Arena Admin Manual

Arena Administrator Manual

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Table of Contents
Welcome ................................................................................................................... 3
Configuration ............................................................................................................ 4
Organizations.......................................................................................................... 4
Security Roles ......................................................................................................... 5
Person Details Field Security ................................................................................... 10
Application Security ............................................................................................... 11
Report Services Configuration ................................................................................. 12
Active Directory Configuration ................................................................................. 13
Agent Configuration Utility ...................................................................................... 14
Setup....................................................................................................................... 19
Pages ................................................................................................................... 19
Portal List ............................................................................................................. 26
Modules ............................................................................................................... 28
Templates ............................................................................................................ 29
Document Types ................................................................................................... 31
Small Group Structure ........................................................................................... 36
Peer Network Relationships..................................................................................... 42
Payment Gateways ................................................................................................ 45
New Fields............................................................................................................... 47
Lookups ............................................................................................................... 47
Person Attributes ................................................................................................... 49
Relationship Types ................................................................................................. 53
Campaigns ........................................................................................................... 55
Custom Field Groups .............................................................................................. 56
Operations .............................................................................................................. 59
System E-mails ..................................................................................................... 59
Report Registration ................................................................................................ 61
Exceptions ............................................................................................................ 62
Refresh Cache ....................................................................................................... 62
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Reporting ................................................................................................................ 63
Lists .................................................................................................................... 63 2
List Sorting Options ............................................................................................... 63
List Categories ...................................................................................................... 63
Public/Private Lists ................................................................................................ 64
List Controls ......................................................................................................... 66
List Merge Fields ................................................................................................... 68
Reports ................................................................................................................ 69
Appendices .............................................................................................................. 70
Appendix A – Organization Settings ......................................................................... 70
Appendix B - Arena Database Automation ................................................................ 76
Appendix C - Triggers ............................................................................................ 79
Appendix D - Agents .............................................................................................. 82
Appendix E - Microsoft MapPoint Coordinate Exchange ............................................... 86
Appendix F – Full Module List .................................................................................. 88
Check-In Kiosk Installation Guide ............................................................................ 96
Check In Kiosk Troubleshooting Guide...................................................................... 99
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Welcome to Arena, the Power of Community.

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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.
The Administration manual has been organized by categories:
Configuration
Setup
New Fields
Operations
Reporting
Appendices
The actual order of the sub-sections under your Administration tab Arena may vary.
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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Configuration
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Organizations
The primary section of Administration is Organizations. An Organization is the Church Entity itself.
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, some will have to be
configured or changed after installation.
To view the settings and their values, click on Organizations.. This will bring up the list of
Organizations alreadyy created. Click the appropriate Organization Name link to view its details.
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.
neath the Organization detail information is the list of all of the settings. These settings, or Keys,
Beneath
are what Arena uses throughout the application. Clicking on a Key ey will bring up its details, allowing
the value to be changed. Keys themselves cannot be edited once created. Many Keys are System
Keys,, meaning that they cannot be deleted, as they are required for the application to function.
Keys have four fields:
Setting - The actual name of the Key, such as “SMTP Server”

Description – The description of the Key, such as “Mail serve
server name”
Category - Allows
llows for grouping of the various Keys. The various Categories are setup as a Lookup.
Value - The actual Keyy setting, such as “Mailserver”
New installs will not require new Keys to be created. However, if your Organization has custom code
or Community Modules which require a new Key, one can be added by clicking on the Add New
Setting icon. Clicking on this will open the Setting Details, where a new Key Setting,
Description, Category, and Value can be entered.
Click the Update button when done.
See Appendix A for a full list of all Organization settings and descriptions.
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Security Roles
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Security Roles are used to assign access to the pages, fields, and all areas of Arena. This is how
users are granted or denied View or Edit rights. View access is read only. Edit access allows
changes and data entry. View access is required for any editing capabilities.
A user cannot view anything unless they are allowed to do so either by Security Role permission or
Individual permission. Security roles are cumulative, meaning that if a user is a added to multiple
Security Roles, the permissions allotted will stack, therefore they will have access to all sections that
each separate Role allow. Follow the steps below to assign users to Roles and create new ones.
Adding a new Security Role
Click on Security Roles to show a list of all Security Roles, as shown in figure 2.1. Clicking on a
name will open the details of that Security Role for editing.
Figure 2.1 Security Role List
To create a New Security Role, click the New Role icon. This adds a new entry link titled New
Role to the list. Click this link to view its details. This will display the Role details, the Edit Details
button, the Edit Permissions button, and the list of current Security Role members. Click the Edit
Details button to open the Role Details screen. Figure 2.2 shows this screen for the Arena
Administrators role.
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Figure 2.2 Role Details

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Add New Sync Source – Security Roles can be synchronized with Tags (Ministry, Serving, or
Event), Group Roles, Area Roles, or the local Active Directory. This means that when a user is added
to that entity, that same user is automatically added to the Security Role. Using the drop-down list,
choose which option the Role should be synced to. Once the option is selected, choose which specific
Tag, Group/Area role, or Active Directory role this Security role should sync with. While a Role and
Tag or Group are synchronized, this is the only way you can add records to the role. The Role Sync
Agent is required to be running for new members to be synced to the Security Role.
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Description – Enter the description of the Role.

Notify New Members – If this is checked when a person is added to this role he or she will receive 7
a notification e-mail, which is defined below.
Notification Subject – Subject of the e-mail that is sent if the above option is chosen.
Notification HTML/Text Messages – Enter the text of the e-mail to be sent. The merge fields
[First Name], [Last Name] and [Login Information] can be used.
Click Update when finished to save the new Role.
Copying a Security Role
At the bottom of the Role List, there will be a Copy Role / As option, as shown in figure 2.3. This
option allows for quick duplication of a role, in case a new role is desired that is very similar to
another. Choose the initial role in the drop-down box next to Copy Role:. Type in the name of the
new Role in the As box, and click Copy to create the duplicate Security Role.
Figure 2.3 Copying a Security Role
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Setting Permissions for a Role

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Click the Edit Permissions button; this will open a new window with four tabs, Pages/Modules,
Applications, Attribute, and Person Fields. These set what a user can View and/or Edit throughout
Arena.
Figure 2.4 Security Role Permission Screen
Pages/Modules tab – On this tab a Portal must first be chosen, so that the appropriate pages can
be displayed. Choose a portal from the drop-down. This will then display an expandable tree view for
the pages within that Portal. Choose the appropriate page rights for this Role by checking which
Pages and Modules the Role Users can view and access. Keep in mind that in order to view a
module, the user must have view rights to the page the module is on. Edit rights for a Page will be
largely unnecessary, unless the user can access Page Settings under Administration > Pages.
Applications tab – This tab sets access permissions for external Applications for Arena. By default,
that should only be Family Registrations and Contributions. Set this role’s view/edit rights for use
throughout those applications.
Attributes tab – This tab works in tandem with the permissions set under Administration > Person
Attributes, allowing for permissions to be set for each Person Attribute setup.
Person Fields – This tab sets the field permissions for all the separate fields in the Person Details
screen. These settings work the same as the Person Details Field Security, except this tab shows a
list of fields, as opposed to the Person Details screen itself.
Click the Save button at the bottom of the window to save and close the window.
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Adding a Person to a Security Role

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Below the Role Details, you will see a list of the Group Members. Click the Add New Person
icon, which will open the Arena Person Search window. Using this search, find the person
pers you wish
to add to this Role and click the Select button to add. Keep in mind that if a Security Role is set to
sync with anything, Users will be added dynamically to the Role as they are added to that entity.
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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 in the Person Details
screen, limiting what can be changed or seen by specific people for each member.
Clicking this link will redirect the user back to the Person Details screen of themselves, and allow for
each field to have custom Role permissions anywhere a key is shown, as in figure 3.1.
Due to the nature of this function, it is advised that few people have access to this link.
Figure 3.1 Person Details with Security
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Application Security
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This section of Administration is used to setup Arena security for accessing external applications that
use Arena for data and data entry. By default, the only applications included are Contributions and
Family Registrations.
Opening Application Security will show a drop-down list where an Application can be selected, and
shows the current access permissions for each, as shown in figure 4.1.
Figure 4.1 Application Security
To edit the Permissions, click on the Edit Security button, which brings up the options for
Permissions, as in figure 4.2. Both Security Roles and individual people can be granted permission to
access the Application or edit the security. Editing security can only be done from this screen, so the
user must have access to this page to perform this task.
Click Update when finished.
Figure 4.2 Setting Application Security
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Report Services Configuration

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Report Services is integral to Arena, for various functions. This module 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.
Setup the Report Server Connection
Clicking on Report Services Configuration will bring up the details of the connection settings
shown as figure 5.1. As Arena can only use one Report Service setting, there is no listing, just the
connection settings.
Figure 5.1 Report Services Configuration
Report Server URL – this is where 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 that contains the Arena Data Source and reports
from within Report Services.
Username – Username that has permissions to the Report Server. This is “ArenaReports” by
default; this username is setup during initial install.
Password – This is the password associated to 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.
Note: You cannot Validate until you have Updated first.
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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.
Configure the Active Directory Connection
As 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 in figure 6.1.
Figure 6.1 Active Directory Configuration
Active Directory Domain – Enter in the name of the local Active Directory here.
Active Directory Server – Enter the name of the Active Directory server. This is the local server
name.
Username – this is a username that is valid 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.
Tip: Use Page Security on this page to keep your Active Directory information secure
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Agent Configuration Utility

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The Arena Automation Agents are used to handle 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 allows an administrator to quickly
set or modify the worker settings, designate schedules for which workers can operate, and specify
notification preferences.
The interface, shown in figure 7.1, contains five major areas: Agent Jobs, Agent Service, Worker
Settings, Schedules, and Notifications.
Figure 7.1 Agent Configuration
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Agent Jobs
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The Agent Jobs area, shown to the right, lists the active
workers in Arena’s Agent service.
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.
Note: All settings for that worker will be cleared and

must be re-entered if the worker once removed and is
activated again at a later date.
Tip: 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.
Agent Service
As shown in figure 7.3, the Agent Service screen shows the

current status of the Arena Automation Agent Service. It
allows you to start or stop the service in implementing
changes to the workers in the service.
Figure 7.3 Agent Service
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Worker Settings
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The Worker Settings tab displays the configuration options for the worker currently selected in the
Agent Jobs area. These configuration options can be displayed 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 are shown in the dialog box at the bottom of this tab. Figure 7.4 shows the worker
setting screen.
Figure 7.4 Agent Worker Settings
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Schedules
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Each worker in the Arena Automation Agent service can operate on its own unique timeline which is
defined on the Schedules tab. This tab displays the operating schedule for the currently 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. Figure 7.5 shows the worker scheduler.
Figure 7.5 Agent Schedules
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Notifications
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The Notifications tab is used to configure the threshold, frequency, and recipient of any error/result
messages produced by the worker. Just like Schedules, additional sets of notification parameters can
be created using the Add and Remove buttons. Figure 7.6 shows the notification setup screen.
Figure 7.6 Agent Worker Notifications
See Appendix D for a list and description of the Arena Automation Agents.
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Setup
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Pages
This section of Administration is used to manage the pages of all of the Arena sites. These sites
include the main Arena site as well as the pages for any Arena managed websites. Figure 8.1
displays the fully expanded Page Hierarchy for Portal 1, the main Arena application.
Figure 8.1 Portal 1 Page Hierarchy
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Pages are displayed in an expandable tree view and are represented in the order in which they
appear within Arena. Faded folders indicate that a page is set to not Display in Navigation. 20
Clicking on a page will show its Page details to the right of the Hierarchy tree. The details are divided
in Tabs: the Page Details tab, all Content Area tabs, Child Pages, and Security. Page settings,
module content, and new pages can be created and maintained within these tabs. The Content Area
tabs are generated by the Template this page uses.
Page Details
Clicking on the Edit Details button on the Page Details Tab or creating a new Page will open the
Detail Settings tab. Figure 8.2 shows the details area of this tab. This is where the page-specific
options are set.
Figure 8.2 Page Details
Template – This is the template of this page. See the Templates section of this manual for more
information on adding new Templates to Arena.
Parent Page – This is the Page under which this page is under in the Hierarchy. This can be
changed using this drop-down menu. All child pages will stay bound to this page.
Page Name – This is the name of the page that will show in the Header and in the Navigation bar.
Display in Nav – This option will turn on or off this page in any Navigation control.
Require SSL – This option requires “https://” and a valid SSL certificate to open and view.
Description – This is the description of this page, it also shows in the Page Header, providing the
template accommodates for this.
Settings – this is where options like the Page CSS, Navigation icons, and other options are that are
specific to this page.
Click Update when all page settings are complete.
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Adding Content to Pages

