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Arena Premium Administrator Manual Table of Contents

Welcome to Arena, the Power of Community

3

Getting Started

4

Set up

13

Application Settings

17

Application Security

22

Reporting Services Configuration

23

Active Directory Configuration

24

Agent Configuration Utility

25

Small Group Structure

31

Payment Gateways

37

Background Checks (Optional)

38

SMS Text Messaging

48

Security

49

Security Roles

49

Person Details Field Security

58

Security Templates

59

Extending Your Arena

61

File Browser Administrator

64

Peer Network Relationships

65

Lookups

68

Person Attributes

70

Relationship Types

74

Campaigns

76

Custom Field Groups

78

Feed Formats

80

System E-mails

81

Reporting

84

List Configuration

87

Reports

101

Web

105

Pages

105

Portal List

112

Modules

114

Templates

116

Podcasts

118

Operations

121

Exceptions

121

Refresh Cache

121

Appendix

122

Appendix A Organization Settings

122

Appendix B - Arena Automation Agents

129

Appendix C - Triggers

131

Appendix D Full Module List

134

Appendix E - Microsoft MapPoint Coordinate Exchange

141

Appendix F - Check-In Kiosk Installation Guide

143

Appendix H - Exporting and Importing Groups

149

Appendix I Creating and Maintaining an Arena-Managed Website

157

Welcome to Arena, the Power of Community

Arena Premium Administrator Manual - Welcome

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This manual covers Administration sections of the Arena application. It is intended for System Administrators, Network Administrators, and anyone granted rights to administer the Arena application and its contents. This guide will assist in using and configuring critical sections of Arena, including Site Settings, Organization Settings, and Administrative Reports.

Our goal is for Arena documentation to provide Arena Administrators the necessary resource to implement and tailor Arena to meet their organization‘s ministry goals. This manual covers the functions of the Administration section of Arena, as well as various control setting options for specific features. While this manual is a printed resource, Arena also offers additional documentation and videos at www.arenachms.community.com.

The Arena Training department is responsible for Arena documentation and we welcome your feedback! E-mail suggestions to training@arenachms.com.

Trademarks: Certain brand names and product names used in this 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, 2010 Shelby Systems, Inc.

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Getting Started

Now you have Arena installed, you are ready to configure it to fit your organization. While this manual serves as a guide to an overall understanding of Arena‘s administrative functions, listed below are areas Arena Administrators commonly address first.

Managing Converted Data

Set up Security

Start Agents

Set up System E-mails

Using The Community

Understanding Updates

Global Features

Implementing Specific Features

MANAGING CONVERTED DATA

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For most clients some data will initially convert to Ministry Tags. For Shelby v5 clients this data will likely be Profiles or custom fields. In order to move this data to an appropriate place in Arena for your organization, you will want to evaluate the data thoroughly. After your evaluation, you will likely determine data should either be Ministry Tags, Serving Tags, Event Tags, custom fields or a combination of these. In order to move the converted data you will first need to create the new Tags and custom fields. See Tags in the End User Manual for steps to creating the tags, and Person Attributes and Lookups in this manual for information about creating custom attributes (fields). An Arena Trainer or CSR can also help with the evaluation of the data.

Once you create the appropriate tags, you can use Person Bulk Update in Membership to move the records from the converted data in Ministry Tags to the appropriate Ministry, Serving or Event Tags. If there is attendance (occurrences) data to move, SQL scripts can usually accomplish this data movement. Contact your Arena CSR for more information.

For custom Person Attributes, you can use either Person Bulk Update (if the new field is available) or use a SQL statement to move the data from the Ministry Tag to the new field. Arena also offers a Move Tags to Attributes control that will allow you move tag data to an attribute. Consult your Arena CSR for more information.

SET UP SECURITY

Arena offers places to set security such as the Portal, Pages, Modules and data fields (Person Detail Field Security). This manual will address each of these areas, including using Active Directory or Database (Forms) authentication for Arena. To enable you to manage security in a way that fits your organization, there are some initial considerations and tools to assist you in managing Arena security.

Portal Security The Portal section of this manual covers using Database or Active Directory authentication for Arena. There are things to consider with either option such as, staff access to Arena when off campus. Please refer to the Portal section of this manual for information regarding using each option. You can also visit www.community.arenachms.com to see how other organizations have approached each option.

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User Security

The Security Roles section of this manual covers setting up permissions for all users such as, staff and church members. As you begin to evaluate security, you will need to decide which users will perform specific tasks in Arena, such as adding records, merging records, editing records, deleting records, adding tags, etc.

Approaches often used are either by department/ministry (i.e., Adult Ministry, Children‘s Ministry, etc.) or by function (Contributions only, Promotions, Adding Members, etc.). You can use a combination of these, but evaluation prior to setting up Security Roles may reduce set up time. Once you evaluate the users in your organization, you are ready to set up Security Roles, discussed in the Security Role section of this manual.

Some security settings are in the specific control applied on a page. By selecting the control‘s security key, you can set permissions by person or by Security Role. You can also set some permission settings, such as the ability to delete records found on the Person Detail control, in the control itself.

START AGENTS

At installation no Agents are running. Once you evaluate the Arena roll out plan for your organization, see the Agent section of this manual to determine what Agents to start and any settings you will want to customize for your organization. See Agent Configuration Utility in this manual.

SET UP SYSTEM E-MAILS

Arena contains many system e-mails. There are some default settings in System E-mails such as using the default person in Organization Settings as the sender. See System E-mails in this manual.

THE COMMUNITY

The Community (www.community.arenachms.com) is available to all Arena clients. This website is a central place for Arena clients to share information about how they use Arena for their organization.

UNDERSTANDING UPDATES

Patches, Releases, and Release Notes are available on http://community.arenachms.com. Arena will post when updates are available. As a member of the Arena Community, you can download the update and Release Notes. Both Administration and End User manuals are updated and available in the Documentation folder.

and End User manuals are updated and available in the Documentation folder. Arena Premium Administrator Manual

Steps to Install Updates:

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1)

Log in to your Arena.

2)

Verify your installation. At any time, you can select the About link to verify your Arena installation.

3)

The results will confirm website files and the database. Changes made to Arena core will display below the verify box in the pop up, so you will be aware of areas that might be affected by the update. Make a backup of your database.

4)

Download the update, if applicable.

5)

Install the update.

6)

Download the patch, if applicable.

7)

Install the patch, if applicable.

If you organization uses Arena Mailing, you will also need to update Shelby Mailroom. As a Shelby Mailroom client, you will receive an updated CD every two months. Install this on your Arena server when users are not on the database

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IMPLEMENTING SPECIFIC FEATURES

Global Features Many areas of Arena are Global, meaning they affect all users. While you can tailor settings in the specific controls, below are a few areas to consider:

Person Info control- When hovering over a name in a people grid list this control enables you to select what fields to display.

o

Arena honors Security, in that users will not view fields they do not have permission to view.

o

If the user does not have view access to the control, nothing will display on the hover.

o

For new installs, All Users have view access to this control.

Set Person Detail control settings on the Individual Information page, as desired. The Special Staff Update Role setting restricts the ability to delete records for specific Security Roles.

Set the Person List control settings on the Popup Person Search Results pages, as desired. Edit rights to this page are required for users to add new records from this popup.

Review all Organization Settings, such as default area code, that you would like to set globally for your organization.

The Advanced Search setting in the Person Search control determines whether the Advanced Search displays upon navigation to White Pages.

Default Campus setting in the Add/Edit Family Wizard control enables you to set a default Campus, when using the Add New Family Wizard.

Create Relationship Types. If you are using Check-In and would like to allow non-family members to Check-In one another, add “can checkin” (case sensitive, no quotes) to a Relationship Type. See Relationship Types in this manual.

Set up Peer Network, if desired.

Tailor Person Attributes, such as Volunteer Information Attributes used in Serving Tags, as desired.

Set Organization Nick Name organization setting, as desired.

If your organization would limit the ability to add new records, set the Person List control Add Allowed setting to ―False‖ on the Popup Person Results (multi) and Popup Person Results (single) pages.

The Current Campus Selector control will allow users to filter tags, groups, promotions and Check- In location items with campus designation. Items with no campus designation will also display.

