Spring Carnival”. Events are advertised and accessed within your Arena managed web site by Promoting the Event on the site.

Creating an Event Tag
The first step in this process will be creating the Event tag. Navigate to the Tags section of the Arena application, open Event Tags and create a new tag for your event. Your tags may be setup as categories, so be sure to choose the appropriate category and create a new tag there. All Event tags require filling out the Event Details tab, which contains dates that the event will run to and from and detailed information that is specific to the event. The Public Calendar Details tab must be filled out in order for the event to be displayed on the calendar for your external web site. The Registrations tab is not required unless online registrations and payments are desired. This tab has several sub-tabs, described below. • Registration Details – This tab contains the setup information for the start and end dates for Online Registrations for the event. • Fields – This tab contains the setup for the fields that will be required or optional in the registration process. • Communication - Allows you to setup a confirmation message once the person has completed the registration. Event reminders can also be set up that will send a reminder to the registrant based on how many days before the event that you specify. E-Tickets can also be set up to print for the event. • Payments & Fees - Payments information is set up here for online payments for the event. • Discounts – This tab contains discounts that can be set up for the event. • Labels - Allows you to customize some of the field descriptions that the user will see in the online registration process. At least one future Occurrence for the event must be set up is required so that a person can register for the event on the web site, since a user actually registers for an occurrence, and not the event itself. Note: for further information on any of these areas please refer to the Event Tags portion of the Arena End User Manual.

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Creating a Promotion for the Event
To have an Event tag display on the web site calendar, a promotion must be created for the Event. Promotions allow you to advertise the event in other places on the web site. Click the Promote this Event button to direct you to the promotion setup page to create a promotion for the event. This will automatically start the new promotion request process and you now enter information from the owner of the event tag. You will need to fill out the necessary fields and have the promotion approved in order for it to show on your web site. By opening the request from the tag, the promotion is automatically linked to the Event tag. You must choose a primary ministry from the drop-down box; the optional alternate ministries are used for cross promotion. You will see Web, Bulletin, & Newsletter tabs in the lower half of the screen. Only the Web tab is required for online Promotions. • Web tab – The dates for these promotions must either match or start and end before the actual event tag start and end dates. You can enter a summary image and description, and a detail image and description. You can also enter an outside URL link that can be accessed from the promotion. Check the Approved box on this tab in order to make the promotion available in the Promotion modules. • Bulletin tab – Arena does not create the actual bulletin; this information is kept in the Bulletin Requests area as a reference for creating the actual paper bulletin. Choose the bulletin date, the category, and enter a summary. You can add this bulletin request to multiple bulletins with different (or the same) text by clicking Add Bulletin Request again. • Newsletter tab – Since Arena does not publish the actual newsletter, same as Bulletins, this is mainly for keeping the information for the team that creates the actual paper and/or electronic newsletter. Enter the date range of the promotion, and choose whether to use the existing web summary or a different summary. Newsletter requests that are set up here can be managed in the Newsletter Promotions area of the Arena application.

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Contributions Application
The Contributions application is used to quickly create and enter batches using a check scanning machine, or manually entering non-cash or cash gifts. This application works in tandem with Arena, but operates stand-alone to Arena.

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Creating a Batch
1) Launch the application by double clicking the Arena Contributions executable on the desktop. 2) Enter the batch date, the control amount, and give the batch a name. 3) Click Next to proceed to the Contribution entry screen.
Figure 1 – New Batch

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Contribution Entry
If the gift type is Cash, skip steps 1-3. 1) Scan your check through the check-reading machine, such as the MagTek™ CrossCheck Pro. 2) If the person has already been associated to the check number, the person’s information will automatically populate as shown below.
Figure 2 – Contribution Entry

3) If there is not a record associated with a MICR number then you need to look the record up using the person search. Click the Name button in the top-left corner to pull up the person search screen. 4) You may search by first name, last name, a combination of both, or by person ID. 5) Highlight the person and click the Select button in the bottom-right corner to associate the transit and account number to the person. 6) Enter the amount of the check and click the tab, which will allot the amount to the first fund in your list. This is located on the right-hand side of the screen. If the amount should go into another fund, then you will need to manually make this adjustment. 7) Click the Next button in the bottom-right to enter the contribution. 8) If the sum total of all entries exceeds that of the control amount that was initially entered, there will be a negative difference amount alerting you to this. Note: You will be able to complete the batch even if the amount is negative.

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9) Once you have entered all contributions for this batch, click the Done button to proceed to batch summary screen.

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Batch Summary
1) The final screen shows a summary list of the contributions that were entered in this batch. If you wish to delete or add contributions to this batch, click the corresponding button located on the bottom portion of the screen, as shown below.
Figure 3 – Batch Summary

2) If you want to add a new batch, click the Add Batch button in the top left. 3) Click the Open Batches button to show the batch list screen. This screen shows any batches that have not been finalized. 4) You may highlight a batch to Edit, Finalize, or Delete the Batch.

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Undoing a Contribution Entry
If a contribution entry needs to be edited or removed, there are two methods of editing. If the batch the gift entry is in has not been finalized, simply reopen the batch, locate the gift entry, open it, and make the necessary changes. However, if the batch has been finalized, the gift cannot be edited. A negative entry that reverses the gift must be entered into a separate batch. A corrective entry can then be entered in the same batch but as a separate contribution entry. Entries that have a negative balance should always include a memo explaining why the entry is negative, such as “returned check #...” or “correcting amount error”. This way, the statements will reflect the full history on the giver.

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Family Registrations
Family Registrations, like Contributions, is a stand-alone application that works in conjunction with Arena. Data entry personnel can use this program to quickly and easily add or modify a person (or an entire family) in the Arena database without having to use Arena to do so. Using Family Contributions to edit records has a few advantages in lieu of using the Arena application: • Arena is a web-based application, meaning from a user perspective, it functions similar to Internet navigation. This means that each new screen of Arena has to load in a similar manner as a web page. Because Family Registrations is workstation-based application (or a client application), loading time between screens is virtually instantaneous. This makes navigation between screens in the user interface much quicker. • The user interface of Family Registrations puts most of the important fields for a record on one screen, preventing data entry personnel from navigation between multiple screens to add or modify a record. The Arena program uses the Windows login to give access to users. This means that in order to use Arena, a user must be set up in your Active Directory. However, the Family Registrations requires a login created from within Arena. Therefore, it is an ideal application to use to allow volunteers to do data entry work for your organization without going through the hassle of setting them up as a new user on your network. The Family Registrations application has a built-in control that prevents data entry personnel from accidently duplicating records.

Using Family Registrations
Family Registrations is designed to be easy to use for any level user. Once you launch the Family Registrations application, a prompt will appear for you to log in. This will be an Arena username and password. Once logged in, you can search for an existing family using the Quick Search at the upper left, or click on the Add New Family at the lower left to enter in the name, birthdate, and gender of a person or the entire family, all at once.

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Adding a new family
When you click on the Add New Family button at the lower left, a new window will appear allowing you to enter in the family information, as shown in Figure 2.
Figure 2 - New Family

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In the New Family screen, fill in the first and last name of the Head of House. Arena only allows two adults in a family, and those must be of separate genders, so it is important to enter the appropriate name in the corresponding line for the adults of a family. All other individuals added to a family will be entered with the role of “Child”, but that can be changed within their record in the Arena application. You must enter a birthdate and choose a gender for each person. Once all the family members have been entered, scan or swipe a check-in card for the family. The card ID number will show as the Assigned Card number for that family. Click OK when done. Note: Assigning a card is optional. If no card is entered, a popup will appear verifying the save with no card when you click OK. New people are added with a default member status, as defined in the Family Registrations configuration file.

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Editing an Existing Family
Using the search options at the upper left will display a list of all families that meet the criteria of the search. All names will appear with the last name in bold, followed by the first name. In the event of a family, the first names will be listed in chronological order of age. Double-click on the individual or family to open the Family Information screen.
Figure 2 – Family Information

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Individual family members will display as separate tabs along the top of the screen in chronological order by age; however, the first person entered into Arena (typically the Head of House) will be the initial open tab. Click on any name to view the specific information about that individual. Children’s names will show with their age. Editing the home phone or address fields of an adult will place the same information on all members of the family. All other fields are unique to the individual. All fields in the Family Information screen are not user-defined, except for the area between Relationships and Cards Assigned. This is a section where a set of record attributes can be edited. These attributes must be within the same Attribute Group. Please refer to the Person Attributes section in the Arena Administrator Manual for help with creating and using Attributes. The attribute group is set in the Family Registrations configuration file.

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Assigning a Check-In card
Check-In can use a barcode or magnetic stripe card to make it easy to select the correct family. When viewing the Family Information screen for a family, simply scan the barcode or swipe the stripe of the card at any time. This will enter the code in the Cards Assigned section. All cards assigned to an individual will work for all members of a family. You can have multiple cards, if desired. Card numbers can be removed by clicking on the number and click the Unassign button.

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Adding a Photo
While you can view an image on file for an individual, you cannot change the photo at this time. Future versions of Arena will incorporate the ability to use a live camera to capture images.

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Develop and deploy new Security Roles and Logins
Arena uses the Security Roles section to determine what areas of Arena a user has permission to access and perform tasks. Permissions are set for the various security roles individually; therefore, adding a user to a role will grant that user the permissions assigned to the role. This makes it much easier to maintain security as a whole since constant minute tweaks to an individual’s security are no longer necessary. All that is required to change a user’s permissions is change the role that user is a member of.

How Roles Work
Security roles work by first assigning the security role permissions to objects, then assigning members to roles. When the user signs in, Arena will determine what role the user is a member of and grant the appropriate access. If a user is attached to more than one security role on the permissions stack, meaning that if one role grants view rights to a page, and another role grants view rights to a different page, then the user can view both pages.

Object Types
The various pieces of Arena that create the application as a whole are called “objects”, in terms of security. Below is a list and brief description of the objects that can be secured: • Applications - Applications are external applications that integrate with Arena. Currently, Contributions and Family Registrations are the only applications available. • Attribute Groups – Attribute Groups are used to categorize your record attributes together. • Attributes – Attributes are a way of storing custom data in Person Details. • Group Clusters – Group clusters are used to categorize and divide the structure of small groups. • Metrics – Metrics are a graphical way to display information about an individual or group. • Modules – Modules, or controls, are small interfaces for data entry and viewing for specific functions. • Pages – Pages are where all content is located for user interaction. • Person Fields – Person fields are all fields in the Person Details screen. • Person Notes – Person notes are notes entered in the Person Details screen. • Portals – Portals are the access gateways to Arena content, and separate the various Arena managed web sites from each other, including the primary application site. • Reports – Reports are a way of viewing information about a selected group of people. This object is about Lists (built-in Arena reports), not Microsoft™ Reporting Services reports. • Tags – Tags are divided in four types: Personal, Ministry, Serving, and Event (your titles may vary), and are a method of grouping people together by a common trait.

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Permission Types
Permission types are the various kinds of abilities allowed. View and edit are the most common permission types; however, objects have different types of permissions, such as “Edit Modules” or “Edit Registrations”. The specific permission types available are specific to each object listed above. Here is a brief description of all the permission types and what objects they are available for: • Approve (modules only) – Certain modules have “approve” functionality, such as promotions, events, registrations, etc. In order for this information to be finalized and appear on the Arena web site, the information must be approved by an Arena supervisor that has “approve” permission. Users who do not have “approve” permissions will not see the Approve link to finalize the event. • Edit (all except applications) – Edit rights allow for editing the contents and/or details of the object in question. • Edit Modules (pages and reports only) – Editing modules allow for adding, deleting, and editing the modules and their settings. • Edit Notes (metrics only) – Edit Notes allows for adding, deleting, and editing notes in metric details. • Edit People (tags only) – Edit People allows for editing the tag member details. • Edit Registration (tags only) – Edit Registrations allows for editing online registration settings for event tags. • Edit Security (all except portals) – Edit Security allows for editing of security permissions. • View (all) – View allows viewing the object in question.

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Create a New Security Role
New security roles can be created by navigating in Arena to Administration > Security Roles. Arena will come installed with several security roles already created. Only the Arena Administrators role will have any preset permissions, but you can add, copy, remove, or edit any of the roles as necessary. Note: The All Users and Arena Administrators roles cannot be deleted, and the members of the All Users role cannot be modified. To create a new security role, click the New Role icon. This creates a role at the top of the role list called [New Role], ready to have its permissions set up. Before setting the permissions of a role, it is important to determine what permissions to which objects a role should have. Ask, “What parts of Arena should a user in this role be able to view? To edit? How much control should a user have over the details of something? Should a user in this role be able to add to the Arena managed web site?” Questions of this nature will help a lot towards setting up permissions of the new role properly. You can always edit a role once it has been created and implemented.

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Editing a Security Role
Editing a security role can be done at any time by opening the details of the security role by clicking on the role name link, then clicking the Edit Permissions button. This will open a new window that shows what permissions are set and available for this Role. This window is divided into tabs that group various security areas together. Edit these permissions to allow the appropriate security as necessary to give the user the correct level of access to Arena and its sections. Note: For help with creating and editing security roles, please refer to the Security Roles section of the Arena Administrator Manual.

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Important Notes about Required Role Permissions
Certain permissions must be set for any role to function properly. The exact settings you choose to have for your roles can vary, and what sections you want to have behind a login or open to public view are up to you. However, there are certain sections that must have specific permissions in order for Arena to function at all. In order to access any part of Arena, the All Users role must have view rights to the Login page setup for each portal. Also, the All Users role must have view and edit rights to the User Login control set up on the login page. All Users is the only role that includes the “Anonymous” username, meaning that the database does not have to know exactly who the user is to show the content. This is why this role is required for the login page, since before the user has logged in, the user is considered to be “Anonymous User”. Any security role that can access any section of the Arena application itself needs to have view rights to the Page Navigation module, located in the Left Content area of the Arena ChMS template. Permissions for template modules are set in the Templates section under Administration. Any role that can access attendance information to view, modify, or enter attendance information must have view rights to the Occurrence List and Occurrence Details pages (and their respective modules), which are set up under Check-In. Certain modules designed for use only in Arena managed web sites also require a login to access: • Group Leader Toolbox • Prayer Session • Online Giving

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Add Users to Security Roles
Now that the security role has been created and the permissions are set, the next step is to add existing users to the role. It is important to determine the method of adding users to the role. Existing users can be added by one of two methods, direct or indirect. Direct add means the user is added directly to the role itself, by opening the role and adding a member manually. Indirect add means the user is added to either a Tag or Active Directory Group. Roles can by synced to any number of these, or a combination thereof. Adding a user to that entity will then add them to the role by an Arena Automated Agent. Note: For more about the Arena Automated Agents, please refer to the Agents section of the Arena Administration Manual.

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Adding New Online Users to Roles
There are two methods to add a new user to Arena via an Online Request. One method is by e-mailing a request and the other is by directly adding themselves to the database. Which option that is available to site visitors is determined by the module used on the New Member Request page. Note: For help in setting up Login pages and New Requests, please see the Setting up Login Pages section of the Arena Web Site Guide. The method that a user is added to the role from Online Requests is specific to how the request was entered. If the request is via e-mail, then the new user will be added manually, by whatever method the appropriate role calls for. If the request directly adds the user to the database, then the method to add the user to the role must be the indirect method. The New Member Request module has a setting of Profile ID just for this purpose. When the new user account is submitted, the user is added automatically to the designated profile, or tag. This tag should be synced to a security role. That way, when a user is added to the tag, they are also added as a member of the role via the Automated Agent. It is strongly discouraged that Sync with Active Directory Group be the only sync source used for a security role for online users, as this will result in being largely populated by users who are not active in the Active Directory.