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Page content is configured
gured and customized by adding c
controls, or Modules, to specific content areas
of the pages (templates) that make up the Arena application and any Arena-created
created website. (see
(s
Modules in this
is manual for help on adding new Modules
Modules)
Follow these steps to add a Module to a page:
1) Click on the appropriate

iate page in the Page Hierarchy list. The screen will refresh and show the
Page Details. This will also display the tabs that represent the various cells
cells,, or content areas,
that define the page layout.
2) Click on the tab for the area inn which you wish to add/change/remove the control. Any controls
already associated to that particular area will display. If there are no current controls, you will
see an Add link to place a new control on this tab or if the tab already has a module on it you will
see the Add New Module icon. By default, the new module will be called New Module and the
type will be “Advance HTML Text”.
3) To change the control, click on New Module. This will bring up the Settings screen where you can
change the control type, name, description, and settings. Use the dropdrop-down
down list to choose the
desired control.
Note:: Many controls have required settings, and you cannot update the control until a value
has been entered into all required fields. If you click the Update button with a required field
empty, you will get a message indicating that a field is missing, and a small * asterisk will
display next to the field. Once all required fields and any other fields you wish to fill out are
entered, click the Update button to accep
accept the changes.
Access permissions for modules can be set by clicking the Security icon. This can also be handled
under Security Roles.. You may change the order of the controls, thus affecting the order they
appear onscreen, by using the up and down icons.
Child Pages
Adding pages is essential to customizing Arena to work for you. Before creating a new page, either
to contain new information or if a certain module requires a new page, you will need to decide where
in your Page Hierarchy you want to place that page. The Page Tree Hierarchy is a graphical display
of the structure of your web pages. The following will refer to the relationship between pages as
Parent/Child where a Child Page is a sub
sub-page of a Parent page.
Follow the steps below to create

ate a new child page:
1) Click on the Page under which you wish to place your new page. This is known as a Parent
Page.
2) Click on the Child Pages tab on the right. Figure 8.3
3 displays the list of Child Pages under the
Home page of the main Arena portal.
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Figure 8.3 Child Pages

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3) Click on Add to create a new Child Page, or if pages already exist click on the Add New Page
icon to create a new Child Page. This will automatically open the Page Details tab of the new
page, allowing the Page to be setup as ne
necessary.
Tip: Whenever you create a Child Page, it will automatically inherit the template, page
settings, controls, and securities that are on the Parent Page. Inheritance is only at the point
of creation, meaning that if you add a control to a page ththat
at has Child pages, the existing
Child pages will not inherit the new control. It will have to be added manually to each Child
page. However, if you later add a Child page, it will inherit the control. Therefore, it is
recommended that if several pages are to be created underneath a single New page, set the
default modules on the first page (such as Advanced HTML Text), to save time.
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Page Security
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Page Security allows you to determine which security roles have access to a child page. By clicking
the Security icon on the right of that page
page,, you can assign the appropriate roles and individuals
View and/or Edit rights to it. See the Security Roles section of this manual for help with Roles.
Changing Page Order
Clicking on the up and down icons in the Child Pages tab changes the order in which the pages
display onscreen and in a navigation menu.
Security Tab
The Security Tab works just like Page Security, except that the Security Tab sets permissions for the
current page being
ng viewed, as opposed to its child pages.
Exporting Pages
Exporting pages will allow for copying a page or a section of pages in a simple browse and click
method, for importing back into Arena as a duplicate set of pages. To export a page, click on the
Export button on the Page Details tab. This brings up the Export
xport screen, shown in figure 8.4.
8.
Figure 8.4 Page Export
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This popup will show the name of the top page being exported. Special instructions can be added,
which will show during the import process. There will also be a checkbox to include all the child 24
pages of this page. This allows for groups of pages to be exported, such as the entire Leader
Toolbox. Uncheck if the only this one page should be exported. The Attach Additional Files is for
template, CSS, modules, etc. to be added to the XML file for bulk import.
Click Export once the export is ready. This will prompt to save the XML file.
Importing Pages
Pages can now be imported into Arena by an XML file created by the Page Export process. As one
XML file can contain the information for several pages, only one import is required for a group of
pages. To import pages, use the Page Hierarchy to find the Parent Page that the new pages should
be under, same as creating a new Page, and click on the Child Pages tab. At the bottom, click on
the Browse button. This will open a Windows file browser, where the appropriate XML file can be
selected. Locate the XML file, highlight it, and click Open. This will display the file path in the Import
Page (XML) field.
Click Upload to start the import process.
This will display the contents of the export, showing the main page that is being imported, provide
an option to only import that one page or include all of the pages in the file (if multiple pages were
exported), a details link, and a list of files that will be imported. If the included files are up to date
and present, then the status will show “Skipping – file is up to date”, otherwise, it will warn that the
file will be overridden. Clicking the Details link will show the page hierarchy of the pages to be
imported. Figure 8.5 illustrates the import screen with the details shown for the Contributions page
group.
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Figure 8.5 Importing a Page

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Click Import once all options are confirmed to import the pages. There will be a prompt for an
Administrator to the Web Server login, and then the pages, page settings, page details, modules,
and module settings will be imported. Security will inherit from the parent page selected to import
under.
This will then show the Page Details tab of the top page imported, where module settings can be
adjusted, as shown in figure 8.6. It is a good idea to check all the module settings, in case some
page associations were not imported correctly. There will be a small Page Hierarchy above the tabs
so easy navigation around the newly imported pages. This will be present any time this page is
opened in Pages until the next time the Web browser is restarted.
Figure 8.6 Imported Page Module Settings
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Portal List
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Portals are routing paths that the web.config file in the Arena code folder uses to direct a user to the
proper home page and login. When a person accesses Arena, regardless of his or her location, or
what site he or she is attempting to access, the Web server consults the web.config file as
referenced in Internet Information Services, or IIS. The web.config file has a default portal ID in it.
The Web server then queries the Arena database to determine what page to direct the user to based
on that portal, whether or not the user needs to log in, and what page the Login control resides on.
The default is used if the Web Server cannot determine which Portal to put the user in. However, the
Default Domain field is used to determine the correct Portal. The Portal List allows the
administrator to manage these portals.
Portal List
Upon opening the Portal List page, you will see a list of all current Portals. This list shows the Portal
ID, Portal Name, and Title, as in figure 9.1.
Figure 9.1 Portal List
Clicking on one will open the Portal Details screen, where you can set the parameters of a portal, as
shown on figure 9.2.
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Portal Details
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Figure 9.2 Portal Details
Portal ID – This is automatically generated by the database when new Portals are created. This is
used in the URL as the destination portal ID to access the correct Portal manually.
Portal Name – This is the name of the Portal.
Portal Title – This is the title of the Portal, this will show in the Browser header bar
Portal Description – This is where a description can be put for the portal.
Portal Notes – Enter notes about this portal here.
Default Page ID - Click the Page Picker button to select the Default page, this is where the
user will be routed to once logged in.
Portal Style Sheet – Choose the default Cascading Style Sheet, or CSS, file, for use throughout
this portal.
Login Page ID – Click the Page Picker button to select a Login page for this portal. All portals
must have their own login page.
Default Domain – Enter the default domain for this portal. This is how Arena will know which portal
to route a user to, based on the URL they entered to access Arena.
Authentication – Choose which Authentication mode this portal will use. Windows Authentication
will use Domain access to grant access to Arena, and will recognize the user based on the Domain
user. Forms access will bypass the Domain, and require the user to log into Arena, using the
username and Password setup in Arena for access.
Click the Update button when finished.
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Modules
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The Modules area is used to maintain and manage the individual modules used within the Arena site.
When new modules are created, they must be added to this page before they can be added to a
template or page.
Opening the Modules section will show the list of all Modules currently added to Arena. The list
shows the Module Name, the URL, or file path, of the .ascx file for the Module, what pages the
module is used on, and if it can be deleted.
Note: only modules that are not used on any pages can be deleted.
To add a new module, click the Add New Module button at the bottom right. This will open the
Module Details screen, shown in figure 10.1.
Figure 10.1 Adding a New Module
Name – This is the name of the module. This is what will show in Pages when choosing a Module for
a content area.
URL – This is the path to the .ascx file of this module. All .ascx files must be placed in the
/UserControls/ folder of the Arena installation folder. Enter in the path here.
Description – Enter in a description of this module.
Field Hints – if the .ascx file has field hints setup, you can enter in your hints here. These will
appear when hovered over with the mouse pointer when viewing the module on its page.
Exporting/Importing Modules
Modules can also be exported from Arena, similar to Pages. Clicking the Export button will create an
XML file that will contain the contents of the .ascx file and the Module reference for the database.
Modules are imported by using the Browse function at the bottom of the Module List, exactly the
same way Pages are imported. However, only one module can be exported per XML file.
See Appendix F for a complete listing of the modules included with Arena.
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Templates
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Arena establishes page content layout with Templates. Click on Templates under Administration
to view a list of all templates currently connected to Arena. A template must be referenced here in
order to be used by any page throughout Arena, including all Arena managed websites. The HTML
format of these templates is coded in C#.NET and is saved as an ASP control file (.ascx). You can
create your own template in an HTML editor program. Each referenced template will list in the tree
view on this screen. Figure 11.1 is the default template list.
Figure 11.1 Template List
Click the Add New Template link to connect a new template for use within Arena.
This will bring up the Template Details tab, as shown on figure 11.2
Figure 11.2 New Template
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Template Name – Enter the name of the template.

Template URL – Type the URL path to where the actual file is located. The Arena defaults reside in 30
the Templates folder of your Arena folder.
Description – Enter a description of the template here.
Click the Update button to save.
Click on your new template in the tree view and a tab view will display, shown on figure 11-3. Each
tab represents a content area of the template. These are defined within the Template file itself.
Templates are assigned to pages from the Pages section of Administration. Once assigned to a page
you can then add the modules, or controls, for that content area on the template tabs. Any content
controls that will be used on all pages that use the template can be added here in the Templates
section as a template default.
Figure 11.3 Content Areas
The customization possibilities are endless. Please consult your local web professional for help in
creating your own templates to use in Arena. If you do not have a local web professional, please
contact your Arena Client Services Representative and they can refer one to you.
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Document Types
31
Documents can now, as of Arena 2008.1, be added to Tags, Small Groups, Person Attributes, and
individual records. This means that forms, images, text documents, scanned images, just about any
file, can be added to Arena and referenced by Group leaders, members of Church staff, and
individuals. In some cases, documents can be used as attachments in Communication e-mails. In
order to add a document to Arena, a Document Type must be setup.
Setting Up a Document Type
The Document Types Manager is where these document types are setup. Click on Document
Types under Administration to open the Document Type Manager and display a list of currently
configured Document Types, as shown in figure 12.1.
Figure 12.1 Document Type List
The Document Type List displays the Document Type name, if the Type is the title, the setup date,
and a security, edit, and delete button. The Contributions document type will be setup by default.
Click the Add New Document Type icon to create a new Type. This will open the Document Type
Details screen, shown as figure 12.2. Clicking on a Document Type name link will also open the
details screen, displaying detail information, displaying the icons, and an Edit button.
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Figure 12.2 Document Type Details

32
Type Name – Enter a name of this Document Type.

Show on Person Details – Check if this type should be shown on the Person Details screen.
Allow Description – Check if a description can be added to the Document when added.
Use Type as Title – Check if the Document Type should override the document’s file name as the
Title of the document.
Image – Check if the Document will have an image.
Icon (Small) – If the image 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 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.
Click Update when done.
Note: Icon paths must be the following format: ~/Images/file.ext
Adding a Document to Person Details
To show a document type on the Person Details screen, the type must be connected to a Person
Attribute. To create this, go to Person Attributes under Administration, choose (or create) an
Attribute Group, and click on the Attributes hyperlink to view the current Attributes setup. Click the
Add New Person Attribute button to create a new Attribute. Choose Document as the Attribute
Type, and the attribute details will prompt for a Qualifier value, as shown in figure 12.3.
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Figure 12.3 Document Type Person Attribute

33
The Qualifier list will show all Document Types that have the Show on Person Details box
checked. Choose the appropriate Document Type, setup the Attribute (for help, see the Person
Attributes section of this manual), and click Update when done.
On the Person Details screen, locate the Attribute Group under which the new Attribute was setup.
Click the Edit link. The Attribute will show there is no Document attached to this record. Click the
Change link to add a Document, shown as figure 12.4a.
Figure 12.4a Adding a New Document
Figure 12.4b shows how the Attribute will show once a document is added. This attribute uses the
Document Type name as the title. Click the Change link to change the Document, or Remove to
delete the Document from this record. Click the Save link when done.
Figure 12.4b Editing an existing Document
Figure 12.4c shows how the Document will show regularly on the Person Details screen. Clicking the
View link will open the document onscreen.
Figure 12.4c Document Attributes on Person Details
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Adding a Document to Small Groups or Tags

34
Documents can also be added to Small Groups and Tags, regardless of setup options in the
Document Type setup. In Small Groups, the Documents tab is only available at the Small Group
level. However, in Tags, the Documents tab is available at all levels in the Tag hierarchy. Figures
12.5a and b show where the tab is located in Small Group details and Tag details, respectively.
Figure 12.5a Documents in Groups
Figure 12.5b Documents in Tags
Click the Add link to attach a Document to a Group or Tab. This opens the Document Browser,
shown in Figure 12.6.
Figure 12.6 Document Browser
Choose the Document Type from the dropdown menu. All Document Types except the default
Contribution type will show.
Enter a Title for the document.
Click the Browse button to locate and select the file.
Click Save when done.
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Figure 12.7 Viewing a Document in Groups or Tags

35
Figure 12.7 shows how an attached Document will look in the Documents tab. The Document Type
will display as a link if Use Type as Title is checked for the chosen Type, otherwise the file name
will show as the link. The date the document was attached will show next to the Type. The Title set
in the Document Browser will show beneath the link. Click the Edit button to change the attached
document, or the Delete button to remove the document. Click the Add link to add more
documents.
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Small Group Structure

