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?