Marketing and Query Guide

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1 Marketing and Query Guide

2 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc. The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages. In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. All Blackbaud product names appearing herein are trademarks or registered trademarks of Blackbaud, Inc. All other products and company names mentioned herein are trademarks of their respective holder. PE-MarketingAndQuery-2011

3 Contents MARKETING Marketing Structure Marketing Checklist Marketing Campaigns Select Default Marketing Campaigns Marketing Channel Groups Marketing Channels Select Marketing Channels for Marketing Campaigns Add Marketing Source Scripts Restrictions Add Restrictions Scripts Add Restrictions for Clients Client Preferences Client Preference Categories Client Preference Groups Add Client Preferences Edit Preferences for Customers Event Interests Select Event Interests for Events Event Interests on Client Records Geodemographic Profiles Select Geodemographic Profiles for Customers Selection Codes QUERY Frequently Used Terms Understand Queries Understand Criteria and Operators Criteria Filters Query Building Checklist Clients Mailing Screen Criteria Tab Options Tab Results View Tab Query Results Tab Set Data Restrictions for Queries

4 Restrict User Group Access Add Criteria and Operators Edit Criteria and Operators Limit Cumulative Criteria Use Saved Queries as Templates Merge Queries Design the Query Results List Additional Query Options Add General Criteria and Information Configure Mailing Label Options Generate Reports Run Queries and View Results Send Mass Marketing Messages INDEX

5 chapter 1 Marketing Marketing Structure Marketing Checklist Marketing Campaigns Marketing Channel Groups Marketing Channels Restrictions Client Preferences Event Interests Geodemographic Profiles Selection Codes ThePatron Edge contains several tools to help you plan and implement a successful marketing plan. A good marketing plan can help you boost ticket sales by reaching a greater pool of customers and piquing interest in events. You can use the Marketing Mailing Query Builder to generate mailing lists that target customers who meet specific criteria you define. You can use marketing reports to analyze the effectiveness of your marketing mailings, campaigns, and return on investment. For more information about marketing reports, see the Reports Guide. Marketing Structure In ThePatron Edge, marketing campaigns are comprised of marketing channel groups and marketing channels. A marketing channel group is a way to group similar marketing channels together. A marketing channel is a medium or method of communication through which a customer gains information about a specific marketing campaign. Examples of a marketing channel include a newspaper advertisement or a television commercial.

6 2 CHAPTER 1 In the diagram, the overall marketing campaign is the Annual Campaign. The Annual Campaign includes three marketing channel groups: radio advertisements, newspaper advertisements, and mailing advertisements. Each marketing channel group is comprised of individual marketing channels. For example, the Newspaper and Journal Advertisements marketing channel group contains three marketing channels: a local newspaper ad, an arts journal ad, and a national newspaper ad. Marketing Checklist To create a successful marketing plan, you must complete several steps in ThePatron Edge. Use this checklist to complete the steps in the correct order. Add marketing campaigns. For steps to guide you through this process, see Marketing Campaigns on page3. Add marketing channel groups. For steps to guide you through this process, see Marketing Channel Groups on page6. Add marketing channels. For steps to guide you through this process, see Marketing Channels on page 7. Select marketing channels for marketing campaigns. For steps to guide you through this process, see Select Marketing Channels for Marketing Campaigns on page 8. Add restriction types and scripts. For steps to guide you through this process, see Restrictions on page 12.

7 MARKETING 3 Add client preferences. For steps to guide you through this process, see Client Preferences on page 16. Add event interests and associate them with specific events. For steps to guide you through this process, see Event Interests on page 21. Add geodemographic profiles. For steps to guide you through this process, see Geodemographic Profiles on page 24. Add selection codes for series. For steps to guide you through this process, see Selection Codes on page 26. Marketing Campaigns A marketing campaign is an overall objective for raising money. When a customer completes a purchase, you can monitor the campaign and channel through which he heard about your organization and its events. Add a marketing campaign 1. From the Patron Edge main menu, click Administration. 2. In the tree view on the left, expand the Administration folder and the Marketing folder. 3. Double-click Marketing Campaigns. The Marketing Campaigns screen appears. 4. Click New. The Marketing Campaigns- Add New screen appears.

8 4 CHAPTER 1 5. In the Description field, enter a description to identify the marketing campaign in the program. Make sure to enter a description that adequately describes the campaign. For example, if your organization has a special marketing campaign geared to boost attendance during the winter holidays, enter Winter Holiday Campaign. 6. To make the marketing campaign active, mark Active. 7. Click OK. You return to the Marketing Campaigns screen. Select Default Marketing Campaigns If your organization has a primary marketing campaign that solicited the majority of ticket sales, you can select that campaign as the default marketing campaign in the Company Table. When the Advertising screen appears during the sales process, the default marketing campaign you selected in the Company Table appears in the Marketing Campaign field. You can select a default marketing campaign for single ticket sales and series ticket sales. Select a default marketing campaign for single ticket sales 1. From the Patron Edge main menu, click Administration. The Administration screen appears. 2. Expand the Administration folder and the System Setup folder. 3. Double-click Company Table. The Maintain Company Table screen appears. 4. Select the General tab. 5. Next to Default Marketing Campaign, select the campaign to display by default on the Advertising screen during a single ticket sale. 6. To save your changes, click OK.

9 MARKETING 5 7. To return to the Administration screen, click Back. Select a default marketing campaign for series ticket sales 1. From the Patron Edge main menu, click Administration. The Administration screen appears. 2. Expand the Administration folder and the System Setup folder. 3. Double-click Company Table. The Maintain Company Table screen appears.

10 6 CHAPTER 1 4. Select the General tab. 5. Next to Default Subs Marketing Campaign, select the campaign to display by default on the Advertising screen during a series ticket sale. 6. To save your changes, click OK. 7. To return to the Administration screen, click Back. Marketing Channel Groups A marketing channel group is a way to group similar marketing channels together. For example, if the marketing campaign includes advertisements in multiple newspapers, you can associate each of the channels with a marketing channel group called Newspaper Ads. Add a marketing channel group 1. From the Patron Edge main menu, click Administration. 2. In the tree view on the left, expand the Administration folder and the Marketing folder.

11 MARKETING 7 3. Double-click Marketing Channel Groups. The Marketing Channel Groups screen appears. 4. Click New. The Marketing Channel Groups- Add New screen appears. 5. In the Description field, enter a description to identify the marketing channel group throughout the program. Make sure to enter a description that adequately describes the group. For example, if your organization uses newspaper advertisements to market its events, enter Newspaper Ad. 6. To make the marketing channel group active, mark Active. 7. Click Save. You return to the Marketing Channel Groups screen. Marketing Channels A marketing channel is a medium or method of communication through which a customer gains information about a specific marketing campaign. Examples of a marketing channel include a newspaper advertisement or a television commercial. Add a marketing channel 1. From the Patron Edge main menu, click Administration. 2. In the tree view on the left, expand the Administration folder and the Marketing folder.

12 8 CHAPTER 1 3. Double-click Marketing Channels. The Marketing Channels screen appears. 4. Click New. The Marketing Channels- Add New screen appears. 5. In the Groups field, select a marketing channel group, for example, Newspaper Ad. To add a new group, click New. The Groups: Add New screen appears. For more information about how to add marketing channel groups, see Add a marketing channel group on page6. 6. In the Description field, enter a description to identify the marketing channel throughout the program. Make sure to enter a description that adequately describes the marketing channel. For example, if you selected Newspaper Ad in the Groups field, enter the name of a specific newspaper in the Description field. 7. To make the marketing channel active, mark Active. 8. Click Save. You return to the Marketing Channel screen. Select Marketing Channels for Marketing Campaigns Once you add marketing campaigns, marketing channel groups, and marketing channels, you can assign specific marketing channels to specific campaigns. Select marketing channels for a marketing campaign 1. From the Patron Edge main menu, click Administration. 2. In the tree view on the left, expand the Administration folder and the Marketing folder.