36
As of Arena version 2008.1, the structure of Small Groups can be built and maintained in the Small
Group Structure of Administration. As described in the Arena Reference Guide, Small Groups are
contained within Group Trees, and these consist of levels of Group Clusters. The structure of a
group tree is based on the number of levels a tree has between the highest level and the small
groups themselves. This is governed by the number of Cluster Levels set up for the Cluster Type
chosen for the tree. These are put together by a Category, which controls the various captions for
the Group Details, and also separates group trees for viewing in different pages in Arena.
The Group Clusters and Small Groups are created in Arena under Groups. However, the
Category, Cluster Type, and Cluster Levels are created in the Small Group Structure section
under Administration. At least one Cluster Type must be built before a Group Tree can be created.
Opening the Small Group Structure page will display all the current Categories setup for use within
Arena. By default, there are two categories setup; Groups and Sports, as shown in figure 13.1.
Figure 13.1 Small Group Category List
The list of categories displays the Category ID, the Category Name, the number of Cluster Types per
Category, the number of Groups in the category, a link to the Cluster Types for the category, an Edit
button, an Add New Category button, and an export to Microsoft Excel button.
Note: The Category ID is necessary for several Module Settings which separates the group
trees apart to show in different pages.
Clicking on the edit button will open the details of the Category, or clicking on the Add New
Category button will open the details of a new Category, as shown in figure 13.2.
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Figure 13.2 Small Group Category Details

37
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The Small Group Structure details screen displays the following fields:
38
• Name – This is the name of the Category and also the tab name for the Small Group level for all
Cluster Types in this category.
Note: Arena will automatically make this word plural, so make sure the Category name is
singular.
• Group Page ID – Use the page picker button to set the Group Details page for this Category.
• Cluster Page ID – Use the page picker button to set the Group Cluster page for this Category.
• Default Role – Use the dropdown to chose the default member role assigned to people when
added to any group within this Category.
• Use Uniform Number – Choose whether or not to use Uniform Numbers for members of groups
within this Category. This is primarily used for Sport groups.
• Use Area – Choose whether or not to include an Area field to set the Area of a Group separate
from the Area of the Group’s location.
• Allow Bulk Updates – Choose whether or not to allow members and member roles to be set
using the Person Bulk Update for groups within this Category.
• Private History – Choose whether or not group history should only show on the Group Leader’s
history information, or also on the member’s history when the change affects the member.
• Credit as Small Group – Choose whether or not groups within this Category should be
considered a Small Group or not. This determines if the groups will show under Area Statistics.
• Valid Roles – The list of Valid roles is determined by the roles setup under the Small Group
Roles lookup type in Administration > Lookups. Check which roles are available for groups
within this Category.
• Captions – Set the caption text to display for the fields used in Group Details. If no caption is
provided, the field will not display in Group Details.
Click Update when done, or Cancel to end without saving.
Once the Category has been setup, click on the Cluster Types hyperlink to setup Types for this
Category. Opening this page will display the Cluster Type List for the selected Category, as shown in
figure 13.3.
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Figure 13.3 Small Group Cluster Types

39
This list displays the Cluster Type ID, Type Name, checks indicating if Allow Occurrences and Allow
Registrations are true, which level represents the Region Level, which level Unassigned Registrants
are set in, the total number of Small Groups, Levels, and Group Clusters within each Cluster Type, a
hyperlink for Cluster Levels, an edit, delete, and add button, and an export to Microsoft Excel button.
If any cluster types already exist, click on the edit button to open the details of the cluster type.
Click the Add New Cluster Type button to open the details of a new cluster type, as shown in
figure 13.4.
Figure 13.4 Small Group Cluster Type Details
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Cluster Type Details displays the following fields:

40
• Name – Enter the name of the Cluster Type.
• Region Name Level – Enter which level will represent the Region name (optional).
• Unassigned Registration Level – Enter the level Unassigned Registrations are placed in
through Add Registrations, pending assignment to a Small Group.
• Allow Registration – Choose whether or not to allow adding people to Groups within this
Cluster Type via Add Registrations.
• Allow Occurrences – Choose whether or not Groups within this Cluster Type can have
occurrences (attendance) recorded for it.
• Relationships – Set the relationship strength between Leaders and Members of Groups within
this Cluster Type, and strength between Members and other Members of the same Group.
Once a Cluster Type is setup, click the Cluster Levels hyperlink to setup the structure of the Cluster
Type. The structure is determined by the number of Levels setup. Clicking on the hyperlink will open
the Cluster Levels List page, as shown in figure 13.5.
Figure 13.5 Small Group Cluster Levels
The Cluster Level list shows the Level Number, Level Name, if the level Allows Groups, if the level
Allows Areas, if level Leaders and Admins are notified when added, the total number of Groups in
the level, and the total number of clusters set for that level, an edit, delete, add button, and an
export to Microsoft Excel button.
Click the edit button to modify an existing level. Click the Add New Cluster Level button to
create a new level, or if there aren’t any levels, click the Add… link.
Either will bring up the Cluster Level details screen, shown in figure 13.6.
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Figure 13.6 Small Group Cluster Levels

41
Cluster Level Details displays the following fields:
• Name – Enter the name of the Cluster level.

• Level – Enter which level this represents.
• Allow Groups – Choose whether or not to allow Groups at this level of the Cluster Type. Only
the last level should allow Groups.
• Allow Area – Choose whether or not to allow Areas for Group Clusters at this level of the Cluster
Type.
• Notify Leader – Choose whether to send an automated e-mail to Leaders when assigned as a
Leader of a Group Cluster at this level of the Cluster Type.
• Notify Admin - Choose whether to send an automated e-mail to Admins when assigned as an
Admin of a Group Cluster at this level of the Cluster Type.
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 show onscreen until one is created.
Note: Levels should be added in order, starting with Level 0. The more levels that are added
to a Cluster Type, the more levels a Group Tree using that type will have before Groups are
added. 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, a Group Tree can be created using the new Type.
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Peer Network Relationships

42
Peer Network Relationships are used to show a connection between records by calculating a score for
the record as well as scores for the peer network. The Peer Network will show on the person details
page with the name, score, and up or down trend for the records.
Setup
Two things must be setup prior to using peer network relationships; Peer Types and Arena
Calculate Peers.
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. Figure 14.1 below gives an example.
Figure 14.1 Peer Type Setup
Name – Enter the name of the Peer Type such as Tag Peers, Tag Owners, Group Leaders, etc.
Active – By default the active box is selected.
Description – Enter a description such as how the Peer Type is used.
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Stored Procedure – Choose a stored procedure from the drop down list to assign to the peer type.
The default stored procedures are shown below with a brief explanation of their intended use. You 43
will need to set the value for each procedure by default. There is no set value.
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.
Parameters – Enter a description and give the value of the peer type.
Note: 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
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 setup to run on a daily,
weekly, or monthly basis. Figure 14.2 below shows an example.
Figure 14.2 Peer Agent Configuration
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Peer Networks for Groups

44
The peer networks may be setup to function in your groups between leaders to members as well as
members to members of the group.
Relationship Strength for Groups
Setting up the relationship strength for groups is considered an administrative function because this
must be setup on the Cluster Types. This is setup through the Small Group Structure section
under the Administration area of Arena.
1) Go to Administration>Small Group Structure and click on the Cluster Types link.

2) Click the edit button next to the cluster type to set the relationship strength. Figure 14.3
below shows the sliding scale used for the relationship strength.
Figure 14.3 Small Group Peer Strength
3) Once the relationship strength scale has been updated with the desired settings, your leaders
and members in groups will have scores that will show on their person details page. For more
information on this, please refer to the Membership section of the Arena End User Manual.
Tip: 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.
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Payment Gateways
45
Payment Gateways are created to provide a secure environment for credit card and Automated
Clearing House (ACH) transactions between the Arena website and a merchant that authorizes the
payment. Arena has partnered with Payment Data Systems, or PDS, to set up these Gateway
accounts. PayFlow Pro is the only other option that Arena is designed to work with, however, PDS is
recommended. Payment Gateways assume that the account is already setup with the provider.
Payment Gateways are necessary for Online Giving (Contributions) and Event Registrations to
accept payments.
Opening Payment Gateways will display a list of all currently setup Gateways. By default, there are
none setup. Click the Add link to create one. Once a Gateway exists, click the Add New Gateway
Account icon to add more. Either will bring up the Payment Gateway Details, as shown in figure
15.1.
Figure 15.1 Payment Gateway Setup
Title - This is the name for the gateway account.

Payment Processor – Select which provider service will be used, either PDS or PayFlow Pro.
Process – Select either Credit Card or ACH. ACH is used for automatic bank drafts; the user will
have to provide Bank Account information. Typically the provider will set up both, so separate
Gateways will need to be created for each.
Merchant Account - This is provided by the provider. Enter the Merchant Account number here.
Sub-Merchant Account - This is an alternate Merchant Account number, also provided by the
provider.
User Name – This is the User Name with which to access the Account.
Password - The password of the User account for secure transactions.
Gateway URL - This is the secure URL as provided by the provider for sending and retrieving the
transaction.
Log File - This is a .txt file kept by you for your records. Enter the path here.
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Process Time – Enter the time the provider will process the payments. This is used by
Contributions for batch processing. 46
Click the Update button to save.
All fields show in the Gateway List except Sub Account, Password, and Log File.
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New Fields
47
Lookups
This section of Administration is used to manage the various lookup tables that are used throughout
Arena. Typically, if there is a drop-down option for a field anywhere in Arena, the options are
determined by the Lookup Values setup in that fields’ respective Lookup Type.
Lookup Types
Clicking on Lookups under Administration will display a list of all Lookup Types that are currently
setup in Arena. Each Lookup Value has to be linked to a specific Lookup Type. Several Lookup Types
will already exist in Arena from initial installation. To view the Values, click on the Lookup Type
hyperlink. To edit an existing Lookup Type, click on the Edit icon to the right. The Delete icon
will remove this Type from the list, providing there are no Lookup Values associated to that Type,
and the Type is not a System Value. Otherwise, to create a new lookup type, click on the Add New
Lookup Type icon at the bottom. Clicking this link will add a new lookup type to the list at the
top, called [New Lookup Type]. Click the Edit button to setup this Type before creating new
Values. Figure16.1 shows the Lookup Type details.
Figure 16.1
ID - This number is created by the database when a new lookup type is created
Lookup Type - This is the name of the lookup type. Current types include: Tag Member Status,
Content Category, and Address Type.
Description - enter what kind of values this type will hold for description purposes.
Qualifiers - Most lookup values can have qualifier to flag the system to perform certain tasks when
that value is used. Typical user created values will not have any qualifiers, but can be used for
reporting purposes to group multiple values together. Enter the title of the qualifier here.
Click Update to save, Cancel to go back without saving, or Delete to remove this type.
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Lookup Values
48
When the Lookup Type hyperlink is clicked, that brings up the Lookup Values created under that
Type. The page header will show which Lookup Type these values are for. The list displays the ID,
Value, any Qualifiers, Active Status, and Foreign Key. The arrows to the right allow for changing the
order the values display. An edit and delete icon for each Value displays to the right.
Note: Certain values are System Values, and cannot be edited or removed.
Click on the Add New Lookup Value icon at the bottom to add new Values to a Type. This
creates a new Value at the bottom named [N [New Value]. Click Edit to setup that Value.
Figure 16.22 shows the details of a new Lookup Value added to the Membership Status Lookup.
Figure 16.2
his number is created by the datab

ID – This database when a new lookup value is created
Value – Enter in the Lookup Value name.
Qualifiers – This particular type has two qualifiers, Area Map Image and Include. In this case, the
Image is the pin for Areas, and Include is used by numerous calculations throughout Arena.
Active – Leave the checkbox checked
ecked if this Lookup Value is to be used immediately. Only uncheck
if this value should not be used.
Foreign Key – Only the Arena Sync or modifying the Database will enter a value in the Foreign Key
field.
Click Update to save, Cancel to go back without saving, or Delete to remove

rem this value.
Change the order the Values list in by using the placement arrows, and .
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Person Attributes
49
Person Attributes are used to create 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.
Attributes are displayed on the Person Details screen (see Person Details under Membership of the
Arena End User Manual for more information).
Attribute Groups
Individual Attributes are grouped together by Attribute Groups. Clicking on Person Attributes
under Administration will show a list of all Attribute Groups. Figure 17.1 shows the default
Attribute Groups that are created upon installation of Arena.
Figure 17.1 Attribute Group List
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 , placement arrows for ordering the Groups, and the delete link
.
Note: Only Groups that are not System Groups and do not have any Individual Attributes
under them can be deleted.
Click on the Group Name link to open the edit screen for an Attribute Group, which is shown in figure
17.2.
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Figure 17.2 Attribute Group Setup