Steps to Add the Person Role List Control to Person Detail Page It may be beneficial for you, as an Arena Administrator, to add the Person Role List control to the Security tab on the Person Detail page. This will enable you to easily view the Roles to which each user is a member and add or remove the user to/from an existing Security Role.

1)

2) Select Main Content tab. 3) Select Add New Control instance. 4) Select Person Role List from the Type of Module drop down list. 5) Enter Title, if desired. 6) Click Update.

Go to AdministrationPagesHomeMembershipWhite PagesPerson DetailSecurity.

Person Role List

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Counseling The counseling feature enables your organization to record and secure confidential information for the counseling ministry.

Create a Tag consisting of existing records who you want to identify as counselors.

Associate this tag with the Counseling Team Member Profile Organization Setting. You can obtain the required profile_id for this tag in the core_profile Arena SQL table.

Make the desired change to CounselingRestrictionIdentifier Organization Setting. This setting allows you to change the default red [R] to something different or remove it completely. This verbiage displays with any counseling record.

Customize Counseling Pastoral Concerns, Counseling Restrictions, and Counseling Status Lookups.

Counseling Pastoral Concerns

Counseling Status Lookups . Counseling Pastoral Concerns Counseling Restrictions Counseling Status  Set security

Counseling Restrictions

. Counseling Pastoral Concerns Counseling Restrictions Counseling Status  Set security rights for the

Counseling Status

Pastoral Concerns Counseling Restrictions Counseling Status  Set security rights for the Counseling Request and

Set security rights for the Counseling Request and Counseling controls.

o

Counseling Request control is for mid-level users to create a new request using limited information, and view limited request information.

o

Counseling control is the main control with the highest level of access to the entire case.

Customize Counseling Request system e-mail.

Membership

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You can add new tabs to the Family Wizard, as desired. New tabs are Individual Attribute Groups, and the fields displayed on the tabs are the individual Attributes within the Attribute Group.

Individual Attributes are custom, user-defined fields that display on the Person Details page, creating a place to keep data that Arena does not have by default.

The Campaign Family Status lookup enables you to modify the options as well as how many times

user can select the same result before this family is ―Complete‖ for that Calling Campaign. See Lookups in this manual.

a

Tailor List Configuration so applicable criterion are available in My List and Public Lists.

Use the Allowed Report Types setting on the List Report control to limit what Lists Type users can create or view.

A

Show Inactive Tags setting in the Report Wizards control enables you the option to allow the

user to decide whether his or her Lists can be run against inactive Tags or not.

If

your organization uses the Mailing application, the Show Mailing Application setting in the

MailMerge control allows users the option to use the Mailing application for records with no e-mail address. If using this option, an application update notification will display.

Set Person Bulk Update control to either allow updating to inactive Groups, and whether to secure fields.

Person Bulk Update

Set Person Bulk Update control to honor secure fields, if desired.

Merge Members

Set Delete Merge organization setting, as desired. This setting allows you to set whether or not to delete original records, once the merge process is complete.

Set Merge Request Recipient organization setting, as desired.

Tailor Merge Person Request system e-mail, as desired.

Calling Campaigns

Make Campaign Next Family control changes, as desired.

Make Campaign Family Status Lookup changes such as the number of times that a value can be selected before the family is removed from the campaign.

Public and My Lists

Modify List Category Lookup, as desired. This lookup gives users the ability to organize lists by

category.

Familiarize yourself with List Configuration where you can customize available criteria.

Mailing

In order to run the Mailing Application, you must have Shelby Mailroom installed. Please contact Shelby at (800) 877-0222 to get Mailroom.

Groups

Set the appropriate Cluster Levels settings as to which Cluster Level will receive e-mails for group registrants.

To limit groups in Tree view, mark the Public Site setting on the Small Group Cluster Tab Control (on Organizations page), to True.

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Understanding Tag Security and Settings Once you determine how your organization will use Tags, it is important to understand Tag Security. See Tags in the User Manual for information about setting up Tags. Tag security propagates

which may affect how you set up Tags. For example to allow the same security for the Children‘s Department throughout Children‘s Serving Tags, create a parent Serving Tag called ―Children‘s Volunteers‖, and set security before creating child Tags. Security will be the same for all of child tags. You can always make necessary adjustments for any tag within this tag tree. You can also create Tags and then use Cascade Permissions to propagate security for all tags below the current tag level.

Tag Security Settings are controls. Some controls are Tag specific and some controls apply to all Tags. If you want to allow users the ability to edit the Tag details, you will need to give them edit control permissions. The below controls apply to all Tags:

o

Profile Details

o

Profile Tab Control

o

Profile Member Details

Security can also be applied from the Security Tab for each Tag, enabling view, edit, and edit security rights. For Event Tags, you can also set security to Edit Registrations and Allow Refunds. Cascade Permissions on the Tag Security tab enable you to set permissions throughout the Tag Tree.

The Add Profile Member control enables you to set a default status when users add records to a tag.

The Tag Member Status Lookup enables you to select critical registrants.

Create future Occurrences for Serving tags if want to use the Serving Reminder system e-mail.

For anyone to edit Event Tags, they must have edit registration rights.

Set Profile Activity control, as desired. This setting determines whether a user viewing a member's Tag status can view the activity notes for all Tags the Member belongs, or just the currently viewed Tag currently.

Communications

The Mail Merge control enables you to set thresholds, allow the future send option, and gives you

the ability to allow e-mail subscriptions. See Mail Merge and SMS modules/controls in this manual for more information.

If you are using thresholds, you can apply the Communications Approval List module/control to a new page so the approver can view and process all pending communications.

Set security on the previous communications page. View rights allow users to view e-mails they create. Edit right allow users to check the box to view all e-mails.

Set up SMS Text Messaging, if desired.

Contributions

The Repeating Payment Wizard-Admin Mode setting enables the user to enter a repeating payment without requiring an e-mail address.

The Edit Security value enables users the ability to Reassign Contributions.

Set RepeatingPaymentWizard control settings, as desired.

Set Contribution List control settings, as desired.

Set Contribution Detail control to false to enable users to refund contributions.

To send Contribution Statements via e-mail:

o

The Email Contribution Statement agent must be running.

o

Select e-mail statement option and a enter PIN for each recipient. PINs can be up to ten characters.

o

Customize Online Contribution System Email, as desired.

o

Verify all Mailing Application Settings.

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Missions

A Require Goer Approval setting is available on the Mission Registration page to prevent contributions for non-approved mission trip members.

Make appropriate Application Setting changes.

Set the Mission Trip Registration Deposit Reminder, Mission Trip Registration Reminder Email and Mission Trip Contribution, which are all System Emails.

Start the Reminder E-mail Agent and set the desired pre-deadline dates for Arena to send the e- mails.

Set security by Mission Purpose on the Mission List control, as desired. If you need to set different groups of users, add a second instance of this control and set security, as desired.

Set up

Set up O RGANIZATIONS Arena Premium Administrator Manual – Set Up 13 This section contains the

ORGANIZATIONS

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This section contains the settings for the Arena application such as SMTP Server information, Report Services URL, and various user names. These settings work in tandem with settings in the web.config file, located within the Arena installation folder on the Web Server, to make Arena function properly. Many of the setting values are set during the install process; however, you will have to configure some after installation.

To view the settings and their values, click on Organizations. This will bring up the list of Organizations already created. Click the appropriate Organization Name link to view its details, as shown below.

Organizations

link to view its details, as shown below. Organizations Displayed will be the name of the

Displayed will be the name of the church, as well as the address, leader‘s name, URL, description, and any notes. Click the Edit button to change any of these detail settings, as shown below.

Edit Organizations

to change any of these detail settings, as shown below. Edit Organizations Arena Premium Administrator Manual

Organization Edit

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Edit Arena Premium Administrator Manual – Set Up 14 O RGANIZATION S ETTINGS All Organization Settings

ORGANIZATION SETTINGS

All Organization Settings will display under the Organization Detail. These settings, or Keys, are what Arena uses throughout the application. Clicking on a Key will display its details, allowing the value to be changed. Once created, you cannot edit Keys. Many Keys are System Keys, meaning you cannot delete them, as they are required for the application to function properly. See Appendix A in this manual for a full list of all Organization settings and descriptions.

Organization Settings

settings and descriptions. Organization Settings Keys have four fields:  Setting – This is the actual

Keys have four fields:

Setting This is the actual name of the Key, such as ―SMTP Server.