13 MARKETING 9 3. Double-click Marketing Campaigns. The Marketing Campaigns screen appears. 4. In the grid, select the campaign for which to select channels and click Marketing Channels. The Marketing Channels screen appears. 5. In the grid, in the Select column, mark the checkbox next to any marketing channel to associate with the selected campaign. 6. In the Cost column, enter the total amount to spend for the selected marketing channel. 7. In the Target Revenue column, enter an estimate of the profit expected with the selected marketing channel. 8. In the Display Order column, enter a number to indicate in which order to display the selected marketing channel on the Advertising screen. 9. To save your changes, click OK. You return to the Marketing Campaigns screen.

14 10 CHAPTER 1 Add Marketing Source Scripts With a marketing source script, you can track how customers receive information about your organization and events. If you select to display the Advertising screen during the sales process, you can use a marketing source script to record the effectiveness of your marketing campaigns and channels. Add a marketing source script 1. From the Patron Edge main menu, click Administration. 2. Expand the Administration folder and the Client Tables folder. 3. Double-click Scripts. The Scripts screen appears. 4. Click New. The Scripts-Add New screen appears. 5. In the Context field, select Marketing Source. 6. In the Description field, enter the script text exactly as it will appear on the Advertising screen, for example, How did you hear about our events?. To open a larger screen in which to enter text, next to the Description field, click the Edit button. When you finish, click OK to return to the Scripts-Add New screen. 7. To make the script active, mark Active. Note: You can add only one script per context. 8. To save your changes, click OK. You return to the Scripts screen.

15 MARKETING 11 Advertising Screen On the Payment screen, you can record advertising results while you accept payments. For example, you can record how the customer heard about the event for which the payment is being made. When you access the Payment screen, in the Basket tree view, you can click Advertising in the Actions folder to access the Advertising screen. You can also configure the Advertising screen to open automatically. When you make selections here and click OK, the program saves the information in the payment record. For more information about marketing campaigns, see Marketing Campaigns on page 3. For more information about marketing channel groups, see Marketing Channel Groups on page 6. For more information about marketing channels, see Marketing Channels on page 7.

16 12 CHAPTER 1 Configure the Advertising Screen In Administration, on the Maintain Company Table screen, you can configure the Advertising screen. On the General tab, you select when to open the Advertising screen for specific events. On the Subscribers tab, you select when to open the Advertising screen for specific series. Force Advertisement Selection - To automatically open the Advertising screen for specific events, on the General tab, next to Force Advertisement Selection, select Optional. To automatically open the Advertising screen for all events, next to Force Advertisement Selection, select Force Collection. Force Door Sale Advertisement - To automatically open the Advertising screen for specific events when working in door sale mode, on the General tab, next to Force Door Sale Advertisement, select Optional. To automatically open the Advertising screen for all events when working in door sale mode, next to Force Door Sale Advertisement, select Force Collection. Force Subs Advertisement Selection - To automatically open the Advertising screen for specific series, on the Subscribers tab, next to Force Subs Advertisement Selection, select Optional. To automatically open the Advertising screen for all series, next to Force Subs Advertisement Selection, select Force Collection. Restrictions Restrictions are methods of communication you use to contact your customers. Restrictions can include letters, phone calls, , or mailing brochures. You can create a restrictions script to record which contact methods specific customers prefer. Define restrictions 1. From the Patron Edge main menu, click Administration. 2. Expand the Administration folder and the Client Tables folder.

17 MARKETING Double-click Restrictions. The Restrictions screen appears. 4. Click New. The Restrictions-Add New screen appears. 5. In the Description field, enter a description to identify the restriction. Make sure to enter a description that adequately describes the restriction. For example, if your organization uses as a client contact method, enter . Note: If you integrate with TheRaiser s Edge, the description you enter in the Description field must be identical to the Raiser s Edge solicitation code. 6. To make the restriction active, mark Active. 7. In the Default Value field, select the default to appear when you open the Restrictions screen from the client record. You can select Not Yet Asked, Yes, or No. 8. In the Days Available(default) field, enter the number of days for which the customer s restrictions selections valid. For example, if you enter 365 in this field, and you record Samantha Andrews restrictions selections on 2/14/07, those restrictions are valid for Samantha only through 2/14/ To save your changes, click OK. You return to the Restrictions screen.

18 14 CHAPTER 1 Add Restrictions Scripts A script is a prompt for recording marketing information when you interact with customers. With marketing source scripts, you can record the effectiveness of individual marketing campaigns and channels. With restrictions scripts, you can select the methods to use when you contact a customer. The restrictions script is a standard question for ticket sales personnel to ask customers during the sales process. Add a restrictions script 1. From the Patron Edge main menu, click Administration. 2. Expand the Administration folder and the Client Tables folder. 3. Double-click Scripts. The Scripts screen appears. 4. Click New. The Scripts-Add New screen appears. 5. In the Context field, select Restrictions. 6. In the Description field, enter the script text exactly as it will appear on the Restrictions screen, for example, How may we contact you?. To open a larger screen in which to enter text, next to the Description field, click the Edit button. When you finish typing, click OK to return to the Scripts-Add New screen.

19 MARKETING To make the script active, mark Active. Note: You can add only one script per context. 8. To save your changes, click OK. You return to the Scripts screen. Add Restrictions for Clients Once you add restrictions in Administration and create a restrictions script, your ticket sellers can select the contact methods customers prefer. On a client record in CRM, you can mark Yes or No for specific restrictions to indicate the ways in which the customer prefers to be contacted. Add restrictions for a client 1. From the Patron Edge main menu, click CRM. The CRM search screen appears. 2. Open the record of the customer for which to add restrictions. 3. In the tree view on the right, expand the Client Management folder. 4. Double-click Restrictions. The Restrictions screen appears. 5. To record that the customer wants to be contacted by a specific method, next to the subject, in the Receive Mail column, click until a green check mark appears. To record that the customer does not want to be contacted by a specific method, next to the subject, in the Receive Mail column, click until a black X appears. To record that you did not ask the customer about a contact method, next to the subject, in the Receive Mail column, click until a blue question mark appears. 6. To change the default time period a response is valid, in the From Date and To Date columns, enter a new date range.

20 16 CHAPTER 1 7. To save your changes, click OK. You return to the client record. Client Preferences A client preference is a service or product your organization provides that a customer particularly likes. A client preference can be a type of event or seat, or a special need such as wheelchair assistance. When you define client preferences, you can use them when running queries. Client Preference Categories A client preference category is a type of client preference group. Client preference categories are the highest level grouping of client preferences. They are comprised of client preference groups which are themselves comprised of client preferences. Add a client preference category 1. From the Patron Edge main menu, click Administration. 2. Expand the Administration folder and the Client Tables folder. 3. Double-click Client Pref Categories. The Client Pref Categories screen appears. 4. Click New. The Client Pref Categories-Add New screen appears. 5. In the Description field, enter a description to identify the client preference category. Make sure to use a description that adequately describes the category.

21 MARKETING To make the client preference category active, mark Active. 7. To save your changes, click OK. You return to the Client Pref Categories screen. Client Preference Groups A client preference group is a type of client preference. Client preference categories are the highest level grouping of client preferences. Once you define client preference categories, you can define client preference groups to break down the data for a specific client preference group category. Add a client preference group 1. From the Patron Edge main menu, click Administration. 2. Expand the Administration folder and the Client Tables folder. 3. Double-click Client Pref Groups. The Client Pref Groups screen appears. 4. Click New. The Client Pref Groups-Add New screen appears. 5. In the Description field, enter a description to identify the client preference group throughout the program. Make sure to use a description that adequately describes the group. 6. In the Category field, select the client preference category to which the client preference group belongs.

22 18 CHAPTER 1 To add a new client preference category, click New. The Client Pref Categories-Add New screen appears. For more information about how to add a new client preference category, see Client Preference Categories on page To make the client preference group active, mark Active. 8. To save your changes, click OK. You return to the Client Pref Groups screen. Add Client Preferences Once you define client preference categories and client preference groups, you can define client preferences and add them to categories and groups. You use the Client Preferences screen in Administration to create new client preferences. Add a client preference 1. From the Patron Edge main menu, click Administration. 2. Expand the Administration folder and the Client Tables folder. 3. Double-click Client Prefs. The Client Prefs screen appears.