50
Group Name – This is the name of the Attribute Group.

Display Location – This drop-down down menu shows all the available areas on Person Details this Group
and therefore its Individual Attributes will show. As Person Details is separated by four content
areas, Profile, Activity, Attendance, and Personality, these Groups can be p placed
laced in either the top
left, top right, bottom left, or bottom right of any one of these four areas.
Note: While the Attribute Groups always show on Person Details (for users who have rights to
view them), Individual Attributes with no values will not show.
To create a new Attribute Group, click the Add New Attribute Group icon at the bottom right.
This opens the Edit screen for the new Group. A new
ew Attribute Group will not be considered a
System Group.
Clicking the Security link will open a screen to setup which users and Security Roles can view and
edit these Attribute Groups on Person Details.
Note: If a user is allowed to enter values for the Individual Attributes, their role must have
Edit rights to the Attribute Group.
Changing the order the Attribute Groups display on this list affects the order they display in their
section of Person Details as well. Use the placement arrows, and , to move attributes up and
down.
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Individual Attributes
51
Click the Attributes link next to an Attribute Group Name. This will show the list of Individual
Attributes under that Group. Figure 17.3 shows the Attributes for the Member Path Group.
Figure 17.3 Person Attribute List
The list from Figure 12-3 shows the Attribute Name, Type, Qualifier (for Lookup Type), Visibility
status, Read Only status, Required flag, System Attribute, the Security link , placement arrows for
ordering the Attributes, and the delete link .
Note: Same as for Attribute Groups, Attributes that are System Attributes cannot be deleted.
Click the Attribute Name link to edit an Attribute. This displays the Attribute Details, as shown in
Figure 17.4.
Figure 17.4 Attribute Setup
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Group – This is the Attribute Group this Attribute is assigned to.. Changing this will move this
Attribute to a different Attribute Group. 52
Name – Enter the name of the Attribute, such as How Received, Uniform Size, Background Check,
etc.
Type – Choose the type of field to display for the detail of this Attribute. The o
options
ptions are:
Integer – a numerical entry

String – a text entry,
ry, the user can enter anything
Date/Time – date field with calendar lookup
Lookup – this uses options defined in a Lookup Type (see the Lookup Types section of this
manual). Choosing this opens the Qualifier field, where this Attribute is linked to a specific
Type. The Lookup Values under that type display as options for this Attribute in Person
Details
Yes/No – a checkbox which can be checked (yes) o orr left unchecked (no)
Decimal – numerical entry that accepts decimals
Currency – additional numerical entry that accepts decimals
URL – the value here will display as an HTTP link which will open a new web browser to that
link
Document – links a file to th
the attribute, thus to the record
Visible – Checking
hecking this will display this Attribute on the Person Details page.
Read Only – This Attribute cannot be changed and is not included as an editable item.
Required – The
he record cannot be saved or updated unless this field is populated.
ed.
To create a new Attribute, click the Add link to create a new attribute, or if attributes already exist,
click the Add New Attribute icon. This will bring up the Details screen where the values can be
set. A new Attribute will not be considered a System Attribute
Attribute.
Clicking the Security link will open a screen to setup which users and Security Roles can view and
edit these Attributes on Person Details.
Changing the order the Attributes display on this list affects the order they display on Person Details
as well. Use the placement arrows
arrows, and , to move attributes up and down.
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Relationship Types
53
Relationship Types allow the user to show a relationship between two records in Arena that
otherwise have no connection. Some common uses would be Grandparent to Grandchild, Aunt or
Uncle to Niece or Nephew, or Shepherd to Sheep. Clicking on Relationship Types under
Administration will display a list of all Relationships and their inverse, as shown in figure 18.1.
Figure 18.1
Click the Relationship link to edit the Type, or click the Add link to create a new Relationship Type. If
a Relationship Type already exists, click the Add New Relationship Type icon to add more.
Relationship Types have to be created in pairs, so each side of the Relationship has to be created for
this to function.
Figure 18.2 shows the setup screen for a Relationship Type.
Figure 18.2 Relationship Type Setup
Relationship – Enter in the name of this Type.

Inverse Relationship – Choose the Type for the Inverse. This type must already exist to show in
the drop-down list.
Note: the very first relationship you enter will have no values for an Inverse Relationship, and
the drop-down list will be truncated. After at least one Relationship Type is created, it can be
selected as an Inverse Relationship to the new entry. As the Relationship pairs are created,
the inverse is populated automatically when set by either, so when the first Type is created
for each pair, leave the inverse value blank. Once the inverse is set for the opposite side of
the pair (the first value created for this pair), the inverse will be set for both Types. Each
Type can only have one Inverse.
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Click the Update button when finished.

54
Once the Inverse Relationship is saved, the Relationship Types page will display both relationships
with the corresponding inverse relationship.
To place a relationship type on a record, please see the Person Details section under Membership
of the Arena End User Manual.
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Campaigns
55
The Campaigns section of Administration is where Calling Campaigns are setup. Clicking on
Campaigns will open a list of all currently setup Campaigns. By default, there will not be any
campaigns, so one will have to be created before viewing the list by cl
clicking
icking the Add link. This will
create a new Campaign called [New Campaign]
Campaign]. Click on the Edit link on the right to setup the
Campaign, as in figure 19.1.
Figure 19.1 New Campaign Setup
Name – This is the name of this Campaign.

Description – Enter in a description of what this Campaign is for.
Active – Checkmark Active if this Campaign will be currently Active.
Click Update to save, Cancel to go back, or Delete to remove this campaign.

campaign
Once a campaign exists, the list will show the Campaign Name, Description, Active Status, the Edit
icon , and Delete icon , as shown in ffigure 19.2. Click Edit to change any of these fields. To
create a new campaign now that one exists, click the Add New Campaign icon.
Figure 19.2 Campaign List
Clicking on the Campaign Name link will display the current statistics and any outstanding notes of
the campaign.
Figure 19.3 Campaign Statistics
After the campaign has been created, people to call are added to the Campaign by using the Person
Bulk Update utility under Membership. See Person Bulk Update in the Membership section of the
Arena End User Manual.
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Custom Field Groups

56
Custom Field Groups are used to create optional fields to be used in the Events Registration
process. These fields are added by the Custom Field Groups they are contained in. Therefore, when
a Field Group is added to the Event Registration setup, all the Fields within that Field Group are
available. (see Event Tags under Tags in the Arena End User Manual for more information)
Custom Field Groups
Clicking on Custom Field Groups will display all the Field Groups already created. By default, there
are no Field Groups created during install, so click the Add link to create the first Field Group. This
will generate the Custom Field Group List, which shows the Group Name, the Number of Fields
within, Category, Active Status, the Edit link , and Delete Link , as shown in figure 20.1.
Field Groups that have any Custom Fields within it cannot be deleted.
Figure 20.1 Custom Field Group List
Once a Field Group is created, click the Add New Field Group icon to add new Field Groups.
Creating a new Field Group will show a New Field Group link.
Click the edit link to modify the new Field Group. The list will change to allow editing, as figure
20.2 illustrates.
Figure 20.2 New Field Group Setup
Group Name – This is the name of the Field Group.

#of Fields – This is set dynamically as Custom Fields are added to the Group.
Category – Choose the category where the custom field group resides. This drop-down list is
populated by the Lookup Values of the Custom Field Module Category Lookup Type.
Active – Mark the checkbox checked if this Field Group available for use.
Click Update to save, Cancel to go back without saving, or Delete to remove this Group.
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Custom Fields
57
To add the Custom Fields to a Custom Field Group, click the Group Name link. This will bring up the
list of all Custom Fields under this Field Group. This list shows the Field Label, Field Type, Visible
Status, Required Flag, Read-Only flag, Auto Fill flag, Show on List flag, placement arrows for
ordering the Attributes, and the delete link .
Click the Add link to add the first new Custom Field, or click the Add New Custom Field icon
once a Field already exists. Either will open the Field Details screen, shown in figure 20.3.
Figure 20.3 New Custom Field
Label – This is the name of the field, which will display on the registration form.
Label Location – Choose where the name of the field will display in relation to the field. There are
four options, Left, Right, Top, and Bottom.
Field Type – Select the Type of field. The options are:
Checkbox – places a checkbox for each value added in the Value field. Any or all of the
checkboxes can be chosen. Enter the values separated by commas.
Radio – places a radio button for each value added in the Value field. Only one radio button
can be selected at a time.
Dropdown – places a drop-down list populated with each value added in the Value field.
Textbox – places a text box on the form. The text box will allow 255 characters.
Date – places a date field with a calendar button.
Separator – places a solid line into the form to separate two areas.
Static – any text placed in the Value field is included as static text.
Address – places Street, City, State, and Zip fields on the form.
Size – This is not actually an option, it is an indicator that Rows and Pixels Wide determine the Field
Size for textboxes.
Rows – This option is only when the Field Type is Textbox. This allows for word wrapping for the
number of rows entered.
Pixels Wide – This option is also only when the Field Type is Textbox. This is how wide the field box
will be.
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Value(s) – Depending on the Field Type chosen, you may be required to enter a value for the
choices presented. Field Types that require this are checkbox, radio, dropdown, and static. These 58
values are comma delimited for multiple values.
Visible – Check this to make the field display on the Registration screen.
Required – Check this to ensure that any registration form using this group of fields is on cannot be
completed if any Required field is left blank.
Read Only – Checking this will make the field display as a disabled field (grayed out).
Enable Auto-Fill – If the field can be populated by information on a person’s record, this checkbox
enables the field to be auto-populated with those values.
Show on List – Checking this will make the field display on the Registrant List control.
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Operations
59
System E-mails
System E-mails
System E-mails are custom e-mails that may be setup for use with certain modules and agents
within Arena. A listing of the system e-mails along with a brief description of each is provided below.
In order for the system e-mails to be sent, the receiving information on each must be filled out and
saved.
System E-mail Description

Advanced HTML Sends system e-mail when the Advanced HTML module is modified.
Agent | Birthday Sends system e-mail when the Arena Send Birthday E-mails
automation agent is run.
Agent | Daily E-mail Sends system e-mail when the Arena Daily E-mail automation agent
is run.
Agent | Group Leader Sends system e-mail when the Arena Small Group Registrations
Registration automation agent is run.
Agent | Group Member Sends system e-mail when the Arena Small Group Registrations
Registration automation agent is run.
Agent | Serving Reminder Sends system e-mail when the Arena Serving Reminder automation
agent is run.
Agent | Voice-mail Sends system e-mail when the Arena PBX Voice-mail automation
Notification agent is run.
Classified Approval Sends system e-mail when a classified ad is approved.
Login Request Sends system e-mail when new account request module is used.
Merge Person Request Sends system e-mail from merge persons control when role with no
edit access requests to merge records.
Mission Trip Contribution Sends system e-mail once a mission trip payment is made through
online giving.
Newsletter Sends system e-mail to Newsletter subscribers with a link to the
newest newsletter.
Online Giving Contribution Sends system e-mail once payment is made through online giving.
Password Request Sends system e-mail once password request is made using Request
Login Information module.
Prayer Request | Comments Sends system e-mail when the Arena Process Prayer Requests
automation agent is run.
Prayer Request | Expire No Sends system e-mail when the Arena Process Prayer Requests
Renewal automation agent is run.
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Prayer Request | Expire With Sends system e-mail when the Arena Process Prayer Requests
Renewal automation agent is run. 60
Small Group Locator Sends system e-mail when request is submitted through the Small
Group Locator.
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Report Registration
61
Report Registration connects a report from Report Services allowing it to be run using the results of
a List selection. (see Lists under the Membership section of the Arena End User Manual for help with
Lists.)
Before a report can be registered for use in Lists, it has to be created and in use by Report Services.
To see what reports are already created in Report Services, click on Reports in the appropriate
section of Arena, or navigate to http://<reportservername>/Reports.
Opening Report Registration will display a list of Reports currently registered within Arena for use
with Lists, shown as figure 22.1. This list shows the Report Name, the Path, the Definition File name,
and a delete link . There are no reports registered by default when Arena is installed.
Figure 22.1 Registered Report List
To add the first report, click the Add link. Once a report is registered, click the Add New
Registration icon to register more. This will bring up the Registration page, as shown in figure
22.2.
Figure 22.2 Registration Page
Name – This drop-down list is populated by all the reports that exist in Report Services. Choose
which report is being connected.
Path – This is dynamically changed by choosing the name. The path is the Report path.
Definition File – Choose which List type (which is populated by the .XML file listed here) this Report
will be run from.
Field Hints are not used in this version of Arena.
Click Update when done.
Note: Not all reports are configured to work with Lists. Please consult your Arena Client
Services Representative for additional assistance.
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Exceptions
62
When Arena encounters an error, an Exception is generated. Most exceptions will show onscreen
when they occur. Any exception that is displayed on screen is also e-mailed to Arena Support.
However, some exceptions, like Access Restrictions, do not display.
All exceptions are listed in the Exceptions section. All errors are displayed in reverse date and time
order. Clicking on the Name of the exception, which is actually the number, will open a new window
with the original error and details. When contacting Arena Support, you may be asked to access this
area.
Refresh Cache
When changes are made to the Arena site, whether they are the addition of pages or adding
modules to existing pages, the cache may need to be updated in order for the changes to show on
the effected page. In some rare instances, the browser may also be required to be reopened for the
changes to take effect.
Clicking Refresh Cache will redirect the browser back to the Arena homepage with a
“?RefreshCache=True” call in the URL.
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Reporting
63
Lists
Lists in Administration functions the same as Lists in Membership, except these lists are created for
Administrative purposes.
Please reference the Lists section of Membership in the Arena End-User Manual for help in creating
a new List report.
List Sorting Options
While a powerful tool, Lists in Arena can become cluttered and difficult to navigate when a large
number of Lists are saved and regularly used. Arena has two functions which help to keep lists
neatly organized and easily accessible: List Categories and Public/Private Lists.
List Categories
When creating a new list or by editing an existing list, the user can assign a specific category value
to the list. This can be used to sort and filter the List view, making it much easier to manage a large
number of lists. Figure 25.1 shows the category selection area on the first step of creating a new list
or editing an existing one.
Figure 25.1 List Category Dropdown
These category values are defined as Lookup values for the lookup type “List Categories” (for more
information on lookups, see Lookups elsewhere in this manual). Arena includes a Default category
value, and allows you to configure the specific categories required by your ministries. Users can then
sort the Lists view by category, as shown in Figure 25.2.
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Figure 25.2 List Categories