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Add Login IDs to Users
The last part of deploying roles is assigning Login IDs to users. Users who created their logins online have their login IDs assigned when the account is created, but existing users will have to have their logins set for them. Logins are set through the Security tab at the top of the Person Details screen. Search for the person by using either the Quick Search or Person Search, and open that person’s details. When you open the Security tab, you will see a section for logins. Click the button to add a new Login ID. The user can now log into Arena and access whatever sections their role or roles allow them to see and work with.

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Creating a New Check-In Theme
Arena is installed with two default Check-In themes. A theme controls the overall look of the Check-In application, any text (including placement, appearance, and content), images, sounds, and layout. This guide will cover how to create a new theme or modify an existing one to best suit your needs.

Setup
The following step-by-step process will enable you to modify an existing theme. 1) Create a new folder in /Arena/Arena CheckIn/Themes with the new theme’s name. Example: /Themes/childrenscheckin 2) Create the folder /Images as a subfolder under the new folder. 3) Copy the Style.css, ThemeSettings.xml, ThemeSettings.xsd, ThemeSettings.xss files, and the /Sounds directory from /Themes/Arena to the new theme directory. 4) For each of the image files listed in Table 1, you have the option: a. Create new image files, using the guide below Note: The image dimensions listed are defaults from the Arena theme. If custom images are created, the Style.css will need to be edited to accommodate the different image sizes. b. Copy the image files from the /Images folder of an existing theme and edit the images as desired using any image editor. Be sure to retain the file types and file names. c. Copy the existing file as described and use the existing image.
Table 1 – Theme Images

Image File Name

1

action_button.png action_button_down.png action_button_change.png action_button_change_down.png action_button_check.png

Image Dimension (Pixels) 1 172 x 77 172 x 77 190 x 77 190 x 77 190 x 77

Page(s) Used On

2

Phone Lookup Phone Lookup Confirm name (Centralized only) Confirm name (Centralized only) Confirm name (Centralized), name Family (Non-Centralized)

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action_button_check.png back_button.png

190 x 77 125 x 100

back_button_down.png

125 x 100

checkbox_blank.png checkbox_checked.png name_button.png name_button_down.png numeric_button.png numeric_button_down.png phone_button.png phone_button_down.png scroll_down.png

76 x 68 76 x 68 570 x 68 570 x 68 95 x 77 95 x 77 346 x 56 346 x 56 70 x 70

scroll_down_down.png

70 x 70

scroll_up.png

70 x 70

scroll_up_down.png

70 x 70

Confirm name (Centralized), name Family (Non-Centralized) Phone Lookup, Confirm name (Centralized), name Family (NonCentralized/Centralized) Phone Lookup, Confirm name (Centralized), name Family (NonCentralized/Centralized) name Family (Non-Centralized) name Family (Non-Centralized) name Family (NonCentralized/Centralized) name Family (NonCentralized/Centralized) Phone Lookup Phone Lookup Phone Lookup Phone Lookup Phone Lookup, Confirm name (Centralized), name Family (NonCentralized/Centralized) Phone Lookup, Confirm name (Centralized), name Family (NonCentralized/Centralized) Phone Lookup, Confirm name (Centralized), name Family (NonCentralized/Centralized) Phone Lookup, Confirm name (Centralized), name Family (NonCentralized/Centralized)

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scrollbar.png

59 x 863

search_background.png background.jpg 3

380 x 65 1024 x 768

background_Welcome.jpg busy.gif 4 error.gif 5

3

1024 x 768 126 x 22 48 x 48

Phone Lookup, Confirm name (Centralized), name Family (NonCentralized/Centralized) Phone Lookup Phone Lookup, Confirm name (Centralized), name Family (NonCentralized/Centralized), Welcome Screen All Screens Error Screen

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Note 1: These are the default values, defined in styles.css. These values can be changed so long as the corresponding value in styles.css is changed to match, but some location references in styles.css are relative to image sizes/locations and may need to be adjusted as well. Note 2: The text displayed on each image/button in these locations is defined in ThemeSettings.xml. Note 3: background.jpg and background_Welcome.jpg are JPEG files. Note 4: busy.gif is an Animated GIF file. Note 5: error.gif is a GIF file.

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Add the Theme to the Database
1) As there is no user interface to add themes, so you need to directly access the ArenaDB database, and in the comp_theme table, add a new line using the values listed in Table 2.
Table 2 – comp_theme Row Values

Column Name theme_id theme_name theme_path date_created date_modified created_by modified_by default_theme

Row Value Automatically Assigned Descriptive name, e.g. “Children’s Theme” Theme folder name, e.g. “childrenscheckin” Today’s Date Today’s Date Your User ID Your User ID False*

*Note: Only one value in the default_theme column may be True.

2) Refresh your Arena cache. 3) Edit the Style.css and the ThemeSettings.xml files to change fonts, colors, and text. See Styles CSS Definitions for Arena Check In Kiosk Themes and ThemeSettingsXML Definitions for Arena Check In Kiosk Themes technical documents, available on the Arena Community Site, for more information.

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Changing a Kiosk to a New Theme
Centralized Mode
Centralized mode is a setup option for a Check-In kiosk that allows for multiple attendance types to be accessible at the same kiosk. As centralized mode uses the kiosk default setting for its theme, the following will show how to set the new theme for use in centralized mode. 1) Make certain the kiosk application is not running on the kiosk you wish to update. 2) Go to Check-In Kiosks and choose the kiosk you want to update to the new theme. 3) Click the Default Check-In Theme drop-down box and select the name of your new theme. 4) Click Update, refresh your Arena cache, and restart the kiosk application on the specific kiosk.

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Non-Centralized Mode
Non-centralized mode is a setup option for a Check-In kiosk that only permits access to one attendance type at that kiosk. Non-centralized mode uses the Attendance Type Theme setting. Only one theme is used at a kiosk in non-centralized mode. 1) Make certain the kiosk application is closed on the kiosk you wish to update. 2) Under Check-In Attendance Type Categories, click the Attendance Type hyperlink on the category containing the type you wish to change. 3) Click on the Attendance Type desired. 4) Click on the Check-In Theme drop-down menu and change accordingly. 5) Click Update, refresh your Arena cache, and restart the kiosk application on the specific kiosk. Note: for more information on kioks modes, please see Appendix A, Check-In Implementation, of the Arena End User guide.

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Modifying XML Files for Custom Lists
Lists are used in Arena to generate a list of people and certain information about them based on selected criteria. The criteria and the selectable fields to show in a List are determined by an XML file. The particular file used for a list is determined by the option selected when the list is first created. By default, Arena installs four XML files: Person Report, Parent Report, Groups Report, and Computer Report. Each of these has different fields for criteria and for selection. These XML files are located in the Arena installation folder, in the \Content\XMLreports subfolder. To begin editing, copy the report file to edit, and rename it. The file can be edited in a program such as Microsoft Visual Studio. All examples will use the Person_Report.xml as reference. There are two types of sections in the XML file, Tables, and Criteria.

Tables
Table sections are how the XML file actually queries the data in the database. This section contains the SQL join syntax for the tables. Each time a table is used that requires a specific variable, such as core_person_attribute, it has to be joined with a unique Alias. The tables are joined so that the fields located within the table can be used as available options for the List.

Setup a Table Link
The general layout of a table setup is as follows: <table name="<table name>" alias="<unique alias>" required_tables="<referred table alias>" join="<join type>" link="<alias>.<join field> = <referred alias>.<join field> and <any filters>"> For example, joining the core_person_address would be as follows: <table name="core_person_address" alias="PA" required_tables="P" join="left outer" link="PA.person_id = p.person_id and PA.primary_address = 1"/> This means that the table core_person_address has an alias of “PA”, and is joining by a left outer join onto “P” (which is core_person) by the person_id field, with a filter of the primary_address field of core_person_address must equal “1”. Note: The person_report.XML file start with core_person with an alias of “P”.

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In standard SQL syntax, the previous example would represent:

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LEFT OUTER JOIN core_person_address AS PA ON PA.person_id = P.person_id AND PA.primary_address = 1 It is not necessary to have a field in the XML file for each table, for example, core_person_address has no fields, and rather, it is used to link the core_person table to core_address. So only the table is added, then the core_address table is added immediately after. It is common to have an additional qualifier added to the join script, as in the above example, to show that the join only occurs given a specific set of circumstances. This is important for adding person attributes.

Table Fields
Table fields represent the database fields for the actual data to either query against or retrieve. The table fields also link to criteria and contain setup for display options. All table fields in the XML file will show as a selectable field, and will list in the same order as in this file. Table fields are essentially the “what” about the person listed. These fields have specific data types that have to match the type of field in the database.

Types of Table Fields
There are seven types of fields for use within the XML file: • Query – Query uses a SQL script to pull the available options for that field. This allows the user to pull options from a different place than the table. • Userlist – Userlist allows for hard coding the options in a checkbox format or dropdown. This can range from yes/no to several options for one field. Whatever values are set here will pull based on the numerical value in the field within the database. • Lookup – Lookup types are for fields that reference a lookup from the core_lookup table as the available values. These require the lookup_type_id as the type_qualifier setting in the field string. • Date – Dates are used specifically for date type fields. • Varchar – Varchar fields represent an alpha-numeric, or text, value. • Integer – Integer fields are for fields that only contain a whole positive number. • Decimal – Decimal fields are for any numeric field.

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Setup a Table Field link
The general layout of a table field is as follows:
<field name="<unique field reference>" display="<display name>" field="<field name in table>" type="<type>" type_qualifier="<qualifer for type>" dflt_column_type="<list column type>" dflt_text_format="" dflt_horizontal_align="left" dflt_navigate_field_name="" dflt_navigate_url="" dflt_navigate_target="_blank"/> </table>

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For example, below will join a date field from core_person_attribute into the list:
<field name="last_visit_date" display="Last Visit Date" field="datetime_value" type="date" type_qualifier="range" dflt_column_type="boundcolumn" dflt_text_format="{0:MM/dd/yy}" dflt_horizontal_align="left" dflt_navigate_field_name="" dflt_navigate_url="" dflt_navigate_target="_blank"/> </table>

Field Type Setup and Options
Each type uses a type qualifier to actually setup the type for use in the list. Below are the qualifier options and settings for each type: • Query – For the query type, the type qualifier is the query script itself. This query can only select two fields, the first is the value, and the second is text. These must be aliased as [field_value] and [field_text], respectively. These values display as a checkbox. Below is an example: <field name="group_role_name" display="Small Group Role" field="role_name" type="query" type_qualifier="select distinct('''' + role_name + '''') as [field_value], role_name as [field_text] from smgp_v_group_member_role where category_id = 1 order by field_text" dflt_column_type="BoundColumn" dflt_text_format="" dflt_horizontal_align="left" dflt_navigate_field_name="" dflt_navigate_url="" dflt_navigate_target="_blank"/> • Userlist – Userlist types create a list that returns a hardcoded value. The type qualifier for this type is where those values and options are setup in a semicolon-delimited list. The options themselves are <value>:<text>; etc. Userlists are best for any field that has a true/false, 1 or 0, etc., for example, “1:Yes;0:No”. These values display as a checkbox. Lookup – Lookup types require the Lookup Type ID of the lookup table as the type qualifier. Each value in the lookup table will display as a checkbox field. Date – Date types have two options, either a set date or a date range. For a set date, there is no type qualifier required. For the range of numbers, the type qualifier should be “range”. These fields will display a calendar to pick the date. Varchar – For the varchar type, there is no type qualifier required. These fields show as a text box. Integer – There are two options for integer types. Either the criteria requires a set number (value = X) or a number range. For a set number, there is no type qualifier required. For the range of numbers, the type qualifier should be “range”. These fields show as a text box. Decimal – These function exactly as integers.

• •

• •

Any type that requires a function to generate the values, the function should be entered as the field format with the functions’ required variables. These options are comma delimited. Arena Reference Guide, v.2007.2.13

Getting Started Criteria

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Criteria fields determine what fields are available for filters to generate the list of names for. Criteria are essentially the “who”, determining who shows up in the list. The criteria fields also set how a criterion is entered in the list setup. For a field to show as criteria, it must be referenced as a table value. This is linked by the field name value in the corresponding table field.

Criteria Options
As the criteria are linked to the table field, each field type has its options of criteria. Many options link to a comparison list, which is also defined in the XML file at the bottom of the file. • Query, Userlist, or Lookup – For a single select option, only give this criterion a size. A comparison list option can be chosen. For a multi-select option, enter a display_type”checkbox_list”, which will display all the options as a series of checkboxes. • Date, Integer, or Decimal – For a single date, only give this criteria a size, and a comparison list is optional. For a range of dates, set the display_type=”range”, and enter a size. • Varchar – Only a size and comparison list are required for this type. The “noprompt” field allows you to turn on or off the attribute name. A value of “false” in the “noprompt” field will show the name.

Comparison Lists
There are two comparison lists to choose from, and those options are set at nearly the bottom of the XML file. It is recommended not to change these values.

Default Fields to show
Under the comparison lists, are default settings. Fields can be added or removed to this list; these will show regardless of selected fields.

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Inserting Person Attributes
The most common modification to the XML files will be person attributes. To insert a person attribute, you will need to know two things about that attribute; first, the Attribute ID which you can get from the core_attribute table in the database, and second, the Type of Attribute. Arena has eight person attributes types: • Integer (numerical, whole numbers only) • String (varchar) • Date • Lookup (a drop-down appears with values set in lookups) • Yes/No (a checkbox field) • Decimal (numerical, but has decimals) • Currency • URL Actual attribute values chosen for an individual are stored in the core_person_attribute table. The core_person_attribute table has six fields: • person_id • attribute_id • int_value (used for lookup, integer, and yes/no attributes) • varchar_value (used for string attributes) • datetime_value (used for date attributes) • decimal_value (used for currency and decimal attributes) Due to the nature of attributes, each time a separate attribute ID is desired to add, a unique table join must be performed, since the table has to have a join filtered by the Attribute ID. Each table will then have one table field link, to whatever database field is tied to the attribute type desired to add to the list. Each type has unique settings: • Integer – The field is int_value; the type qualifier is the Attribute ID for single select, Range for multi-select. Criteria should reflect the option in the field. • String – The field is varchar_value, the type qualifier is the Attribute ID. Criteria should have a size and comparison list. • Date – The field is date_time value, the type qualifier is the Attribute ID (or none) for single select, Range for multi-select. The default text format will need to indicate this is a date field by using {0:MM/dd/yy}. Criteria should reflect the table option. • Lookup – The field is int_value, the type qualifier is the Lookup Type ID. Criteria should use either a size and comparison list, or a checkbox_list setting. • Yes/No – The field is int_value, the type qualifier must be Userlist. Valid values are 0 (for unchecked) and 1 (for checked). Never checked references do not show in this table. Criteria should show checkbox_list as the display type. • Decimal – The field is decimal_value, the type qualifier is either the Attribute ID or Range, depending on the desired criteria options. Criteria should reflect the table option. • Currency – The field is decimal_value, the type qualifier is either the Attribute ID or Range, depending on the desired criteria options. Criteria should reflect the table option. • URL – The field is varchar_value, the type qualifier is the Attribute ID. Criteria should have a size and comparison List. The dflt_column_type should be “Hyperlink”. Arena Reference Guide, v.2007.2.13

Getting Started
Where to Add Custom Tables and Criteria
The Person Report XML file will have a section in it for placing the custom entries for both tables and criteria. It can be found by looking for the section surrounded by the following lines: <!--Insert Custom Attribute Field Tables Here--> <!--Do Not Enter Custom Attribute Fields Below This--> Insert your new table values in between these lines. Closer to the bottom, you will see: <!--Insert Custom Attribute criteria fields here--> <!--Do Not Enter Custom Attribute Criteria Fields Below This--> This is where you insert the criteria lines. Since there will already be a Custom Attributes tab for your reports, this is where those will display. If you make a change to the person_report.xml file, you will need to close and reopen Arena in a new browser session to see the changes after you have saved the XML file.

