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Replacing Organizations with Primary Contact

Article ID: 347
Last updated: 08 Mar, 2010

Custom Reports - Replacing Organizations with Primary Contact

See Step 3 for information on how to include your Primary Contact.

Under the Reports menu, select Custom Reports.  

The Custom Report Generator allows you to target your campaign message for increased efficiency and effectiveness. With the Custom Report Generator, you can quickly select the ideal target for fundraising, volunteer recruitment, press contact or for any other purpose.

Step 1 -- Query Builder

At the top of the page, is the Query Builder. Using Query Builder, you determine which individuals and organizations you want to include in your results. For example, you could, using the Codes Table and the Address Table, select records coded as Veteran and live in California. (For more on how database logic works, see our section called Defining Queries).

Step 2 -- Adding a Target to your Query

You have created your first search term.  Next, you need to add it to your query. By clicking on the Add to Query button below the Query Builder, you are moving your target group to the section below, under Query Details. 

To add more pieces to your query, go back to step 1.  Again, please take a look at Defining Queries to better understand how to do more complicated queries that utilize multiple targets.

Once you have added one or more targets, you can modify them by making sure the appropriate bubble (also known as a radio button) is selected.  The options selected in that query piece will populate the drop down menus in Target Builder.  You may then modify the target and commit the modifications by clicking the Update Selection button.

Clear All Query Pieces deletes the query you are working on so you may start over.

When you have selected all the targets that you wish to add to the query, move to Step 3.

Step 3 -- Adding  Query Options

Query options allow you to add preferences to your final results. 

  • Replace Organization with Primary Contact allows an Individual affiliated with an organization and set as Primary Contact to be included in a mail merge in the place of the organization.  If this option is checked, then instead of including Acme Products, 123 Main Street, Any Town, CA, 12345, your results would return Jane Doe, Acme Products, 123 Main Street, 23rd Floor, Any Town, CA 12345.  For the purposes of merging a letter, instead of Dear Acme Products, you would instead return Dear Jane....

  • Replace Organizations with All Contacts means that all of the affiliated individuals, including but not limited to the Primary Contact, will receive a piece of mail instead of the Organization.

These options have the essential function of ensuring that mail addressed to Organizations will end up directly in the hands of an Individual at that Organization. 

  • Include Inactive Records will return even records that have been made Inactive within the system.  Inactive records are not automatically included in queries for lists and labels. You must specifically select this option in order to return them within your results.

  • Include Spouses will return the spouses of all of the Individuals who match your search parameters.  For example, if you run a query of everyone who was a veteran, and John Doe was but his wife Jane was not, selecting Include Spouses will include her in the results anyway.
  • Limit Results will cap the amount of records returned in your results at random. 

Step 4 -- Selecting an Export Method
 

At the bottom, select your Export Method. First select the Type of export you would like to run. We've grouped similar reports into Report Types to make finding your desired format easier.  Next, select the specific Format you prefer.

If you select None, no report will be generated, but a count for your query will be returned.  This is useful if you want to run a quick tally. Which format do I want?

Step 5 -- Producing your Export

To produce the report you custom-built, click Submit Query. Your report should appear in a new window.

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Article ID: 347
Last updated: 08 Mar, 2010
Revision: 1
Views: 524
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