State Plus

How-To Guide

 

State Plus is a Windows Software Program that contains a database of Legislators and Members of Congress. It is used by Legislative Relations Offices as an on-line Legislative Directory, Contact Manager, Grass Roots Contacts Database, and a Communication and Office Productivity Tool.

 

Features of the Program by Section

Legislators (Page 2)   HTML Email (Page 4)   Available in the Professional Version or as an add-on to Standard Version	This section contains the State Legislators of all 50 states. §          Query the database to create targeted lists of State Legislators. (see How-To Filter) §          Lists can then be used to send email. (see How-To Email or HTML EMAIL SERVICE ) §          Create fax lists. (see How-To Export a Fax List) §          Create mail merge data files. (see How-To Mail Merge) §          Print reports. (see How-To Print Reports) §          Print labels. (see How-To Print Labels) §          Store contact history notes. (see How-To Create Journal Entries) §          Add database fields. (see How-To Add User Defined Fields) §          Select Grass Roots Contacts that are constituents of the listed legislators. [Available only in the Professional Version] (see How-to View Constituents) §          Export data for use in a Palm or other PDA. (see How-To Export Data to your PDA) §          Correspondence can be sorted in Room/Building order for easy hand delivery. (see How-To Sort your List)
General Information	This section contains contact information for the State Governments and the Offices of State Legislatures. §          Find contact information for a State Legislature’s House Clerk or Secretary of the Senate. §          Go directly to a State’s House/Assembly or Senate website or the main government website.
Zip/District Lookup (Page 11)	This section allows you to find the Legislators who represent a Zip code or Zip+4. §          See who represents a Zip code or Zip+4. (see How-To Find the Legislators that Represent an Address) §          Link to the U.S. Post Office web site to lookup a Zip+4 for any address. (see How-To Get the Zip+4 for any Address)
Grass Roots Contacts (Page 12)   Available only in the Professional Version	This section allows you to maintain a Grass Roots Key Contacts Database. §          Import records directly from your membership or employee databases.  Legislative District assignment is performed automatically when new records are entered or databases are imported. (see How-To Import Your Membership/Employee Database) §          Action Alerts can be prepared and sent to constituents of specific Legislators.  (see How-To Email an Action Alert) §          Merge email is a unique feature where each email can contain the contact information of the recipients Legislators’. (see How-To Send a “Contact your Legislators” Email) §          Print constituent lists and economic impact statements. (see How-To Print Grass Roots Reports)
Journals (Page 14)	This section allows you to record contact history notes. §          Record contact history notes. (see How-To Create Journal Entries) §          Group by category, subject, etc. (see How-To Filter Journals) §          Include in reports. (see How-To Print Journal Reports)

 

Legislators

 

How-To Filter

1. Click the Legislators button on the main menu.
2. From the gray menu bar select Filter.
3. There are 7 tabs of filter criteria that can be used in any combination, the tab labeled ‘Filter’ is a summary of the values you have selected. (Ex. Legislators tab, Party dropdown box, choose Democrats Only)
4. After you have chosen all your values, click the Apply Filter button.  This returns you to the grid but it now consists of only Legislators that fit the criteria you stipulated. (Ex. List is now only the Democrats)
5. To return to the Legislators, click Filter, click Clear All Filter Values button, then click the Apply Filter button.

 

How-To Filter for State Executives

1. Click the Legislators button on the main menu.
2. From the gray menu bar select Filter.
3. In the State Legislators dropdown box choose None Selected
4. In the State Executives dropdown box choose All Selected
5. Click the Apply Filter button.  This returns you to the grid. (it now consists of only the State Executives)
6. To return to the State Legislator, click Filter, click Clear All Filter Values button, then click the Apply Filter button.

 

How-To Filter for Members of Congress

7. Click the Legislators button on the main menu.
8. From the gray menu bar select Filter.
9. In the State Legislators dropdown box choose None Selected
10. In the Members of Congress dropdown box choose All Selected
11. Click the Apply Filter button.  This returns you to the grid. (it now consists of only the 540 Members of Congress)
12. To return to the State Legislators, click Filter, click Clear All Filter Values button, then click the Apply Filter button.