Category Allows for grouping of the various Keys. The various Categories are a Lookup. Description This is the description of the Key, such as ―Mail server name‖.

Value This is the actual Key setting, such as ―Mailserver.

New installs will not require new Keys. However, if your Organization has custom code or Community Controls that requires a new Key, you can add one using the following steps.

Steps to Add a New Key:

1) Click the Add New Setting

2) Enter Key Setting, Description, Category, and Value.

3) Click Update.

Key Setting, Description, Category, and Value . 3) Click Update . icon. Arena Premium Administrator Manual

icon.

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CAMPUS

Campus enables you to configure campuses for use in Arena. If your organization has multiple meeting locations, these campuses can be used to designate the specific location a person attends, or for a group or tag. On the campus tab, you can view or edit existing campuses, or add a new campus.

Steps to Add the Campus Tab:

1) Go to AdministrationPagesOrganizationsOrganization Details page .

2)

3) Add a child page for the Organization Settings control 4) Add the Organization Settings control to the Main Content tab. There are no settings for

this control. 5) Add a second child page for campuses. 6) Add the Campus List control. 7) Confirm Person Detail page setting for this control. 8) Click Update.

Click the Childs Pages tab.

Campus Page

8) Click Update . Click the Childs Pages tab . Campus Page 9) Go to Administration

9)

Go to AdministrationPagesOrganizationsOrganization Details page. Click the Main Content tab. Add the Pages as Tabs control. Click the Pages as Tabs control.

10)

11)

12)

13)

Click the Add

link to add the new settings and campus pages

Pages as Tabs Control

add the new settings and campus pages Pages as Tabs Control 14) Click Update . Arena

14) Click Update.

Campus Tab

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Campus Tab Arena Premium Administrator Manual – Set Up 16 Steps to Add a Campus: 1)

Steps to Add a Campus:

1) Go to AdministrationOrganizations. 2) Select the Campus tab.

Campus Tab

 Organizations . 2) Select the Campus tab . Campus Tab 3) Select the Add New

3) Select the Add New Campus

4) Enter campus details.

Campus Details

Add New Campus 4) Enter campus details . Campus Details icon.  Name – The specific

icon.

New Campus 4) Enter campus details . Campus Details icon.  Name – The specific name

Name – The specific name of the Campus, such as ―South-Central‖

Leader A record which is the designated leader or administrator for the Campus

Address The physical address where the Campus is located

URL The website URL for the Campus, if different from the primary Organization URL

Description You can enter a campus description.

5) Click Update.

Application Settings Arena Premium Administrator Manual – Set Up 17 Click-Once application configurations will be

Application Settings

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Click-Once application configurations will be set up through this area. Currently Arena offers settings for the Check-In, Contributions, Family Registrations, and Mailing applications.

The first time you run the application, the user will have the option to install a desktop shortcut. After running the application first from Arena, the user can launch the application from the desktop.

Whenever you install a new Arena release or Arena patch, new versions of the client application is included. The next time the user runs the click-once application, it will automatically download the latest version.

Check-In Application Settings

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Application Settings Arena Premium Administrator Manual – Set Up 18 Arena Premium Administrator Manual V2011.1.00

Contributions Application Settings

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Application Settings Arena Premium Administrator Manual – Set Up 19 Arena Premium Administrator Manual V2011.1.00

Family Registration Application Settings

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Application Settings Arena Premium Administrator Manual – Set Up 20 Arena Premium Administrator Manual V2011.1.00

Mailing Application Settings

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Application Settings Arena Premium Administrator Manual – Set Up 21 Arena Premium Administrator Manual V2011.1.00
Application Security Arena Premium Administrator Manual – Set Up 22 You can administer security access

Application Security

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You can administer security access for click-once applications such as Check-In. Once installed, users can open the application, from a computer on the network, or from the desktop.

Opening Application Security will show a drop-down list where you can select an Application, and shows the current access permissions for each security role or person, as shown below.

Application Security

role or person, as shown below. Application Security To edit the Permissions, click on the Edit

To edit the Permissions, click on the Edit Security button, which brings up the options for Permissions, as shown below. You can grant both an existing Security Role and individual people permission to access the Application or edit the security.

Click Update when finished.

Setting Application Security

the security. Click Update when finished. Setting Application Security Arena Premium Administrator Manual V2011.1.00
Arena Premium Administrator Manual – Set Up 23 Reporting Services Configuration Report Services is integral

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Reporting Services Configuration

Report Services is integral to Arena, for various functions. This control works with the Organization settings to configure the way Arena connects to Report Services. This is necessary since the Report Server does not have to be the same computer as the Web Server that Arena runs from. Reporting Services configuration should be complete at installation.

REPORT SERVER CONNECTION

Clicking on Report Services Configuration will display the details of the connection settings, as shown below. Arena uses one Report Service setting. There is no listing, just the connection settings.

Report Services Configuration

just the connection settings. Report Services Configuration  Report Server URL – This is the URL

Report Server URL This is the URL to the Report Server index is entered. Report Services will have two virtual directories, the UI address, which is typically http://<dbserver>/Reports and the Index, http://<dbserver>/ReportServer. Arena ties into the Index.

Report Server Root Path - This is the root folder containing the Arena Data Source and reports from within Report Services.

Username This is the user with permissions to the Report Server. This is ―ArenaReports‖ by default; this username is set up during initial install.

Password This is the password associated with the Username.

Create This User in Active Directory If the username does not already exist in the Active Directory, use this link to set that username up.

Grant This User Permissions in Report Services This link will open a popup for a Domain Administrator login and will set the correct permissions for this username to access Report Services.

Click Validate to ensure that the username is authenticating successfully, then click Update when finished. You must Update prior to selecting Validate.

Active Directory Configuration Arena Premium Administrator Manual – Set Up 24 The Active Directory configuration

Active Directory Configuration

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The Active Directory configuration works similar to the Report Services configuration, as these settings work in tandem with the Organization settings for Active Directory. These settings create the connection between Arena and the local Active Directory for user password and Security Role sync purposes.

An agent attribute is available to specify a custom list of Person Attribute ID's and the corresponding active directory property name that should update with the attribute's value.

CONFIGURE THE ACTIVE DIRECTORY CONNECTION

Arena can only connect to one Active Directory at a time. Clicking on Active Directory Configuration under Administration will bring up the Detail screen, as shown below.

Active Directory Configuration

screen, as shown below. Active Directory Configuration  Active Directory Domain – This is the name

Active Directory Domain This is the name of the local Active Directory.

Active Directory Server This is the name of the Active Directory server. This is the local server name.

Username This is the valid username on the Active Directory server for accessing the Domain.

Password This is the password for that username.

Click Update when finished to complete the connection.

Use Page Security on this page to keep your Active Directory information secure.

Agent Configuration Utility Arena Premium Administrator Manual – Set Up 25 The Arena Automation Agents

Agent Configuration Utility

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The Arena Automation Agents handles features such as e-mail, Active Directory synchronization, and Metric Processing. The Agent Configuration utility manages the detailed settings of each Worker in the Arena Automation Agent service. It enables an administrator to quickly set or modify the worker settings, designate schedules in which workers can operate, and specify notification preferences. See Appendix for a list and description of the Arena

You can access all agents in the ~Program Files/Arena ChMS/Arena Automation

Agents/AgentConfiguration.exe folder located on the web server.

Automation Agents.

The interface, as shown below, contains five major areas: Agent Jobs, Agent Service, Worker Settings, Schedules, and Notifications.

Agent Configuration

, Schedules , and Notifications . Agent Configuration T he Agent Service shows the status of

The Agent Service shows the status of the selected Arena Automation Agent. From this page, you can start and stop the service in order to implement changes to the workers in the service.

If the service will not start, or the expected data changes do not occur, check the Event Viewer on the Web Server for possible causes.

AGENT JOBS

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The Agent Jobs area, as shown to the right, lists the active workers in Arena‘s Agent service. See Appendix B for a full list and description of agents.

You can use the Add button at the bottom to select from a listing of all available workers to activate new ones, or you use the Remove button to deactivate the selected worker.

All worker settings with a future date will clear and must be re- entered if the worker, once removed.

Remove any workers for functions not currently in use, as they may cause conflicts with other workers if not

properly configured. Even with proper

settings, unused active agents may be changing records and fields that you may not want automatically updated.