23 MARKETING Click New. The Client Prefs-Add New screen appears. 5. In the Groups field, select the preference group of which the new preference is a part. 6. In the Description field, enter a description to identify the client preference throughout the program. Make sure to use a description that adequately describes the preference. 7. To display a remark about the preference on the upper right corner of a client record, mark Yes next to Include Remark. a. In the Remark Description field, enter a comment about the preference. Enter the text exactly as it will appear on the client record. b. In the Remark Order field, enter the order in which the remark should appear on the client record. 8. To make the client preference group active, mark Active. If you mark Yes: 9. To make the client preference active, mark Active. 10. To grant permission for the client preference to a selected organization unit only, in the Organization Unit field, select the organization unit for which to grant permission. Note: An organization unit is an organization or department that shares a database with another organization or department. To increase flexibility of allowing or denying user access to records in ThePatron Edge, you can use the organization unit as a restriction level. By defining access on the organization unit level, multiple organizations can work in the same database with access only to their own records. 11. To save your changes, click OK. You return to the Client Pref Groups screen.

24 20 CHAPTER 1 Edit Preferences for Customers After you add client preference categories, groups, and individual preferences, you can assign those preferences to specific customers based on the preferences the customer expresses. Edit preferences for a customer 1. From the Patron Edge main menu, click CRM. The CRM search screen appears. Note: Customers can also select preferences through The Patron Edge Online. 2. Open the record of the customer for which to edit preferences. 3. In the tree view on the right, expand the Preferences folder.

25 MARKETING Double-click Edit Preferences. The Edit Preferences screen appears. 5. In the Select column, mark the checkboxes next to the preferences to associate with the selected customer. 6. Click OK. You return to the client record. If an active remark is associated with the preference, it appears in the upper right corner of the client record. 7. To exit the client record, click Back. You return to the CRM Search screen. Event Interests An event interest is a category or genre you can assign to an event to use for marketing purposes. When a customer purchases tickets for an event with event interests, the program records the interest on the client record as part of the transaction. You can then run a query of customers purchasing tickets of a specific event interest or filter by event interest when you run a Sales Profile report. To include event interests in a query, expand the Sales folder on the Criteria tab of the Clients Mailing screen. In the Interests field, you can select an event interest to include in the query.

26 22 CHAPTER 1 Add an event interest 1. From the Patron Edge main menu, click Administration. 2. Expand the Administration folder and the Events folder. 3. Double-click Event Interests. The Event Interests screen appears. 4. Click New. The Event Interests-Add New screen appears. 5. In the Description field, enter a description to identify the event interest throughout the program. Make sure to use a description that adequately describes the event interest. 6. To make the event interest active, mark Active. 7. To save your changes, click OK. You return to the Event Interests screen. Select Event Interests for Events Once you define event interests in Administration, you can link them to specific events. When you assign event interests to an event, any customer who purchases tickets for the event appears in the results when you run a query on the event interest. Select event interests for specific events 1. From the Patron Edge main menu, click Administration. 2. Expand the Administration folder and the Events folder.

27 MARKETING Double-click Events. The Events screen appears. 4. In the grid, select the event for which to select event interests. On the toolbar, click the down arrow. A menu appears. 5. From the menu, select Event Interests. The Event Interests screen appears. 6. In the grid, in the Select column, mark the checkbox next to event interests to associate with the selected event. 7. To save your changes, click OK. You return to the Events screen.

28 24 CHAPTER 1 Event Interests on Client Records ThePatron Edge records event interests on the Booking tab of client records. To view event interests for an event for which a customer purchased tickets, select the Booking tab. The Interests column displays the first event interest associated with the purchased tickets. Geodemographic Profiles A geodemographic profile is a market segment that uses age, gender, social class, and geographic location to target specific portions of the population based on the interests and preferences attributed to that segment. When you create geodemographic profiles in Administration, you can run a query for a specific profile and send a special mailing to the constituents in the selected market segment. Add a geodemographic profile 1. From the Patron Edge main menu, click Administration. 2. Expand the Administration folder and the Client Tables folder. 3. Double-click Geodemographic Profile. The Geodemographic Profile screen appears.

29 MARKETING Click New. The Geodemographic Profile- Add New screen appears. 5. In the Description field, enter a description to identify the geodemographic profile throughout the program. Make sure to use a description that adequately describes the profile. 6. To save your change, click OK. You return to the Geodemographic Profile screen. Select Geodemographic Profiles for Customers Once you define geodemographic profiles in Administration, you can assign geodemographic profiles to specific customers in CRM. Once you assign geodemographic profiles to customers, you can use the Marketing Mailing screen to run a query of all customers of a specific geodemographic profile. Select a geodemographic profile for a customer 1. From the Patron Edge main menu, click CRM. The CRM search screen appears. 2. Search for and locate the client record for whom to add a geodemographic profile. 3. In the frame above the tabs, click Edit. The Record Details screen appears.

30 26 CHAPTER 1 4. In the Geodemographic field, select the profile to which the customer belongs. 5. To save your changes, click OK. You return to the client record. Selection Codes You can use selection codes to help you group series or memberships. Think of a selection code as an additional piece of information to help you better group and maintain information. To use selection codes, use the Enable use Programs Selection Code setting on the Subscribers Tab of the Company Table to display or hide Selection on the Add Series screen in CRM. When Selection is enabled, you can associate selection codes with memberships. When you run a query, you can use selection codes to search for customers who purchased series and memberships. For more information about selection codes, see the Series chapter of the Event Setup Guide.

31 chapter 2 Query Frequently Used Terms Understand Queries Understand Criteria and Operators Criteria Filters Query Building Checklist Clients Mailing Screen Set Data Restrictions for Queries Add Criteria and Operators Edit Criteria and Operators Limit Cumulative Criteria Use Saved Queries as Templates Merge Queries Design the Query Results List Additional Query Options Run Queries and View Results Send Mass Marketing Messages With the Query Builder grid accessed through the Clients Mailing screen in Administration, you can generate a specific customer list using a custom query created from a wide range of client record criteria. After creating and running a query, you can save results in several file types and formats, print a report, or use the results to print mailing labels. The Query Builder grid is a useful marketing tool that can help you organize a successful customer mailing. For a checklist of recommended steps to follow when creating a customer mailing, see Query Building Checklist on page 30.

32 28 CHAPTER 2 Frequently Used Terms To use queries correctly, you must have a basic understanding of the different terms used to describe parts of the query process. Criteria - A criterion is used to select records, specify the fields to view in query results, and designate the order in which to sort query results. Regular criteria rely on specific customer information. Cumulative criteria rely on accumulated customer information, for example, the number of tickets a particular customer has purchased. Conjunction - In a query, the And operator combines criteria with conjunction, meaning that records must meet both criteria to be included in the query results. Disjunction - In a query, the Or operator combines criteria with disjunction, meaning that records meeting any of the criteria are included in the query results. Operator - A criteria operator is a set of criteria each record must meet in order to be included in query results. An operator is the command that opens a subquery. Use And to indicate that data must meet the initial criteria and this condition to be included in the query. Use Or to indicate that data can meet either the initial criteria or this condition to be included in the query. Output column - In a query, an output column determines the information that appears on the query results. Query - A query is the means by which you flag, group, and list selected records from the database. A query is a combination of criteria and subqueries, which, when broken down, are also combinations of criteria and subqueries. Sort column - A sort column determines the order in which records appear in query results. You can sort in ascending or descending order. Subquery - A subquery is a combination of criteria and queries combined with additional criteria to form a new query. Adding subqueries to criteria helps filter the records queried and produce a more specific list of client records. Understand Queries Query, as the name implies, is a way of asking questions of your database. With the Query Builder, you can select, group, and list records that meet a set of conditions you define. Queries are used in ThePatron Edge to limit the scope of a task to a group of selected records. For example, you can use a query to group all constituents in your database who have purchased series tickets in the past year. When you create a query, you define the records to include. To create a query, you must establish criteria or conditions a record must satisfy in order to be included in the query. The program then locates and lists specific records based on this criteria. With queries, you perform two tasks. First, you segment your database based on criteria you define. Secondly, a query groups records for quick reference and use in other areas. For example, you can create a query of all constituents who donated $100 to your organization s Annual Campaign and then create mailing labels for this group.