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Supplemental Help
There may be times when creating the new field that “escape characters” will be necessary. These are used when specific characters are desired in the XML file that are used as SQL functions, such as ampersands (&), quotes (‘), etc. The below chart shows what to enter in the file depending on the desired character.
Table 1 - Supplemental

Desired Character ‘ (single quote) “ (double quote) \ (backslash) [new line] & (ampersand) < (less than) > (greater than)

Enter this &apos; &quot; \\ \n &amp; &lt; &gt;

Example didn&apos;t &quot;Please&quot; \\ text1\ntext2 First&amp;Last 5&lt;6 6&gt;5

Will show as didn’t “Please” \ text1 text2 First&Last 5<6 6>5

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Managing Your Arena Web Site

Implementing Your Arena Managed Web Site
The heart of Arena is its ability to manage and control the content of multiple web sites. In fact, the Arena application is a web site itself. An Arena web site consists of templates to define the layout, CSS and image files to make the appearance, pages to create the structure, modules to control the content, and security to set access permissions. These are all established within Arena, and the content displayed is controlled by the data entered through Arena. There are two ways of running an Arena web site, public (external) and private (internal). Public sites are any web site accessible from an outside location, primarily your church’s web site. Private sites include the Arena application site and any site under construction.

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Making Your Web Site Public
Public sites are defined by being accessible to visitors and members on the Internet. This involves registering a domain name for your site and configuring it with your Domain Name System (DNS) server to route users to the correct server on your network, as well as opening the correct ports in your firewall for the site. Then you will need to configure Internet Information Services (IIS) on your server to route web traffic to the correct files on the server and configure the Host Headers in your IIS web site to route the proper domain names to your Arena web site. Finally, you will need to configure your portal in Arena to direct users to the correct pages for your web site. The majority of these tasks will need to be completed by your network administrator before your Arena administrator can configure your portal.

Network Administrator
Your network administrator will need to complete the following steps before you create and configure your Arena portals (for more information on these topics, please contact your network administrator): 1. Register a unique domain name with a DNS registry service and configure it to point to your web server’s external IP address. 2. Open the required ports in your firewall (typically port 80 for HTTP and/or port 443 for SSL).

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3. Add a host header on your IIS web site, similar to the example shown below, for each unique domain name that will be used for Arena.
Figure 1 – Host Headers

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Arena Administrator
Your Arena administrator can configure multiple Arena portals to work with the same IIS web site. Each unique domain must be entered in the host headers for this site (as shown above) and the proper Default Domain values are entered in the portals (as shown below). Note that while the full domain name including the sub-domain is used in the host header values above (e.g. www.YourChurchOnline.com), only the primary domain name is used by Arena and must be unique for each portal (e.g. YourChurchOnline.com).
Figure 2 – Portal List

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Web Site Authentication
Web Sites set up in Microsoft Windows Internet Information Services (IIS) have two modes of authentication, Windows and Forms. Windows authentication relies on a user having access to the internal domain the web server is in, while forms rely on accessing the database directly. Typically, internal sites will use Windows authentication, while public sites will use forms. This means for a user to access an internal site, the user must already exist in the domain in order to validate against it. Attempting to access an Arena site that uses Windows authentication while not using a computer already on the internal network will result in a Windows popup, prompting the user to enter in a domain username and password. That login will then be passed into Arena. Accessing a forms site will open the Arena login page, unless the user first opens pages that allow Anonymous access. As soon as the user attempts to access a page that Anonymous cannot view, the user will be redirected to the Login page. The user will enter their login name and password that ties to their record in the Arena database to continue in the site. Once the login credentials are entered, Arena verifies what pages and controls the user has permission to view, edit, and modify. Forms authenticated logins have a timeout period, so a user may be asked to log back in after a long period of inactivity. This is covered more extensively in Develop and Deploy New Security Roles in the Getting Started guide.

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Templates
Templates are the framework that defines the appearance and layout of your site by establishing the content areas on a page. Templates for Arena are written in HTML inside of an ASP.NET page, using a table-based architecture. Typically, the majority of a web site will use the same template file; however, you may encounter a few pages you will want to use a different template for a different look than the rest of your web site. Templates also contain any images that you want to have on all pages using that template, such as a banner or background image. Arena includes ten default templates that are used throughout the application, and serve as excellent examples of a template’s structure.

Creating a New Template
Since creating a new template from scratch requires in-depth web design knowledge, you can use the templates included with Arena as a reference and modify one to suit your needs. Copy the file and edit the template as needed. While a great deal of a template’s structure is made from HTML tags, the key elements of the template are the ASP.NET tags. These ASP.NET tags are defined in the .CS code behind files provided with the Developer SDK, so if you need to add any additional ASP.NET tags you will need to make the modifications to those source files in an web page editor such as Visual Studio or Dreamweaver and re-build the template files before using the tags in your HTML template.

Adding a Template to Arena
To use a template in a page, the template file must be added to Arena in the Module List. There are two steps to adding the template file to Arena; first, copy your template file into the Templates folder within the Arena directory. Next, navigate to the Administration Templates page in the Arena application. Click the Add New Template link followed by the Edit Details button to open the Template Details view where you can enter the URL of your new template (e.g. ~\templates\new_template.ascx), as well as the name and a brief description of the template. After you click the Update button, you will see the various content areas of the new template. These content areas will display as tabs at the top of the Template Details area. You can now navigate through these areas and add modules to the content areas of the template itself. These modules will display in its corresponding content area of that template anywhere it is used in your website. Modules added directly to the template will not display in the same content areas as any page using this template, and any modules added to these content areas on the page will display below the template module.

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Page Structure
The page structure is how Arena defines the layout and navigation of your website. The page structure is referred to as a page tree because it uses a hierarchy-type structure consisting of a combination of parent pages and child pages, which can be parent pages as well. It is strongly recommended that as much of the page structure for each site section that can be built is done before adding the associated modules, as some of the required module settings may require the existence of other pages.

Inherited Attributes
When a page is created, it created as a child page of another page. That new page automatically inherits the page settings, security settings, modules, and module settings of the parent page. This can be used to your advantage when creating several pages by placing any settings or modules on the first page, so that when the rest of the pages are created, they will have the same module on them. Examples of this are navigation controls, All Users security permissions, or CSS files. This inheritance only happens when a page is created; meaning that any settings or any controls added after a page is created will not be added to any other page. For additional help in creating pages, please refer to the Pages section of the Arena Administration Manual.

Visibility
Occasionally a page in your page structure may not need to be visible in the navigation of the web site. Pages like this can be ‘hidden’ by deselecting the Display in Nav checkbox in the Page Details of each specific page. Note that this is separate from a security option. A user with proper security permissions can still navigate to these pages by redirects, saved links, or other means but if they do not have the proper security permissions for the pages they will be unable to access them by any means.

Importing/Exporting Pages
Arena allows you to import and export pages and their child pages, including any modules that exist on those pages. This can be used to move pages from one portal to another or even from one installation of Arena to another. These export files will retain the modules on the exported page and any child pages, the tree structure of the exported page and its child pages, and any page references (such as module settings) that are internal to the tree that is begin imported. For more information on how to import or export pages, see the Arena Administrator Manual.

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Required Pages
While your specific site design will be unique, several key pages are required for any Arena web site to function.

Root Page
The Root page is the first page in the page tree, and serves to organize all of the pages for your web site. As this is simply a container page, it should contain no modules. To create this page (unlike other pages), you will need to first create it as a child of another page and then change its parent to “Root” in the Page Details area.

Home Page
The Home page is the first page Arena will attempt to route a user to, and is the start page for a web site. This page is typically the only child page of the Root page. The home page is referenced by portal details and by navigation modules throughout your web site. The modules on this page will vary depending on your particular needs for your web site, but will typically include a Navigation bar to move throughout the rest of your site, Promotion modules to display active promotions, and any number of Advanced HTML Text modules to display the animations and any other static content not written into your template. Public sites should have this page open to anonymous users.

Login Page
The last required page for a page tree is a Login page, which will contain the User Login module to allow your web site to verify site visitors as Arena users, allowing them access to secured areas of your web site as allowed by their specific security permissions. Your Login page is selected in the portal details and is referenced by several modules. The Login page may be accessed directly, or is automatically accessed by a user attempting to view a page that anonymous users cannot view. The All Users security role must be able to view your Login page, as all visitors count as members of the All Users security role until they have passed through the Login page. It is important to give view rights to the Login page to every security role with any permission on this page tree, as certain modules may attempt to re-verify the identity of a user by passing their login and password to the Login page.

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Modules
As you navigate around the Arena application, you will see many different ways in which you can interact with the data in your Arena database, each appearing as its own separate piece. These separate pieces of the Arena application are called Modules. Modules are small applications or ‘applets’ which can be stand-alone or operate in tandem with other modules. These applets deal with a specific function of the Arena application in a highly specialized method, allowing them to be very small and very efficient. This also allows you to place a portion of the application virtually anywhere, from adding forms to various internal pages to displaying information from your database on an external site. For more information on Modules, refer to the Arena Administrator Manual.

Required Settings
Many modules will have settings that are required, and therefore must be set, before saving the module settings. While these settings are the only necessary settings required for the basic functionality of the module, be sure to review the other settings of the module to see if any other functions or restrictions should be applied.

Additional Modules
While this guide only covers the required modules on each page, there are a number of other modules that can be added to many pages on a web site. These modules can serve utilitarian functions such as the Page Drop-down Menu module for navigation or the Login/Logout module for secured sections of your web site. Static modules for displaying information such as an Advance HTML Text module can be used to display a Flash animation file or an image. Some optional modules can even be interactive, such as a Poll Display Active in Category module to gain information from visitors to your web site. You are encouraged to explore the available modules and place them as needed throughout your website. For a more detailed list of modules, refer to the Arena Administrator Manual.

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Arena Portals
Arena allows you to set up multiple web sites though Portals. Each portal represents a separate set of pages, modules, and security settings, which can allow users to access information in your Arena database. Portals use the primary domain information from your IIS web site host headers to direct web traffic from a particular domain to a specific web site in Arena, such as your Arena managed web site or an external portal to the Arena application. Typically, each page tree is represented by a unique portal, but multiple portals can reference the same page tree.

Portal Separation
Since each portal has a separate set of security settings and rights, it is critical that no page or module references a ‘target’ page or module in a different page tree. Should such a reference seem necessary, copy the target page into the referencing page tree, and then target that copy instead of the original. Please refer to Importing/Exporting Pages in the Pages section of this document for more information on copying pages.

Setting Up a New Portal
To create a new portal, follow these steps: 1) Go to Administration Portal List and click the Add Portal icon to bring up the Portal Details view. The Portal ID will be “-1” at first, but is actually assigned once the portal is updated. 2) Enter the portal name, title, description, and notes as needed. 3) Select the Default Page ID as the homepage created in the Pages area of Administration, and the Login Page ID as the User Login page in the same page tree. 4) Enter the default domain as the domain name that users will be using to access this portal, which cannot be the same as any other portal’s default domain value. Refer to the Making Your Web Site Public section for more information. 5) Choose the Authentication type and click the Update button to finish. For more information on Authentication types, please refer to the Portal Security section later in this guide. Upon creation, new portals have security rights for the All Users role to view the portal, which is the only required permission setting. For more detailed information on setting up a new portal, see the Arena Administrator Manual.

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Security
Portal Security
The portal is where the Authentication mode is set for a web site. This will determine if a user has to enter a login to access any Arena managed web site, or if a user is logged in automatically. See the Web Site Authentication section of this guide for more information on Windows vs. Forms Authentication modes.

Page/Module Security
Arena allows you to customize how the pages and modules are accessed and/or edited by users in several different ways. The primary method is to use security roles to manage view and edit rights to your web site’s pages and modules, and assign individual users to security roles to manage them as a group. Alternatively, you can grant access to pages and modules to specific users, for when you need a very small select group of individuals to have access rights. Publicly viewable areas of your web site must include the All Users security role with view permissions. This is the only security role that permits Anonymous access, therefore allowing users who have not logged in to view those pages. This means that the All Users role cannot have permission to any areas of your web site, which is considered secured or restricted. You will want to maintain at least one user or security role with edit rights to every page, to update your web site in the future. This is reserved for Administration roles. It is important to remember that while a security role or individual may have view rights to a module, they must also have view rights to that module’s page in order to see the module’s contents. For more information on security roles and page security, see the Arena Administrator Manual.

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Setting up Site Navigation
Arena can create your web site’s navigation bars for you, by just adding the appropriate module to your site’s template. Since creating a new page will automatically inherit the page settings, modules, and security of the parent page, we recommend using that to your advantage. Setting up the navigation module on the first page means that you won’t have to repeat the setup for each page that has a navigation bar. Making small changes (for example, the homepage of the navigation) as you create your page layout will make this process even easier, since you can set up the links appropriate to where the navigation bar is located, and have it propagate into child pages correctly. Setting up multiple navigation bars in different locations of your website allows a user to access the various sections of your site with ease, and reveal certain other sections of your site depending on what section the user is already in. This creates a consistent, yet still flexible, navigation throughout your site. Arena has three modules that can be used to create a navigation bar. • Page Drop-down Menu • Page Navigation • Advanced HTML Text

Page Drop-down Menu
This module populates a navigation bar based on the page structure of your site. It utilizes Arena’s page tree structure, meaning that the navigation bar will display a link for each child page of the root page as set by the module’s setting. Pages are shown based on their level in the page tree, meaning that one bar will show all the pages at the same tier level. The page drop-down menu module also has a setting to display cascading levels, so you can view a page and its child pages in the same navigation bar. This is revealed by hovering over the corresponding page link. That link will expand, displaying the drill-down of the pages below it. Based on the orientation of the navigation bar, as set in the module settings, it will expand horizontally or vertically, as shown below.
Figure 3 – Drop-down Navigation

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Figure 3b – Page Navigation

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The above example is set to display horizontally, so it expands lower level pages vertically down. The module is set where Homepage is the root of the navigation bar. Notice how Poll Results and E-Card/E-Invite View are not in the navigation bar, yet are in the page tree. This module relies heavily on CSS (Cascading Style Sheets) for its appearance. The module has optional settings for the overall appearance, hover appearance, top item appearance, and other parts of the navigation bar. You can code all these options into one CSS file; it will work by simply having that one file set as the CSS Class value in the module settings.