Arena Agents

records and fields that you may not want automatically updated. Arena Agents Arena Premium Administrator Manual

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WORKER SETTINGS

The Worker Settings tab displays the configuration options for the worker currently selected. These configuration options can display either by category or in alphabetical order. Each field must have a value, and a brief description of the purpose of the field. Valid values for the field display in the dialog box at the bottom of this tab, as shown below.

Agent Worker Settings

dialog box at the bottom of this tab, as shown below. Agent Worker Settings Arena Premium

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Schedules

Each worker in the Arena Automation Agent service can operate on its own unique time line, which you can define on the Schedules tab. This tab displays the operating schedule for the selected worker. Multiple schedules allow a worker to operate during specific intervals, such as early morning or late evening. Similar to the Worker Settings tab, each field is required and displays a description of its purpose in the dialog box at the bottom of the tab, as shown below.

Agent Schedules

in the dialog box at the bottom of the tab, as shown below. Agent Schedules Arena

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Notifications

You can configure the threshold, frequency, and recipient of any error/result messages produced by the worker on this tab. Just like Schedules, you can add or remove notification parameters.

Agent Worker Notifications

you can add or remove notification parameters. Agent Worker Notifications Arena Premium Administrator Manual V2011.1.00

Steps to Add and Start an Agent:

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1) 2) Go to ~Program Files/Arena ChMS/Arena Automation Agents folder. Select AgentConfiguration.exe folder. Automation
1)
2)
Go to ~Program Files/Arena ChMS/Arena Automation Agents folder.
Select AgentConfiguration.exe folder.
Automation Agents
3)
4)
5)
Click the Add icon.
Select the desired Agent from the Agent Jobs list.
Click OK.
Agent Configuration
6)
7)
8)
9)
Adjust Worker Settings, as desired.
Set Schedules, as desired.
Set Notifications, as desired.
Click Start.

10) Click Save. 11) Close Agent Configuration.

Small Group Structure Arena Premium Administrator Manual – Set Up 31 You create Group Clusters

Small Group Structure

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You create Group Clusters and Small Groups under Groups. However, you create the Group Categories, Cluster Types, and Cluster Levels in the Small Group Structure section under Administration.

Small Group Structure determines the structure of Small Groups such as the number of levels a tree has between the highest level and the small groups themselves. The number of Cluster Levels for each Cluster Type governs the depth of a group tree. The names of cluster levels control tab-captions for the Group Details, and separate group trees for viewing in different pages in Arena. A collection of cluster types and cluster levels make up a Category.

Clicking on the Small Group Structure page will display all the current Categories. By default, the two categories are Small Group (Groups) and Team (Sports), as shown below.

You must create at least one Cluster Type before users can create a Group Tree.

Small Group Category List

users can create a Group Tree. Small Group Category List  ID – This is the

ID This is the ID value for the Category that Arena automatically assigns.

Category Name This is the name of the category.

Cluster Types This number represents the number of cluster types within the Category.

Groups This number represents the number of Small Groups.

Cluster Types Clicking this link will display all the Cluster Types in this group.

this link will display all the Cluster Types in this group.  - Clicking this icon

- Clicking this icon will display the details for the Category.

The Category ID is necessary for several Module Settings, which separate the group trees apart to show in different pages.

Clicking the Add New Category button following page.

pages. Clicking the Add New Category button following page. will open the details of a new

will open the details of a new Category, as shown on the

Small Group Category Details

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Details Arena Premium Administrator Manual – Set Up 32  Name – This is the name

Name This is the name of the Category and the tab name for the Small Group level for all Cluster Types in this category. Arena will automatically make this word plural.

Group Page ID Use the page picker button to select the Group Details page for this Category.

Arena will automatically make this word plural, so make sure the Category name is singular.

Cluster Page ID Use the page picker button to select the Group Cluster page for this Category.

Default Role Use the drop-down to select the default member role assigned to people when added directly to any group within this Category.

Use Uniform Number Select this box to use Uniform Numbers for members of groups within this Category such as for Sport groups.

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Use Area Select this box to include an Area field to set the Area of a Group, which is separate from the Group‘s location.

Allow Bulk Updates Select this box to allow members and member roles to be set using the Person Bulk Update.

Private History Select this box if the desire is not display in the Person Details page history section of the group members. If you select this box, the group history will display on the group leader‘s history information.

Credit as Small Group Select this box if all groups in this category should display in Map Area Statistics.

Valid Roles Select the valid roles for all groups in this category. The list of Valid roles is determined by the roles set up under the Small Group Roles lookup type in Administration > Lookups.

Captions Set the caption text to display for the fields used in Group Details. If you enter no caption, the field will not display in Group Details.

Once you set up the Category, click on Cluster Types to set up Types for this Category. Opening this page will display the Cluster Type List for the selected Category, as shown below.

Small Group Cluster Types

selected Category, as shown below. Small Group Cluster Types If any cluster types already exist, click

If any cluster types already exist, click the edit button

Click the Add New Cluster Type button

click the edit button Click the Add New Cluster Type button to open the details of

to open the details of the cluster type.

Cluster Type button to open the details of the cluster type. to add a new cluster

to add a new cluster type, as shown below.

Small Group Cluster Type Details

type, as shown below. Small Group Cluster Type Details  Cluster Type ID - This is

Cluster Type ID- This is the ID number Arena automatically assigns for the cluster type.

Name This is the name for the cluster type, you can enter.

Region Name Level Enter which level will represent the region name (optional).

Unassigned Registration Level Enter the level for unassigned registrants from Add Registrations or from your Arena-managed website.

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Allow Registration Select this box to allow users to add people to Groups within this Cluster Type via Add Registrations.

Allow Occurrences Select this box to enable taking attendance.

Relationships Set the relationship scales, as desired. See Peer Network in this manual for set up information.

Click Update when done, or Cancel to end without saving.

Once you create a Cluster Type, click the Cluster Levels hyperlink to set up the structure of the Cluster Type. The number of Cluster Levels determines the depth of the cluster type.

Small Group Cluster Levels

the depth of the cluster type. Small Group Cluster Levels The Cluster Level list shows the

The Cluster Level list shows the Level Number, Level Name, whether the level allows Groups, whether the level allows Areas, whether level Leaders and Admins are notified when a registrant is added, the total number of Groups in the level, the total number of clusters set for that level, edit, delete, and add buttons, and an export to Microsoft Excel button.

Click the edit button

create a new level, or if there are no levels, click the Add… link. Either will bring up the Cluster

Level details screen.

link. Either will bring up the Cluster Level details screen. to modify an existing level. Click

to modify an existing level. Click the Add New Cluster Level button

to modify an existing level. Click the Add New Cluster Level button to Arena Premium Administrator

to

Small Group Cluster Levels

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Levels Arena Premium Administrator Manual – Set Up 35  Name – Enter the name of

Name Enter the name of the Cluster level.

Level This is the pre-determined cluster level.

Allow Groups Select this option to allow Groups. Only the last (bottom) cluster level should allow Groups.

Allow Area Select this option to allow Areas for Group Clusters, typically the last level.

Notify Leader Select this option if you would like Group Leaders to receive an e-mail when someone registers for the group.

Notify Admin Select this option if you would like the Group Admin to receive an e-mail when someone registers for the group.

Click Update when done, or Cancel to end without saving.

All Cluster Types must have a bottom level, defined by setting Allow Groups as true. If there is not a level that allows Groups, a warning will display until you create one.

You will need to add levels in order, starting with Level 0. The more levels you add to a Cluster Type, the more levels a Group Tree will contain, before reaching the group. Because of this, is it a good idea to have a design in mind for the structure and layout of Small Groups before creating the Cluster Type.

Now that a Cluster Type exists with Levels, you can create a Group Tree using the new Type.

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Steps to delete Cluster Levels:

1) Before you can delete a cluster level, you will first need to delete all groups that use this cluster level. The cluster type page will display this number in the Total Groups column on the cluster type page. Arena will not allow you to delete the Cluster Levels or Cluster Types until you delete all associated Groups.

Total Clusters

Types until you delete all associated Groups. Total Clusters 2) Once you delete all Groups, the

2) Once you delete all Groups, the Total Groups should display “0.”