 

How-To Filter for Committees

1. Click the Legislators button on the main menu.
2. From the gray menu bar select Filter.
3. Click the Committees tab, choose Congress or a State from the dropdown box, click on the name of the committee(s) and/or subcommittee(s), they are listed alphabetically starting with the Senate, then House Committees.
4. Click the Apply Filter button.  This returns you to the grid, which now consists of only the members of those committees
5. To return to all Legislators, click Filter, click Clear All Filter Values button, then click the Apply Filter button.

 

How-To Sort the Legislators

This option allows you to change the list order of the Legislators; the default is alphabetical by last name.

1.       Click the Legislators button on the main menu.

2. From the gray menu bar select Sort.

3.       Choose your list order: Last Name, State/District, Room (ascending order) or Room in Descending Order (these two options make hand-delivery easier), or in Party/Last Name order.

 

How-To Email

 

If you are a State Plus© Professional subscriber or if you subscribe to the HTML Email service as an additional option please go to the HTML Email Service section.

 

To Email Legislators (File, Email Legislators)

1. Filter your list to include those Legislators to whom you would like to send emails.
2. Click File
3. Click Email Legislators, now click the Create Email Message button.
4. Here you can type or paste in your Message, and Subject line. (text only)
5. Once you have made all necessary adjustments and are happy with the result, click Send. 

 

To Add Merge Codes to your Message - Personalize each message by adding merge fields.

1. Select your Merge Field from the dropdown box.
2. Then place the cursor in the text where you would like the information to appear and click Insert Field.

 

Use the these fields:	For this result:
<< Legislator’s Name+Address >>   Dear << Legislator’s Title+Lastname >>	The Honorable Neil Abercrombie U.S. House of Representatives 1502 Longworth House Office Building Washington, DC 20515-1101   Dear Congressman Abercrombie,

 

3. Click Preview Merge to see the emails one at a time with the merged information.  Click Next Record and/or Previous Record if you would like to see how each email will appear to the recipients. Close.

 

To Add an Attachment to your Email

1. Click on the Attachment -> Add button on the top of the window.
2. Choose the file you wish to attach from the browser.  Highlight and click Open.
3. The attachment will appear at the bottom of the window. (Only 1 attachment is possible with this version of email)

 

Troubleshooting Email Current versions of Outlook contain security settings that may cause a window to pop-up for each email that says, “A program is trying to access email addresses you have stored in Outlook. Do you want to allow this? If this is unexpected, it may be a virus and you should choose “No”.”  This is actually not unexpected it is your State Plus attempting to send the email messages you just created. You can answer “Yes” in fact you will need to hit “Yes” for each email you are sending. If you were sending a large number of them this could be time consuming and tedious. Here is what you can do: Buy the Enhanced HTML Email Option (SendEmail) from The Soft Edge, Inc.  It bypasses your Outlook altogether and gives you additional email functionality. Email us at info@thesoftedge.com for more information. Your email Administrator can change each user’s email profile to allow third party software to access Outlook. Acquire a program to auto-click the message box prompt. Please be aware that The Soft Edge, Inc. does not support these programs and your IT department must determine if their installation and use is appropriate. Open a New Message in Outlook. Using State Plus, copy the email addresses to the Clipboard and paste the addresses into the BCC: field of your Outlook message. This option will not allow for merging in personalized data. See the next section titled Copy Emails Addresses for more information.

 

Copy Email Addresses

1. Open State Plus.
2. Select Legislators.
3. Filter for your list of recipients.
4. Click File, Email Legislators.
5. Click the Copy Emails button.
6. Close State Plus and open a new message in your regular email, Outlook, GroupWise, etc.
7. Click in the Bcc… box so that your cursor appears there and Paste (Edit, Paste or right click, Paste or Ctrl+V, whichever function is the most comfortable for you) the To… and Cc… boxes should be blank.      
8. Send your email.

 

HTML Email Service     Using this optional service, you can compose and send email messages in both HTML and Plain Text simultaneously. The email jobs are uploaded to The Soft Edge, Inc. email server for speedy, hassle free delivery. Knowledge of HTML Source programming is unnecessary.