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Page Navigation
The best example of the navigation bar this module generates is the Arena application itself. This module also uses the page tree structure to create the content of the navigation bar; based on the root page in the module settings, that page’s child pages are shown as navigation links. The difference between how the page drop-down menu and page navigation modules build their content is in how the child pages are displayed. The page navigation module considers the first tier of child pages to be page groups, where each page group expands to show its own child pages. Because of this, a page group will only display when at least one child page of its own can be viewed by the user currently logged in. However, from a programming perspective, the difference between the two modules is how this navigation bar is actually coded into the web site. The page drop-down menu module is created by HTML and rendered by a CSS file, while the Page Navigation is created by XML, using an XSL transformation file to generate its appearance and layout.

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Advanced HTML Text
The advanced HTML text module allows you to manually create a series of hyperlinks that, given the proper formatting and layout, will build a navigation bar. This gives you total control over the contents of the navigation, since you build it from the ground up, regardless of the security settings or placement of a page in the page tree. You also have total control over the name of the link since the link is not dependant on the name of the page for its name. However, since you cannot set security for this module’s contents, you must be careful when setting up the links. It is important to ensure a user will not be able to navigate to a restricted page. Also, since the links setup in this control are not dynamic to the database, if a page is moved, deleted, or a new page added, you have to also update the contents of the navigation bar manually, else a user will encounter missing page errors.

Restricting Pages in Navigation
You can restrict certain pages that would normally show up in the navigation bar by two methods. If a page’s Display in Nav setting is unchecked, the page is only accessible by redirect, manual entry, bookmark, or hyperlink. You can also use a page’s security permissions to prohibit a user from viewing a page, meaning that a page will only show in the navigation for the specific users you allow. Both of these methods only apply to the page drop-down menu and the page navigation modules. Using security permissions with the advanced HTML text module would only restrict a user from the entire module, you cannot restrict from a specific link inside the module.

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Uses of the Advanced HTML Text Control
The Advanced HTML Text control is the most versatile module in Arena. It can be used to place informational text on a web page, insert an image or Macromedia Flash file, create manual hyperlinks, create a navigation bar, or even simulate an entire web site and more. The Advance HTML Text control module functions as a WYSIWYG (What You See Is What You Get) editor, replacing any needed textbox with a Microsoft Word-like editor. This enables a user at any technical level to edit content visually in an HTML format without needing to know HTML. It also functions as a basic document manager, where users can access and upload images, Macromedia Flash files, video files, standard documents, and HTML template files. Note: The file path the Document Manager saves to is based on settings in Arena’s web.config file. While in plain text mode, the Advanced HTML Text control module works very similar to Microsoft Word, with text alignment, font options, and paragraph control. Clicking the <> button to enter HTML mode, where HTML code can be entered directly. HTML 1.0 to 4.0 code can be entered. XHTML is not recommended and is not supported. The Advanced HTML Text control module can also utilize I-frames. In fact, the entire module itself is an I-frame for your web site. I-frames, or inline frames, create another frame inside your web site that allows for embedding other HTML documents inside another. Standard Iframe syntax applies to using this ability. For example, the following would add Arena’s training seminar registration form: <iframe src="http://www.arenachms.com/form/Seminar.aspx" frameBorder=0 width="100%" scrolling=no height=650></iframe> JavaScripts can also be used to add some interactivity to your pages. For example, the following embedded JavaScript swaps an image using the OnMouseOver and OnClick events: <img onmouseover="javascript:this.src='/images/regbutton_over.jpg';" onclick="javascript:this.src='/images/regbutton_click.jpg';" onmouseout="javascript:this.src='/images/regbutton.jpg';" src="/images/regbutton.jpg" border=0> Advanced HTML Text modules also allow you to input inline styles in your documents. For example, <td style="TEXT-ALIGN: center" vAlign=top>&nbsp;</td> Inline styles are useful when you do not have access to an embedded CSS stylesheet. You can add style elements to most HTML tags, affecting the appearance of your page. Any settings made here will override all other CSS files referenced for the page it is on.

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Using Redirects
Redirects are a very helpful tool to use in your Arena managed web sites. Redirects are used for populating your navigation bars for easy movement within the site, for mirroring a page for alternate viewing, or routing a user to a page that you may want a certain method to access. By automatically taking the user to a different page, the user is redirected simply by viewing the page with the module on it. The Redirect module overrides all other modules on the page, providing the user logged in can view the redirect module itself. The user never actually sees the page the redirect control is on; instead, they are directly forwarded to the intended destination. The destination page is set within the module itself. Note: The proper syntax for the module setting is: ~/default.aspx?page=<pageid> where the pageid is the number of the desired page.

Using a Redirect for Navigation
Depending on what section of your web site a user is in, the navigation links displayed may be different based on the user’s location within the site. A good example of this is the Group Leader Toolbox, where the navigation links are most likely specific to the Toolbox pages, not the entire site in general. By using redirects, you can allow the user to navigate out of the toolbox without having to use the “back” button of their internet browser repeatedly. This is accomplished by creating a page at the same level as the other pages in this section. Providing the page is viewable in the navigation bar for that section, placing a redirect control on that page will take the user out of the section. A common use would be “Home”, which should be a redirect back to your site’s homepage. Having this page within the Toolbox shown in the Navigation bar means that a user has to only click once to get from the Toolbox back to the homepage of your site.

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Using a Redirect for Specific Users
It is possible to have a redirect control on a page but the redirect not execute. This would be because the user cannot view the control itself. If the permissions of a security role prohibit viewing of the redirect module, then a user in that role would see any other modules their security permissions allow them to view on the same page, but not be redirected. This means that certain users will be forwarded to a different page via redirect, and other users will remain on the same page and view that page’s content. This can be useful if you want one page to show certain information to some people, but other people go to a different page, but the users only see one page link. A good example of this is promotions, where non-members see certain promotions but members could be redirected to a different promotion page showing different promotions, both by clicking on the same link.

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Automatic Redirects
There are two instances where a user may be automatically redirected without the use of the redirect module. The first instance is when first accessing the site itself. Depending on which portal the user is accessing, Arena will attempt to direct them to the portal’s default homepage. However, if the user cannot view that page because of security, that causes the second instance of automatic redirect. If a user attempts to access a page they cannot view, and have not already been authenticated to the database, the user will be automatically forwarded to the portal’s Login page and prompted to enter their login ID and password. The user will then be forwarded back to the page they were originally attempting to view. The result of this is that a user can bookmark a restricted page in your web site, and when they attempt to access it again by using that bookmark, they will be redirected to first log in. Once logged in, they will then be automatically forwarded to their original destination. Please refer to the Portal List section of the Arena Administrator Manual for help with setting up portals.

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Using the Login / Logout Module
You may want to include an easy way for a visitor to your web site to log in without having to locate the login page of the site. Alternatively, you may want to allow an authenticated user the ability to log out of your web site with one click. The Login Logout module allows you to place a dedicated link on a page allowing a user to do those actions. The login/logout module uses the portal’s default Login page setting to work. This module displays user-defined text or an image informing the user of their current login status. That text or image is the link. The module settings allow you to set the text or image that displays in both statuses, a setting for where the user is taken within the site after logging in, and CSS setting. When the user logs out using this module, the user is automatically directed to the portals default homepage.

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Uses of Pages as Tabs control
The Pages as Tabs control is used as a consolidation tool allowing you may view several pages in the same area on one page with the tabs view. For example, the Arena application uses this on the Person Details page to show Individual Information, Security, Contributions, and Prayer Requests.

Using the Pages as Tabs control
You can use the control to consolidate areas such as: the approval pages under Prayer Requests, the promotion request pages under Promotions and any areas that you would like to see displayed in a tabs format. The only exception to this rule would be that you cannot set up pages that must have information passed through from another source to work such setting up the Group Trees page and the Groups Details pages on the same tab. The group detail page receives a group id pass through from the group trees page in order to pull up the correct group.

Consolidating Prayer Approval pages using Pages as Tabs
You can use the Pages as Tabs control to consolidate the prayer approval pages in the Prayer area of the Arena application. Use the following steps to create a new page and setup the module: • Add a new page to your Prayer section in the Arena application and make it visible. • Add the Pages as Tabs module on the page and click the Add… link to also add the Approve Requests, Approve Answers, and the Approve Comments pages. Now when you go to this page under the Prayer section in the Arena application it should look similar to what you see below:
Figure 4 – Prayers on Pages as Tabs

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Web Site Features
This section of the Web guide is for building and using various features that Arena enables for your Arena managed web site.

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Login Section
The Login page is one of the required pages for any portal and page tree. While only the Login page itself is required, there are also three optional pages: New Login Request, Request Information, and User Confirmation. When you set up a public web site there may be some areas of the site that you want to restrict access, requiring a login to view. These pages handle that need as well as the option to set up a new login, request a forgotten password, or change your personal information.

Member Login
The Member Login page is the actual page a user enters their information to validate their identity. The only module required for this page is the User Login module. This module has one required setting, the redirect, set this value to a Homepage page. Depending on what additional pages are desired for the Login section, set the pages appropriately for New Account or Request Information. The Login page must allow the All Users security role access to View the page and View and Edit the module. Note: To disable the login request and request information options, leave the CreateAccountPage and SendAccountInfoPage settings blank.

New Login Request Page
A New Login Request page with either the HTML E-mail Form module, which requires an administrator to create the login manually (but helps prevent duplicates), or the New Account Request module which allows the user to create their own login. If the New Account Request module is used, a tag must be set up that is synchronized to a security role with permissions to the web site so that as new users are added to the tag, they are automatically granted web site access. For more information on tags see the Arena End User Manual, and for information on security roles see the Arena Administration Manual.

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Request Information Page
The Request Information page allows a user to have their login info sent to their e-mail address if they forget it. This page uses the Request Login Information module. The redirect should be set to the Member Login page.

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User Confirmation Page
The User Confirmation page displays a user’s personal information and allows the user to update that information directly to the database. Any known information about the user will be shown. Any changes are committed to the database when the user clicks the OK button. This page uses the User Confirmation module, and requires a Member Status and a redirect. This page can be accessed directly after logging in by setting the User Login control’s redirect setting to: “~/default.aspx?page=<page number>” (where <page number> is the page ID number of your User Confirmation page) and the User Confirmation module’s redirect setting to the site’s Home page.

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Small Group Leader Toolbox
The Small Group Leader Toolbox is one of the most powerful tools available on your Arenamanaged website. With it, your group leaders can manage the members of their groups. They can use it to send e-mails to the members of their groups, to add new members to their groups, or to administer the personal information of their members.

Implementing the Small Group Leader Toolbox
Arena’s Small Group Leader Toolbox consists of everything a group leader will need to maintain the information about their group and its membership. The primary components are the Group Leader Toolbox, Add Member Request, Registration Details, View Small Groups, Person Details, Person Update, Occurrence Detail, Area Details, and Communications pages. The optional components are the Home, Member Homepage, Your Small Groups, and Small Group Locator, and Group Roster pages. The pages are setup this way so that navigation in this section has its own content, using the Group Leader Toolbox page as the root page.

Group Leader Toolbox
The Group Leader Toolbox page displays the details of the group or groups the user is a leader of, and allows the user to select the specific group he wants to administer. This page should be located in a secure area of your web site, and should be visible in navigation (or linked to by a hardcoded link). This page uses the Group List module with Public Site set to True, the proper Category ID specified, and your View Small Groups page selected as your Group Detail Page setting.

Add Member Request
The Add Member Request page is used if the leader does not have permissions to add members directly to their group. Instead, the Add Member Request page is a form the leader will fill out that is sent to a designated e-mail address (either a staff member or a volunteer) who will then manually add the member to that leader’s group. This page should be located as a child of your Group Leader Toolbox page, and should be visible in navigation if this method will be used. It uses the HTML Email Form module with the From and Recipient email addresses selected, the instructions to be displayed at the top of the e-mail entered, the e-mail’s Subject line entered, and the HTML formatted form data entered in the Details area of the module settings.

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View Small Groups
Once a user selects a small group on the Group Leader Toolbox page they are sent to the View Small Groups page where they can view and administer all of the details of the group including the membership and occurrences/scheduling. This page should be a child page of your Group Leader Toolbox page and should be hidden in navigation, as it requires a specific group ID to be passed to it. This page uses three modules, all with the Public Site module setting set to true. The first module, Small Group Details, will need to select your external Person Details page. The second module, Pending Registrations, will need to select your Registration Details page. The third module, Small Group Tab Control, will need to select the Area Details page, the Default Occurrence Type ID, the Occurrence Details page, and the Registration Details page. Several other module settings can be selected on these modules for additional functionality, but are not required.

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Registration Details
When a leader selects one of the pending registrants listed on the View Small Groups page, he is directed to the Registration Details screen where he can view the registrant’s selections and then match them to a group. This page should be a child page of your View Small Groups page and should be hidden in navigation, as it requires a registration ID be passed to it. It requires the Registration Details module with your View Small Groups page selected as the Cluster page and the Area Details page selected.

Person Details
If a leader selects a current member of the group, the Person Details page is used to display the selected member’s personal information. This page should be a child page of your View Small Groups page and should be hidden in navigation. This page uses the Person Details module with the Public Site setting set to True. An important note to remember is that all Person Details modules will follow the same field security settings, as set in the Administration are of the Arena application, so long as the Secure Fields module setting is set to true.

Person Update
When your Group Leader's security role does not include rights to edit the Person Details page directly, they will need to use the Person Update page to make any changes or corrections to the information of their group’s members. This page is linked from the Person Details page by selecting it in the Person Details module settings. It should be a child page of your View Small Groups page and hidden in navigation. It uses the HTML Email Form with the From and Recipient e-mail addresses selected, the Instructions to be displayed at the top of the e-mail entered, the e-mail’s Subject line entered, and the HTML formatted form data entered in the Details area of the module settings.

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Group Roster
Clicking the Display Detailed Roster button on the View Small Groups page will direct the user to the Group Roster page which displays the members of the group with details such as their pictures, addresses, and phone numbers. This page should be a child page of your View Small Groups page and should be hidden in navigation. It uses the Small Group Roster module which has no required module settings, and is an optional page.

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Occurrence Detail
When the leader selects a specific occurrence from the Occurrences tab of the View Small Groups page the Occurrence Detail page will show them the specifics of that particular occurrence, such as the start and end times and location. This page should be a child page of your View Small Groups page and should be hidden in navigation. This page requires the Occurrence Details module with the Public Site setting set to True and the Area Detail, Event Detail, Group Detail, Occurrence Type, and Profile Detail pages selected.

Area Details
While internally, this page displays geographic information about the group and its members, in the Small Group Leader Toolbox this page is simply a required module setting for the Small Group Tab Control on your Group Leader Toolbox page. This page should be a child page of your Group Leader Toolbox page and should be hidden in navigation. It requires the Area Details module with your small group Category ID entered, your external Person Details page selected, and your View Small Groups page selected as the Area List page.

Communications
A group leader may need to send e-mail messages to their group members and can do so by selecting the e-mail link from the View Small Groups page. The link will take them to the Communications page where they can enter the e-mail and send it to the selected members. This page should be a child page of your Group Leader Toolbox page and should be hidden in navigation. It uses the Mail Merge module which has no required settings.

Home, Member Homepage, Your Small Groups, and Small Group Locator
These pages are all redirects for easier navigation around your site, and are not required. Each page only has the Redirect module on it, which points to its corresponding page. • Home – redirects a user back to the web site homepage. • Member Homepage – redirects a user back to the Member homepage. • Your Small Groups – redirects a Group Leader back to their list of Groups from Group details. • Small Group Locator – redirects a user to the Small Group Locator.