Total Groups

the Total Groups should display “0.” Total Groups 3) Now you can click the Cluster Level

3) Now you can click the Cluster Level delete

Delete Cluster Level

you can click the Cluster Level delete Delete Cluster Level icon . 4) Once you delete

icon.

click the Cluster Level delete Delete Cluster Level icon . 4) Once you delete all Cluster

4) Once you delete all Cluster Levels, you can delete the Cluster Type, if desired.

Total Clusters

Levels, you can delete the Cluster Type , if desired. Total Clusters Arena Premium Administrator Manual
Payment Gateways Arena Premium Administrator Manual – Set Up 37 Payment Gateways provide a secure

Payment Gateways

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Payment Gateways provide a secure environment for credit card and Automated Clearing House (ACH) transactions between the Arena website and a merchant that authorizes the payment. You can use Payment Gateways for Mission Trips, Online Giving, and Event Registrations.

Payment Data Systems (PDS), PayFlo Pro, Ministry LINQ, and TransNational Bankcard are supported payment gateway providers.

Arena will not allow you to delete the Cluster Levels or Cluster Types until you delete all associated Groups.

The Payment Gateways page displays a list of all current payment gateways. Once you obtain your provider account information, you are ready to create Arena payment gateways.

Steps to Create a New Payment Gateway:

1)

Click the Add link to create one. Once a Gateway exists, click the Add New Gateway

Account

Account icon to add more. Either will bring up the Payment Gateway Details, as shown

icon to add more. Either will bring up the Payment Gateway Details, as shown

below.

Payment Gateway Set up

Gateway Details, as shown below. Payment Gateway Set up  Title – Enter a name for

Title Enter a name for this gateway account.

Payment Processor Select a provider from the drop-down. Payment Data Systems (PDS), PayFlowPro (Paypal) Ministry Linq, TransNational Bankcard are Arena supported providers.

Process Select either Credit Card or ACH. ACH is automatic bank drafts where member provides checking or savings account information. If you have both a credit card and ACH for a provider, create two payment gateways.

Merchant Account Enter the number provided to you by the provider.

Sub-Merchant Account Enter the number provided to you by the provider.

User Name Enter the user name for the provider account.

Password Enter the password for the provider account.

Gateway URL Enter the secure URL provided to you by the provider.

Log File – Enter ‗.txtfile path for your organization‘s records.

Process Time Enter the time the provider will batch process payments.

2)

Click Update. All fields show in the Gateway List except Sub Account, Password, and Log File.

Background Checks (Optional) Arena Premium Administrator Manual – Set Up 38 Arena offers integrated background

Background Checks (Optional)

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Arena offers integrated background screening services. Through this integration, once you establish an account with Protect My Ministry, your organization can request, approve and maintain background checks for all records.

OVERVIEW

Establish policies and procedures for processing staff and volunteer background checks. As you evaluate your organization‘s needs below are some suggested questions.

Will the candidates interact with children?

Will they handle money?

Will they have access to anyone‘s personal information?

Will they drive a bus?

How often will you run each screening?

Your insurance provider, HR professional or legal counsel can advise you. Document the process, including any forms to obtain authorization from the candidate. Sample PMM forms are provided at http://community.arenachms.com/ Downloads Documentation Product Inserts.

Configured properly, Arena will:

Populate the name, social security number, date of birth and address of an existing record.

Provide a simple process to run a background check.

Provide levels of authorization so that approval can be required prior to processing a background check.

Maintain the status of the background check.

Download the screening results and store it securely on your system.

Allow designated staff to review the results and select ―Pass‖ or ―Fail‖ for the candidate.

REQUIREMENTS FOR BACKGROUND CHECK SET UP

Set up your account with Protect My Ministry.

Verify and customize Background Check Types in Administration.

Set Background Check Type and set security.

Set up Background Check System E-mails, as desired. See System E-mails in this manual.

Start Background Check agent. See Automation Agents in this manual.

Verify proper page set up.

Modify Background Check Details control settings, as desired, including the Consent Form Requirement Level control setting.

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BACKGROUND CHECK CONFIGURATION

If your organization has an existing account with Protect My Ministry, skip steps 2 through 7. If your organization does not have an existing account with Protect My Ministry, use all of the following steps.

Steps to Set Up an Account with Protect My Ministry:

1) Go to Administration Background Check Configuration.

Background Check Configuration

Check Configuration . Background Check Configuration 2) If you are setting up a new account, click

2) If you are setting up a new account, click on Sign up for Protect My Ministry link. A new window will display.

Sign up for Protect My Ministry

Ministry link. A new window will display. Sign up for Protect My Ministry Arena Premium Administrator

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3) Complete all appropriate fields for your organization. Be sure to select the check box for Arena located at the bottom on the online form.

Protect My Ministry Registration Form

on the online form. Protect My Ministry Registration Form 4) Click Next . Arena Premium Administrator

4) Click Next.

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5) Select the method of payment for your organization. Be sure to select the box confirming you have read the PMM Service Agreement and Privacy Policy.

Payment option for Protect My Ministry

and Privacy Policy. Payment option for Protect My Ministry Payment Information Arena Premium Administrator Manual

Payment Information

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6) Confirm all information is correct on the Confirmation page.

Verify Protect My Ministry Account Information

on the Confirmation page. Verify Protect My Ministry Account Information Arena Premium Administrator Manual V2011.1.00

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7Once the account registration process is complete, the below page will display. An e-mail will be sent to the account holder containing a confirmation of the receipt of the form and your account information.

Registration Confirmation

form and your account information. Registration Confirmation 8) Close the window . Arena Premium Administrator Manual

8) Close the window.

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Steps to Enter Your Acount Information in Arena:

1) An e-mail, containing your PMM account information will be sent to the Contact, as shown below.

Account E-mail Sample

sent to the Contact, as shown below. Account E-mail Sample 2) Enter the account information in

2) Enter the account information in the respective fields. If you have set up a new account with PMM enter the Account Activation information provided to you by your Arena CSR.

Account Set up

provided to you by your Arena CSR. Account Set up 3) Click Update . Arena Premium

3) Click Update.

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Steps to Verify and Customize the Background Check Types:

Through Arena, Protect My Ministry offers the Basic and Plus types. If you would like to create additional types, contact your Protect My Ministry representative.

1) Go to AdministrationBackground Check Types.

Background Check Types

 Background Check Types . Background Check Types 2) 3) Enter a Name for this background

2)

3) Enter a Name for this background check type. 4) Click the Change… link to search and select an existing record for the owner. By default, the owner will be the current user. 5) Select Notifications options, as desired. Be sure the respective background check system e- mails are set up.

Click the Edit icon

check system e- mails are set up. Click the Edit icon on the far right of

on the far right of the Type.

Background Check Type

icon on the far right of the Type. Background Check Type  Owner on Request –

Owner on Request Check this box if you want Arena to e-mail the background check type owner when a staff members creates a request.

Approver on Results Received Check this box if you want Arena to send an e-mail to the approver when individual reports is available for review.

Requestor on Approve/Deny Check this box if you want Arena to send an e-mail to the requestor when the background check request is approved or denied.

Requestor on Complete Check this box if you want Arena to send an e-mail to the requestor when the background check is done. 6) Select Screenings, for the Plus Plan. Basic Plans screening are pre-selected.

Basic Plan

Basic Plan Screenings:

National Criminal Databse Search

National Sex Offender Registry

SSN Verification & Address History

Plus Plan Screenings:

National Criminal Databse Search

National Sex Offender Registry

SSN Verification & Address History

Credit Screening

Court Search Screening

MVR Driving History

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Steps to set Background Check Type Security:

1) Click the Security Key for each Background Check Type.

Background Check Type Security Key

Background Check Type. Background Check Type Security Key 2) Set Security . Background Check Type Security

2) Set Security.

Background Check Type Security

Key 2) Set Security . Background Check Type Security  View – This access allows users

View This access allows users to view requests for this background check type.

Edit This access allows users to edit requests, including initial requests, for this background type.

Edit Security This access allows users to edit security for this background check type.

Approve This access allows the designated security role or person to approve requests for this background check type.

Security Role Permissions

for this background check type. Security Role Permissions Person Fields Security 3) Click Update. Arena Premium

Person Fields Security

check type. Security Role Permissions Person Fields Security 3) Click Update. Arena Premium Administrator Manual

3) Click Update.