33 QUERY 29 Use queries to group certain records in your database based on criteria you define. Then, ask the program to display specific information about the records to check the accuracy of your query. For example, you create a campaign query for your organization. This query contains information for campaigns currently receiving donations. For the query results, you want to list the name of the campaign and the campaign goal. By selecting output columns for query results, your query not only groups the records based on criteria you specify, but also provides information to check the query. You can assign a sorting order to output columns. Query is very versatile. You can create, edit, and delete queries. In addition, you have the option of merging two queries to create a third. You can use customizing capabilities to create templates for the queries you run most frequently, customize the format of the results, and export the information on the Results tab to a word processing or spreadsheet program. Understand Criteria and Operators A query is a combination of criteria and subqueries which, when broken down, are combinations of criteria and subqueries. Each subquery generates a list of customers who meet all selected criteria for that subquery. Customer lists produced by subqueries are then combined by conjunction or disjunction, according to the operator used to combine them. An operator is the command that opens a subquery. AND is an operator and uses conjunction to combine customer lists; OR uses disjunction. Visually, the operator is one level above the criteria to which it refers. Two criteria are considered to be on the same level if they share the same operator. And - You can use the And operator between criteria fields to indicate that records must meet both criteria to be selected. For example, if you use the criteria Last Name Is Equal To Smith And Client Type Is all of the following to Board Member, the program locates all constituents whose last name is Smith AND who are board members. The records selected have to meet both criteria to be included in the query. The default combining operator used in a query record is And. Or - You can use the Or operator between fields to indicate records can meet either criteria to be selected. For example, if you use the field criteria Last Name Is Equal To Smith Or Client Type Is all of the following to Board Member, the program locates all constituents whose last name is Smith OR constituents with a client type of board member. Not - To negate a criterion or subquery, in the Query Builder tree view, mark the Not checkbox next to the criterion or subquery to negate. Negating a criterion is slightly different from negating a subquery in that: A negated criterion returns all clients who do not meet that criterion, for example, all clients whose last name is not Smith. A negated subquery returns clients who were not included in the results of that subquery. Criteria Filters When you define a query, you establish a set of conditions each record must meet to be selected. You establish these requirements using the criteria fields. You can select from many different criteria filters to narrow your queries, but not all of them are appropriate for every field. Is Less Than - When you select Is Less Than as your criteria filter, you limit the records selected to those with an entry less than the value you define. Is At Most - When you select Is At Most as your criteria filter, any records selected cannot exceed the entry you define. This criteria filter is exclusive.

34 30 CHAPTER 2 Is Not Equal To - When you select Is Not Equal To as your criteria filter, the records selected for your query must not match the entry you define. Is Equal To - When you select Is Equal To as your criteria filter, the records selected in your query must have the exact entry you define. Is Greater Than - When you select Is Greater Than as your criteria filter, the records selected must have a value greater than the one you define. Is At Least - When you select Is At Least as your criteria filter, any records selected must be equal to or greater than the entry you define. Is Between - When you select Is Between as your criteria filter, the records selected must fall within the range you define. This criteria filter is inclusive. Is During - When you select Is During as your criteria filter, the records selected must fall within the time period you define. This criteria filter is inclusive. Is Not Between - When you select Is Not Between as your criteria filter, the records selected must not fall within the range you specify. This criteria filter is exclusive. Is At Least One of - When you select Is At Least One of as your criteria filter, any records selected must have at least one of the entries you define. This criteria filter acts as an or operator between the entries you select. Is all of the following - When you select Is all of the following as your criteria filter, any records selected must have all of the entries you define. This criteria filter acts as an and operator between the entries you select. Is - When you select Is as your criteria filter, the records selected for your query must match the selection you mark. Query Building Checklist Before sending mailings to your organization s customers, you can build queries to limit mailing lists according to criteria you define. Criteria can include country, city, preferences, mailing history, and geodemographic profile. To build a successful query, it is important to follow specific steps. Step 1: Set data restrictions for queries. Use this if your organization has specific guidelines for accessing client information. Step 2: Construct the Query Builder tree view by adding criteria and operators. Step 3: Design the query results list. Step 4: Configure additional query options. Step 5: Run the query and view results. When building a query, we recommend you keep in mind: To perform the query, the program checks each criterion and output field against one or more database tables. Because criteria from the same group are checked against the same tables, fewer criteria groups require database checks, and they require them less frequently. Cumulative criteria and output fields require extra database computation. Negated subqueries and criteria generally take longer to process than positive queries. In general, the more complex the query, the longer it takes to complete.

35 QUERY 31 Clients Mailing Screen By expanding the Marketing folder and double-clicking Marketing Mailing in Administration, you access the Clients Mailing Screen. The Clients Mailing screen contains the Query Builder grid and tabs so you can enter query criteria, change query options, and view query results. The Query Builder grid displays the queries you create in a tree view structure. For example, to view the components of a subquery, you would expand the plus sign next to the operator that combines them. In the Query Builder tree view, you can use the checkboxes in the Not column to negate criteria and subqueries. Criteria Tab The Criteria tab is where you select the information to build a query. Available criteria appear as folders on the left of the tab. Click a folder to display on the right, all available criteria for that criteria group. In each folder, you can select one or multiple criteria, and can limit results by selecting a qualifier, for example Is At Least One, from the drop-down for each criterion.

36 32 CHAPTER 2 There are two types of criteria: regular criteria, which rely on specific customer information, and cumulative criteria, which rely on accumulated customer information, for example, the number of tickets a particular customer has purchased. Country Criteria With Country criteria, you can include customers who live in specific countries. Mark the checkboxes next to the countries to include in the query. You can select one or multiple countries. You define countries in Administration/Parameters/Countries.

37 QUERY 33 Client Remarks Criteria With Client Remarks criteria, you can include customers with remarks on their client records. A remark is a way to capture specific information about a customer. Client remark types can include special requests or recommendations the customer makes, or notes containing information your organization needs to remember about the customer. You define remark types in Administration/Client Tables/Remark Types. The table explains the items on this screen. Screen Item Remark Types Status Popup From Date Description Remark types the types of customer information you track on a client record. Remark types can include special requests or recommendations the customer makes. Use this field to include customers with a specific remark type on their records. You define remark types in Administration/Client Tables/Remark Types. Use this field to include customers with a remark type of a specific status on their records. Remark type statuses can be Active or Not Active. Use this field to include customers with popup remark types on their records. Popup remark types are remarks that appear in the upper right corner of the client record each time you access the record. You can select to include customers with active or inactive popup remarks. Use these fields to include customers by the date on which a remark was added to their records.

38 34 CHAPTER 2 City Criteria With City criteria, you can include customers who live in specific cities. Mark the checkboxes next to the cities to include in the query. You can select one or multiple cities. You define cities in Administration/Parameters/Cities/Localities. Series Criteria With Series criteria, you can include customers who purchased tickets for a specific series. A series is a bundling of several events together. Series can be pick series, fixed series, or flex series. You define series in Administration/Series/Series. For more information about series ticket sales, see the Series Chapter of the Event Setup Guide. The table explains the items on this screen. Screen Item Season Schemes Description Use this field to include customers who purchased tickets for a specific season. A season is the time period during which events occur. You define seasons in Administration/Series/Seasons. Use this field to include customers who purchased tickets for a series within a specific scheme. A scheme is a way to manage the formats of series and memberships. You define schemes in Administration/Series/Schemes.