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Small Group Locator
The Small Group Locator allows visitors to your web site to locate a small group within your organization that will best fit their needs based on criteria such as meeting day, age range, proximity, and many others. Once the user has entered their preferences, the Small Group Locator finds the closest matches and displays them for the user to select from. The user can then fill out a form to send an e-mail to the leader of that small group indicating their desire to join the small group, at which point the leader will need to register the user for their small group.

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Implementing a Small Group Locator
The Small Group Locator is a single Page with the Small Group Locator module set for the Category ID of the group category that visitors should be allowed to choose from and a redirect page to send the visitor to when they complete the email form (for which you can optionally create a specific page with an Advanced HTML Text module containing a “Thank you for your submission” message).

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Online Giving
In the modern age of paperless banking and online finance management many of your members may wish to do their regular tithing or recurring offerings online, and Arena’s Online Giving area allows them to accomplish that. There are a number of steps to setting up online giving even before creating the pages on your web site which are covered in detail in the Contributions Manual section of the Arena End User and Arena Administration Guides; however the outline of these steps will be covered below.

Setting up Payment Gateways
All online giving transactions are processed through a Payment Gateway, making these the key component of your online giving system. Currently Arena supports gateway accounts with Payment Data Systems, or PDS. To set up a Payment Gateway account with PDS, contact your Arena Client Service Representative. Once you have received your account information from PDS, you will need to create your gateways by following the steps below: 1) In the Arena application, go to Administration Payment Gateways and click the Add New Gateway Account button to open the New Account page. 2) Enter a title for this account so that you can reference it later. 3) Select PDS as your Payment Processor, and select your Process (Credit Card or ACH for e-checks). 4) Enter the Merchant Account, Username, Password, and Gateway URL provided by PDS. 5) (optional) Enter a Log File path and adjust the processing time to a more convenient time for your servers 6) Click Update to finish. You will need to repeat these steps to set up any other gateway accounts (such as an ACH account if you have only set up your Credit Card account).

Set Up Giving Funds
If Arena is set up to work in tandem with Shelby Systems software, your funds will come from purposes already existing in Shelby v5 Contributions. Otherwise, funds are setup within Fund Management under the Contributions section of Arena. At least one fund must be set up prior to starting Online Giving. For information on setting up new Giving Funds, please refer to the Contributions section of the Arena End User manual.

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Online Giving on Your Web Site
To allow your members to use Online Giving on your Arena managed web site, you will need to create four pages: Online Giving, My Repeating Payments, My Contributions, and My Contribution Detail.

Online Giving
The Online Giving page is the primary interface between your members and your online Contributions system. It is a step-by-step process which allows your members to confirm their personal information and add or monitor their online gifts. This page should be located in a secure section of your web site and should be visible in navigation. It uses the Repeating Payment Wizard module which requires the My Contributions and My Repeating Payments pages as well as a page for redirecting the user to if they click the Cancel button. You will also need to specify your Payment Gateways for Credit Card and ACH when you have them set up. The wizard can be setup for allowing Recurring Gifts or single, on-time entries only.

My Repeating Payments
To view their existing Repeating Payments a user will navigate to the My Repeating Payments page, which displays the user’s current active giving profiles and allows them to edit or delete them. This page should be located as a child page of your Online Giving page and should be visible in navigation. It uses the My Repeating Payments module with your Online Giving page selected as the Repeating Payment Wizard setting.

My Contributions
My Contributions is a historical list of the user’s gifts and contributions given through your online giving system. This page should be located as a child page of your Online Giving page and should be visible in navigation. It requires the Contribution List module with your my Contribution Detail page selected and the Public Site value set to True.

My Contribution Detail
When a user selects one of their historical contributions from the My Contributions page, they are directed to the My Contribution Detail page with an in-depth view of that specific contribution. This page should be located as a child page of your My Contributions page and should be hidden in navigation. It uses the Contribution Detail module with your external Person Details page selected (see the Small Group Leader Toolbox for details on this page) and the Public Site value set to True.

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Event Calendar and Promotions
The active parts of your church’s ministries are the events you host for your membership. These events can be anything from a mission trip to a foreign country to a monthly birthday party for your Single Adults ministry. The key to the success of these events and the resulting growth and development of your membership is Promoting the Event, a function which is accomplished on your Arena managed web site through Online Promotions. For information on creating Event tags and setting up Promotions, see the Arena End User Manual and the Arena Getting Started Guide.

Implementing Events Online
To implement the Event Calendar and Promotions on a web site, several pages are required: the core Events page, a Monthly Calendar, Promotion Details, Event Details, five Event Registration pages, and the Credit Card Verification Explanation page.

Events
The Events page is the user’s primary access point to your events and promotion details. It displays a listing of current events and allows users to navigate through to the details and registration areas for each event. This page does not require a secure login so it can be placed directly under your Home page, and should be visible in navigation. It uses the Event Week View module with your Event Details page selected.

Monthly Calendar
The Monthly Calendar page displays all of the events in the current month in a calendar format, allowing users to click on those event titles to view the details of each event promotion. Site users can also use this page to browse through other month’s events. This page should be located as a child page of your Events page, and requires the Event Calendar module with the Event Details page selected. You can choose to display this page in navigation if you wish to allow users to browse to it, or you can hide it in navigation and use a manual hyperlink or a redirect module to access it.

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Promotion Details
When a promotion not tied to an event tag is selected from any promotion display, the details of that promotion will be displayed on the Promotion Details page. The primary difference from the Event Details page is that a user cannot register for non-event promotions like they can for event promotions. This page should be a child page of your Events page and should be hidden in navigation. This page uses the Promotion Detail Display module, which has no required settings.

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Event Details
If a user selects a promotion that is tied to a specific event tag from any promotion display module, they are directed the details of the Event. This page allows the user to register for the event or add it to their Outlook calendar. Just like the Promotion Details page, this page should be a child page of your Events page and should also be hidden in navigation. This page uses the Event Details module with the Event Registration Page 1 and User Confirmation pages selected. Note that this page requires the User Confirmation page, making the User Confirmation page no longer optional.

Event Registration Pages
The five Event Registration Pages create the step by step process that allows a user to register for an event online. They are very similar in their setup and should all be located as child pages of your Event Details page and hidden in navigation. Each module will be located on the page of the same name (e.g. the Event Registrations – Page 1 module will be located on the Event Registrations Page 1 page). • Event Registration – Page 1 module will require you to select the Login page, Event Registration Page 2, and Event Registration Page 3. • Event Registration – Page 2 module requires you to select the Event Registration Page 1 and the Event Registration Page 3. • Event Registration – Page 3 module will require you to select the Event Registration Page 1, Event Registration Page 2, and Event Registration Page 4 pages. • Event Registration – Page 4 module requires you to select the Event Registration Page 1, Event Registration Page 3, Event Registration Page 5, and a default Member Status value for members who add themselves to the database by this process. The Credit Card Verification Explanation page can be selected optionally as the CIN page. • Event Registration – Page 5 module only requires you to select the Event Registrations Page 1.

Credit Card Verification Explanation
When a user chooses to register for an event online and pay any registration fees using a credit card, they will need to enter the Card Identification Number (or CIN) printed on the back of their card. The specific location of this value and its purpose can be confusing to some users, so you can use this page to clarify any questions they might have about their CIN. This page should be a child page of your Event Details page and should be hidden in navigation. It uses the Advanced HTML Text module which you will need to set up with your own information. We recommend including an image showing the specific area of the back of a credit card as is commonly seen on online shopping sites.

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Prayer Requests
The Prayer Request section of an Arena web site is a set of tools designed to assist your members in their personal prayer life. This is accomplished by providing an easy and accessible method for your members to submit their prayer requests, giving them a secured and ordered means of browsing active requests to follow up on them and submit comments or answers, and providing a way to bring your membership closer together by helping make them more aware of other’s needs. For example, a member’s spouse has been injured and is unable to work or pick up the family’s children after school. This need could be submitted through your organization’s online Prayer Request system, where your other members will be able to pray for them and minister to them in a coordinated manner through services such as meals or childcare as they feel lead, all while communicating with each other about the prayer request through your Prayer Session system.

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Implementing the Online Prayer Request System
An online Prayer Request system on an Arena managed web site consists of the initial Prayer Request Submission system which allows members and visitors to submit their requests to your organization for approval (for more information on approving requests, please refer to the Prayer section of the Arena End User Manual), the Prayer Lists page to display the prayer requests so that prayer warriors can know who they need to specifically pray for and for what purpose, and the Prayer Session module allows prayer warriors to select a specific need and view a listing of fellow members asking for prayer in that need.

Prayer Request Submissions
The Prayer Request Submission page is a simple form for members and visitors to submit prayer requests to your organization. It should be placed on your web site in a non-secured area (for the use of visitors as well as members) and requires one page with the Prayer Web Request module. You will need to set a default Content Category and default Source (typically “Web site”) and optionally you can select the default Prayer Category.

Prayer Lists
A Prayer List displays the list of current prayers. It can be set to include only active, approved requests, or any status. These lists can help your prayer warriors to remember particular prayer needs by showing current requests, or they can act as a testimony by showing answered prayers. Prayer Lists may include sensitive or private information, so it is advisable to place it inside a secured area of your web site such as a centralized Members section. Each list requires a single page with the Prayer List module. The Content Category and Source settings are necessary, as in the Prayer Request Submission module above, and set the Status to A for Approved requests, D for Expired requests, or C for requests still awaiting approval and any other statuses (please refer to the Prayer section of the Arena End User Manual for more information on prayer request status).

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Prayer Session
A Prayer Session page allows your prayer warriors to select one or more categories of prayer requests and then view each active and approved request within the selected categories with the option to add a comment. This feature is used as a method to ensure that every request is viewed by at least one person and to submit any information from follow-up contacts or similar ministry activities. The Prayer Session requires a single page with the Prayer Session module, which requires no further settings.

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Prayer Calendar
Optionally, Prayer Calendars can be used to allow your Intercessory Prayer ministry to schedule specific prayer-related events in a separate area of your web site from your organization’s other ministry events. They are in essence identical to a normal Event Calendar, but they specifically display events or promotions from the Prayer Topic Area. To set up a Prayer Calendar, you will need to create a single page containing the Event Calendar module, with the Detail Page set to the Event Details page associated with your primary Event Calendar, and the Topic Areas set to the Prayer Topic Area ID (789 by default) and any other Topic Area IDs you wish to display on this calendar.

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Volunteer Opportunities
The Volunteer Opportunities section allows members on your site to actively browse your organization’s ministry opportunities (recorded as Serving tags) and register for the ones that fit their abilities or schedule. This takes the majority of the work of staffing these ministries with volunteers off of your shoulders and helps make your membership more aware of the opportunities they have to help your church’s ministries.

Implementing Volunteer Opportunities
To make use of the Volunteer Opportunity area of Arena on your web site, the following pages are required: Volunteer Opportunities, Volunteer Results, Volunteer Details, and Add Tag Members.

Volunteer Opportunities
The Volunteer Opportunities page will be the primary way your members will browse through the available serving tags by selecting from certain criteria and then browsing the results to select the ministry or ministries they would like to serve in. This page should be located behind a secured area of your web site and displayed in the normal navigation. It will need the Serving Opportunity Search module with the Volunteer Details and Volunteer Results pages selected.

Volunteer Results
Once a member has selected their search criteria and begun their search, they will be redirected to the Volunteer Results page to display the results of their search, where they can select the tags they are interested in. This page will need to be a child page of the Volunteer Opportunities page and because it requires a search criteria input it should be hidden from navigation. It also uses the Serving Opportunity Search module, but you should only select the Volunteer Details page as this is the Volunteer Results page.

Volunteer Details
When a member selects a serving tag from the results of their search, they are transferred to the Volunteer Details page where they can review the details, experience requirements, schedule, and contact info specified for the selected tag, as well as join the tag or request more information on the ministry opportunity. This page should also be a child page of the Volunteer Opportunities page and should not be displayed in navigation. The Serving Opportunity Details module will need to be added to this page, with the Add Tag Member page (see below) and the User Confirmation page (see the optional Login pages under Page Structure above) selected.

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Add Tag Member
After the member selects the tag they want to join, they will be sent to the User Confirmation page where they can update their information and then they will go to the Add Tag Member page which will automatically add them to the selected serving tag with a specific Source and Status. This page should be a child of the Volunteer Details page and also not displayed in navigation. It requires the Profile Member Add module with a default Source and default Status selected, both of which will be applied to all members joining the tag from this page.

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Personal and Business Classified Ads
When your members are looking to help fill a specific need of other members or they have a special need of their own, an online Classified Ad system is an excellent way for you to help them meet that need. Needs such as a new or used vehicle, an available service such as babysitting or a Christian CPA, or job openings and résumés can all be posted on a Classified Ad system and then filled by your members without any additional work on your part.

Classified Ad Content Categories
The Classified Ads system can be separated into multiple content categories to better separate different types of listings. By default, Arena comes with two content categories: Classifieds and Business Directory. These values are defined in the classified type lookup table and the individual listing categories (e.g. “Automotive”, “Clothing/Accessories”) are defined in the Classified Category lookup table, both found in the Lookups area of the Administration section of the Arena application (see the Arena Administrator Manual for more information on Lookups). You can add additional content categories and listing categories in these tables, but the method for adding them to your website remains the same.

Setting Up Online Classified Ads
Arena’s online Classified Ads system consists of three parts as illustrated below: the core Classified Ads page, Classified Ad Details, and Classified Ad Entry. Note that you will need to create a unique set of all three of these pages for each content category.

Classified Ads
The Classified Ads page is the initial page your members will see when they navigate to this area of your web site. It shows the classified listing categories with a sum of the number of items in each, a link to add a new posting, and a special list of recent additions. This page must be placed behind a secure login, and it will need to be visible in navigation. It requires the Classified Categories module with the Classified Ad Details and Classified Ad Entry pages selected, as well as the classified type (classified content category) and Arena Content Category ID selected.

Classified Ad Details
When a user clicks on a listing category they are moved to the Classified Ad Details page which shows them the details of all classified ads in this category. This page should be a child page of the Classified Ads page and hidden in navigation. It uses the Classified Category Details module with the same content category selected as the parent Classified Ads page and the Classified Ad Entry page selected as the Edit page.

Classified Ad Entry
When a user selects the Add a Posting link on the Classified Ads or Details pages they come to this page which displays the user’s existing classified ads and a button to add a new item. Arena Reference Guide, v.2007.2.13

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Once they click the Add Item button, they can then fill out the form that displays to add the item to their classified ads listing. Just like the Classified Ads Details page, this page should be a child page of the Classified Ads page and hidden in navigation. It requires the Classified Entry module with the classified type (classified content category) and Arena Content Category ID selected just like the parent Classified Ads page.

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E-Cards and E-Invitations
By using online E-cards and E-invites your web site visitors can provide a friendly and personal link between themselves, your church, and other members or visitors. This can greatly increase the ministry range of your church by providing a contact point for members and visitors all around the world. The process for creating and sending an e-card or e-invite is very similar to the process for a physical card or invitation. First, the card or invite must be created. Then it can be distributed for selection to be sent it to friends and family. Finally, the recipient opens the card and receives the message. These same steps are followed for Arena’s e-cards and e-invites as outlined below. Note that these steps are the same for e-cards and e-invites, just substitute the relevant name as needed.