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Steps to Verify Proper Page Set Up and Set Consent Form:

1) Go to the AdministrationPagesHomeMembershipWhite PagesPerson DetailIndividual Informationpage. 2) Click the Main Content Tab. 3) Click the Person Detail control. 4) Set the Background Check Details Page, if needed.

Person Detail Control Settings

Details Page, if needed. Person Detail Control Settings 5) Click Update . Go to Administration 

5) Click Update.

Go to AdministrationPagesHomeMembershipNew Background Check page.

7) Click the Main Content Tab. 8) Click the Background Check Details control. 9) Select a Consent Form Requirement Level option from the drop-down, if desired. This option will require the requestor or the approver to confirm he or she has obtained a consent form from the applicant.

6)

Background Check Details Module/Control Settings

form from the applicant. 6) Background Check Details Module/Control Settings Arena Premium Administrator Manual V2011.1.00
SMS Text Messaging Arena offers the ability to send SMS messages via e-mail. Arena Premium

SMS Text Messaging

Arena offers the ability to send SMS messages via e-mail.

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SMS Text Messaging does not require an Agent, unless it is put into a queue (like using the Future Send option), in which case it will use the existing MailQueue Agent.

The Arena Mail Queue Agent will only send SMS to items in a communication that are marked as Pending, Failed, or Queued.

Steps to Allow SMS via E-mail:

1) Set the SMS via Email Enabled Organization Setting to ―true‖. 2) Add, update, or deactivate the providers in the SMS Email Gateway Formats lookup. A list of major providers is available, by default. 3) Set MailMerge, as desired, on the SMS Communication page.

4) Update all pages where the SMS control setting is available, as desired. Below is a list of the controls where the SMS link is available.

Person List control on the Popup Person Results (single) and Popup Person Results (multi) pages.

Person Detail control on the Individual Information page.

Report View control on the Report Grid page.

Profile Tab control on the Tag Details page.

Profile Members control on the Volunteer Administration page.

Small Group Tab control on the Team Members page.

Mission Details control on the Mission Details page.

Communication Approval List control on the <Approver> page, if using Threshold and have created a Communications page where both E-mail and SMS messages are available for review and approval.

Registration List control.

List Report View control.

Adding a Cell Phone on the Person Details Page

control. Adding a Cell Phone on the Person Details Page Once enabled, users can send a

Once enabled, users can send a SMS Message through Arena Communications.

SMS from Person Details Page

through Arena Communications. SMS from Person Details Page The SMSMerge.ascx control no longer exists. Instead, its

The SMSMerge.ascx control no longer exists. Instead, its functionality is available in the MailMerge.ascx control. The Default Communication Medium module setting determines SMS or an Email.

Security

Security Security Roles Arena Premium Administrator Manual – Security 49 Security Roles is the ability to

Security Roles

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Security Roles is the ability to group users by access to the pages, fields, and all areas of Arena. Security Roles Permissions grant users specific view, edit, approve, edit controls, and edit security.

A user cannot view anything unless the Arena Administrator grants rights to do so by either security role permission, or Individual permission. Security roles are cumulative, meaning if you add a user to multiple Security Roles, the permissions allotted will stack, therefore the user will have access to all sections that each separate Role allow.

Security Roles

all sections that each separate Role allow. Security Roles The below Security Roles are default roles

The below Security Roles are default roles with permissions set and specific purposes. The other Security Roles have no permissions set and are provided to assist you as you are evaluate your user-groups.

All Users This role allows all users access. By default, this role has view permission access.

Arena Administrators This role can modify Arena content.

Global Administrators - This role has full access for administration purposes only.

Registered Users This role allows authenticated user access. You will not add users to this role. Any user who is successfully logged in (been authenticated) will automatically have access.

You cannot delete the All Users and Global Administrator roles, or modify the members of the All Users.

IN ORDER TO SET SECURITY YOU WILL IMPLEMENT THE BELOW STEPS:

Create a Security Role.

Set Permissions for the new security role.

Add existing records to the Security Role and set login and password for each user.

Set template permissions.

Steps to Create a New Security Role:

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1) Go to Administration→Security Roles. 2) Click the New Security Role icon. Security Role List
1)
Go to Administration→Security Roles.
2)
Click the New Security Role
icon.
Security Role List
3)
Click the New Role link.

4) Click Edit Details.

New Security Role

New Role link. 4) Click Edit Details . New Security Role  Role Name – This

Role Name This is the name of the security role.

Sync With - This option allows you the ability to sync a role with existing group of Assignment Workers, Event Tags, Serving Tags, Ministry Tags, Groups, Active Directory Groups and Area Roles. When a user adds an existing record to the specific entity, Arena adds him or her to security role.

The Role Sync Agent must be running in order for the sync option to function properly.

When you sync a role, the ONLY method to add records to the role is by adding the record to the

Assignment, Tag, Group, AD Group or Area Role.

Notify New Members Check this box if you want records added to this role to receive an e-mail to notify them.

Notification Subject This is the e-mail subject when you add a user to a security role.

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Notification HTML/Text Message This is the e-mail message in HTML format. Use the merge fields [First Name], [Last Name] and [Login Information], as desired.

Enter Notification Text Message This is the e-mail message in plain text format. Use the merge fields [First Name], [Last Name] and [Login Information], as desired. 5) Click Update.

Steps to set Permissions for a Role:

1) Click Edit Permissions. This will open a new window with four tabs, Pages/Controls, Applications, Attribute, and Person Fields. You will set permissions on these tabs. 2) Select the portal you want to apply permissions. By default, the two portals are the internal Arena portal and the external Arena portal. For these steps, we will use the internal Arena portal

Page/Modules Tab

we will use the internal Arena portal Page/Modules Tab  Pages/Modules tab – This tab allows

Pages/Modules tab This tab allows you to select a portal. Once you select a portal, portal pages will display.

Applications tab This tab allows you to set permissions for Arena click-one applications.

Attributes tab This tab allows you to set permissions for Person Attribute groups and attribute fields found on the Person Details page.

Person Fields This tab allows you to set permissions for all individual fields on the Person Details page. You can also set permissions for these fields on the Person Details Field Security tab.

Tags tab This tab allows you to set permissions for Ministry, Serving and Event Tags.

Groups tab This tab allows you to set permission for all Groups and Sports.

Edit rights for a Page will be largely unnecessary, unless the user can access Page Settings under AdministrationPages.

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3) On the Portals/Modules page, set permissions, as desired.

Security Role Permission Screen

permissions , as desired. Security Role Permission Screen When setting permissions, it is good to have

When setting permissions, it is good to have an understanding of how the options work. On this page, you can set permissions for the page and for the controls applied to the page. You can also set control permissions on the page itself. View This permission allows users to view (read only) the page. Edit This permission allows users to edit the contents of the page. Edit Security This permission allows users to edit page security. Edit Modules This permission allows users the ability to add, delete, and edit the modules and their settings. Approve This permission allows users the ability to approve such as promotions, events, registrations, etc. Approval is required in order for these items to display on your Arena- managed website. Edit Modules This permission allows users to ability to add, delete, and edit modules and module settings. Edit Notes This permission allows users to add, delete, and edit person notes. Edit Registration This permission allows users to edit on-line registration settings for event tags.

The method for setting Security on Individual Pages, Modules, and Attributes allows for propagation down from a parent page to child pages, if desired. This method will automatically grant View access upon granting and another access to that Page/Module/Attribute.

4) Click the Applications tab to make the desired permission selections for this Security Role.

Applications Tab

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5) Click the Attributes Tab to make the desired permission selections for this Security Role.

Attributes Tab

permission selections for this Security Role. Attributes Tab 6) Click the Person Fields Tab to make

6) Click the Person Fields Tab to make the desired permission selections for this Security Role.

Person Fields Tab

selections for this Security Role. Person Fields Tab 7) Click the Tags Tab to make the

7) Click the Tags Tab to make the desired permission selections for this Security Role.

Tags Tab

permission selections for this Security Role. Tags Tab 8) Click the Groups Tab to make the

8) Click the Groups Tab to make the desired permission selections for this Security Role.

Groups Tab

permission selections for this Security Role. Groups Tab 9) Click Save . Arena Premium Administrator Manual

9) Click Save.

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Steps to Add an Existing Record to a Security Role Not Using the Sync Role Option:

Below the Role Details, you will see a list of the people whom are in the Security Role.