§          HTML version can contain website, webpage, and email hyperlinks. (See How-To Add Hyperlinks) §          The HTML messages can contain web page like graphical content and links. (See How-To Add an HTML Template and/or How-To Add a Graphic Signature) §          The messages can be sent to Legislators or Grass Roots contacts. (See How-To SendEmail) §          Messages Templates can be saved and retrieved to speed the message creation process. (See How-To Save an Email Message or How-To Open a Saved Message) §          Creating a HTML message is as easy as using your word processor. (see How-To Format an Email Message) §          A log of all email jobs is also maintained. Messages can be retrieved from the email log database and reused. (See How-To Filter for Recipients of a Previous Email and How-to Open Sent Messages) §          The message "From" address can be another person's email address. (See How to SendEmail) §          You can Preview the messages in both HTML and plain text. The plain text Preview displays the message after inserting the live merge data. (See How-To SendEmail) §          Test copies of the messages can be sent back to the sender or to a predefined approval group. (See How-To SendEmail)

 

How To … SendEmail

1. Start State Plus. Go to Legislators. (For Grass Roots mailings see How-To Email an Action Alert)
2. Filter to create a list of Legislators.
3. Click SendEmail on the gray menu bar. (If you get a message that you do not subscribe to this feature go to previous How-To Email section)
4. Choose Legislators.
5. Click Create Email Message.
6. You can change the email address in the “From” box.
7. You can change the Name in the “Optional Name” box.
8. Type a Subject line.
9. Type the body/text of the email.
10. Click Preview to view the message in HTML format.
11. Click Merge to view the text with the merge data.
12. Click the Test button.
13. Type in the email addresses of your Test Recipients.
14. Click Send.
15. Your browser will come up with a page that says, “Upload Job File, press CRTL+V and then Enter.” Do it and wait.
16. Close the screen confirming a successful upload.
17. Answer Yes to the next question, if your job was uploaded successfully.
18. Click the Save icon or click File on the gray toolbar and choose Save As. 
19. Type in a new name message name and click Save. NOTE: This will only save the message and template NOT the recipients. (i.e. the filtered list)
20. Review the test email that appears in your regular email program, and then go back to State Plus.
21. To send your broadcast email click Send.
22. Type in a Campaign Name and click OK.
23. Your browser will open to the page that asks you to hit (CTRL+V) then (enter).
24. It should tell you that the job has been accepted. Close the window.
25. Now answer Yes to the ‘Was your job accepted?’ question again.
26. The ‘From’ email address will receive a confirmation email when the all the messages have been delivered.

 

How-To Add Hyperlinks

1. Put the cursor where you would like to insert a hyperlink.
2. Click the Hyperlink icon (a little globe with chain link) on the toolbar or on the gray menu bar click Insert then Hyperlink.
3. A window with instructions pops up allowing you to type in the Text to display on HTML Page and the box to Enter a Web address or Email address.
4. After you have filled in both of these boxes click Insert Hyperlink button. It will insert a line of HTML code.
5. Click Preview to see the link as the recipient will and click on it to verify that it is working.

 

How-To Add an HTML Template

1.       In order to get graphic content for your emails you need a Template (a graphic frame/border). If you do not have a Template send us your digital letterhead or logo (a Word document or PDF is fine) and we can make one for you! If you have a graphic designer that you would like to make the templates, it is very simple, contact The Soft Edge for more information.

2.       After you have emailed us your letterhead, we will email an HTM document back to you. Please DO NOT OPEN the HTML Template!  Right click on the attachment and save it. Make sure you remember where you saved it.

3.       Now open your State Plus, click Legislators, click SendEmail, and choose Legislators.

4.       Click the HTML Template button. Browse for your template (the HTM document you just saved), highlight it and click Open. It will show the template filename in the top blue bar.

5.       Click Preview to view the HTML template.

6.       If everything looks okay then hit Save and give it a name like Letterhead. Now you have saved a blank message with the letterhead attached for future use.

7.       Close State Plus.

 

How-To Format the Text of the Email Message

®      Use dropdown boxes to choose your fonts and font sizes

®      Use B (bold). I (italics) and U (underlined) buttons

®      Use the align left, align center and align right buttons

®      Use the bullets button, the increase indent and the decrease indent buttons

®      Setting text colors – Click the arrow next to the colored triangle.  Click Pick Font Color to choose from a number of color swatches. Click Enter Font Color to type in an exact color value. (Hex Value as RRGGBB) If you are trying to match a color to your logo or template precisely, the designer of the logo/template should be able to give you that value.