Creating E-Cards and E-Invites
Before an E-Card of E-Invitation can be used on your web site, one must be created within the Arena Application first. Follow the steps below to create a new e-card or e-invite, follow these steps: 1) In the Arena application, go to Web Content E-Cards and click the Add New ECard button to open the New E-Card page. 2) Enter the title, select the maximum message size, and select the source and preview image files to be used as the background for the e-card. 3) Optionally you can select the Content Category for this e-card, but this will require additional organization settings. For more information on required organization settings for e-cards and e-invites, see the Arena Administrator Manual. 4) Specify the type of the image files selected in step 2 above as the Format as well as the Card Size, type, and Category for the card. These values are defined as lookup values, found in the Arena application under Administration Lookups. 5) Select the Start and End Dates for this message to be available for visitors to select. 6) Enter any sort of additional message as the Supporting Text. Note that this text can include HTML code, and thus can contain additional content. For assistance with HTML code, contact your Web Developer. 7) Once you have completed the e-card, click the Save button to finish.

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E-Cards and E-Invites on Your Web Site
Once an e-card or e-invite has been created, you need to make it available on your website for visitors to send to their friends and family. To do this, you will need to create three pages: E-Cards, Create E-Card, and E-Card / E-Invite View. Optionally you can also create an E-Card Thank You page to let users know their e-cards have been sent. Note that this guide shows you how to set up e-cards but you can follow the same steps except where noted for e-invites.

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E-Cards
The main E-Cards page is where a user can browse through a listing of the e-cards you have created and made available and select one to send to a friend or relative. While it is not required that this page be located behind a secure login, due to the fact that sending these e-cards uses internal e-mail settings you are advised to place this page in a secure section of your web site. It should also be visible in navigation. This page uses the ECard Category List module with your Create E-Card page selected as the Card Entry Page setting, and you will need to enter the card type ID found in the card type lookup table for the type you wish to use (e-card or e-invite). For more information on lookup tables, see the Arena Administrator Manual.

Create E-Card
Once a user selects an e-card to send, the Create E-Card page allows the user to specify the sender, the recipient, their e-mail addresses, and a brief personal message to be displayed along with the e-card’s own message. This page should be a child page of your E-Cards page, and it should be hidden in navigation. It uses the E-Card Message Entry module with your E-Card Thank You page as the Redirect page value.

E-Card Thank You
After a user sends their e-card, you may wish to display a brief message thanking them for using your e-card service by using the E-Card Thank You page. This page should be a child page of your E-Cards page and should be hidden in navigation. It uses the Advance HTML Text module, which has no required settings. Note that you can use the same Thank You page for both e-cards and e-invites if you wish to.

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E-Card / E-Invite View
When the recipient opens the link in their e-mail, they are directed to the E-Card / E-Invite View page where they can view their specific card or invite. This page should be located as a child of your Home page (where it should not require a login) and should be hidden in navigation. You may wish to create a custom template for this page either to remove all other elements and just show the e-card or e-invite or to adjust your normal navigation and content areas to fit around the e-card or e-invite properly. This page uses the E-Card Display module which has no required settings.

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Polls
Unlike most of the modules you might use on your web site which function to transmit information from your organization to your membership, Polls allow your membership to communicate back to you on a broad range of topics. A poll can be on a broad subject such as a favorite season, or it can narrow so much as to ask an opinion of a guest speaker, or anything in between. A minister could use a poll to ask the member’s preference on where to travel to for a fall retreat, or he could ask how many people would make use of or volunteer for a new ministry opportunity. The possibilities are nearly endless.

Implementing Your Polls
To begin using Arena’s polls, you first need to create the poll itself in the Web Content Polls area (see the Arena End User Manual for more information on creating polls). You’ll need to know the poll ID from your poll for when you create the Poll on your external web site. On your external web site, you will need to create a Poll Results page with the Poll Results Graph module, which has no required settings. This page should be hidden from basic navigation as it must be passed an ID from the poll itself, and should be created as a child of your Home page. Now you can place a poll on to nearly any page on your web site using the Poll Display Active in Category module, with the proper Poll Category ID and Poll Results Page settings from above. One special exception to note is using polls in your e-mail subscription newsletters. Because e-mails limit the HTML code allowed, you will need to use the Poll Display Newsletter module with the same settings listed above.

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Sports Monitor
An Arena managed web site can include a Sports Monitor which allows visitors to your web site to view the game schedule, season statistics, and team rosters of your organization’s sports ministries.

Implementing a Sports Monitor
Arena’s Sports Monitor system consists of three pages as shown below: Team Listing, Team Details, and Team Statistics. Note that for each separate sport category or “root cluster” you will need a distinct Team List module and Team Stats module set to the proper root cluster value, which can either be on the same page as your existing Team List and Team Stats modules or on separate pages. The same Team Details page and modules can be used for any number of sport categories.

Team Listing
The Team Listing page is used to navigate through the various divisions and teams within the specified League. When a user clicks on a team name in this view, they move to the Team Details page outlined below. It will require a Team List module with the Team Detail Page selected and a Root Cluster ID setting of the GroupClusterID value of the league-level group for this sport category.

Team Details
The Team Details page will display the details of a team including practice day, roster, announcements/description, and their game schedule. It uses the Team Details module with a Season selected from the Sports Seasons lookup found in the Administration section of Arena (for more information on lookups, see the Arena Administrator Manual).

Team Statistics
The Team Statistics page displays the team names, their win/loss/tie count, their win percentage, and the number of games played and games remaining for each team. This page uses the Team Stats module with a specific Season (from the same lookup as used on the Team Details page above), Starting Cluster ID (again, the same Group_Cluster_ID as on both of the previous pages), and Team Detail page selected.

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Online Newsletters
Online Newsletters can be used to communicate with your membership and your staff in many different ways. They can be used to cover a broad range of topics, or narrowly focused on a specific ministry or department. For example, an Electronic Magazine (or Ezine) could be a broad ranging church bulletin that is e-mailed to the entire membership each week to promote events during that week, containing articles from numerous internal and external sources. Or a newsletter could be a small document containing blog entries and articles written by the missionaries your church supports and e-mailed to the specific members who give to their mission needs. Depending on the specific purpose of the Newsletter, you may wish to deploy it behind a secured login page, such as in a Members section. Alternatively, you may want to make your newsletter public and allow public subscription by non-members. In either case the implementation follows the same process, just from a different parent page.

Implementing an Online Newsletter
To fully implement a newsletter for your church you will need three key elements: an internal source for the newsletter’s articles, a section on your external Arena managed web site for each newsletter, and the Send Newsletter automated agent. The internal source will be the Newsletter page found under Web Content Newsletters in the Arena application. This area can manage several different newsletters or e-zines, unlike the other two elements below. The details of using this area of Arena are covered in the Arena End-User Manual. A newsletter section will need to be created on your external web site for each newsletter as outlined below. This is the outward-facing side of your newsletter, where users will view each volume and article of your newsletter, as well as manage their subscription to the newsletter and search the newsletter’s archives. Each of your newsletters or e-zines will need a separate set of these pages, as the module settings for each page require you to specify a single newsletter ID. The Send Newsletter agent is Arena’s method of distributing your newsletter, and can be configured to send a periodic e-mail to the subscribers of a specific newsletter at a designated time interval such as weekly or monthly. Just like the pages on your external site, each Send Newsletter agent is configured for a single newsletter ID, so you will need to create a unique copy of the entry in the ~/Arena ChMS/Agents/jobs.config file for each additional newsletter you publish. For more information on the Send Newsletter automation agent, see the Arena Administrator Manual.

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Newsletters on Your Arena Managed Web Site
The web site implementation of a newsletter on your Arena managed web site requires a total of four pages: the core Newsletter page, Newsletter Articles, Article Print, and Newsletter Archives. If you are planning to distribute your newsletter by e-mail, you will also need to create three more pages: Newsletter Subscription, Newsletter Unsubscribe, and Newsletter E-mail. Each of these pages will be required for each newsletter you wish to publish.

Newsletter
The Newsletter page will be the primary page visitors to your web site and subscribers will see which will display a title summary of Newsletter articles the user can select from. On this page you will need a Newsletter Volume Summary module with the Articles page selected and a Newsletter ID setting matching the desired ID number. This Page is the only one of the Newsletter structure that should be visible in navigation.

Newsletter Articles
The Newsletter Articles page will display an individual article as well as the archive search tool to allow the visitor to browse through previous volumes and articles of your Newsletter. On this page you will need to add a Newsletter Archive module with the Archives Page and this Articles page selected for their respective settings, and a Newsletter ID setting matching the desired ID number. You will also need to add a Newsletter Article Display module with the Article Print page selected as the Printer Page.

Article Print
The Article Print page is designed to show just the article selected with no additional menus or fields to allow for a ‘clean’ printing of the article. On this you will need a Newsletter Article Display module with no further settings. You will need to remove any navigation bars or any other inherited modules from this page.

Newsletter Archives
On the Newsletter Archives Page users can view the results of an Archive search with links to the resulting articles. You will need a Newsletter Archive module with empty Archive Results Page setting (as this is the results page) and the Articles page selected, and a Newsletter ID setting matching the desired ID number.

Newsletter Subscribe
The Newsletter Subscription page is used by visitors to subscribe to your newsletter. It will need a Newsletter Subscribe module with the desired Newsletter ID setting. This page will also need to be set to Display in Nav, and could even be located on the same level as the root Newsletter.

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Newsletter Unsubscribe
The Unsubscribe page will need a Newsletter Unsubscribe module which requires no settings, and is used by a subscriber to remove their subscription by clicking on the Unsubscribe link in the e-mail they receive. The agent will add this link, personalized for each subscriber, wherever you add the merge code ‘<!--##unsubscribe##-->’ to your newsletter e-mail template.

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Newsletter Email
The Newsletter E-mail page is not required unless you will be publishing your Newsletter by subscription. It is rather unique in that it is configured nearly identical to the Newsletter Page, but it will require its own template specifically designed to display in e-mails (thus a simplified HTML code). When you create your Newsletter internally, you will need to enter the external URL for this page as the Publish Point for the newsletter. This is the actual page that the subscriber receives in their e-mail. This page, depending on how the Newsletter is created, will use the Advanced HTML Text module.

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Arena Reporting

Arena Reporting Manual
There are several ways to retrieve data from within Arena. The first, and easiest way, is by using Lists. Lists enable a user to enter certain parameters about people and choose specific fields to show about those people and receive a “list” of those people that match the criteria chosen. However, lists can only do this. While this is suitable for the majority of reporting needs, Arena also uses Microsoft Report Services to handle more advanced reporting. Accessed within Arena wherever the Reports page exists, Report Services has the flexibility to setup and lay out a report in any way, using any criteria and design, including headers, footers, images, and alternative formats. If the data is in the Arena database, you can report on it using Report Services. This section of the Arena Reference Guide will cover using and creating Lists and modifying Lists for custom criteria and formats. Also covered are using and creating Reports within Arena, creating stored procedures for new reports using Database level queries, and using Report Subscriptions for automatically putting reports into people’s hands.

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Lists
Lists are used in Arena to generate a list of people and certain information about them based on selected criteria. Lists are used in several places throughout Arena, primarily in Membership. Once the list displays the names, the results can be merged into existing documents, Report Services reports, or e-mailed as a group. Follow the steps below to create a new Member List: 1) Click on Membership in the main menu. 2) Scroll down and click on Lists. 3) Click the Add link to create a list, or if lists already exist click the Add List icon to create another. 4) Type the report name on the first screen. Choose the appropriate Report Type. The type is directly associated to an XML file located on the web server, and determines the available criteria and selectable fields. 5) Enter a description, if desired. 6) Click the Next button.

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Criteria
Choose the criteria for the list to filter by. Ask yourself, “Whom do I want on this list?” This answer will help you pick the criteria. There are eight sections of options for the list criteria; basic, extended, advanced, personality, small group, tags, sports and calling campaign. Each section is outlined below. Note: Since many of the fields in Membership are customizable, your List screens may have different options.

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Field Types:
Although there are many fields available for searching, there are a limited number of field types used. Each field type has unique search qualities. The field types will be listed here with the attributes needed to help understand their function:

Alpha-numeric:
These fields allow text values.
Figure 1 – Alpha-numeric field example

Alpha-numeric Criteria options: o Equal to – must be an exact match o Not equal to – must not include the character anywhere in the field o Starts with – the field must start with this character o Contains – can contain this character anywhere in the field o Does Not Contain – must not contain this character anywhere in the field o Is Blank – the field does not contain a character o Is Not Blank – the field contains any character

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Numeric:

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These fields allow only numerical values.
Figure 2a – Numeric field example

Numeric Criteria Options: Numeric criteria display in a range format.
Figure 2b – Numeric Criteria

Returns those between and including 20 and 40 Returns those 18 and older

Check Boxes:
These fields allow you to choose criteria to match a single option on a person.
Figure 3a – Check Box example

Place a checkmark in the box of the selection desired. Leaving all blank will select records regardless of this criteria option. Check as many options as necessary to select the correct records.

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• Multi-Level Check Boxes:

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Figure 3b – Multi-Level check box example

Placing a checkmark in a checkbox will search for people in that area of sports and check all levels under that sport. Click the + sign to expand and continue with selecting or deselecting on each level. You can change the green checkmark to a red “X” by clicking the checkmark again. The red “X” is searching for people who are not in a small group. There is no filter for the section if the checkbox is left blank. •

Dates:
These fields allow only date values.
Figure 4 – Date example

Enter the dates, or click the calendar icons, to find the records needed. The dates are inclusive. Look at the numeric section above for example of field usage. Some of the dates will have other unique fields that allow specific searches, like the “Last Weekend” field included with the First, Second, and Third visit dates.

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Drop-down Arrow List:

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Figure 5 – Drop-Down example

To select a value that is already set up in Arena, click on the drop-down arrow and select the desired value.

Basic Criteria
Figure 6 – List Selection Criteria

• • • • • •

• •

Names: First Name, Nick Name, and Last Name are alpha-numeric fields. Title is a drop-down field. Age: If you put a checkmark in the Include Null Values checkbox, the list will include those people who do not have a birthday/age in Arena. Gender: Place a checkmark in the Gender field to limit records with the specified gender. Marital Status: Check the box next to the marital status needed for this list. Member Status: Check the box next to the member status needed for this list. This field is in the Personal Information section of Membership. Record Status: The record status automatically defaults to active. This criterion will select from the Member Status field in the Personal Information section of Membership. Family Role: Check the box next to the family role needed for this list. This field is in the Family section of Membership. Region: The region looks at the postal code of the home address. It does not mean the person has to be in a small group in that region.

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Extended Criteria
Figure 7a – List Extended Criteria

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E-Mail: Use this alpha-numeric criterion to find an email address in the system. It searches the first email address on a person’s record that is active.
Figure 7b – Extended Criteria in Lists

Birthdate: Enter the date range desired to select the birthdates. The “Include Null Values” will include records that do not have birthdates. Use the Birth Month and Birthdate fields to limit the search to only those whose birthdate falls on a certain month or day.
Figure 7c – Extended Criteria in Lists

• • • • • •

Adults in Family: Enter a numeric value to work with the drop list. Children in Family: Enter a numeric value to work with the drop list. Use these criteria to select a record according to the number of family types in a family. Volunteer App, Background Check, Name Tag, and Food Handler: all examples of person attributes that have been added to Arena and now can be searched. Serving Status: Place a check in the “Is Serving” checkbox to return anyone who serves one hour or more per week. Serving Hours: If you need to search for people who may have .5 hours or more.