39 QUERY 35 Screen Item Series Series Price Types Status Selection Codes Renewal Status Entry Date Organization Number of Events Bonus Tickets Description Use this field to include customers who purchased tickets for a specific series. A series is a bundling of several events together. Series can be pick series, fixed series, or flex series. You define series in Administration/Series. Use this field to include customers who purchased tickets for a series within a specific series price type. You define series price types in Administration/Series/Series Price Types. Use this field to include customers whose series tickets are of a specific status. Status can be Active, Reserved, or Canceled. Use this field to include customers who purchased a tickets for a series with a specific selection code. Selection codes help you group series and memberships. You define selection codes in Administration/Series/Selection Codes. Use this field to include customers whose series tickets are of a specific renewal status. Renewal status can be Current, Notified, Unrenewed, Renewed, or Not Interested. Use this field to include customers by the date on which they purchased series tickets. Use this field to include customers who purchased tickets for a series created by a specific organization unit. You can include one or multiple organization units in a query. Use this field to include customers who purchased tickets to a specific number of events within the series. Use this field to include customers who purchased a specific number of bonus tickets for a series. Marketing Campaigns Use this field to include customers who purchased tickets for a series associated with a specific marketing campaign or campaigns. Marketing Channels Use this field to include customers who purchased tickets for a series associated with a specific marketing channel or channels. Printed Use this field to filter by the print status of series.

40 36 CHAPTER 2 Memberships Criteria With Memberships criteria, you can include customers who purchased a membership. Memberships are valid for a specific period of time, after which they can be renewed. You define memberships in Administration/Series/Memberships. For more information about memberships, see the Membership Guide. The table explains the items on this screen. Screen Item Description Schemes Use this field to include customers who purchased memberships for a specific scheme. You define schemes in Administration/Series/Schemes. Membership Use this field to include customers who purchased a specific membership. Series Price Types Use this field to include customers who purchased a specific membership level. You define series price types in Administration/Series/Series Price Types. Status Use this field to include customers whose membership is of a specific status. Status can be Active, Reserved, or Canceled. Selection Codes Use this field to include customers who purchased a membership with a specific selection code. Selection codes help you group series and memberships. You define selection codes in Administration/Series/Selection Codes. Renewal Status Use this field to include customers whose membership is of a specific renewal status. Renewal status can be Current, Notified, Unrenewed, Renewed, or Not Interested. Entry Date Use this field to include customers by the date on which they purchased a membership. Expiration Date Use this field to include customers by the date on which their memberships expire. Marketing Campaigns Use this field to include customers who purchased a membership associated with a specific marketing campaign or campaigns. Marketing Channels Use this field to include customers who purchased a membership associated with a specific marketing channel or channels. Printed Use this field to filter by the print status of memberships. Total purchase amount Use this field to include customers who purchased a membership by the total amount of the purchase that included the membership.

41 QUERY 37 Donations Criteria With Donations criteria, you can include customers who made a donation to your organization. You can search by donations associated with a specific solicitor, fund, appeal, value, and more. You define donations in Administration/Donations. The table explains the items on this screen. Screen Item Organization Transaction Date Type Total Value Donation Solicitors Donation Fund Donation Appeal Merchandise Criteria Description Use this field to include customers who made a donation to a specific organization unit. Use this field to include customers who made a donation on a specific transaction date. Use this field to include customers who made a donation of a specific revenue type, for example, a cash gift or a gift-in-kind. Use this field to include customers who made a donation of a specific value. You can use the fields to certain by a specific value range of donations. Use this field to include customers whose donation was credited to a specific solicitor. Use this field to include customers who made a donation to a specific fund. Use this field to include customers who made a donation for a specific appeal. With Merchandise criteria, you can include customers who purchased merchandise from your organization. You can search by specific merchandise items, sale dates, quantity, total price, and status. You define merchandise in Administration/Parameters/Merchandise Items.

42 38 CHAPTER 2 The table explains the items on this screen. Screen Item Item Sale Date Total Price Quantity Status Reservations Criteria Description Use this field to include customers who purchased a specific item, for example, a T-shirt or a mug. You define merchandise in Administration/Parameters/Merchandise Items. Use this field to include customers who purchased merchandise on the date you select. In the date fields, click the arrow to access a calendar and select a date or date range. Use this field to include clients by the total price of merchandise purchased. Use this field to include customers who purchased a specific quantity of the selected merchandise. Use this field to include customers whose purchased merchandise of a specific status. You can include customers who purchased merchandise and customers who returned the merchandise they purchased. With Reservations criteria, you can include customers who reserved tickets for events. You can search by the date of the event for which the customer purchased tickets, and the show, event, and show type for which the customer purchased tickets. The table explains the items on this screen. Screen Item Event Date Show Types Show Event Client Types Criteria Description Use this field to include customers who reserved tickets for an event on a specific date. In the date fields, click the arrow to access a calendar and select a date or date range. Use this field to include customers who reserved tickets for an event of a specific show type. You define show types in Administration/Events/Show Types. Use this field to include customers who reserved tickets for an event associated with a specific show. You define shows in Administration/Events/Shows. Use this field to include customers who reserved tickets for a specific event. You define events in Administration/Events/Events. With Client Types criteria, you can include customers of specific client types. A client type is a specific category of customer in the database. For example, a customer can be an alumnus, board member, or major donor. Customers can be multiple client types. You define client types in Administration/Client Tables/Client Types.

43 QUERY 39 To filter client records by the date on which their assigned client types are effective, next to Is Effective, select a date. Click the arrow to access a calendar from which to select the date. Restrictions Criteria With Restrictions criteria, you can include customers who selected the contact methods they prefer. A restriction determines when and how you contact a customer. You define restrictions in Administration/Client Tables/Restrictions. For more information about how to use restrictions, see Restrictions on page 12. The table explains the items on this screen. Screen Item Restrictions Status To Date From Date Description Mark the checkboxes next to the restrictions to include in the search. Use this field to include customers with a response of Yes, No, or Not Yet Asked. Use this field to include customers by the date to which their restrictions selections are valid. Click the arrow to access a calendar and select the latest date to search. Use this field to include customers by the date from which their restrictions selections are valid. Click the arrow to access a calendar and select the earliest date to search.

44 40 CHAPTER 2 General Criteria With General criteria, you can include customers based on their general information, including last name, first name, birth date, phone number, gender, address, and the date the customer was first entered into the database. The information searched here is contained on the client record in CRM. The table explains the items on this screen. Screen Item Last Name First Name Birth Date Postcode Entry Date Phone # Organization Gender CRM Record Type Login Name Description Use this field to include all customers with the last name you enter. Use this field to include all customers with the first name you enter. Use this field to include customers whose birthday is the date or in the date range you select. In the date fields, click the arrow to access a calendar and select a date or date range. Use this field to include customers whose primary address is located within the selected ZIP code. Use this field to include customers who became constituents in the program within the selected date range. In the date fields, click the arrow to access a calendar and select a date or date range. Use this field to include customers whose phone number is within the range you specify. Use this field to include customers who are affiliated with a sponsoring organization. Use this field to include customers of a specific gender. Use this field to include customers by address. Use this field to include customers by record type in CRM, for example, all record types or individual records. Use this field to include customers by login name.

45 QUERY 41 Geodemographic Profile Criteria With Geodemographic Profile criteria, you can include customers who fit a specific geodemographic profile. A geodemographic profile is a market segment that uses age, gender, social class, and geographic location to target specific portions of the population based on the interests and preferences attributed to that segment. Mark the checkboxes next to the geodemographic profiles to include in the query. You can select one or multiple profiles. You define geodemographic profiles in Administration/Client Tables/Geodemographic Profile. Mail History Criteria With Mail History criteria, you can include customers who received mail from your organization. For example, if you sent a brochure to your customers, you can include all customers who received that brochure. You define mailing types in Administration/Client Tables/Mailing Types. To search by the date or date range the customers received the mailing, next to Delivery Date, enter a date or date range. Click the arrow to access a calendar from which to select a date. Next to Mail History, mark the checkboxes next to the mailing types to include in the query. You can select one or multiple mailing types. Preferences Criteria With Preferences criteria, you can include customers with specific preferences. Mark the checkboxes next to the preferences to include in the query. You can select one or multiple preferences. You define preferences in Administration/Client Tables/Client Prefs.