®      Use the  /  button or click Insert, Horizontal Line to add a horizontal line to your email

 

How-To Save an Email Message - NOTE: This will only save the message and template NOT the recipients (i.e. the filtered list.)

1. Click Legislators on the main menu
2. Click SendEmail, Legislators
3. Create your Message
4. Click File, Save As
5. Type a name for the message
6. Click Save
7. Close

 

How-To Open a Saved Message

1. Click Legislators on the main menu.
2. Filter your list so only those Legislators to whom you would like to send this email to are on the grid.
3. Click SendEmail, choose Legislators.
4. Click the Open icon.
5. Choose the Saved Message you want from the list on the left and click Open. (Ex. Letterhead)
6. Make any changes to the text you would like, when your letter is the way you want it. Click Send.
7. Hit (Ctrl+V) on the keyboard and then click the submit button.
8. When you get the screen that says your message was uploaded successfully, Close the window.
9. Answer Yes if your send was successful
10. Click Save
11. Type a new name. (Ex. Reception Invitation Ltr)
12. Click Save.
13. Close

 

How-To Add a Graphic Signature

If you have a graphic signature, i.e. a scanned image of a signature that you would like to include in your emails, it needs to be placed on an internet accessible server. The Soft Edge can do this for you if you send us the signature file. Then using the “absolute address” of the image you may add the file to an email.

1. You need the have the “absolute address” i.e. link, where the image is posted.
2. Put your cursor where you want the signature image to appear and click the Insert Image icon or click Insert, then choose Image on the top menu bar.
3. In the very first box of that window next to Image Source: paste the link.
4. Leave everything else blank (unless you understand it) and click the Insert Image button. This will insert a line of HTML code.
5. Click the Preview to see the signature as the recipient will.

 

How-To Filter for the Recipients of a Previous Email

1. Open State Plus.
2. Click Legislators or Grass Roots on the main menu.
3. Click Filter.
4. Click the Email Log tab.
5. If you need to use the options on the bottom to help you find the email you are looking for then you may filter for emails: within a date range, by message type, by campaign name, by subject, or by “From” name and email address. Make your choices then click the button on this tab called Apply Job Filter.
6. Look through the remaining email messages on the top and click to highlight the one(s) whose recipients you want to view/contact.
7. Click the Apply Filter button at the bottom of the window.

 

How-To Open a Previously Sent Email

1. Click Legislators on the main menu.
2. Filter your list of Legislators.
3. Click SendEmail, Legislators.
4. Click the arrow next to the Open icon and choose Sent Messages, or go to File, Open, and Sent Messages.

5.       Click on to highlight the message you want.  NOTE: This will open the message and template NOT the recipients, the recipients always come from the filtered list.

6. Make any changes to the text you would like, when your letter is the way you want it. Click Send.
7. Hit (Ctrl+V) on the keyboard and then click the Submit button.
8. When you get the screen that says your message was uploaded successfully, Close the window.
9. Answer to the next question Yes if your send was successful.
10. Close.

 

 

How-To Export a Fax List

Creating a fax list for use with Xpedite or other online broadcast fax service

1.       Start State Plus.

2.       Click on the Legislators button from the main menu. 

3.       Select the desired Legislators. Refer to the Filter section for directions on how to make your selections.

4.       Click File on the gray menu bar on top and click Save As/Export Data.  Select Mail Merge Data File, Legislators.

5.       A screen will appear asking you to save the file.  You may either save the file to the directory shown (the default directory) or change the location.  Remember where State Plus is saving the file! 

6.       In the Save as File Type change the file type to Xpedite Mail Merge (*.csv) or Xpedite FaxReach (*.csv) depending on which Xpedite Service you are using. If you are not using an Xpedite service the default Excel (*.csv) format should work perfectly well.

7.       Exit State Plus.

8.       Go to the Xpedite website, or whichever fax service or software you use.  If you do not have an account and/or login or have forgotten it you will need to contact Xpedite. Call The Soft Edge, Inc. (703-442-8353) and we will direct you to an account representative at Xpedite that can help you.

9.       Follow the directions to import the data/file that was created with State Plus, create/import your letter and send your broadcast fax.