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Advanced Criteria
Figure 8a – Advanced Criteria in Lists

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• •

How Member Joined: Use this checkbox to specify which How Members Joined criteria to use select records. First, Second, and Third Visit: Enter the date to select record by the times and dates they visited the church. Click the Last Weekend checkbox to not have to enter a date, but just look at the last weekend dates. Baptism Date: Search by baptism date.
Figure 8b – Advanced Criteria in Lists

Main/Home, Cell, and Business Phone: Search the database by phone number to select the correct records.\
Figure 8c – Advanced Criteria in Lists

• •

Distance From Church: This criterion allow you to search on “distance from your church.” The distance is calculated in miles. Street Address, Address Line 2, City, State, and Zip Code: Use any of these fields or a combination to search the database for address information.

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Personality Criteria

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Figure 9a – Personality Criteria in Lists

Spiritual Gifts: Place a checkmark by the gift or gifts needed for this selection.
Figure 9b – Spiritual Gifts

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• DISC Scores: Enter the range of numbers needed to identify the records needed. This can be configured either as a specific value or a range.
Figure 9c – DISC scores

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Small Group Criteria
Each of the items in this list will be unique to your Group Tree configurations.
Figure 10 – Small Group Criteria in Lists

Small Groups Section: Placing a checkmark in a checkbox will search for people in a small group and check all levels under that group. Click the + sign to expand and continue with selecting or deselecting on each level. You can change the green checkmark to a red “X” by clicking the checkmark again. The red “X” is searching for people who are not in a small group. Blank box: There is no filter for the section if the checkbox is left blank.

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Tag Criteria
Figure 11 – Tag Criteria in Lists

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Selecting Tags: Place a checkmark in a checkbox to search for people in that tag and check all levels under that tag. Click the + sign to expand and continue with selecting or deselecting on each level. You can change the green checkmark to a red “X” by clicking the checkmark again. The red “X” is searching for people who are not in a tag. Blank box: There is no filter for the section if the checkbox is left blank. Note: If you are looking for people who are serving, do not use the tag criteria to find them, as the run time on the list will be much longer. Use the Serving Hours option under the Extended Criteria tab.

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Sports Criteria
Figure 12 – Sports Criteria in Lists

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Choosing a Sports Team: Placing a checkmark in a checkbox will search for people in that area of sports and check all levels under that sport. Click the + sign to expand and continue with selecting or deselecting on each level. You can change the green checkmark to a red “X” by clicking the checkmark again. The red “X” is searching for people who are not in a small group. Blank box: There is no filter for the section if the checkbox is left blank.

Campaign Criteria
The options here will depend on your Campaigns.
Figure 13 – Campaign Criteria in Lists

Place a checkmark in the appropriate box(es). After all the necessary criteria has been selected for the list, click the Next button.

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Field Selection
Once the criteria to establish who should display in the list is chosen, select what information fields to display. For example, whole Name, Address and Email will default under Selected Fields. If you do not want one of those on your list, highlight it and move it back to the Available Fields using the back arrow.
Figure 14 – Selectable Fields in Lists

Click on a field from the Available Fields column and use the single arrow to move it to the Selected Fields column. You can order your selected fields in any order by using the up and down arrows to the right of the Selected Fields column. When you are done selecting fields for your report, click the Next button.

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Field Details
Figure 15 – Field Details in Lists

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The field detail screen will list each field that will appear on your report. For each field, choose the heading name, alignment, and any advanced options that need to be set. When you have completed the field details, click the Next button.

Sorting
Figure 16 – Sorting in Lists

The sort option will default to sort by last name and then first name. Click Add for more sorting options. When you have chosen the sort option you want, click the Next button. You will then come to the summary page. Click Finish to run your list.

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Summary
Figure 17 – List summary

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The SQL query created by the criteria chosen during the previous steps can be displayed from this screen. Click the Display SQL Query link to display the query. After you have chosen the criteria for the list, click the Next button.

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Completed List
Available Merge Documents You can choose to merge the list of people into any of the documents listed. Use the dropdown arrow to view the options, highlight your choice, click View then open or save. You may also choose to send an email to the people selected, perform a Microsoft Word © mail merge, or export the data to Microsoft Excel © . Available Reports The results of your list can also be merged into an existing report layout. One example would be a Birthday Report. Choose Birthday from the drop-down feature of Available Reports. Your results will be displayed in the pre-formatted layout of Arena’s birthday report including fields such as Name and Birthdate. This would be accomplished by an Arena Administrator. More reports can be added to this list by using the Report Registrations process. Please reference the Report Registrations section of the Arena Administration Manual for more information.
Figure 18 – List Results

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Print List You can choose to print the list by clicking on the Print This Page icon on the top right. This will only print records that are displayed on the screen. If you have more than one page in your report; change the number in the Page Size box to a higher number, click on the Refresh button, then print. Edit List Click on Edit Report, located below the print option at the top right corner of the Report Page to edit the list. This link will take you back to the first screen of creating a list.

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Using the Report Grid from Query module
The Report Grid from Query module is another tool for reporting in Arena perfect for users with SQL querying knowledge and database access, but who lack the knowledge to use Microsoft Visual Studio to create the report design. The Report Grid from Query module uses a SQL query script to retrieve the data for display. The results are shown as a list, then sorted and organized based on the clauses and commands built in the query. Reports accessed by this module will be open to anyone who can view the page based on their security permissions. Therefore, take care to ensure that the query used to create the report does not retrieve any sensitive data that is undesired to be viewed by those accessing the module. Security for editing the query is discussed below. There are two ways of tying a SQL query into this module. One is by entering the query into the module settings under the Query setting. However, this method restricts the query length, so may not be suitable for more elaborate query scripts. The other method, which has no length restrictions to the query, is to build the query as a Stored Procedure and reference the procedure in the Query setting instead.

Step 1 – Write the Query
The first step, regardless of how it is referenced in Arena, is to build the query script. Only SELECT queries can be used as the Report Grid from Query module is not capable of modifying data. Arena can read any type of SELECT query, including SELECT COUNT(), SELECT DISTINCT(), etc. If the query can run in SQL Management Studio, it can be run in Arena by the Report Grid from Query module. There is no restriction on the number of returns or columns; however, the results in Arena will reduce the column lengths to fit all the columns on screen. Note: This column reduction also occurs when printing the screen, so all the columns will fir on the print page. For queries with several columns, Landscape orientation may be preferred.

Step 2 – Convert the Query to a Stored Procedure (optional)
If the query exceeds 1,490 characters (with spaces and returns), then convert it to a stored procedure. However, any query can be converted into a stored procedure. Stored procedures are queries that are saved in a database and are run by executing the procedure name, instead of the query itself.

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Create the Stored Procedure
To convert a query from a regular script to a stored procedure, follow these steps: 1) Open SQL management studio and expand the SQL server in the Object Explorer. 2) Expand Databases by clicking on the “+” sign, and then expand the desired database (in this case ArenaDB) and then expand Programmability. 3) Right-click on Stored Procedures and select New Stored Procedure… . This will open a template for a new stored procedure. Most of the default text can be removed, the only necessary text is: SET ANSI_NULLS ON GO SET QUOTED_IDENTIFIER ON GO CREATE PROCEDURE <Procedure_Name> AS Replace <Procedure_Name> with the name of the stored procedure. Procedure names must begin with dbo.cust_ to avoid loss during upgrades of the Arena software. An example of a stored procedure name is “dbo.cust_rept_grouplist” (without quotes). This would mean that the CREATE line of the stored procedure reads as follows: CREATE PROCEDURE dbo.cust_rept_grouplist Enter in the query script after AS on a new line, preferably skipping a line. The end result, using the same example, would read as follows: SET ANSI_NULLS ON GO SET QUOTED_IDENTIFIER ON GO CREATE PROCEDURE dbo.cust_rept_grouplist AS SELECT group_id, group_name FROM dbo.smgp_group WHERE group_name <> '' ORDER BY group_name

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Save the Stored Procedure
Once the query has been entered, click the Execute button to create the procedure into the database. Refresh the database by right-clicking on the database and select Refresh to view the procedure in the list of stored procedures. Note: If the stored procedure is modified later, notice that “CREATE” will be changed to read as “ALTER”. Do not change this text. Once modifications are made to the query, simply execute again; this will commit the change to the stored procedure. Creating again without changing the procedure name would cause the execute command to fail.

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Step 3 – Tie the Query into Arena
Create the Report Page
Now that the query and the optional stored procedure exists, the next step is to get the query accessible from Arena. First, create the page in which the report will display. In Arena, navigate to Administration > Pages and add the new page where desired. If the necessary access permissions have already been determined, add the appropriate persons and security roles to the page’s security.

Add the Report Grid from Query Module
Once the page is created, click on the desired Content Area tab for the page, and click Add. This adds the Advanced HTML Text control module. Click on the hyperlink for that module, which opens the module settings. Change the module to Report Grid from Query by using the drop-down menu and selecting it from the list.

Enter the Module Settings
Parameters - If the query calls for any parameters (@person, etc.), enter the default values for them in the Parameters field. Since parameters filter the report, this is used to allow the same query in different places but retrieve different results. The query itself can also have its own filters, but these must be modified in a query editor program, such as Microsoft SQL Management Studio. Query - Enter the query (or stored procedure name) into the Query field. Suppress Columns – If the results should hide certain columns that the query would normally show, enter the column header here to hide them. This is also useful when the query is used in different places to show different results. Click OK when done.

Step 4 – Run the Query
The page for the query report should now be in the navigation bar, wherever it was placed in Page Hierarchy. To run the query, all that has to be done is open the page. The report displays on screen, with an Export to Excel button at the bottom of the list and a Print button at the top of the screen.

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Reports
Producing a report in Arena can be accomplished in several ways. It can be as simple as clicking on Reports in Arena, selecting the pre-designed report and printing. It can also be as advanced as writing a query on the database and creating your own report, and many levels in between. The purpose of this document is to show several methods of creating and running a report, and a brief description of the tools you will use.

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The types of report setups covered are:
• • • • • Running a predefined report in Arena Creating a custom list, and printing or exporting the results Running the Report Builder from within Arena Open an existing report from Arena in SQL 2005 Reporting Services to edit Open a new report in SQL 2005 Reporting Services

Running a Predefined Report in Arena
Reports
There are several reports included by default with Arena upon installation. These are predesigned reports that are ready to run at any time. An example of the report list is below.
Figure 19 – Membership Reports

Most reports have user-selected parameters which filter the results and limits number of records the report will display. The next section will list the report name, the different fields and a brief description of what information should be entered into the fields for the default reports installed with Arena.

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Active Adults
Figure 20a – Active Adult Parameter

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This field is the Member Status field that is found on the person’s Membership record. It limits the selection to the Member Status selected.
Figure 20b – Active Adult Parameter Value

The drop-down list shows all of the options available to limit the output.
Figure 20c – Active Adult Parameter Options

Anniversary
These parameters return records limited by the anniversary date and the number of years the couple have been married. The Years Married field is calculated from the Anniversary Date and the system date on your server.
Figure 21 – Anniversary Parameters

Any time a calendar icon displays, a small calendar will popup allowing you to select the appropriate date.

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Birthdays
Like the anniversary report, these parameters return records limited by date of birth. The lower boxes limit the results by age of the person. The age is calculated from the Birthday field and the system date on your server.
Figure 22 – Birthday Parameters

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First Time Visitors
First time visitors are those who have a date in the First Visit field on the Visit Dates listed in the Person Activity page. Use the parameters to limit the date range for the report.
Figure 23 – First Time Visitor Parameter

Head of Household
This parameter limits the records to those of a selected Member Status.
Figure 24a – Head of Household Parameter

Figure 24b – Member Status Parameter Options

Members
This parameter is for limiting the results by Member Status. If Select All is chosen, all records will be returned and will be grouped by Member Status.
Figure 25 – Members Parameter

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Membership by Status
This field limits the report by Member Status.
Figure 26 – Membership by Status Parameter

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Membership Chart By Status
There are no user-selected options for this report, it provides a full list of members.

New Members
This date range references the Date Received field in the Member Path section of the Person page.
Figure 27 – New Members Parameter

Personal Activity Meter
Use the parameter to select a person’s name from the list to see the graph of the person’s Personal Activity Meter (Health Meter).
Figure 28 – Personal Activity Meter Parameter

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Report Options
Once the report has run by clicking the View Report button, several options are available for viewing or printing the report. You can refresh the results if the parameters were changed by clicking the View Report button again.

Navigating Through the Pages
Figure 29a – Page Navigation

Use the First, Previous, Next, and Last page arrows to move between the pages of the report. The desired page number can also be entered manually. The number listed after the box is the total number of pages in the report. These are the number of display pages, not necessarily printer pages.

Zoom
Figure 29b - Zoom

Type in or select the percent of zoom to see the desired amount of information.

Find/Next
Figure 29c - Find

Type in the information you would like to search for in this document and click Find. The text when found will be highlighted, as in the example below.
Figure 29d – Find results

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Printing
Figure 29e - Printing

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Once the selected report has been generated, select the format to export, if desired. This creates a file to be opened and printed in a multitude of programs.
Figure 29f – Printing Format Options

Refresh and Print
Figure 29g – Refresh and Print

Click the Refresh button to rerun the report. Click the Print button to send the information to the selected printer.

Hide Criteria
Figure 29h – Hide criteria

Click this arrow to hide the selection parameters on the report.

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Creating Reports using Report Builder
The full way to create or modify a report is to create or edit the report in Microsoft Visual Studio (also known as Microsoft Business Intelligence Development Studio) This has the most options, but is the most difficult to use. Reports created in this application must be deployed or uploaded into Report Services. An easier method to creating or editing reports is by using the Report Builder. The Report Builder can be accessed from both Arena and the Microsoft Report Services interface. A module setting in the Report Viewer page is required for the Report Builder link to be available. This would be set up by an Arena administrator. Below is the necessary module setting to show the Report Builder link in Reports.
Figure 30a – Report Viewer module settings

Figure 30b – Report Builder Link

This is where the Report Builder is located in Report Manager. The Report Manager is accessed via a web-browser by typing Error! Hyperlink reference not valid. into a web browser.

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Figure 31 – Report Builder Link in Reporting Services

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Once you click the Report Builder in either location, the opening screen will pop up.
Figure 32 – Report Builder Opening Screen

The report builder requires a data source called a Model. Arena provides a model called Arena Person Model. It includes all the primary information related to an individual’s personal record. Additional models could be created using Visual Studio and deployed to the Report Manager. For this example, we will use the Arena Person Model. There are three Report Layouts; Table, Matrix, and Chart.

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Table This is a widely used format. It only includes rows. You drag the fields from the list and place them in the order you need to display and print them.
Figure 33 – Table Report Example

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Matrix
This format creates a table and is useful for analyzing numbers. It includes rows and columns.
Figure 34 – Matrix Report Example

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Chart
This format creates a chart based on the information you select. It also is a good numeric analysis tool. It includes series and categories and provides a graphical representation to the results.
Figure 35 – Chart Report Example

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We will use the table layout for this example. Select Table and Click OK.