46 42 CHAPTER 2 Before you can define and query on client preferences, you must first create client preference categories and client preference groups. For more information about how to define these, see Client Preferences on page16. Quantities Criteria With Quantities criteria, you can include customers who purchased a specific quantity of tickets, completed a specific number of transactions, or purchased tickets to a specific number of events. You can search by total purchase amount. The table explains the items on this screen. Screen Item Description Number of Tickets Use these fields to include customers who purchased a specific number of tickets. To include customers within a range of the number of tickets purchased, enter a range in the fields. Number of Use these fields to include customers who completed a specific number of Transactions transactions. To include customers within a specific range of the number of transactions purchased, enter a range in the fields. Total purchase amount Use these fields to include customers whose total purchases equal a value within the range you select. Number of Events Use these fields to include customers who purchased tickets to a specific number of events. To include customers within a range of total event tickets purchased, enter a range in the fields. Number of Shows Use these fields to query customers based on the total number of individual shows for which a customer has purchased tickets.

47 QUERY 43 Sales Criteria With Sales criteria, you can include customers by their purchase history. You can use transaction information and marketing information to search. You can search by specific information about the shows and events for which the customers purchased tickets. The table explains the items on this screen. Screen Item Sale Date Event Date Sale Time Event Time Owner Show Types Show Description Use these fields to include customer who completed a sale on a specific date or within a specific date range. In the date fields, click the arrow to access a calendar and select a specific date or date range to search. Use this field to include customers who purchased tickets for an event on a specific date. In the date fields, click the arrow to access a calendar and select a date or date range. Use this field to include customers who purchased tickets during a specific time of day. For example, to include all customers who purchased tickets in the morning, enter 8:00 AM and 12:00 PM as the time range. Use this field to include customers who purchased tickets for events within a specific time range. For example, to include all customers who purchased tickets for afternoon shows, enter 12:00 and 5:00 as the time range. Use this field to search by the person responsible for the event. Use this field to include customers who purchased tickets for an event of a specific show type. You define show types in Administration/Events/Show Types. Use this field to include customers who reserved tickets for an event associated with a specific show. You define shows in Administration/Events/Shows.

48 44 CHAPTER 2 Screen Item Event Groups Event Venue Criteria Description Use this field to include customers who purchased tickets for an event associated with a specific event group. You define event groups in Administration/Events/Event Groups. Use this field to include customers who reserved tickets for a specific event. You define events in Administration/Events/Events. Marketing Campaigns Use this field to include customers who purchased tickets for an event associated with a specific marketing campaign or campaigns. Marketing Channels Use this field to include customer who purchased tickets for an event associated with a specific marketing channel or channels. Interests Use this field to include customers who purchased tickets for an event with a specific event interest assigned to it. An event interest is a category or genre you can assign to an event to use for marketing purposes. When a customer purchases tickets for an event with associated event interests, the interest is recorded on the client record as part of the transaction. You define interests in Administration/Events/Event Interests. For more information about event interests, see Event Interests on page 21. Price Types Use this field to include customers who purchased tickets for an event with a specific price type. You define price types in Administration/Pricing/Price Types. Payment Methods Use this field to include customers who completed a sale using a specific payment type, for example, Cash or Credit Card. You define payment methods in Administration/Parameters/Payment Methods. For more information about payment methods, see the Payment Guide. Ticket Type Use this field to include customers who purchased a ticket of a certain type, for example, Group Ticket or Personal Ticket. Value of Ticket Use this field to include customers by the amount of money they spent per ticket. Price Level Use this field to include customers who purchased tickets of a specific price level. You define price levels in Administration/Hall Design/Price Levels. With Venue criteria, you can include customers who purchased ticket for events in a specific venue or hall. To filter by venue, next to Venue, in the filter field, select Is At Least One of or Is all of the following to limit the customers included in the query results. Mark the checkboxes next to the venues to include in the query. You can select one or multiple venues. You define venues in Administration/System Setup/Venues.

49 QUERY 45 To filter by hall, next to Hall, select Is At Least One of or Is all of the following to limit the customers included in the query results. To select a hall, click the up arrow next to the field on the right. Mark the checkboxes next to the halls to include in the query. You can select one or multiple halls. To select all available halls, mark All. You define halls in Administration/Hall Design/Halls. Commissions Criteria With Commissions criteria, you can include customers who purchased tickets associated with specific commissions. Mark the checkboxes next to the commissions to include in the query. You can select one or multiple commissions. You define commissions in Administration/Pricing/Commissions.

50 46 CHAPTER 2 Options Tab On the Options tab, you can make selections for building and running queries. You can select general criteria, mailing types, general information, and define permissions for generating reports. For more information about how to configure the Options tab, see Additional Query Options on page 67.

51 QUERY 47 Results View Tab On the Results View tab, you can select information to appear in query results. You can use the Results View tab to arrange and sort customer information and select in what order the data appears when you print query results. For more information about how to configure the Results View tab, see Design the Query Results List on page64.

52 48 CHAPTER 2 Query Results Tab On the Query Results tab, you can view query results. The Query Results tab displays the first 200 entries from a query. When accessed through the Options tab, this view is always available, regardless of the output format you select for the query results. Set Data Restrictions for Queries Your system administrator can use several different methods to restrict features available to users running queries. For example, you can restrict users from viewing a specific criterion in one of the criteria group folders on the Criteria tab. You set restrictions in Table Definitions and Profile Maintenance in Administration. You can also limit access for specific users on several tables in the User Setup folder in Administration. For more information about how to set restrictions in Profile Maintenance, see the Profile Maintenance Guide. Set data restriction with table definitions 1. From the Patron Edge main menu, click Administration.

53 QUERY In the tree view on the left, expand the Administration folder and the System Setup folder. 3. Double-click Table Definitions. The Maintain Tables Definitions screen appears. 4. In the Table Name field, select the query area for which to restrict features, for example, Mailing Query Criteria Tabs - General. 5. Locate the feature to restrict. To disable the feature and hide it from view, in the Display column, mark No. For example, to restrict a user from viewing customers marital status, next to Marital Status, in the Display column, mark No. 6. To save your changes. click OK. A message appears, to tell you the data was updated. 7. Repeat steps 5 through 6 to remove other features from view. When you finish making changes, to exit the Maintain Tables Definitions screen, click Back. You return to Administration.

54 50 CHAPTER 2 Restrict User Group Access By restricting access in Administration, you can prevent specific user groups from accessing specific areas of the program, for example, donations or client preferences. You can block specific processes or tasks for each area, while still allowing the user group to complete other tasks. For example, you can restrict one user group from making sales but allow them to receive and enter donations. In Administration, you can define restrictions for the organization unit or user group level. You can apply full restrictions to user groups or organization units or you can apply restrictions specifically for viewing query results. Restrict access at the organization unit level 1. From the Patron Edge main menu, click Administration. 2. In the tree view on the left, expand the Administration folder and the User Setup folder. 3. Double-click User Groups. The User Groups grid appears. 4. In the grid, select the user group to restrict and click Organization Units. The Organization Units- Select the entities to be restricted grid appears. 5. In the Organization Units field above the grid, select the organization unit for which to apply restrictions, for example, art. 6. In the grid, the rows denote the data to restrict and the columns denote where and how the restriction is applied. To prohibit the selected organization unit from viewing restricted areas in queries, mark the Marketing checkbox in the rows of the data to restrict.

55 QUERY To save your changes, click OK. You return to the User Groups grid. Restrict access at the user group level Although this procedure describes how to restrict access from client types, the basic process is the same when restricting access at the user group level for other areas. 1. From the Patron Edge main menu, click Administration. 2. In the tree view on the left, expand the Administration folder and the Client Tables folder. 3. Double-click Client Types. The Client Types grid appears. 4. In the grid, select the client type for which to prohibit viewing and click User Groups. The User Groups- Select the user groups to restrict access grid appears. 5. In the grid, the rows denote the user group to restrict and the columns denote where and how the restriction is applied. To prohibit a particular user group from viewing restricted client type information in queries, mark the Marketing checkbox in the rows of the user groups to restrict. 6. To save your changes, click OK. You return to the Client Types grid.