 

How-To Print Labels

1. Start State Plus.
2. Go into the Legislators section from the main menu.
3. Filter to create a list of Legislators for labels.
4. With the desired list on the screen, click File on the gray menu bar on top.
5. Select Labels.
6. Select whether you want their Use Capitol Address or Use District Address.
7. Select Label Style from the pull down menu whose measurements are closest to your labels. Click OK.
8. This will provide a print preview of the labels before printing. This is only a preview therefore if you wish to edit them you must Save (Ex: labels.rft) and then open the file in Word
9. Click Print.  Another window will appear, allowing you to select pages as necessary as well as other options.

10.   Click Print.  The labels should be printing. 

11.   Click Close.

 

How-To Mail Merge

Create a Mail Merge Letter to Legislators

1. Start the State Plus program.
2. Click Legislators.
3. Click Filter and choose the Legislators. (Ex: Legislators, House Only) Click Apply Filter.
4. Click File, Save As/Export Data, Mail Merge Data File, Legislators.
5. Select your “Save in:” folder, give the file a name and click Save.
6. Close State Plus and open your letter in your word processing program.
7. Choose the file you just created with State Plus as your data source.
8. A standard address block and salutation for a formal letter will use the following fields:

 

Use the these fields:	For this result:
«FormalName» «CapStreet1» «CapStreet2» «CapCityStZip»   Dear «Salutation»,	The Honorable William F. Adolph Jr. Capitol Bldg. House Box 202020 Harrisburg, PA 17120-2020   Dear Representative Adolph,
OR:	For this result:
«FormalName» «DistStreet1» «DistStreet2» «DistCityStZip»   Dear «Salutation»,	The Honorable William F. Adolph Jr. 920 W Sproul Rd Springfield, PA 19064-1241   Dear Representative Adolph,

 

How-To Print Reports

1. Go into the Legislators section from the main menu.
2. Filter the information you wish to view on your screen.
3. Click File, Print.
4. Select the report you want to print:

 

8 Main Report Types

§         List of Legislators - This will print the basic Name/Address/District information

§         Legislator Detail Report – This report allows you to include basically all the information in the Legislators’ records. A form will come up that allow you to choose what information is included and what is excluded.

§         Committee Rosters – This Report is independent from the onscreen grid. It will give you options as to which Committee(s) you would like to print rosters for.

§         List Legislators by County - This Report is independent from the onscreen grid. It allows you to choose a state and print an alphabetical county listing for that state with the Legislator(s) that represent that county or part of that county.

§         Do Not Send Email Report - This Report is independent from the onscreen grid. It will give you the list of email addresses that are on your do not send list.

 

5. You will see a preview of the report.
6. Select Print.  A window will appear to select pages before printing.
7. To save your report, click the Save button.
8. Choose a location to which the report will be saved.
9. Name the report. Ex.  WI_delegation_report
10. The report will save as an .rtf file (rich text format).  This type of file can be opened in Microsoft Word as a table.
11. To return to the grid, click Close.

 

How-To Create Journal Entries

Create a Journal from Legislators Section

1.       Start State Plus.

2.       Click the Legislators button from the main menu.

3.       Highlight the Legislator you wish to make a journal entry for.

4.       Click Tools on the gray menu bar on top.

5.       And choose Make a Journal Entry, then choose For Selected Legislator or For All Listed Legislators.

6.       Type in a Subject.

7.       Choose an Entry Type.  Ex.  Phone call, Email, etc.

8.       To choose or add Contact(s). Click Select.  A new window will appear. 

a.       At the top is a dropdown box labeled “Show Names From:” with different lists of contact names. Select from the list you want and the contacts on that list will appear in the box on the bottom left.

b.       Click on a name on the left to add it to the list on the right. To add a new name that is not yet on the list, type the name in box above the list on the left and then click the Add button.

c.       You may choose to add another name. Select another name from the list by highlighting it or choose another name from another list and click Add.

d.       To remove a person from the list on the right, highlight the name in the right column and click the Remove button.

e.       Click OK. All of the names that were in the right hand list will now appear in your journal entry.

9.       Choose an Author. Either type in a name or select one from the pull down menu.

10.   Date and Time can be changed to any past or future date or time. You may choose to time phone calls by using the Timer feature or type in values (Hours: Minutes: Seconds).