64
Public/Private Lists
Another list sorting option is the Public/Private lists function. This function allows an administrator to
set a Lists page to only show lists created by the current user. It can be a separate page from the
Public lists page, allowing the use of shared lists on a Public List page and the separation of personal
lists on a Private Lists page. This functionality used in addition to List Categories, allows users to
maintain a very organized set of Lists.
To set a list module to only display lists created by the current user, follow these steps:
1) Navigate to Administration Pages

2) Navigate to the page that contains your list module, either List Reports or Report Lists.
3) Select the Main Content tab to view the modules on this page.
4) Select the appropriate module, and select the correct option as outlined here:
a. For the List Report module shown in figure 25.3, set the PublicReportList value to False.
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Figure 25.3 List Report Module Settings

65
b. For the Report List module shown in figure 25.4 below, set the Filtered By Current User
value to True.
Figure 25.4 Report List Module Settings
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List Controls
66
The List Controls area allows an administrator to select the specific criteria and criteria categories
that are available for each type of List. An administrator can also use this to enable or disable
specific attributes for use in different types of lists.
Figure 26.1 below shows the available criteria groups which can be enabled or disabled by selecting
the Enable checkbox for each criteria group.
Figure 26.1 List Controls Criteria Groups
To enable or disable a criteria group for a List type, follow these steps:
1) Navigate to Administration List Controls.

2) Click the Edit button for the List type you wish to modify.
3) Select the appropriate Enable checkbox for the criteria group you wish to enable or disable.
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Figure 26.2 shows the individual criteria within a selected criteria group which can be enabled or
disabled by selecting the Enable checkbox for each criteria. 67
Figure 26.2 List Control Criteria
To enable or disable a specific criteria for a List type, follow these steps:
1) Navigate to Administration List Controls.

3) Click the Edit button for the criteria group containing the specific criteria you wish to enable
or disable.
4) Select the appropriate Enable checkbox for the specific criteria you wish to enable or disable.
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List Merge Fields

68
The List Merge Fields define which available fields must be included in the final output of the list
whether they are selected by the user or not. Any time a field is used in a merge document, that
field should be selected in this control to ensure that any list can be merged with that document.
Typically you will only select additional fields to be required, as selected fields in this control
should only be done if all merge documents using those fields have been removed.
Figure 27.1 List Merge Fields
To select a field to be required for a new merge document, follow these steps:
1) Navigate to Administration List Merge Fields.

3) Click the Edit button for the table the field is selected from.
4) Check the Required checkbox for the field you are using in your new merge document.
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Reports
69
The Reports area has identical functionality to the Reports section in Membership. No default
reports for Administration are included in the default Arena installation, however any custom reports
deployed to the Arena/Administration folder of your Report Services will display here. See Reports in
under the Membership section of the Arena End User Manual for information on using custom
reports, the Reports section of the Arena Reference Guide for information on creating and deploying
custom reports, or visit http://community.arenachms.com/ for more information.
V2008.1 Released 4/25/2008

Appendices
70
Appendix A – Organization Settings
Setting Name Description

Score for automatically entering a user into a Small Group based
1st Day of Week Score on the 1st Choice Day of Week in Add Registrations. This is
added to the total for determining the "best fit".
2nd Day of Week Score on the 2nd Choice Day of Week in Add Registrations. This is
added to the total for determining the "best fit".
The duration (in years) to populate the active meter history chart
Active Meter Chart Duration
on the person details page.
AD Domain The name of the local Active Directory domain.
AD ID Attribute ID Attribute to access Active Directory.
AD Server The name of the Active Directory Server.
on their address. If the person lives in the same area as the Small
Area Score
Group location, this score is added to the total for determining
the "best fit".
on their search criteria. If the Max Member size has not been
Available Slots Score
reached, this score is added to the total for determining the
"best fit".
Birthday E-mail HTML code for the Birthday e-mail sent by the Birthday Agent.
Pipe (|) delimited days that the bulletin is created. 0 = Sunday, 1
Bulletin Days
= Monday, etc.
Pipe (|) delimited list of available checkbox options for Bulletin
Bulletin Options
Promotions.
Business Directory E-mail In-house recipient e-mail to send a new business directory entry.
Business Directory Expire Days Number of days before a business directory entry expires.
True / False setting allowing people to check in to multiple
events at one time if true. If False, the person must wait until
Check In Allow Overlapping Checkin
the overlap threshold time before checking into a different
event.
Used if Check In Allow Overlapping Checkin is false. Number of
Check In Overlap Threshold 'grace minutes' for overlapping check ins based on the End Time
of an Attendance Type's Frequency.
Check In URL Check-In Server URL address.
Classified Approval E-mail HTML setup of the e-mail sent to the Classified E-mail recipient.
Link to create in the Classified e-mail to the Classified E-
Classified Approval Page
mail person to the approval page.
Classified E-mail E-mail address of the person responsible for classified ads.
Classified Expire Days Number of days before a classified ad expires.
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Close Age Range Score
on their age criteria. If the user's age falls within the age range of 71
the small group, this score is added to the total for determining
"best fit".
Computer System Image Path The path to the computer system images.
The number of days that a prospective volunteer has not
Critical Profile Days had their tag member status updated, placing them in
critical status. This changes the flag from yellow to red.
HTML of the daily e-mail sent to the members of a specific Tag
Daily E-mail that lists today's Birthdays and critical Serving Tag information.
Sent by Daily Agent.
Default Max Members The default number of members in a small group.
True / False setting for retaining the original records after
Delete Merged
merging records together.
on their search criteria. If the user's address is less than or equal
Distance Score 0 to 1 Mile
to 1 mile away from the small group leader, this score is added to
the total for determining "best fit".
on their search criteria. If the user's address is between 1 and 2
miles away from the small group leader, this score is added to
on their search criteria. If the user's address is more than 4 miles
Distance Score 4 Plus Miles
away from the small group leader, this score is added to the total
for determining "best fit".
Password to use for the DesertSoft (StrikeIron) web service for
DS Password
address standardization.
Timeout period to use for the DesertSoft (StrikeIron) web service
DS Timeout
for address standardization.
Username to use for the DesertSoft (StrikeIron) web service for
DS Username
address standardization.
Version of the DesertSoft (StrikeIron) web service for address
DS Version
standardization.
E-card card address* URL of the Card View page
E-card recipient e-mail subject* Subject line of the e-mail sending the card
E-card recipient e-mail text* Message body of the e-mail message received
E-card recipient e-mail text alt* Plain text version of the message body of the recipient e-mail
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E-card sender e-mail subject* Subject line of the e-mail the sender will receive
E-card sender e-mail text* Message body of the e-mail the e-card sender will receive. 72
Plain text version of the message body of the e-mail the sender
E-card sender e-mail text alt*
will receive.
E-card sender from address* Default sender e-mail address
E-card sender open notification* Open notification body text
E-card sender open notification alt* Plain text version of the Open Notification e-mail
E-card sender open subject* Subject line of the Open Notification e-mail
True / False value to determining if the default Organization's
E-card use header*
header and footer is used.
E-card Sample Message Text for the E-Card message when viewing the example Card.
E-nail address of the E-Card sender when viewing the example
E-card Sample Sender E-mail
Card.
Name for the E-Card sender name when viewing the example
E-card Sample Sender Name
Card.
E-mail Batch Size Number of e-mails per batch for throttling.
E-mail Log Path Local path on the web server for storing the e-mail log.
The time (in milliseconds) to pause between batches of bulk e-
E-mail Pause
mail.
ESRI Datasource The ESRI Dataset to use
ESRI Password Password to use for the ESRI web service for geocoding.
ESRI Timeout Timeout period to use for the ESRI web service for geocoding.
ESRI Username Login to use for the ESRI web service for geocoding.
HTML for the automatic e-mail sent to confirm E-registrations.
Event Confirmation Default
Sent by Agent.
Event Eticket Barcode Placement (top left position, width, and height) and font
information for the Barcode placement on the Eticket pdf file.
Placement (top left position, width, and height) and font
Event Eticket Event Name information for the Event Name field placement on the Eticket
pdf file.
Event Eticket Location information for the Location field placement on the Eticket pdf
file.
Event Eticket Person Name information for the Person Name field placement on the Eticket
pdf file.
Event Eticket Start information for the Start Time field placement on the Eticket pdf
file.
Event Profile Title The title to use for Event tags.
HTML for the automatic e-mail sent as reminder of an Event.
Event Reminder Default
Sent by Agent.
Event Standard Eticket Filename of the default Eticket.
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Exact Age Range Score
on their age criteria. If the user's age is in the age range of the 73
small group, this score is added to the total for determining the
"best fit".
Exception Recipient E-mail address of an alternate recipient that should receive

exceptions if the web.config is blank and Send Exception is True.
Semicolon delimited list of agents to ignore when an exception
Exception User Agent Ignore
occurs.
Generic Female Image GUID GUID for the generic female image.
Generic Male Image GUID GUID for the generic male image.
The Web Service to use for Geocoding all addresses (Valid values
Geocoding Service
are "None" and "ESRI").
The default e-mail for the small group locator. If the
Group Locator E-mail
administrator's e-mail is empty this e-mail will be used instead.
The Web Service to use for retrieving maps (Valid values are
Mapping Service
"None" and "ESRI").
on their marital preference criteria. If the user's marital
Marital Preference Score
preference matches the groups’ marital preference, this score is
added to the total for determining "best fit".
The e-mail address of the person to receive the merge person
Merge Request Recipient
requests.
The minimum score that a person registering for a small group
Minimum Group Match Score must meet before being automatically registered in that group.
Used by the Add Registration module.
Ministry Profile Title The title to use for Ministry tags.
Newsletter Title Title for the newsletter.
HTML Formatted E-mail to be sent on confirmation of an Online
Online Giving Confirmation E-mail
Giving contribution
The default e-mail address that will be used to send Arena
Organization E-mail
generated e-mails from.
Organization E-mail Footer Optional footer for the e-mails sent through Arena to use.
Organization E-mail Header Optional header for the e-mails sent through Arena to use.
Organization E-mail Name The sender name that will be for Arena generated e-mails.
Personal Profile Title The title to use for Personal tags.
HTML of the e-mail sent to the prayer requester when comments
Prayer Request Comment E-mail
are entered on their prayer.
Numeric value of the number of days a prayer request is to stay
Prayer Request Days Active
active after entry.
Prayer Request Expire E-mail No HTML E-mail notifying the prayer worker that the prayer request
Renew is about to expire with no renew option
Prayer Request Expire E-mail With HTML E-mail notifying the prayer worker that the prayer request
Renew is about to expire with the renew option
Prayer Request Renewals The number of times a prayer request can be renewed.
The URL for the help text about processes on a CPU in computer
Process Library URL
management.
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Profile Title The title to use for tags.