56 52 CHAPTER 2 Add Criteria and Operators Before you can run a query, you must first add criteria and operators to use in the query. Criteria are certain characteristics by which to filter or group the customers included in the query results, and operators are the commands used to combine the criteria when running the query. For more information about criteria and operators and their role in the query structure, see Understand Queries on page28. Add criteria and operators 1. From the Patron Edge main menu, click Administration. 2. In the tree view on the left, expand the Marketing folder and double-click Marketing Mailing. The Clients Mailing screen appears. 3. Select the Criteria tab. Available criteria groups appear on the left.

57 QUERY Select a criteria group folder, for example, Country. Criteria for countries appear on the right. 5. Select the criteria to include in the query. For example, mark the checkboxes next to the countries to include. In the field above the grid, select Is At Least One of or Is all of the following.

58 54 CHAPTER 2 6. Click Add Criteria. The criterion you selected appears in the Query Builder grid. Note: To delete a criterion already included in the Query Builder tree view, click the red X on that criterion s row. 7. After you select all criteria for the group, select an operator. To combine query results by conjunction, click And, or to combine query results by disjunction, click OR. For more information about operators, see Understand Queries on page Repeat steps 5 through 7 to add subqueries. Note: You can open a saved query to use a subquery for the new query you create. For more information about how to use a saved query as a subquery, see Use Saved Queries as Templates on page To save the query, from the menu, select File, Save As. The Save As screen appears. 10. In the Name field, enter a description of the query, for example, Country_Membership_Query. 11. Click Save. You return to the Clients Mailing screen.

59 QUERY 55 Edit Criteria and Operators In the Query Builder grid, you can quickly and easily edit an individual criteria or operator. To edit an operator, double-click it. A drop-down appears so you can select a different operator. To edit a criterion, double-click it. The Edit Criteria screen appears, displaying all available fields for the selected criterion. When you finish making changes, click OK to save your changes and return to the Clients Mailing screen. Limit Cumulative Criteria When running queries, ThePatronEdge distinguishes between cumulative data such as the number of purchased tickets and non-cumulative data such as a customer name. An individual criterion is considered cumulative if it applies to cumulative data. Before you can apply cumulative criteria, ThePatronEdge computes required information for each client in the query population. The computation can include all information saved for each client, or you can place specific limitations on which information is computed. For example, you can limit the information by a date range or data type. Limit cumulative criteria Because cumulative criteria return a broad spectrum of query results, you can limit cumulative criteria. To limit cumulative criteria, select a limiting criterion and on the same level as the cumulative criterion, combine the limiting criterion with the cumulative criterion under the AND operator. 1. From the Patron Edge main menu, click Administration.

60 56 CHAPTER 2 2. In the tree view on the left, expand the Marketing folder and double-click Marketing Mailing. The Clients Mailing screen appears. 3. Open the query for which to limit criteria.

61 QUERY In the Query Builder tree view, select the cumulative criterion to limit. On the Criteria tab, select a limiting criterion to add and enter any required information. For example, to limit the Memberships criterion Entry Date Is Less Than 03/03/2006, combine it with Entry Date Is Greater Than 03/03/2005.

62 58 CHAPTER 2 5. Click Add Criteria. The limiting criteria you added appear in the Query Builder tree view. Warning: Be sure the cumulative criterion and the limiting criterion are on the same level, under the operator AND. If they are not on the same level, the limitation does not apply to the cumulative criteria. 6. Add additional criteria and run the query, or save the query for future use. 7. To exit the Clients Mailing screen, click Back. You return to Administration. Use Saved Queries as Templates Once you save a query, you can run it multiple times. You can set a saved query as the default query for a profile. This query then loads automatically when you access the Clients Mailing screen. Save a query as a template 1. From the main menu of The Patron Edge, click Administration.

63 QUERY Expand the Marketing folder and double-click Marketing Mailing. The Clients Mailing screen appears. 3. Open the query to save as a template. 4. From the menu bar, select File, Save As. The Save As screen appears. 5. In the Name field, enter a name or description for the query, for example, Country_Membership_Query.

64 60 CHAPTER 2 6. From the menu bar, select File, Set as Profile s Template. 7. To exit the Clients Mailing screen and return to Administration, click Back. The next time you open the Clients Mailing screen, the saved query will appear as a template from which to build a new query. Open a template query 1. From the main menu of The Patron Edge, click Administration.

65 QUERY Expand the Marketing folder and double-click Marketing Mailing. The Clients Mailing screen appears. 3. From the menu bar, select File, New. 4. From the submenu that appears, select Profile s Template Query. ThePatronEdge applies the query you saved as a template to the blank query. 5. To exit the Clients Mailing screen and return to Administration, click Back. Merge Queries Merging queries combines a saved query with a new query to create a third query. The records included in the final query are determined by the merging operators selected. Merging operators are simply the mechanisms that allow you to include or exclude records from your final query. Merge operators include AND and OR. For the following examples, the left circle represents the primary query containing residents of Texas. The circle on the right represents the secondary query containing alumni. The darkened areas are the records included in the resulting merged query.

66 62 CHAPTER 2 AND - When you use the merging operator AND, only records that appear in both queries are included in the final query. For this example, the merged query consists of alumni living in Texas. OR - When you use the merging operator OR, the two queries are combined to make one query without record duplication. In other words, records can appear in either query or in both. The final query contains all records found in either query, but duplicate records will not appear. For this example, the merged query consists of all alumni and all Texas residents. If John Doe is an alumni and a resident of Texas, his name appears only once in the final query. Merge queries 1. From the main menu of The Patron Edge, click Administration.

67 QUERY Expand the Marketing folder and double-click Marketing Mailing. The Clients Mailing screen appears. 3. Open the query with which to merge a saved query. For more information about creating queries, see Query Building Checklist on page 30. Note: We recommend you save queries and reuse them as is or as a template for future queries whenever possible. 4. In the Query Builder grid, select the level on which to add the saved query. To add the saved query on a lower level, select an operator. To add the saved query on the same level, select a criterion. Note: To delete a saved query from the tree view of a new query, click the red X on to the row containing the query to delete.

68 64 CHAPTER 2 5. From the menu bar, select File, Open. The Open screen appears. 6. In the tree view on the left, select the folder of the user for which to open a query. All queries the selected user created appear in the grid on the right. 7. In the grid, select the query to add and click Open. A message appears, asking if you want to save the untitled query. 8. Click Yes. The Save As screen appears. 9. In the Name field, enter a description to identify the query, for example, Merged Query. 10. Click Save. You return to the Clients Mailing screen, and the saved query appears on the level you specified. 11. To exit the Clients Mailing screen and return to Administration, click Back. Design the Query Results List Once you add criteria and operators, you can select information to include in the query results list. You can arrange and sort the information before running the query. Design a query results list 1. From the main menu of The Patron Edge, click Administration.

69 QUERY Expand the Marketing folder and double-click Marketing Mailing. The Clients Mailing screen appears. 3. Open the query for which to design the results list. Select the Results View tab.

70 66 CHAPTER 2 4. The box on the far left displays fields available for the selected query. Expand the plus sign next to the information to include in the query results. 5. To add output columns to the Output Columns box, select a column and click the right arrow. To remove individual output columns, select the column and click the left arrow. To add all output columns to the Output Columns box, click the double right arrow. To remove all output columns from the box, click the double left arrow. To arrange the output columns in a specific order, select an item and click Up to move it upward in the list or click Down to move it downward in the list.