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You should now be on design screen.

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Figure 36 – Report Builder Designer

On the left hand side of the screen, you see a Box titled, “Entities”. These are the different field groupings that are available from the data used in the Arena Person Model. As you click on an entity, the fields associated with that entity show in the box labeled, “fields”. Once you select a field from an entity, you will notice that the entity selections change. To understand how to use entities, let’s take these two examples: Example 1: I want a list of all the adult singles, their phone number and the group where they are entered. Start by selecting the Person List entity and choose the name and phone number. Then, select the Group entity and choose the group name.

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Example 2: I want a list of all the groups for adult singles, the person’s name and phone number. Start by selecting the Small Groups entity, and choose the group name. Then, select the Person Lists entity and choose name and phone number. These examples illustrate how the purpose of the report would determine which entity would be the first selected. Certain field names have access to additional fields related to the field type. By clicking on the X next to the field, you can view these additional fields. For example, date fields have six additional summary fields that can be used in the report. Date fields and numeric fields have this additional functionality.
Figure 37 – Additional Date fields

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Formulas
Fields that require a formula can be added by clicking on the New Field icon. This is the New Field input screen. You can use an arithmetic function to add, subtract, or apply other functions to display fields together. This will create a field that does not exist in the database.
Figure 38 – Define Formula screen

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Adding Fields to the report to print
Highlight the entity that includes the fields needed on the report. Drag the field from the Field box into the Drag and Drop Column Field box.
Figure 39a – Column Field

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Drag additional fields to one side of the existing fields or the other based on how you wish the report to look. You can resize the cells by clicking in the grid and dragging the border to the desired width.
Figure 39b – Changing the Column Field Width

Add all the fields to the box in the order you want to print. You can reorder the fields by clicking on the field names and dragging it to the desired location. You will notice a blue bold line that indicates on which side of an existing field it will locate the field you are moving.

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Format the cells
Use the right mouse to click in the title bar above the cell and select format. Cell alignment, format, borders, and shading can be modified here.
Figure 40 – Cell Formatting

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Add a Title to the Report
Figure 41 – Report Title Field

Click in the “Click to add title” box to type a title on the first page of the report.

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Filter the results of the report
Click on the Filter icon to limit the results of the report to a specified group. The Filter Data screen comes appears, as shown in figure 42a:
Figure 42a – Filter Data Options

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Drag the field that you want to limit the report by from the Fields box into the large box on the right. Figure 42b uses the City field as an example.
Figure 42b – Filter Example

You can then use the drop-down arrow to select a value from this field.

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Click Equals to bring up the options for operators: • Not • Is empty • Equals • In a List • Greater than • Greater than or equals • Less than • Less than or equals • From…To

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Add each additional field needed to limit the results.
The New Group option changes the Boolean operators: • All of • Any of • None of • Not All of Click OK when once all selections are made.

Prompt for Fields
You can enable a field Prompt by right click on the field name in the Filter Data window and selecting “Prompt”. There will now be a prompt to enter a value from the field. The report will include only the values entered in the field. This makes one report usable by a variety of departments.

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Sort and Group
Click the Sort and Group icon. This tool allows the sorting of the data and the grouping by page breaks. Click the dropdown arrow beside the Sort by field to select the field for the first sort. Click the radio button for Ascending or Descending. Repeat for any additional sorts desired. You can only sort by the fields selected to print on the report.
Figure 43 – Sort Options

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Click the check box for Page Breaks between groups and to activate the Grouping Tool. You can then select: • Also break before first group • Also break after last group • Also break before first group and after last group

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Run the report
Click the Run Report icon to process your report.
Figure 44 – Report Results

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Once the report has run, you can: • • • Print the results to a printer Click on Design Report and edit the report Click on Save (under File or the Save icon) so that this report can be opened in Report Services. The report will be available in Report Services and in Arena Reports. Click the Save icon with the drop-down arrow beside it to Export these types of files: XML file with report data CSV File TIFF File Acrobat (PDF) file Web Archive Excel

• • • • • •

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Create a new Report in Reporting Services
This section will walk you through creating custom reports in SQL Server Business Intelligence Development Studio.

Create a New Report Project
You can either create a new report in an existing project, or create an entirely new project. Existing projects should only be used if the Data Source is the same for each report. Existing projects are listed in the Recent Projects list, click on to open it. The steps below list how to create a new project. 1) Open the Microsoft SQL Server Business Intelligence Studio from the report server. 2) Click File>New>Project in the top left hand corner. This opens the New Project window, shown in Figure 45 3) Highlight Report Server Project Wizard in the Templates window. 4) Enter a Solution Name. Click OK when done.
Figure 45 – New Project

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New projects require at least one Data Source. Follow the steps below to create a new Data Source. 1) Next, create a new data source. Most likely this will be “ArenaDB”. 2) Then select the type, which should be Microsoft SQL Server.
Figure 46a – Report Wizard Data Source

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3) Fill in the Connection String box or click the Edit button to open Connection Properties wizard. The Data Source will be Microsoft SQL Server and choose your SQL server name from the drop-down box. Click the Use Windows Authentication in the “Log on to the server” box. In the “Connect to a Database” box, use the drop-down box to select ArenaDB.
Figure 46b – Data Source Connection String Wizard

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Click OK to finish the Connection Properties wizard and enter the Connection String automatically. 4) Check Make this a Shared Datasource so that the same Data Source can be used by multiple reports. Click Next to proceed.

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Create a New Report
The Report Wizard has now created the Project, and will proceed to create the initial Report for the project by opening the Report Wizard. Follow the steps to create a report. 1) Click the Query Builder button to create a Report Level query in a wizard, type a SQL query into the query string box, or enter a Stored Procedure name. Click Next to proceed. Note: Reports that use a SQL Query in the report to generate results have a “Report Level Query”, reports that use a Stored Procedure have a “Database Level Query”. Please see “Creating a Stored Procedure” for assistance in creating a Stored Procedure for a report.
Figure 47a – Designing the Query

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2) Select the report type (Tabular or Matrix). The Tabular selection is shown as Figure 47b.
Figure 47b – Tabular Report Design

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Page - Places a page break if there is a field chosen and sort it from top to bottom. Group Groups the information based on the fields chosen and sort it from top to bottom. Details will list the chosen fields from top to bottom and display the information from left to right.

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The Matrix design section is shown as Figure 47c.
Figure 47c – Matrix Report Design

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• • •

Page - Places a page break if there is a field chosen and sort it from top to bottom. Columns - Displays the fields selected across the top and will show the selected fields in order from top to bottom . (Output is similar to an Excel Spreadsheet) Rows - Displays the fields selected going down the left hand side of the page. These fields will show in top to bottom order of fields selected. (Output is similar to an Excel Spreadsheet) Details - Lists in top to bottom order of the fields selected.

Once all desired fields are selected, click Next to proceed.

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3) Choose the Table Style. This is primarily for color options, and is changeable in the Layout Tab of the Report Designer.
Figure 48a – Table Style

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Click Next to proceed once you have made a style selection.
Figure 49 – Deployment Location

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4) Choose the Deployment location of the report. This is the URL to the website for Microsoft Report Services’ Index view. It will be similar to: http://yourreportservername/reportserver 5) Choose a deployment folder. This folder must be set up in Report Services.

Click Next to proceed. 6) Enter a name for the report on the next screen and review the information to make sure that everything is correct. Once the setup information has been verified, either choose the Preview Report box or click Finish.

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Once you have previewed the report and it is to satisfaction, right-click the report in the Solution Explorer at the top right and select Deploy. This will compile the report and send it specified in the Deployment Location.
Figure 50 – Solution Explorer

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Go into Arena under your specified section and click Reports. The report should be listed under the appropriate folder. Click the name of the report to run it.

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Open Existing Reports in Report Services
The predefined reports in Arena are stored in the Arena database. Before you can edit a report in Report Services, it has to be saved as a file that can be opened and edited. Follow these steps to accomplish this.

Open Report Manager and save the report
1) Browse to the Report Manager website. It is typically: http://yourreportservername/reports 2) Browse to the tab where the report is located. 3) Click the Show Details button on the right side of the screen. 4) Click the Edit icon next to the report name. This will open a dialog box

5) Click the Edit option under Report Definition. to Open, Save, or Cancel. Choose to Save this file.
Figure 51 – Save the Report File

If you select Open, then the report will open as a XML document in Microsoft Visual Studio and you can edit the text of the document. This requires some expertise in the use of XML document and language. If you select Save, it will ask for a location to save the RDL (Report Definition Language) file. Take note of the file name and location. Now the report can be opened into Microsoft Visual Studio as a Report.

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Create a project
A project is required to create or edit a Report. To create a project, open Microsoft Visual Studio, and create a new Project by clicking File, New, and New Project. 1) In the templates window, select Report Server Project. 2) Enter a Solution name, and click OK. 3) Right-click on the Shared Data Sources folder and select Add New Shared Data Source. Follow the wizard to create a data source for this project. You can now add a Report file to this project.

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Adding a Report to a Project
In the Solution Explorer window, right-click on the Reports folder, hover your cursor over Add>, and choose Add Existing Item. Browse to the location of the RDL file that you saved in the earlier step and select it. Double click on the report name when it appears in the Solution Explorer window

Edit the report
Now that the report is open in SQL 2005 Visual Studio, almost anything can be edited. The query, layout, field format, fields, or fonts can be changed. When finished editing, save the file. Rename the file if you wish to keep the original file, or overwrite it if you do not want to keep the original report. Note: Arena Support does not support editing and designing reports in Visual Studio. Your Client Services Representative may be able to provide some assistance, but please consult with a certified Report Services trainer or representative for the best assistance.

Make the report available from within Arena
Locate the file name in the Solution Explorer window Right click on the file name Select Deploy from the menu If the Deployment Location it is not set, set this in the Project Properties by clicking on Project in the File Menu, and selecting the Report Properties. You can now find the newly edited report under Report Manager, or from within Arena. Reports can also be located in the My Documents folder on your hard drive, in the Visual Studio 2005 > Projects folder. Saved RDL files can be uploaded into Report Services by selecting the File Upload button in the Report Manager.

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Creating a Stored Procedure for List Merge
Stored procedures are used for Database level query Reports, and for any report that is intended for use by List merges. Please refer to the Report Registration section of the Arena Administration Manual for help on using reports in Lists as merge destinations. Follow the steps below to create a Stored Procedure in SQL 2005 1) Open Microsoft SQL 2005 Management Studio. 2) Expand Databases -> ArenaDB, and the Programmability folder. 3) Right-click on the Stored Procedures folder and select Create New Stored Procedure. You will have to sign into SQL again. 4) Edit the default text in the query window to read as: set ANSI_NULLS ON set QUOTED_IDENTIFIER ON GO CREATE PROCEDURE [dbo].[cust_example name] @ExecutionID int= -1 AS IF (@ExecutionID= -1) SQL Select Query ELSE SQL Select Query again, except insert: INNER JOIN rept_execution_data A ON [link queried table, must have a person_id field] = A.data_id insert at end of Query Stmt AND A.execution_id = @ExecutionID The dbo.cust_example name will be the name of the procedure. This is referenced in the dataset of the report in Visual Studio, tying the report layout to the query string. “A” is an alias. It is not necessary, other than to make it easier to write the statement. Anything in RED text is user-defined Anything in GREEN text is not placed into statement Anything in BLACK text must be placed into statement Note: All stored procedures created custom in your Arena Database must start with “cust_”, else will be overridden by updating the Arena software.

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An example: The following creates a stored procedure called dbo.rprt_Test2. This query will pull person IDs, First Names, Last Names, and Birthdates: set ANSI_NULLS ON set QUOTED_IDENTIFIER ON GO CREATE PROCEDURE [dbo].[cust_rprt_Test2] @ExecutionID int = -1 AS IF (@ExecutionID= -1) SELECT person_id, first_name, last_name, birth_date FROM dbo.core_person WHERE person_id IS NOT NULL ELSE SELECT person_id, first_name, last_name, birth_date FROM dbo.core_person INNER JOIN rept_execution_data A ON core_person.person_id = A.data_id WHERE person_id IS NOT NULL AND A.execution_id = @ExecutionID You can highlight just your query to ensure that it executes properly and returns the correct values. Execute the entire statement to create the stored procedure. You will have to close the Stored Procedures folder and refresh the DB to get the SP to show in the list. Modify the procedure to change it later. To save the changes to the procedure, execute it again. Note that once the procedure is created, the “CREATE PROCEDURE” text now displays as “ALTER PROCEDURE”.

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Using Report Subscriptions
Reports created in Microsoft Visual Studio and opened in Microsoft Report Services can be emailed to a specified recipient or recipients using a feature called Subscriptions. A report can also be scheduled to run and be placed on a shared drive on your network using the same feature.

User Rights
In order for subscriptions to run, a generic user must have rights for the report Data Source. This should already be setup during initial installation of Arena, however, follow the steps below to ensure this is set up properly. 1) Navigate to your report services at http://localhost/reports. (paths used in this document are for example purposes, your path may be different, check with your IT department for your specific path). 2) Click on Data Sources. 3) Select and open the ArenaDB data source. 4) On the General Tab, under “Connect Using” select Credentials stored securely in the Report Server. 5) You can enter a new user record in reporting services for this purpose, or use one that was added during installation. The user name would be (servername)\arenareports and the password is arenaRS2005. It is case sensitive. Note: Passwords are blanked out for security purposes. 6) Check the box for “Use as Windows Credentials when connecting to the data source.” Now that this is complete, you can set up a Subscription for any report in Report Services.

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Setting up a Subscription
Subscriptions can be configured for any report that is uploaded to reporting services. Follow the steps below to create a new subscription. 1) Navigate to report services at http://localhost/reports. 2) Browse through the folders until you locate the desired report and open the report. 3) The following tabs will display: View, Properties, History, and Subscriptions, click on the Subscriptions tab.
Figure 52 – Subscriptions Tab

Click the New Subscription link. This will open the Subscription setup screen, shown in Figure 53.

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Figure 53 – Subscription Setup

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4)

Choose the preferred delivery method in the drop-down menu; E-Mail or Windows File Share. Fill in the fields required for the chosen method. For the E-mail delivery option, enter the e-mail addresses of the recipients, the Carbon Copy recipients, and the Blind Carbon Copy recipients. i) Enter a subject for the email. This field can use the @Reportname parameter to insert the report name dynamically as well as the time the report was run with the @ExecutionTime parameter. These are the only two variables available for this function.

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For the Windows File Share delivery option, make sure the correct user permissions are set for the folder where the report is to be created. This is important so the report server can create the report, but also for the appropriate users to be able to view it. Choose the render format: • XML File with Report Data – delivers the file in an XML format for viewing on a web page. • CSV (Comma Delimited) – delivers the report in a text document. • TIFF (image) – delivers the report as an image file. • Acrobat – delivers the report as a non-editable document. • Web Archive – delivers the report as an HTML page. • Excel – delivers the report in a spreadsheet which can then be edited. Choose the Priority and enter any additional comments. Once all the delivery options are set, enter the Report Processing options.

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Subscribed Report Processing
The Processing determines when the report will be run and sent, and places values for any Parameter Variables in the report.
Figure 54 – Processing Options

Click OK when all the options are set. Your report will now be delivered automatically at the next scheduled time. Understanding and using this tool will make communication and information sharing much more timely and dependable in your organization.

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