1) From the security role page, click the Add New Person existing record.

icon to search and select an

New Person existing record. icon to search and select an Adding a person to a Security

Adding a person to a Security Role

to search and select an Adding a person to a Security Role 2) If you are

2) If you are using forms authentication, click the name of the recently added person.

3)

4) Click Add New Login

Click the Security tab.

person. 3) 4) Click Add New Login Click the Security tab . icon in the Arena

icon in the Arena Logins section.

New Login

Security tab . icon in the Arena Logins section. New Login 5) Verify or modify login

5) Verify or modify login, as desired. By default, Arena will assign a login using the first initial and last name. If more than one user has the same first initial and last name, Arena will add the next sequential numerical value to the login. 6) Enter password, if you are using Database authentication. Password must be between 5 and 30 characters long and must contain at least one digit. 7) Select Authentication Type.

Arena Login

one digit. 7) Select Authentication Type . Arena Login  Active – Check this box to

Active Check this box to make this login active.

User must change password at next login Check this box if you want the user to have the ability to create a user-specific password when they first login.

Account is locked Check this box to lock the account.

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Steps to Set Permission for the Template Controls:

1) Go to AdminsitrationTemplates. 2) Click on the Arena ChMS template or the template used for the internal Arena portal.

Arena ChMS Template

used for the internal Arena portal. Arena ChMS Template 3) Click the Left Content tab .

3) Click the Left Content tab.

4) Click the security key

3) Click the Left Content tab . 4) Click the security key icon. Template Left Content

icon.

Template Left Content

tab . 4) Click the security key icon. Template Left Content 5) From the Available Roles

5) From the Available Roles drop-down, select the new security role. 6) Set permission for this role. View right permission is all that is required.

Arena Security

right permission is all that is required. Arena Security 7) Click Update . 8) Refresh cache

7) Click Update. 8) Refresh cache and test the security role.

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Steps to Copy a Security Role:

As you create security roles for your organization, it can be more efficient to copy an existing role and edit permissions for the copied role, than to create a new security role from scratch. At the bottom of the Security Role List, there is a Copy Role option. This option allows for quick duplication of a role.

Copying a Security Role

for quick duplication of a role. Copying a Security Role 1) Select the role to copy

1) Select the role to copy from the Copy Role list of existing security roles. 2) Enter the name for the new security role in the As: field. 3) Click Copy to create the duplicate Security Role. 4) Edit Permissions for the copied Role, as desired.

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DELETING RECORDS

You may find it necessary to delete records, as opposed to making them inactive. On this occasion, Arena offers the ability delete records through a module setting on the Person Detail module.

through a module setting on the Person Detail module. Users that have Global Admin rights are

Users that have Global Admin rights are allows to delete records.

Steps to Allow an Individual or Security Role(s) to Delete Records:

1) Assuming you have created a security role of users who can delete records, go to AdministrationPagesHomeMembershipWhite PagesPerson DetailIndividual Information. 2) Select the Main Content tab.

Individual Information-Main Content Tab

Main Content tab . Individual Information-Main Content Tab 3) Select the Person Detail control. 4) Set

3) Select the Person Detail control. 4) Set the Allow Delete control setting to True.

Allow Delete Module Setting

setting to ― True ‖ . Allow Delete Module Setting 5) Select the security roles ,

5) Select the security roles, as desired.

Allow deleting of a Person on Person Detail Module Setting

Allow deleting of a Person on Person Detail Module Setting When trying to delete a record,

When trying to delete a record, if the record contains associated data, a friendly message will display to notify the user that all the related records must be deleted in order to delete this record.

Person Details Field Security Arena Premium Administrator Manual – Security 58 This page works in

Person Details Field Security

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This page works in tandem with the Person Fields tab of Security Roles (see Security Roles). Arena has the capability of restricting Security Roles to view or edit specific fields on the Person Details page for all records, limiting what users can view or change. While the record displayed is the current user logged in, security settings apply to all records. Due to the nature of this function, it is advised access to this link be limited to just a few people.

Person Details with Security

limited to just a few people. Person Details with Security If all field security options do

If all field security options do not display, set Secure Fields to ―True‖ on Person Detail control on the Individual Information page.

Security Templates Arena Premium Administrator Manual – Security 59 Security Templates enable you to create

Security Templates

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Security Templates enable you to create a set of permissions that can include different security levels for multiple users and/or Security Roles. You can apply the security template to areas such as pages, controls, person notes, attributes,

Steps to Create a Security Template:

1)

2) Click Add New Security Template

Go to AdministrationSecurity Templates.

Template Go to Administration  Security Templates . icon. Adding a Security Template 3) Enter the

icon.

Adding a Security Template

 Security Templates . icon. Adding a Security Template 3) Enter the Name for this Security

3) Enter the Name for this Security Template. 4) Enter a Description for this Security Template. 5) Select Object Type. Available objects include Portal, Page, Module (control), Tag, Attribute, Attribute Group, Metric, Report, Group Cluster, Application, Person Field, Person Note, Document Type, Assignment Type, Background Check Type, and API Application. 6) Select the Security Roles or Record to add to this Security Template.

Template Security

Record to add to this Security Template. Template Security 7) Click Update . Arena Premium Administrator

7) Click Update.

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APPLYING SECURITY TEMPLATES IN NOTES

Once you create and enable a security template for a person note, users who have permissions, can add the security template to a person note allowing other users the ability to see a note marked private. See the User manual for more information regarding creating Person Notes.

Security Template Notes

regarding creating Person Notes. Security Template Notes U SING S ECURITY T EMPLATES WITH O THER

USING SECURITY TEMPLATES WITH OTHER OBJECT TYPES

If you enable security templates for an object type other than notes (Pages, for example), then the template will be available in the security popup window for that object. This feature

Arena Security

in the security popup window for that object. This feature Arena Security Arena Premium Administrator Manual

Arena Premium Administrator Manual Extending Your Arena

Extending Your Arena

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This section of Administration focuses on extending the various functions throughout Arena such as Lookups, Person Attributes, Relationship Types, Campaigns, Custom Field Groups, and Social Modules. These features give you the ability to tailor Arena to fit your organization.

you the ability to tailor Arena to fit your organization. D OCUMENT T YPES Document Types

DOCUMENT TYPES

Document Types enable users the ability to upload forms, images, text documents, scanned images, or just about any file. Once you create document types, permission s can be set to secure the type by security role or person.

In order to add a document to Arena, at least one Document Type must be set up.

Steps to Create a Document Type:

1) Go to AdministrationDocument Types.

2) Click the Add New Document

→ Document Types . 2) Click the Add New Document icon. New Document Type 3) Complete

icon.

New Document Type

. 2) Click the Add New Document icon. New Document Type 3) Complete fields, as desired.

3) Complete fields, as desired.

New Document Details

Type 3) Complete fields, as desired. New Document Details  Type Name – Enter a name

Type Name Enter a name for this Document Type.

Show on Person Details Check this box to allow users the ability to upload this type of document t on the person detail page.

Allow Description Check this box to allow users the ability to enter a description for uploaded documents.

Use Type as Title Check this box to use the document type as the document title.

Image Check this box to allow users the ability to upload an image for the document. Icon paths must be in the following format: ~/Images/file.ext.

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Icon (Small) If the image box is checked, enter the file path to the thumbnail image. The source file must exist in the Images folder in the Arena code folder on the Web Server.

Icon (Large) If the image box is checked, enter the file path to the large image. The file must exist in the Images folder in the Arena code folder on the Web Server. 4) Click Update. 5) Set security, as desired.

Document Type Security

. 5) Set security , as desired. Document Type Security Steps to Add a Document Type

Steps to Add a Document Type to a Person Attribute:

1)

Go to AdministrationPerson Attributes. To add a document type to an existing

Person

2)

Click the Add New Attribute

2) Click the Add New Attribute icon.

icon.

3)

Select the Display Location.

New Person Attribute

3) Select the Display Location . New Person Attribute 4) Click Update . 5) Select the

4)

Click Update.

5)

Select the Attributes for the new Person Attributes.

Attributes

the Attributes for the new Person Attributes. Attributes 6) Click Add . New Attribute 7) Select

6)

Click Add.

New Attribute

Attributes. Attributes 6) Click Add . New Attribute 7) Select Group .   8) Enter a

7)

Select Group.

 

8)

Enter a Name for this attribute.