71 QUERY To select output columns by which to sort the query results, in the Output Columns box, select a column and click the right arrow to add it to the Sort Order box. To remove individual output columns, select the column and click the left arrow. To add all columns from the Output Columns box to the Sort Order box, click the double right arrow. To remove all columns from the box, click the double left arrow. To arrange the Sort Order columns in a particular order, select an item and click Up to move it upward in the list, or click Down to move it downward in the list. Note: If you do not add columns to the Sort Order box to designate a sort order, the query automatically sorts results in ascending order according to the first item in the Output Columns box. To change a Sort Order column s internal sorting order, double-click Asc. or Desc. next to the column name and select a different orientation from the drop-down list. 7. Add additional output columns and proceed to the next step, or save the query for future use. 8. To exit the Clients Mailing screen, click Back. You return to Administration. Additional Query Options After you add criteria, operators, and subqueries, and design the query results list, you must configure additional query options. You can add general criteria and information, configure to save the query as a *.csv file, make printing selections for mailing labels, and make selections to generate a Crystal Report of query results.

72 68 CHAPTER 2 Add General Criteria and Information Before you can run a query, you must first define general criteria and information to determine details about the final output of the query results. In the General Criteria frame, you determine which clients are queried, and to which clients records the information will be saved. Below the frame, you can select to save the query results list as a *.csv file. In the General Query Info. frame, you can define restrictions by selecting which users can access query results and you can enter a name to identify the query once it is saved. Add general criteria and information 1. From the main menu of The Patron Edge, click Administration. 2. Expand the Marketing folder and double-click Marketing Mailing. The Clients Mailing screen appears.

73 QUERY Open the query for which to define general information and select the Options tab. 4. In the Send To field, you can select which clients and addresses to include when the clients included in the query results are part of a client group. To include any client who meets the criteria you specified, in the Send To field, select each client in group. When you select each client in group, the query results can include several clients from the same group, even if they have the same address. To include a single client per group per address, in the Send To field, select each address in group. When you select each address in group and several clients from the same group have the same address, the program randomly selects a client to represent the group. To include a single client per group, in the Send To field, select one client per group. When you select one client per group and several clients from the same group meet the criteria you specified, the program randomly selects a client to represent the group. 5. To include only clients whose records contain address information, mark Clients With Addresses Only. 6. To include only clients whose records contain an address, mark Clients with Only. 7. To include any client who meets the query criteria, mark Send To All Clients. 8. To limit query results by client status, mark Active to include only active clients, or mark Inactive to include only inactive clients. 9. To limit the number of records in the query results, mark Limit Number of Records to and in the field, enter the number of records to return. 10. If you mark Limit Number of Records to, to return a random selection of records fitting the criteria you entered, mark Select Records Randomly.

74 70 CHAPTER To record the query in a client s mailing history, mark Write to Client Record. 12. To save the query results as a *.csv file, mark Save to CSV file. 13. If you mark Save to CSV file, in the CSV File field, click the ellipsis button to browse to the folder in which to save the query results. To indicate the current should be saved to this folder, click OK. 14. In the Attachment field, click the ellipsis button to browse to a file whose content to include in the *.csv file. 15. To restrict access to query results, in the Accessability Status field, select: Private to grant access only to the creator of the query, Global in my profile to grant access only to users sharing the query creator s profile, or Public (All Users) to grant access to all users. 16. In Description box, enter text to appear as the query name when opening a query from the menu bar. 17. To save the query options, from the menu, select File, Save. 18. To exit the Clients Mailing screen, click Back. You return to Administration. Configure Mailing Label Options Although you can use query results for reporting, you can also use them as a marketing tool. In ThePatron Edge, you can print mailing labels when running a query. Because you can query by multiple criteria to pinpoint a specific client group, you can print mailing labels to target that specific group with a unique marketing scheme you define. You design mailing labels on the Document Designer screen in Administration. For more information about designing labels, see the Label Design chapter of the Document Design Guide. Configure options to print mailing labels 1. From the main menu of The Patron Edge, click Administration.

75 QUERY Expand the Marketing folder and double-click Marketing Mailing. The Clients Mailing screen appears. 3. Open the query for which to configure mailing label printing. Select the Options tab.

76 72 CHAPTER 2 4. In the Mailing Type field, select the type of material to send customers, for example, a promotional flyer. To add a new mailing type, click New next to the drop-down. The Mailing Specs-Add New screen appears so you can add a new mailing type. 5. To print mailing labels for each client in the query results, in the Delivery Method field, select Labels. Note: You create mailing labels through Label Design in Administration. For more information about how to create mailing labels, see the Label Design chapter. 6. If you selected Labels in the Delivery Method field, select the label design to use for the mailing labels in the Select Label field. 7. To save the query options, from the menu, select File, Save. You can now print labels when you run the query. 8. To exit the Clients Mailing screen, click Back. You return to Administration. Generate Reports When running a query, you can view a report of all clients meeting the criteria you select. ThePatron Edge uses the output fields you define on the Results View tab to create a Crystal report. Selections on the Options tab determine the layout, title, and organization of the report. Configure options to generate a Crystal report 1. From the main menu of The Patron Edge, click Administration.

77 QUERY Expand the Marketing folder and double-click Marketing Mailing. The Clients Mailing screen appears. 3. Open the query for which to generate reports. Select the Options tab.

78 74 CHAPTER 2 4. To create a report based on query results, mark Generate Report. Note: Like other PatronEdge reports, you can print this report or send it as an , or you can export it as a PDF, Excel, or simple text file. 5. To select a print orientation, in the Orientation field, mark Portrait or Landscape. Note: Due to the limited width of the report (standard letter), the final output columns may be omitted from the report. To include the most possible columns, in the Orientation field, mark Landscape. 6. The program automatically names all query reports Clients Mailing List. To include a descriptive subtitle, mark Insert comment to header and enter text in the box. 7. To group the query results in the report by a specific Output column, mark Group Report By and select the column by which to group results. 8. Save the query options. 9. To exit the Clients Mailing screen, click Back. You return to Administration. Run Queries and View Results Once you have created the query, designed the query results list, and made additional query selections, you can run the query and view results containing all customers meeting the criteria you selected. You can save or export the results in several different formats, for example, *.csv file, mailing labels, and a Crystal Report. You can also run the query and view the number of customers meeting the criteria without outputting the results. To preview the results, on the bottom of the Clients Mailing screen, click Count Records. Run a query and view results 1. From the main menu of The Patron Edge, click Administration. 2. Expand the Marketing folder and double-click Marketing Mailing. The Clients Mailing screen appears. 3. Open the query to run. 4. On the bottom of the Clients Mailing screen, click Run. 5. If you selected to generate a report, the report opens automatically in the Crystal Viewer. 6. If you selected to print mailing labels, a message appears telling you how many labels and pages will be printed, asking if you want to print them now. To print the labels, click Yes. 7. If you selected to save the query as a *.csv file, a message appears asking if you are sure you want to save the file. To save to a *.csv file, click Yes. 8. A message appears to tell you the records were saved. Click OK. The Query Results grid appears so you can view the results. Note: The Query Results grid displays only the first 200 rows of query results. 9. To exit the Clients Mailing screen, click Back. You return to Administration.

79 QUERY 75 Send Mass Marketing Messages You can create a query in Marketing Mailing and send an message to customers you select. For example, to send a press release to all customers, merge with Outlook and create the . Warning: This process should be performed by a system administrator or other individual with experience working with SQL Server Enterprise Manager. Send a mass marketing message 1. Open Microsoft Outlook. 2. From the menu, select Tools, Options. The Options screen appears. 3. Select the Preferences tab.

80 76 CHAPTER 2 4. Click Options. The Options screen appears. 5. Click Advanced Options. The Advanced Options screen appears. 6. Mark Allow comma as Address Separator. 7. On each screen, click OK. 8. Create the query. On the Results View tab, add only to the Output Columns and Sort Order boxes. For more information about how to create a query, see Query Building Checklist on page30.

81 QUERY On your keyboard, press CTRL + SHIFT + K. The SQL Statement screen appears, displaying the SQL code for the selected query. 10. Open SQL Query Analyzer. 11. Copy the SQL query code into the SQL Query Analyzer. 12. On the toolbar, in the drop-down, select your Patron Edge database. 13. To run the query, click Execute query.

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