Decision Point: Should you create a stylesheet for data entry?

If one person will be entering all of your items, a stylesheet probably isn't necessary.

If you'll have a data entry team, creating a stylesheet will make their learning curve easier and ensure that your web catalog and printed materials have a consistent and desired look.

Note:  whether or not you create a stylesheet, you'll want to preview your printed materials early in the data entry process to ensure you're getting the info/look you want.

Specifics to include on your Stylesheet:

1.  Naming conventions for Items and Donors:

• How will you format couple/family donor names?   Individual donor forms have first and last name fields. Two options for how to use these fields for your couple/family donors are: first name = Smith, last name = Family;  first name = Mary and John, last name = Smith. Alternatively, you can enter these donors on the business form in a single field as straight text.
• How long (or short) should/can an Item Name be?
• When should the Donor's Name be included/excluded in the Item Name?  
• Item Name format for gift cards/gift certificates?
• Which method should be used for entering items with multiple donors?
• What about items without an actual donor?  (We recommend creating a "Friends of Your Organization" donor.)

2.  Which of the optional Item fields do you intend to use?  There are a number of fields that have no programming effect except to provide reporting/tracking ability to your team (eg.  Ready for Print, Location,  Solicitor).  Ignoring those that won't be used can significantly reduce the data entry load.

3.  Images:  

• How important are images for every item?  Will you be including them on Printed Description Sheets?  How heavily will the web catalog be utilized by the public?
• If images are not provided by the donor, what is your protocol?  Take your own photo?  Search for a copyright-free image online?

4.  How will you handle missing (but required) Fair Market Values? We recommend entering your best estimate. (Entering $0 or a placeholder number results in problematic min. bid amounts, as well as incorrect procurement and tax deductibility reporting.)

5.  Descriptions:

• How elaborate/detailed do you want item descriptions to be?  Tone/Voice?
• Formatting guidelines?  Note:  formatting is only visible online, edits will not display on printed materials.

6.  Restrictions:

• Should general expiration statements ("Expires one year from date of donation/event date") be entered as an exact date? (Text entered displays on gift certificates by default.)

7.  Gift Certificates:

• In addition to instructions for redeeming, what info should be included?