List of e-mails for the Rejected Transaction Report to be 74
Rejected Transaction E-mail
sent. Separated by semicolons (;).
Report Path The folder that contains the Arena reports in Reporting Services
Report Server Login Login for all users to access reporting services.
The root folder of Reporting services that contains the Arena
Report Server Root
reports.
Report Server URL URL of the reporting services server.
Security Lock Account Duration How many minutes the user's account will be locked for if the
Minutes [Security Lock Account Threshold Count] is reached.
The user's account will be locked after this many unsuccessful
Security Lock Account Threshold Count login attempts within [Security Lock Account Threshold Minutes]
minutes. Set to 0 to disable the locking feature.
The user's account will be locked after [Security Lock Account
Security Lock Account Threshold
Threshold Count] unsuccessful login attempts within this many
Minutes
minutes
Description of password strength requirement defined in
Security Password Strength [Security Password Strength Regex]. e.g., 'Password must be
Description between 5 and 30 characters long and must contain at least one
digit'.
Security Password Strength Regex Regular expression that defines how strong passwords must be.
Leave blank for default (5-30 characters and at least one digit).
True / False value to tell the system if the exceptions should be
Send ALERT
sent automatically to Arena via the A.L.E.R.T. tool.
True / False value to tell the system if the exceptions should be
Send Exception sent automatically to the Exception Recipient in the web.config
file or in the Exception Recipient (if web.config is blank)
Serving Profile Title The title to use for Serving tags.
Small Group Registration Leader Notify HTML Message body of the e-mail the Small Group Leader will
Body receive for Small Group Registration notifications
Small Group Registration Leader Notify Subject line of the e-mail the Small Group Leader will receive for
Subject Small Group Registration notifications
HTML Message body of the e-mail sent to the Small Group
Small Group Registration Notify Body
registrant upon completing registration.
Small Group Registration Notify Subject line of the e-mail sent to the Small Group registrant upon
Subject completing registration.
Small Group Title The title for the Small Groups
SMTP From Domain The domain that all e-mails sent through Arena will be sent from.
The password of the SMTP Username for the mail server Arena
SMTP Password
will use to send e-mails.
The server name of the SMTP Mail server for Arena to send e-
SMTP Server
mails through.
The username for accessing the SMTP server Arena will use to
SMTP Username
send e-mails.
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Flag indicating if areas are being used in Small Groups. This will
Use Group Areas control whether a person's area or region is displayed on various 75
controls.
True / False setting for using either Cluster Types or Small Group
Type Lookup Values in the Add Registration module. These are
Use Group Type
also used in Small Group Details for the Type, but that is not used
by Registrations.
True / False setting for connecting Arena Online Giving /
Use Shelby v5 Contributions
Contributions to Shelby v5 Contributions.
The number of days that a prospective volunteer has not
had their tag member status updated, placing them in
Warning Profile Days warning status. Between one day to this setting, a green
flag is displayed. After this number of days a yellow flag
will be displayed.
XML Report Path Path to the xml files used in Lists.
on their address criteria. If the user's zip code matches the
Zip Code Score
group's zip code, this score is added to the total for determining
"best fit".
*For E-Invites, add copies of the E-Card keys but use e-invite instead, i.e. e-invite_recipient_e-mail_text.
Also, if Content Categories are used in E-cards and E-invites, the default settings here assume there are no Content
Categories used. Organization settings
for Content Categories are specific per Category, so to enable settings by Category, add the Category name after the
Key, remove any spaces and punctuation
of the Category, i.e. e-card_recipient_e-mail_text_allchurch (where the Content Category is All Church).
V2008.1 Released 4/25/2008

Appendix B - Arena Database Automation

76
Much of the data can be updated automatically. Arena already comes with much of the automation
capability already ready to go, out of the box. Nearly anything else can be set to update
automatically via functions that Microsoft SQL Server already has in it. There are four methods that
the database can be affected automatically: Agents, Metrics, SQL jobs, and Triggers.
Agents
The Arena Agents handle the bulk of automatic data processing for the Arena database. Many
Agents send e-mails to various recipients, but several Agents directly affect the database. The
Agents that do this are:
• Active Directory Sync – This Agent synchronizes User passwords to the Active Directory. The
Active Directory Configuration must be set under Administration in order for this Agent to
function. If the Agent finds the same username in the Active Directory that is in the Arena
database, the user’s password will change in Arena to match the Active Directory password.
• Classified Cleanup – This agent removes Classified Ads off the website once they have been
displayed for a set number of days.
• Computer Audit – This agent is heavily dependent on specific hardware configurations, but it
searches the Domain the web server is part of for other computers. It is capable of listing all the
computers on the Domain, along with hardware and software specifications about those
computers.
• E-mail Cleanup – This agent utilizes a POP3 (Post Office Protocol) e-mail account to inactivate
e-mail addresses that have are invalid. This is determined by a mailer return to the POP3
account.
• Process Geocoding – This agent automatically uses ESRI and StrikeIron/Satori to determine
the geographic location of all addresses in the database. It also standardizes the postal code.
This speeds up the loading time of Person Detail records, as records are “Geocoded” when
opening if they have not already been processed.
• Process Mail Queue – This agent separates Communications in batches and submits automated
e-mail notifications to the SMTP server on the domain.
• Process Critical Serving – This agent sets the Serving Tag Member critical status based on the
length of time that has passed since being contacted.
• Health Meter – This agent executes a Stored Procedure in the Arena Database,
core_sp_update_activity_meter, which uses multiple criteria to determine an “Activity Score”
for an individual. This value is kept over time, to determine trends for a record.
• Process Metrics – This agent executes all Collection SQL statements configured for Metrics,
to get the Metric Score.
• Process Prayer Requests – This agent processes the current status of Prayer Requests, and
sends the automated e-mails to the Prayer submitters.
• Small Group Registrations – This agent processes automatic Small Group registrations
submitted through an Arena powered website.
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• Role Sync – This agent adds individuals to Security Roles based on Role Sync Sources. It also
adds logins to records that do not have a login. In addition, an e-mail is sent to the user 77
providing that Notify is checked in the details of the Security Role.
• Process Historical Contributions – This agent submits Repeating Payments to the Payment
Gateway Providers and also retrieves Processed Contribution Data from the Gateway provider
for finalization and Batch Processing in Contributions.
Agents are configured in the jobs.config file located in the Arena Automation Agents folder
installed on the web server. A service, Arena Automation Agents, is installed on the web server as
well, which actually processes all the agents.
Tip: 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.
Metrics
Metrics, as covered in the Membership section of the Arena End-User manual, are used calculate
counts and other data over time. The condition of a Metric is that it can only handle counts, such as
“How many Groups are led by people in Serving Tags” or “How many people joined the Church in the
last 7 days”. Metric values are gathered in one of two ways, either manually or by SQL Collection
Statement.
Manually
Entering Metric data is done at the same place the Metric is setup, in the Metrics section under
Membership. This is done by clicking on the desired Metric to add the value for, and clicking on
Display Metric Values. Click on the Add New Metric Item button to create a new Value. Click the
Edit button on the new Metric Item line to change the value, date, and add any notes about that
particular value. Click the update checkmark when done.
SQL Collection Statement
If the Metric has a Collection SQL statement, then no manual work is required. The Process Metrics
agent will run the SQL statement and provide the Metric Value. The previous value is automatically
stored historically.
Note: SQL collection statements must only return an integer value, so it is recommended that
these scripts return counts of selected criteria only.
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SQL Jobs from Stored Procedure

78
Stored Procedures are scripts installed in a database that update or retrieve information when called,
meaning that a user does not have to create or run a script, they merely have to execute the stored
procedure. In addition to the Arena application, Report Services can also use stored procedures to
retrieve the information displayed on a report.
The SQL Server Agent also uses stored procedures by utilizing SQL Jobs to execute them. SQL
jobs are useful because they are run on the database level, meaning that only the SQL server is
used to run the script(s).
In order to determine if something in Arena can be modified via stored procedure, it has to conform
to two criteria. First, can the intended data be updated in SQL? Second, can a query isolate exactly
what must be updated, to ensure that the proper data is modified?
For example:
“New records are added to Arena with a specific Member Status of ‘Guest’. Once those people have
at least 3 attendance records over 3 different weeks, they are changed to “Members”. This is a time
consuming process to update these people, so can it be handled automatically?”
Yes it can, since a SQL script can update the member status (first criteria), and the records to
update can be isolated (“guest” member status and 3 attendance records with different dates,
second criteria).
So, the stored procedure must accomplish two things: Get the records to be modified, and modify
them. Once the procedure is ready, the SQL job can be created and a schedule setup for it to
execute the procedure and the determined time and interval.
Triggers
Triggers affect the database by synchronizing data across multiple database tables or even across
multiple databases. Triggers are run by an event in the triggered table occurring, such as a record
in the table being modified. The following is a list of all the triggers in the Arena and Shelby v5
databases and what tables and fields they affect.
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Appendix C - Triggers
79
Triggers installed to the Arena database by the Arena Sync Utility
Trigger Name Trigger Description Affected Fields
tr_core_address_ updates address addresscounter,adr1, adr2, city,state, zip,
update information whenupdated, whoupdated
tr_core_family_ updates or inserts namecounter,famnu,unitnu
member_IU family information
tr_core_person_ deletes person - namecounter,addresscounter,typecounter
address_delete address relationship
tr_core_person_ inserts new person - namecounter,addresscounter,typecounter
address_insert address relationship
tr_core_person_ updates existing namecounter,addresscounter,typecounter
address_update person-address
relationship
tr_core_person_ updates or inserts namecounter,howrecieved,daterecieved,memberof,so
attribute_IU member path urce,specialprofile,date1,date2,date3,date4,date5,dat
information e6,date7,date8,date9,date10
tr_core_person_ updates,inserts, or namecounter,e-mailaddress
e-mail_IUD deletes e-mail
information
tr_core_person_ inserts new records namecounter,firstmiddle,lastname,suffix,salutation,se
Insert archID,birthdate,gender,maritalstatus,ssn,notes,when
updated,whoupdated
tr_core_person_ removes phone all
phone_ delete information
tr_core_person_ updates or inserts phonetypes,namecounter,phonenu
phone_IU phone information
tr_core_person_ updates existing records namecounter,firstmiddle,lastname,suffix,salutation,se
Update archID,birthdate,gender,maritalstatus,ssn,notes,when
updated,whoupdated
tr_core_profile_ updates or inserts tag - profile,start,naend,notes
member_IU profile information
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Triggers installed in the Arena database by default

Trigger Name Trigger Description Affected Fields 80
core_trgr_active_ Populates the active person_id,active_meter
meter meter history
core_trgr_ Populates the member person_id,member_status
member_status status history
port_module_ sets the update date as portal_def_last_updated
updt_trigger today
port_module_ sets the update date as portal_def_last_updated
instance_updt_ today
trigger
port_portal_page sets the update date as portal_def_last_updated
_updt_trigger today
port_template_u sets the update date as portal_def_last_updated
pdt_trigger today
Triggers installed to the Shelby Database by the Arena Sync Utility

Trigger Name Trigger Description Affected Fields
tr_Arena_MBMST updates or inserts date_created,date_modified,created_by,modified_by,o
_InsertUpdate records and MB rganization_id,title_luid,nick_name,first_name,last_na
information me,suffix_luid,birth_date,gender,postal_code,ssn,note
s,marital_status,member_status,record_status,inactiv
e_reason_luid,foreign_key
tr_Arena_MBText adds new values to lookup_value,foreign_key,lookup_qualifier
Picks_Insert certain lookups tied to
attributes from v5 MB
tr_Arena_MBText updates existing values lookup_value,lookup_qualifier
Picks_Update in certain lookups tied
to attributes from v5 MB
tr_Arena_NAAddr updates address date_created,date_modified,created_by,modified_by,
esses_Update information person_id,history_type_luid,system_history,history,or
ganization_id
tr_Arena_NACros removes person - all
sRef_Delete address relationship
tr_Arena_NACros inserts new address (core_lookup):
sRef_Insert types and address to lookup_value,foreign_key,lookup_qualifier
person relationship (core_address):
street_address_1,street_address2,city,state,postal_co
de,foreign_key,date_created,created_by,date_modifie
d,modified_by (core_person_address):
person_id,address_id,address_type_luid,primary_addr
ess
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tr_Arena_NANam updates record, e-mail, (core_person):

es_Update and family information date_modified,modified_by,title_luid,nick_name,first_ 81
name,last_name,suffix_luid,birth_date,gender,postal_
code,ssn,notes,marital,status,memo (core_person_e-
mail):
date_created,date_modifed,created_by,modified_by,p
erson_id,active,e-mail,e-mail_order,notes
(core_family):
foreign_key,family_name,organization_id
(core_family_member): family_id,person_id,role_luid
tr_Arena_NAPho removes phone all
nes_Delete information
tr_Arena_NAPho inserts new phone person_id,phone_luid,phone_number,phone_ext,unlist
nes_Insert information ed
tr_Arena_NAPho updates existing phone person_id,phone_luid,phone_number,phone_ext,unlist
nes_Update information ed
tr_Arena_NAPho inserts new phone types lookup_value,foreign_key,lookup_qualifier
neTypes_Insert
tr_Arena_NAPho updates existing phone lookup_value,lookup_qualifier
neTypes_Update types
tr_Arena_NAProfi removes person - tag all
les_Delete relationships
tr_Arena_NAProfi inserts new person - tag person_id,date_created,date_modified,created_by,mo
les_Insert relationships dified_by,source_luid,status_luid,notes,date_pending,
date_inreview,date_active,date_dormant
tr_Arena_NASuffi inserts new suffixes lookup_value,foreign_key
xes_Insert
tr_Arena_NASuffi updates new suffixes lookup_value
xes_Update
tr_Arena_NATitle inserts new titles lookup_value,foreign_key
s_Insert
tr_Arena_NATitle updates existing titles lookup_value
s_Update
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Appendix D - Agents
82
®
The Arena Automation Agent is a service that can be run in the Microsoft Services utility of
Windows® Administrative Tools. This service can automate several Arena tasks, or jobs; from
everyday preventive maintenance to the sending of e-mails. Your Arena ChMS folder contains an
Arena Automation Agents folder to handle these jobs. The primary configuration file for these jobs is
the jobs.config file within this folder. Beginning in the 2008.1.100 version, jobs may be configured
using the AgentConfiguration.exe shown below in Figure 32.1.
Figure 32.1 Agent Configuration Example
In order to Add/Remove a job from the list, click the corresponding button. A complete list of jobs
are listed below.
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Notice there are four sections to each job:

83
Agent Jobs – This is essentially the name of the job.
Worker Settings – This contains the information that is specific to options within your Arena
database.
Schedules – This section is used to define the date/time and frequency that the agent will run.
Notifications – This is where the recipient information for e-mail notifications are set up.
Note: once you have setup the agents that you will be running click the Start button and this
will begin running the agents based on the settings.
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Types of Jobs
84
There are several different types of jobs that can be setup to run in your jobs.config file. Below are
the different job types with a brief description of the job’s intended purpose.
Arena Daily E-mail – This job sends a list of all birthdays for the day to a specified person.
Arena Historical Contributions – This job queries to your Payment Gateway URL and gets any
new payments to create a Contribution Entry.
Arena PBX Voice-mail – This job requires Voice over IP phone system.
Arena Process Health Meter – This job processes the Health Meter on everyone’s record within
the database.
Arena Send Birthday E-mails – This job will send an e-mail to anyone in the database that has a
birthday on the day the agent runs.
Arena Serving Reminder – This job will send the Serving Reminder system e-mail to people who
have volunteered for serving opportunities.
Arena Process Metrics – This job processes the Metrics collection queries based upon the criteria
setup in each metric.
Arena Active Directory Sync – This job is designed to synchronize the Active Directory users with
the Arena users.
Arena Computer Audit – This job audits all of the computers and software in the Active Directory
and populates this information within Arena under Information Technology.
Arena E-mail Clean – This job takes any e-mails that bounced back to your SMTP server in a POP3
account as bad e-mails, and inactivates the e-mail account within Arena.
Arena Geocode – This job geocodes and assigns Areas all addresses that have not been geocoded
since they were modified.
Arena Mail Queue – This job sends any pending e-mails that are contained within the
Communication area of Arena.
Arena Newsletter Send – This job sends the specified newsletter to people that have subscribed to
the newsletter. You may specify the newsletter that is to be sent by changing the Newsletter ID.
Arena Process Prayer Requests – This job will process the prayer requests from your website and
send the appropriate e-mails associated with the requests.
Arena Sync Roles – This job will synchronize all of the people added to a tag synchronized with a
role. When people are added to a tag, they will automatically get added to the role synchronized
with that tag.
Arena Classified Cleanup – This job removes classifieds that are older than the number of days
specified within the job.
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Arena Small Group Registrations – This job will send all of the pending e-mails from
Registrations. 85
Arena Process Critical Serving – This job creates a pending communication for those people
registered in a serving profile with a status lookup of “No Contact.”
Arena Calculate Peers – This job runs the stored procedures that have been setup for the Peer
Types to generate the scores for the Peer Networks.
Arena PBX Peers - This job requires Voice over IP phone system.
Arena PBX Cdr – This job requires Voice over IP phone systems.
Arena Event E-mail – This job will send all event reminder e-mails.
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Appendix E - Microsoft MapPoint Coordinate Exchange 86
In order to determine the longitude/latitude for each point, follow the steps below.
1) Start Microsoft MapPoint and zoom into the area until your map view is slightly larger than the
new area desired. In figure 33.1, the area to be defined is outlined in black.
Figure 33.1 Microsoft Exchange
2) Using the Freeform tool, draw the shape of your area making sure to close the box at the
beginning point.
3) Go to Tools > Coordinate Exchange from the MapPoint® menu, shown as figure 33.2.
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Figure 33.2 Coordinate Exchange

87
4) Choose “MapPoint Application” and “Freeform Line” for the Source fields. If you want to name the
Line, you may do so here. This is not necessary as we are only using this tool to retrieve the
coordinates of the defined area.
5) Choose “File” and “Waypoints” as the Destination. Choose Comma Separated Values for File
Type. In the File Path, choose a location on your local drive and create a file name such as
Area1.csv.
6) Click the double arrows between the Source and Destination fields to create the file. You will
notice the screen will display that four coordinates were read and written.
7) Open the file created by the application. You will use this file to define the four points in your
area. (See the Areas section under Groups in the Arena End User Manual for instructions on
entering these points.)
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Appendix F – Full Module List

88
Module
ID Module Name Module Description
189 Active Campaigns Lists all currently active campaigns.
274 Active Directory Configuration Connection setup for access to the Active Directory
Creates new campaigns and adds families to a
212 Add Campaign campaign
37 Add Profile Member Adds records to tags
Registers people to a small group based on defined
18 Add Small Group Registration critieria
Places an HTML Text control on a page for adding
82 Advance Html Text text content
64 Advanced Column Settings Used for advanced Settings of list reports
99 Alternate ID List Adds and lists alternate IDs for a person
Sets security for accessing external Arena
262 Application Permissions applications
179 Area Detail Displays detail information about an Area
178 Area List Lists all created areas
191 Area Map View Displays an area map
Displays an area map based on the individual
276 Area Person Filter viewing
194 Attendance Frequency List Lists frequencies configured for an attendance type
Displays attendance grid based on specified
198 Attendance Grid attendance types and date ranges
Lists members with a specific occurrence on their
167 Attendance List record
255 Attendance Quick Entry Enters attendance data and saves in real time
Displays lists of available attendance reports and
199 Attendance Report charts for a specified group of attendance types
Summarizes attendance history based on
203 Attendance Summary occurrences
200 Attendance Type Group List Lists attendance type categories
Lists attendance types within a selected Attendance
193 Attendance Type List Type
Allows for uploading attendance data from barcode
286 Attendance Upload scanners.
209 Attribute Group List Lists available person attributes categories
Lists attributes of person attributes of a selected
208 Attribute List Attribute Group
Used to display the details of a campaign and
190 Campaign Admin outstanding notes that need to be processed.
187 Campaign List Creates and lists all current campaigns
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188 Campaign Next Family Runs a campaign and brings up family information
Allows the authenticated user to change their 89
107 Change Password password
Displays one or more charts based on the data from
196 Chart from Query a stored procedure that you specify
119 Classified Approve Allows to approve submitted classifieds
117 Classified Entry Creates new classified entries
111 Classifieds Admin Lists classified entries
Lists all classified categories and number of entries
114 Classifieds Categories per category
116 Classifieds Category Details Lists classifieds by category
298 Communication Templates Creates communciation templates
101 Computer System Details Displays the details of a particular computer
108 Computer System Software Lists software on a particular computer
100 Computer Systems List Lists computers on domain
261 Contribution Batch Detail Shows details of a contribution batch
205 Contribution Batch List Lists all contribution batches
260 Contribution Detail Displays the details of a selected contribution entry
206 Contribution Fund List Manages available contribution giving funds
Lists either all contributions or all contributions per
259 Contribution List giving unit ID
287 Contribution Pledge Detail Displays and creates new pledges for an individual
207 Contribution Project List Lists contribution projects
Contributions - Repeating Payment Lists repeating payments setup through the online
268 List giving
Lists of groups of custom fields together for event
240 Custom Field Group List tags
241 Custom Field List Lists custom fields setup for event tags
302 Dock Container (3 columns) Enables dockable pages
303 Document Types Creates and lists new types of documents for use
136 E-Card Category List Displays the categories setup for E-cards
135 E-Card Display Displays selected E-card
127 E-Card List Lists E-Cards
132 E-Card Message Entry Creates the message in the E-card

72 Edit Family Wizard Adds new records
161 Event Calendar Displays a calendar of Event tags
Displays information about Event Tags in a tabbed
218 Event Detail Tab Module format
168 Event Details Displays the details about an Event Tag
Exports event registration payments to Shelby V5
277 Event General Ledger Export General Ledger
204 Event Profile Child View Displays tag setup as child tags of an event tag
239 Event Profile Detail Displays the tag specific information of event tags
243 Event Registrant Details Displays registrant information of an event tag
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244 Event Registrant List Lists registrants of an event tag

226 Event Registration - Page 1 Page 1 of event tag registration process 90
227 Event Registration - Page 2 Page 2 of event tag registration process
246 Event Registration Detail Displays details of the event registration
Displays events taking place over the next 7 days in
169 Event Week View a calendar
48 Exception List Lists exceptions that have occurred
1 File Browser Control for browsing, and editing files
68 Game List Lists games setup in sport schedules
Allows for creation and administration of payment
231 Gateway Account List gateways
304 Group Documents Displays and adds documents for Small Groups
Provides option for e-mailing leader or members of
104 Group List Communication a group
103 HTML E-mail Form Sends a configured e-mail to a designated recipient

Retrieves an e-mail generated by a stored
134 HTML From Stored Procedure procedure
252 Kiosk List Lists all check-in kiosks setup
225 Kiosk Schedule List Lists the schedules setup for a check-in kiosk
311 List Merge Fields Configuration Creates new fields for Lists
312 List Report Displays a list of setup Lists

315 List Report Configuration Configures a List
314 List Report View Displays the configuration of a List
192 Location List Lists physical locations setup in check-in
78 Login List Create and display available logins for a person
147 Login Logout Allows a user to log in or out
67 Lookup List Displays the list of lookup values of a type
66 Lookup Type List Displays list of lookup types
23 Mail Merge Creates a new e-mail (communication)
Allows a user to display a map with directions from
264 MapLink one address to another address
Allows a visitor to the website the ability to send a
278 Marketing Notify Friend pre-configured e-mail
279 Marketing Registration Allows registration for adding promotions
74 Merge Persons Allows merging of multiple people
143 Metric Chart Displays the metric result graph
9 Metric Detail Displays details of the metric information
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224 Metric Item List Lists options for a metric 91

8 Metric List Lists metrics
310 Mission Details Displays details of a Mission Trip
309 Mission List Lists setup Mission Trips
300 Mobile Person Details Person Details screen for use in Mobile portals
301 Mobile Person Search Search screen for use in Mobile portals
172 Module List Lists and creates modules (controls) and file for it.
280 My Area Details Displays area details for logged in individual
281 My Area List Displays area listing for logged in individual
Displays list of setup repeating payments for logged
270 My Repeating Payments in individual
73 Navigation Bar Control Navigation bar control for child pages
133 New Account Request Allows visitor to create a new user account
185 Newsletter Archive Allows for search of old articles
181 Newsletter Article Display Displays a newsletter article
Lists articles of a specific volume within a
newsletter, adds new, and allows editing of articles
177 Newsletter Articles and details
175 Newsletter Author Lists authors of a specific newsletter
195 Newsletter Promotion Display Places promotions onto newsletter
183 Newsletter Subscribe Allows person to subscribe to a newsletter
223 Newsletter Subscription Admin Administers the subscription process
184 Newsletter Unsubscribe Allows person to unsubscribe to a newsletter
174 Newsletter Volume Lists volumes of a specific newsletter and adds new
182 Newsletter Volume Display Displays all articles of a volume

Displays volume information on website for article
180 Newsletter Volume Summary link
173 Newsletters Lists all newsletters
Creates permissions for objects such as groups and
275 Object Permissions tags
165 Occurrence Detail Page Displays detailed information on an occurrence
166 Occurrence List Lists occurrences created
253 Occurrence Type Report List Creates a report of occurrence types
Displays and edits name/address organization
211 Organization Details settings
210 Organization List List of organizations in the database
234 Organization Setting List List of settings associated with an organization.
50 Page Details Displays page hierarchy
Navigation bar using drop down options for child
76 Page Drop Down Menu pages
43 Page Index Lists child pages as links of a page
60 Page Navigation Displays tabs for navigation within a page hierarchy
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References other pages as sources for content,

265 Pages as Tabs divided by tabs 92
83 Person Bulk Update Allows for changes to multiple people at once
6 Person Detail Displays information about a record
305 Person Documents Displays and links documents to a record
4 Person List Lists people based on criteria
316 Person Pledge List Lists pledges setup for a record
266 Person Query Allows for running SQL queries for an individual
Allows users to search for a record by name or
137 Person Quick Search person ID
232 Person Role List Displays a list of roles a person is associated with
5 Person Search Displays the search criteria for records
267 Person Viewed Displays a list of what user viewed another user
69 Photo Browser Displays photos allowing for comments

Displays the comments of photos from the photo
70 Photo Display browser
Displays polls that are currently active for a set
91 Poll Display Active in Category category
186 Poll Display Newsletter Control for displaying a poll in the newsletter
Option to display inactive polls and show results.
93 Poll Recent Polls Cannot answer inactive polls.
92 Poll Results Graph Displays a chart of poll results
84 Polls Lists all polls allowing for edits
254 Portal List Lists portals and portal details
46 Portal Pages Creates a hyperlink list of root pages
53 Postal Code List Lists postal codes in addresses
Displays list of prayers/answers/comments pending
123 Prayer Approval approval
124 Prayer Comment List Displays comments of prayers
128 Prayer List Prayer toolbox list version of all prayer requests
113 Prayer Request Details Displays details of a prayer
112 Prayer Request List Lists all prayer requests
272 Prayer Requests Prayer toolbox version of a specific prayer request
Allows for creating responses by category for the
121 Prayer Session prayer ministry team
Places the control for allowing prayer request entry
120 Prayer Web Request on a website
25 Previous Communications Displays previous e-mail history and attachments
Displays tag activity options and allows to
35 Profile Activity create/edit activity
29 Profile Details Displays detail information about a non-event tag
306 Profile Documents Displays and adds documents for Tags
27 Profile List Lists all tags for a given type
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152 Profile Member Add Adds user to a tag 93