11.   Record any notes or comments (text only).

12.   At the bottom of the window is a button called Categories.  When you click on this button another screen will appear.  Select a Category already listed by checking the box.  You may choose more than one.

®      You may add or remove a Category from this list by clicking on the Add/Remove Categories button on the lower right side.  Another screen will appear.  Either highlight a category you wish to remove and click the Remove button or type the name of a new Category and click the Add button. Click Ok.

13.   You may also add an attachment to the journal using the buttons at the bottom of the page.

14.   If you are networked and do not wish to share access to this Journal entry, check the Private box in the lower right corner.  Only you (and the admin) will have access to this Journal entry.

15.   Click Save. You will be returned to the list of journals.

 

Make a Journal Entry from the Legislator’s Detail Record

1.       Start State Plus.

2.       Click the Legislators button from the main menu.

3.       Double click on the Legislator you wish to make a journal entry for or click on the View Details button after highlighting the Legislator.

4.       Click on the Journal tab.

5.       Click the New button.

6.       Create your journal entry (see preceding section for details on making journal entries)

7.       Click Save.

 

How-To Add a User Defined Field (UDF) to More than One Legislator

1.       Start State Plus.

2.       Click on the Legislators button on the main menu.

3.       Filter your list of Legislators.

4.       Click Tools on the gray menu bar on top and choose Add User Defined Field.

5.       Type in a Field Name. (Ex. Reception Invitation) This is a bit like a group of three fields actually, each for a different type of data. When you create a UDF all three types are created automatically. You are not required to add values to all the fields but we suggest you add values to at least one of the fields.

®      FieldName_Text (text only)

®      FieldName_Number (numbers only, no commas, no symbols)

®      FieldName_Date (date only)

(For this Example type in “emailed” in the text field then as you receive responses you can go to each Legislator and change the Reception_Invitation_Text value to “Confirmed” or “Declined”)

6.       Click on the Step 2 tab.

7.       In the Select Names for List From: dropdown box choose Legislators Listed in Grid.

8.       Click to highlight the individual Legislators you want to have this UDF or click the Select All button.  Clicking a selected Legislator will unselect them.

9.       Click OK.

10.   A screen will appear asking, “About to Add New Fields for Selected Legislators.  Are you sure?” then click OK.

11.   Those Legislators should now have a UDF called 'Reception Invitation’ with the Text field value “emailed”, and the Number and Date field values blank.

 

Editing a User Defined Field (UDF) for Only One Legislator

1.       Start State Plus.

2.       Click on the Legislators button on the main menu.

3.       Highlight the Legislator’s name and click View Details.

4.       Click the User Defined Fields Tab.

5.       Highlight the UDF you would like to edit and click the Edit button above.

6.       You may now change the Field Name, and its Text value, Number value, and/or Date value for this Legislator only.

7.       Click Save. The changes will appear in the grid.

 

How-To View Constituents

1.       Start State Plus.

2. Click on the Legislators button on the main menu
3. Filter for the list of Legislators you want to target for this grass roots campaign
4. Click the View Constituents button
5. The Grass Roots grid will open showing the constituents of the Legislators you filtered for that are in your database. Now you can use this listing to send a communication to those people/organizations.

 

How-To View the Constituents of One Legislator

1.       Start State Plus.

2.       Click on the Legislators button on the main menu.

3.       Highlight the Legislator’s name and click View Details.

4.       Click the Grass Roots tab, here you will see the list of your grass roots contacts that have home or work addresses in this Legislator’s district

5.       You can now email these grass roots contacts, export a mail merge data file, print labels, print reports, etc. Click File, the first six options are for communicating with the Legislator the next six are for communicating with these grass roots contacts.

 

How-To Export Data to your PDA

1.       Start State Plus

2.       Click on the Legislators button on the main menu

3.       Click File, SaveAs/Export Data, PDA or Palm Pilot Data File

4.       Click the Print Instructions button and print these more detailed instructions.

5.       Select the destination, in other words the program on your desktop that you sync your handheld device with. Outlook, Palm Desktop or Lotus.