9)

Select a document Type.

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11) Select Qualifier. This drop-down will list all Document Types marked to Show on the Person Details page.

Person Attribute Details

to Show on the Person Details page. Person Attribute Details  Visible – Check this box

Visible Check this box for the uploaded documents to be visible.

Read Only Check this box for the attribute to be ready only.

Required Check this box if users are required to upload a document, when editing this attribute.

Enable History Check this box to enable history for Arena to track when the attribute is changed.

Number of Previous Values If you Enable History, enter the number of previous values to track.

12) Click Update.

Arena Premium Administrator Manual Extending Your Arena

Arena Premium Administrator Manual – Extending Your Arena File Browser Administrator 64 The File Browser Administrator

File Browser Administrator

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The File Browser Administrator gives users the ability to set up a folder structure within and store documents, not associated with a record, group or tag. This folder structure is database-driven.

File Browser Administrator

tag. This folder structure is database-driven. File Browser Administrator Arena Premium Administrator Manual V2011.1.00

Arena Premium Administrator Manual Extending Your Arena

Arena Premium Administrator Manual – Extending Your Arena Peer Network Relationships 65 Peer Network Relationships

Peer Network Relationships

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Peer Network Relationships represent a connection between records by calculating a score for the record as well as scores for the peer network. The Peer Network will display on the person details page with the name, score, and up or down trend for the records.

Peer Types and Arena Calculate Peer must be set up prior to using peer network relationships.

Peer Types The peer types are the stored procedures that run to calculate the individual scores. Clicking on Peer Types under Administration will open the Peer Type list. Click the Add link to begin setting up a peer type, as shown below.

Peer Type Set up

setting up a peer type, as shown below. Peer Type Set up  Name – Enter

Name Enter the name of the Peer Type such as Tag Peers, Tag Owners, Group Leaders, etc.

Active By default, Arena selects active.

Description Enter a description such as how the Peer Type is used.

Stored Procedure Choose a stored procedure from the drop down list to assign to the peer type. The default stored procedures as shown on the following page with a brief explanation of their intended use. You will need to set the value for each procedure by default. There is no set value.

Parameters Enter a description and give the value of the peer type.

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peer_sp_calculate_tag_peers

Calculates member to member score in a tag based on relationship strength.

peer_sp_calculate_tag_owners

Calculates tag owner to member score in a tag based on relationship strength.

peer_sp_calculate_group_peers

Calculates member to member score in a group based on relationship strength.

peer_sp_calculate_group_leaders

Calculates group leader to member score in a group based on the relationship strength.

peer_sp_calculate_declining

Calculates the declining scores from tags and groups.

The peer types will run in order from top to bottom. If you are using the calculate_declining_stored procedure you must make it the last one in the list or it will not calculate any below itself.

Arena Calculate Peers Agent The Arena Calculate Peers automation agent runs the stored procedures in the peer types to generate the scores for each record. The calculate peers agent can be set up to run on a daily, weekly, or monthly basis.

Peer Agent Configuration

set up to run on a daily, weekly, or monthly basis. Peer Agent Configuration Arena Premium

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RELATIONSHIP STRENGTH FOR GROUPS

Setting up the relationship strength for groups is typically an administrative function because this must be set up on the Cluster Types. This is set up through the Small Group Structure section under the Administration area of Arena.

Steps to Set the Relationship Strength for Groups:

1) Go to Administration>Small Group Structure. 2) Click on the desired Cluster Types link.

3) Click the Cluster Type

the desired Cluster Types link. 3) Click the Cluster Type edit icon . Small Group Peer

edit icon.

Small Group Peer Strength

the Cluster Type edit icon . Small Group Peer Strength 4) Set Relationships strength by moving

4) Set Relationships strength by moving the scale bar off to the desired position. 5) Click Update. Once you move the relationship strength scale to the desired position, all records in groups using this cluster type will display the names and scores on the person details page. 6) Click Update.

Peer Relationships also work in Tags. The same sliders will display when viewing Tag Details. Please see the Arena End User Manual for more help with setting up Tags.

Arena Premium Administrator Manual Extending Your Arena

Arena Premium Administrator Manual – Extending Your Arena Lookups 68 Lookups under Administration display a list

Lookups

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Lookups under Administration display a list of all current Lookup Types. Each Lookup Type contains specific Lookup Values. For many Lookup Values, you can modify existing or add new values

To view the Values, click on the Lookup Type hyperlink. To edit an existing Lookup Type,

click the Edit

provided there are no Lookup Values associated to that Type, and the Type is not a

System Value.

associated to that Type, and the Type is not a System Value. icon to the right.

icon to the right. The Delete icon

is not a System Value. icon to the right. The Delete icon will remove this Type

will remove this Type from the list,

Lookups

The Delete icon will remove this Type from the list, Lookups Certain values are System Values,

Certain values are System Values, and cannot be edited or removed.

Steps to Create a Lookup:

1) Click the Add New Lookup Type icon at the bottom. Clicking this link will
1)
Click the Add New Lookup Type
icon at the bottom. Clicking this link will add a
new lookup type called [New Lookup Type].
2)
3)
Click the [New Lookup Type].
Enter a name for this Lookup Type.
Lookup Type
4)
5)
6)
7)
ID – This number is the field identification number created by the database.
Lookup Type – This is the name of the lookup type.
Description – Enter a description for this Lookup Type such as, what kind of values
this type will hold.
Qualifiers – Enter the title of the qualifier. This option can perform certain tasks
when the value is used. Typical user-created values will not have any qualifiers, but
you can use them for reporting purposes to group multiple values together.

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8)

Click the Add link if this is the first value or the Add New Lookup Value lookup values already exist.

Click the Add link if this is the first value or the Add New Lookup Value

icon if

Add Lookup Value

 
 
 

9)

Enter lookup value.

 

Lookup Value

  9) Enter lookup value .   Lookup Value  ID – This number is created

ID This number is created by the database when a new lookup value is created

Value Enter in the Lookup Value name.

 

Active Leave this checkbox checked to use this Lookup Value immediately.

Foreign Key Only the Arena Sync or modifying the Database will enter a value in the Foreign Key field.

10)

Click Update

10) Click Update to save.

to save.

11) Add as many lookup values, as desired, for the lookup type.

 

12) Change the order the Values display in the lookup type by using the double to drag-n-drop the value to the desire position.

the order the Values display in the lookup type by using the double to drag-n-drop the

arrows

Arena Premium Administrator Manual Extending Your Arena

Arena Premium Administrator Manual – Extending Your Arena Person Attributes 70 Person Attributes are default and

Person Attributes

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Person Attributes are default and custom fields for entering and recording just about anything about a person. Attributes can record several types of data, including numerical values, date values, and string (text) values. Person Attributes display on the Person Details page.

Attribute Group List

display on the Person Details page. Attribute Group List This list shows the Attribute Group Name,

This list shows the Attribute Group Name, a link for the Individual Attributes within that Group, the Display Location (on Person Details), whether or not this Group is a System

Group (and therefore not removable), the Security link

the Groups on the page, and the delete link

Security link the Groups on the page, and the delete link , placement arrows for ordering

, placement arrows for ordering

.
.

You can delete only non-System Group Person Attributes.

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Steps to Add a New Attribute Group:

1) Go to AdministrationPerson Attributes.

2) Click the Add Attribute

3) Enter a Group Name. 4) Select the Display Location. This is where the attribute group will display on the person

This is where the attribute group will display on the person icon. details page. Person Attribute

icon.

details page.

Person Attribute Group

on the person icon. details page. Person Attribute Group 5) Click Update . 6) Click Attributes

5) Click Update. 6) Click Attributes for the new Person Attribute Group to add attributes for this group.

Attribute Groups Attributes

add attributes for this group. Attribute Groups Attributes 7) Click Add to add attributes to this

7) Click Add to add attributes to this Attribute Group or the Attribute Name link to edit an existing Attribute.

Arena Premium Administrator Manual Extending Your Arena

8) Complete or select attribute data, as desired.

Attribute

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or select attribute data , as desired. Attribute 72  Group – This is the Attribute

Group This is the Attribute Group to which the Attribute is assigned. Changing this will move this Attribute to a different Attribute Group.

Name Enter the name of the Attribute, such as How Received, Uniform Size, Background Check, etc. The name of an Attribute can be up to 125 characters total.

Type C