Displays tag details as related to a specific tag
34 Profile Member Details member
32 Profile Members Lists all members of a specific tag
Photo, Name, & Contact information for everyone in
248 Profile Roster a roster
Displays the tabs for tag details, members,
75 Profile Tab Control occurrences, and security
155 Promotion Bulletin Request List Lists all requests for the bulletin
Displays details for the "Find Out More" link on
163 Promotion Detail Display promotions
159 Promotion Event Calendar List Displays and enters list of Events by occurrence
158 Promotion Ezine Request List Lists requests for adding to Ezine
153 Promotion Request Details Displays details of a promotion
154 Promotion Request List Lists all promotion requests
Changes the promotion being displayed if more
promotions are set to display than alloted by the
162 Promotion Scrolling Display area provided
Displays thumbnail and web info of promotion on
164 Promotion Thumbnail Display website
Displays all active promotions and links to their
282 Promotion Thumbnail List setup
Lists all promotion requests entered from the
157 Promotion Web Request List website
61 Prospective Members Lists prospective members to a small group
56 Redirect Allows for redirection to a different page
Displays people in pending or unassigned status of
19 Registration Details small groups in the registration Tab
Lists relationship types and allows for adding new
233 Relationship Type List types
271 Repeating Payment List Lists setup Repeating Payments on a record
269 Repeating Payment Wizard Wizard for online giving
62 Report Detail Brings up the list report wizard

144 Report Grid From Query Displays report results based on a stored procedure
63 Report List Lists the list reports
251 Report Popup Popup to display report results
222 Report Registration List Displays list of registered report service reports
58 Report View Displays the finished report
221 Report Viewer Displays the reporting service report

313 Report Wizards List configuration wizard
263 Reporting Services Configuration Configuration setup for access to reporting services
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109 Request Login Information Allows user to request forgotten login credentials
49 Role Details Displays details of a security role 94
44 Role Members Lists members of a role
39 Roles Lists security roles
273 Security Subject Permissions Sets security for various subjects
65 Security Tree View Displays options for setting security
Displays the results of the serving opportunity
149 Serving Opportunity Details search
283 Serving Opportunity List Lists all serving opportunities

Allows user to search for a serving profile that
148 Serving Opportunity Search matches the specified criteria
160 Slide Show Pro Places a flash file on a page
295 Small Group Category List Lists and creates new Small Group Categories
14 Small Group Cluster Detail Displays details of a small group cluster
297 Small Group Cluster Level List Lists and creates new Small Group Cluster Levels
10 Small Group Cluster List Lists and creates new Small Group Clusters
Places tabs for occurrences, sub-groups, and
80 Small Group Cluster Tab Control registration for group clusters
296 Small Group Cluster Type List Lists and creates new Small Group Cluster Types
13 Small Group Detail Displays the small group detail
11 Small Group List Lists small groups
249 Small Group List By Member Lists small groups a person is in based on login
250 Small Group Locator Allows to search for a small group to join
12 Small Group Member List Lists members of a specific small group
Displays people in pending status without needing
17 Small Group Registrations the tab control
Displays members of a small group with photo and
106 Small Group Roster details
Displays member, registration, and occurrence tabs
77 Small Group Tab Control for a group
284 Subscribed Groups Displays groups that are subscribed
31 Subscribed Profiles Displays tags that are subscribed
299 System E-mail Templates
Displays detail information for groups setup as a
171 Team Details team in sports
Lists all small groups that are setup as a team in
170 Team List sports
197 Team Stats Control to display the current team stats.
145 Template Details Lists and allows file associations for templates
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Creates a blank space between controls on a

176 Template Spacer template 95
Displays the confirmation page for new users to
151 User Confirmation verify submitted information
79 User Login Displays user login screen
7 XML File Transformation Links an XML file to a XSLT file
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Check-In Kiosk Installation Guide

96
Install Prerequisites
1) Install .NET 1.1 and .NET 2.0 run-time if not already installed. Use Windows Update in Internet
Explorer to do this, or go to www.microsoft.com.
2) The Kiosk installing to must have access to the SQL and Report Server on the domain.
3) Report Services must be installed and running.
Install Check-In Application
1) Copy the “CheckInApplication.exe” file from the Applications folder wherever Arena is installed to
the computer where Check In will be running from. This is the Kiosk.
2) Run CheckIn Application.exe. This will launch the Installation Wizard.
3) Follow the steps in the wizard. It will prompt for an installation path, and the connection
information to the SQL server.
4) Once the install is finished, navigate to the installation path of the application, and create a
shortcut to the .exe file for your desktop.
5) Install the “Free 3 of 9 font” on the kiosk (‘FREE3OF9.TTF’ is included in folder) by copying into
the C:\Windows\Fonts folder.
Wedge Scanner Configuration
1) Scanners must be configured in ‘wedge’ mode, where scans are sent as plain text.
2) See final page for barcodes to scan to program the Metrologic MS6720 scanner.
3) See the instruction for scanner if it’s not a Metrologic MS6720 on how to program the scanner to
send a carriage return after scan.
Non-Wedge Scanner Configuration (e.g. the NCR kiosk)
1) Download and install latest CCO runtime from http://monroecs.com/oposccos_current.htm

2) Install WEPOS SDK http://www.microsoft.com/downloads/details.aspx?familyid=B04C4D8B-
88AD-4F6D-AC0D-14490241CDB4&displaylang=en
3) Modify the value of “ScannerName” in the CheckInApplication.exe.config to “SCANNER.”
4) Configure scanner to read barcode format of code 39.
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Printers
97
Windows Configuration (On the kiosk that is physically hooked up to the printer)
1) Install print drivers

2) Share the printer on the network if other kiosks will print to this printer
3) For the Brother QL-550, you must set printing defaults in order for printing to work in Arena
Check-In
a) Go to Control Panel > Printers and Faxes, right-click on the printer, choose Properties
b) Go to the ‘Advanced’ tab and click ‘Printing Defaults…’
c) Select ‘Width’ of 2-3/7” (this is the size of the default Arena labels, but this can be changed
through Reporting Services).
Arena Configuration
In Arena, printers are configured in up to two places:
1) Under Check-In > Kiosks edit a kiosk and set up a default printer. The ‘Printer Name’ must be
the full network share path to the printer (e.g. ‘\\hostcomputer\printer’). You may use any
networked printer as the default.
2) Under Check-In > Attendance Type Categories > Attendance Types > Labels, add a new
label for the attendance type and select either a specific printer or select ‘[Use Kiosk’s Default
Printer].’
If you select [Use Kiosk’s Default Printer], then the label’s printer will be based on the kiosk’s default
printer set up under Check-In > Kiosks. If three kiosks are set up to take attendance for the same
attendance type, then each kiosk can print to its own default printer.
If you select a specific printer, then the print job will always be sent to that specific printer.
Recommended Windows Settings
1) Turn off notification pop-ups:

a) Open Printers and Faxes from either the Start menu or Control Panel
b) Click on File, Server Properties
c) Click the Advanced tab
i) Uncheck “Show Informational Notification for Local Printers”
ii) Uncheck “Show Informational Notifications for Network Printers”
2) Turn off system notification balloons:
a) Click Start > Run
i) Enter ‘gpedit.msc’ (no quotes).
(1) Under User Configuration, expand Administrative Templates, then click on Start Menu
and Taskbar
(2) Enable Remove Balloon Tips on Start Menu Items
3) Turn off “Always on Top” for the Taskbar:
a) Right-click on the Taskbar
i) Click on Properties, uncheck “Keep Taskbar On Top of Other Windows,” and then click OK.
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4) Turn off “Start Navigation” sounds:

a) Open the Control Panel > Sounds 98
i) Click on the Sounds tab
ii) Scroll down through the Program Events until you find the Windows Explorer section, and
set the sound for “Start Navigation” to None.
Metrologic MS6720 Barcode Configuration
Scan the following to enable carriage return to be sent after scan. This scanner is in wedge mode by
default.
1)
2)
3)
V2008.1 Released 4/25/2008

Check In Kiosk Troubleshooting Guide

99
Checklist of Settings for Check In to function:
1) Attendance Type Categories - There must be at least one existing Attendance Type Category
for CheckIn to function properly.
2) Attendance Types – These represent the types of events, groups, or meetings that a person
can check into. These are called “Classes” by the CheckIn Application.
a) There must be a minimum and maximum age on any attendance type that is setup.
(Note: Every person that is entered into Arena that will be checking into classes MUST
have a birth date on their record. Arena uses the birthdates to see if the person is eligible
to Check In and for which Attendance Types.)
b) There must also be a Frequency setup for the Attendance Type. These are used to create an
Occurrence. An Occurrence is literally a record of a meeting and who attended. The term
Occurrence and Attendance are used interchangeably within Arena. The Occurrence allows a
person to CheckIn to the Attendance Type. (Note: The Check In start and end times dictate
when the class is available to check in at the kiosk, while the Class Start and Class End time
create the times for the Occurrence itself.)
3) Locations – These are the physical locations where the CheckIn Kiosk will be.
(eg.- Building A, Johnson Hall, etc.) Select the Attendance Types that will be used at each
location.
4) Kiosks – Create a new kiosk and a schedule for the kiosk. (Note: You MUST create a schedule
for the kiosk.) The Arena Check In application will read the schedules for the kiosks to see if it is
available for Check In. You may also setup the kiosk by launching the CheckInApplication.exe on
the physical kiosk. This is generally the recommended method of adding a computer to Arena as
a Kiosk. Doing so will also generate a schedule automatically, for Everyday, from 12:01AM to
11:59PM.
V2008.1 Released 4/25/2008

Troubleshooting
100
The Kiosk is inactive
The kiosk application will display the following screen if the there is not a schedule set to run on the
Kiosk at this time. Edit the Kiosks’ schedule to correct this if this screen displays during needed
CheckIn times.
V2008.1 Released 4/25/2008

The Kiosk loads, but when someone Checks In, No Classes are available
The following screen (name will be changed for whoever is attempting to Check In) will show for 101
various reasons, but usually a setting in the Attendance Types or the individuals’ record is the
culprit. The following things to check for will help in troubleshooting this message.
1) The Attendance Type has been setup for Gender Specific (e.g. - In this case Johnny is a male
and the AT Type could be setup for only females.)
• Fix- Make the attendance type for the Gender selection of Everyone if this should
not be gender specific.
2) The person does not have a birth date, and therefore no age, on their Person Detail record.
• Fix- Add a birth date to the individuals record.
3) The person’s current age does not fall into the Age Range of any Attendance Types selected for
the location(s) for this Kiosk
• Fix- A) Go to the Kiosk Management Screen in the CheckIn application and select
a Location that has an Attendance Type that has the age range of this person.
• Fix- B) Go to Check-In>Locations in the Arena Application and select an
Attendance Type that has the desired age range.
4) The Attendance Type the person is eligible for, has the Secured box selected, but the kiosk is
running in Centralized mode. Currently, the Secured option is designed only for Non-Centralized
mode.
• Fix- A) If the Attendance Type is not intended to be used as previously
described, uncheck the selection Secured on the type.
• Fix- B) Change the Kiosk to Non-Centralized and choose the Secured Attendance
Type for it.
5) There are no Attendance Types whose Frequency Check In time is currently available and an
existing Occurrence has already ended.
• Fix- Edit the frequency of an Attendance Type, so that Occurrences are created
for the appropriate time range.
Note: if this needs to be changed immediately, edit the Occurrence by going into CheckIn >
Attendance Type Categories > Attendance Types > Occurrences and change the End Time.
6) All Occurrences for the current time are Closed (Arena v2.0 and later).
• Fix A) Open an Occurrence.
• Fix B) Create a new Occurrence record.
V2008.1 Released 4/25/2008

Classes are available, but Membership is required

102
This message will appear when the Attendance Type has been linked to a group or tag,
Membership Required for Check In has been selected, and the person is not in the group or
tag.
• Fix- A) Connect the person to the tag/group

• Fix- B) Uncheck the Membership Required selection for Check In.
V2008.1 Released 4/25/2008

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V2008.1 Released 4/25/2008

V2008.1 Released 4/25/2008

Welcome to Arena, the Power of Community.

© 2006, 2007, 2008 Shelby Systems, Inc.

V2008.1 Released 4/25/2008

Setting - The actual name of the Key, such as “SMTP Server”

Click the Update button when done.

V2008.1 Released 4/25/2008

Adding a new Security Role

Figure 2.1 Security Role List

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Figure 2.2 Role Details

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Description – Enter the description of the Role.

Click Update when finished to save the new Role.

Copying a Security Role

Figure 2.3 Copying a Security Role

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Setting Permissions for a Role

Figure 2.4 Security Role Permission Screen

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Adding a Person to a Security Role

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Person Details Field Security

Figure 3.1 Person Details with Security

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Figure 4.1 Application Security

Click Update when finished.

Figure 4.2 Setting Application Security

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Report Services Configuration

Setup the Report Server Connection

Figure 5.1 Report Services Configuration

Note: You cannot Validate until you have Updated first.

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Active Directory Configuration

Configure the Active Directory Connection

Figure 6.1 Active Directory Configuration

Click Update when finished to complete the connection.

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Agent Configuration Utility

Figure 7.1 Agent Configuration

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Note: All settings for that worker will be cleared and

Tip: Remove any workers for functions not currently in

As shown in figure 7.3, the Agent Service screen shows the

Figure 7.3 Agent Service

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Figure 7.4 Agent Worker Settings

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Figure 7.5 Agent Schedules

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Figure 7.6 Agent Worker Notifications

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Figure 8.1 Portal 1 Page Hierarchy

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Figure 8.2 Page Details

Click Update when all page settings are complete.