6.       Choose which information to include in the file with the check boxes

7.       Click OK and Save the file, PDA_Legislators.csv, somewhere you will find it easily.

8.       Close State Plus

9.       Make sure that your desktop software and your handheld have identical contact data, if not then do a sync before moving on to the next step

10.   Start your desktop program

11.   Click Contacts

12.   Create a Category: Legislators. Later when you update the data you will delete all the entries for these categories and import the new data from State Plus

13.   Import the file PDA_Legislators.csb, make sure the fields are lining up correctly

14.   Now sync with your handheld so that the desktop overwrites your handheld.

 

 

 Zip/District Lookup

 

If you have an entire database of contacts that you would like matched you may be interested in our State Plus Professional Version which allows for a Grass Roots Database to be imported, matched to Legislative Districts and used to send and manage outreach to those contacts.

Or inquire about our Zip Match services. For a one time fee The Soft Edge will match all the Contacts in your database to their Legislative Districts.

 

How-To Find the Legislators that Represent an Address Based on the Zip+4

1.       Open State Plus.

2.       Click Zip/District Lookup on the main menu.

3.       Type in a 5-digit zip code.

4.       You may get a number higher than 1 in the box labeled as Possibles then more than one Legislative District falls within this zip code but it will give you the best guess district number. (This is the district that overlaps this zip code, with the highest number of registered voters.) Click OK.

5.       It will then take you to the Legislators grid showing only the two Senators and the “best guess” Congressional and Legislative Representatives.

6.       To be certain you need the zip+4 (Close and see below)

 

How-To Get the Zip+4 for any Address

1.       Open State Plus.

2.       Click Zip/District Lookup on the main menu.

3.       Click the US Post Office Zip+4 button, this will take you to the U.S. Post Office Website.

4.       Type in the complete street address and click Submit.

5.       You will get the +4 for that address. Copy the entire zip+4 and close your browser.

6.       Paste in the zip code and the +4 and Click OK.

7.       You will be back at a Legislators grid with only the Legislators that represent that address. Here you can see details about the Legislators, print labels and reports etc.

 

 

 

Grass Roots

 

How-To Import Your Membership/Employee Database

The fastest way to get started is to import an existing database.  The types of databases State Plus supports are:  ASCII comma separated/delimited, DBase 3 & 4, FoxPro 2.0 & 2.5, Access and Paradox 3.x and 4.x.  If you have an unsupported database, export your data as an ASCII Comma Delimited file.

1.       Start State Plus.

2.       Click the Grass Roots button on the main menu.

3.       Your grid will initially be empty.  Click File on the gray menu bar on top and then select Import/Update.

4.       A screen will appear asking you to choose the type of database you are importing.  Highlight your selection and click OK.  For ASCII files, before you import, check to make sure that the first record contains the field names.

5.       Browse for the file you wish to import.  Highlight the file and click Open.

6.       A screen will appear asking you to match the field list of State Plus (grid on the right) with your file fields (grid on the left).  You need to click and hold on a State Plus field and drag it over to the appropriate matching field.  Ex:  Your file's field name = Org. Name, State Plus Field List Name = Company Name

7.       If you have extra fields you wish to import into State Plus, but there isn't a matching field name, you can place them under User Defined Field.  You can use this field as many times as you wish.

8.       After you have finished matching all the fields, click the Replace Records button.  When it's finished, it will tell you that the table was imported successfully.  Click OK.

9.       Your grid should now contain all the contacts you imported. Each Grass Roots contact is automatically linked to their Legislators as constituents at the time of data entry or file import. (It will match to a 5-digit ZIP code but a 9-digit ZIP+4 is more accurate.  If you have only 5-digit zip codes contact The Soft Edge, Inc. for more information about our services to add the Zip+4.)

How-To Email an Action Alert

1.       Start State Plus.

2. Click on the Legislators button on the main menu.
3. Filter for the list of Legislators you want to target for this grass roots campaign.
4. Click the View Constituents button.
5. The Grass Roots grid will open showing the contacts in your database that are the constituents of those Legislators based on a home or a work address.
6. Click SendEmail.
7. Choose Use Preferred Mail to Address.
8. In the body of your message include that contact’s Legislator’s contact information. Use one of the Merge Fields that start [[Sen/Rep from Filter -… to be sure that you are targeting the Legislators that were in your filtered list of Legislators (In other words the contact may live and work in different districts and/or states so choosing the Legislator based on the address rather than the Legislators on the filtered list could give you the wrong results)

 

Use this field:	For this result: (Example)