Raiser s Edge Online User Clinic: Querying in RE7 Wednesday April 15, 2009 Blackbaud Representative: William Jankins Solutions Engineer/ Product Expert
Agenda Welcome and Introductions Blackbaud News and Updates Querying in Raiser s Edge Presentation How Blackbaud Can Help Q & A Thank You! Presenter s Name Page #2
Blackbaud News and Updates Upcoming Online User Clinics Batch Entry & PCI Compliance 5/20/2009 Action Tracks & Moves Management 6/17/2009 Reporting in The Raiser s Edge 7 7/15/2009 Homepage and Dashboards 8/19/2009 Tracking Solicitors and Appeals 9/16/2009 Importing 10/21/2009 Mail Merge 11/18/2009 Security in The Raiser's Edge 12/16/2009 Web Seminar schedule: www.blackbaud.com Events, Web Seminars Questions: please email webseminars@blackbaud.com. Presenter s Name Page #3
Blackbaud News and Updates Upcoming Web Seminars Intro to Basic Online Fundraising & Communication 5/7/2009 PaperSave for the Raiser s Edge 5/13/2009 Intro to Financial Edge for Raiser s Edge Customers 5/12/2009 Building and Managing an Interactive Website 5/5/2009 Blackbaud NetCommunity for throughout May & June Cause-Based and Service Organizations Faith-based Organizations Healthcare organizations Higher Education Institutions Web Seminar schedule: www.blackbaud.com Events, Web Seminars Questions: please email webseminars@blackbaud.com. Presenter s Name Page #4
Blackbaud News and Updates Release Information Raiser s Edge 7 Current release is 7.85 Organize queries into categories & folders! Make attributes inactive to streamline data entry! www.blackbaud.com Support > Downloads Version 7.90 PCI compliance Currently in beta early 2009 release www.blackbaud.com Company > PCI Compliance > Frequently Asked Questions Presenter s Name Page #5
Blackbaud News and Updates Upcoming Online Trainings Advanced Importing 4/29 and 5/28 (3 hours) Analytical Reporting 4/23 and 5/18 (3 hours) Donor Acknowledgement Letters and Receipts 5/7 and 5/14 (4 hours) Database Doctor 5/1 and 5/21 (3 hours) Export 5/1 and 5/11 (3 hours) Managing Solicitors 5/26 (6 hours) Planned Giving in The Raiser s Edge 7 5/7 (2 hours) Query Essentials 5/5 and 5/11 (3 hours) View the complete schedule and register at: www.blackbaud.com > Services > Training > Distance Learning Presenter s Name Page #6
Blackbaud News and Updates Classroom Training and Training Pass Get full details at: www.blackbaud.com Services, Training Presenter s Name Page #7
Blackbaud News and Updates Blackbaud OnDemand Do you need help managing technology? Keeping up with the Hardware and Software to run applications Periodic hardware purchases and upgrades, ensuring that your system will perform at peak by employing the best technology Upgrades and patches of Blackbaud and 3 rd party software ensuring you are always on the latest version Knowledgeable resources, staff, and support Implement changes when changes are needed Perform regular tasks like back-ups and upgrades Have expertise in both the application and infrastructure The right solution for Remote Access Employing the right technology that simplifies access to your data while you re in or away from your office Getting to your data when you need, and performing the right tasks and functions Focus on your mission, not the technology. Blackbaud can help you remove these responsibilities from your plate with outsourced solutions. Presenter s Name Page #8 For more information please contact your Account Manager.
Blackbaud News and Updates Internet Solutions Showcase a well-branded Web site Increase your Web presence Build an online community with supporters Accept online gifts, event registrations, and constituent updates Capitalize on multi-channel communication enewsletters Emails Message boards And more! Contact your AE for more information! Presenter s Name Page #9
Blackbaud News and Updates 3 rd Party Product Integrations AuctionMaestro Pro Plan, organize and implement all aspects of your fund-raising auctions! Host online auctions! PaperSave Provides a secure electronic storage system and audit trail for all source documents. Replace your traditional filing systems and go paperless! Seamlessly integrated with RE7 for easy document retrieval and data-entry! Contact your Account Manager today! Presenter s Name Page #10
Querying in RE7 : Creative Uses & More! Hosted by: William Jankins Solutions Engineer/ Product Expert Presenter s Name Page #11
QUERY: THE BASICS 1. What is a Query? 2. Query Options 3. Duplicates in Queries 4. Static Versus Dynamic 5. Wild Cards 6. Query Types 7. Query Favorites 8. Query Operators 9. Combining Operators 10. Parentheses 11. Merging Queries 12. Using Reports & Mail to create queries 13. Troubleshooting Reports w/ Query 14. Using Queries created in RE7 15. Understanding Filters on Summary Fields Presenter s Name Page #12
1. What is a query? A. A report? B. Another way to export data? C. A grouping of records? D. A breed of North-American tree frog? The correct answer is: C Presenter s Name Page #13
2. QUERY OPTIONS: Found in Tools, User Options, Query Tab Presenter s Name Page #14
3. DUPLICATES IN QUERY: If your query output does not include one-to-many fields, use the Suppress Duplicate Rows (from the query, select Tools, Query Options) option to minimize duplicates. Presenter s Name Page #15
4. STATIC VERSUS DYNAMIC: Static Query: snapshot in time can be refreshed Dynamic Query: always refreshes itself when accessed always has the most current data Presenter s Name Page #16
5. WILDCARDS: Question Mark (?): use the question mark symbol to replace a character. Asterisk (*): use the asterisk to replace a series of characters. Brackets ([ ]): use brackets to query for a range of characters or to locate several characters. For example, use the criteria Last Name begins with [A-C] to locate all constituent records with a last name beginning with A through C. Presenter s Name Page #17
6. QUERY TYPES: Not all queries have to be Constituent queries! Presenter s Name Page #18
7. QUERY FAVORITES: Query Fields allow you to select any field that is currently in your query. Use it to save time! Favorites remember what fields you like to query on and thus can save you a lot of time. TIP: Did you know that you can drag fields to any of the four tabs, without having to select that tab first? Presenter s Name Page #19
8. QUERY OPERATORS: Presenter s Name Page #20
Cleaning up holes in the database with the BLANK operator: Create a DYNAMIC query using the BLANK operator on a field that is missing. For example: Address Line 1 Blank. Go to the results tab and double click on a record to jump to that record. Clean up records by filling out the blank fields, then use the testing buttons to clean up the other records. If you have a large amount of records to clean, then a global change might be better. Or. Presenter s Name Page #21
Use BLANK queries to create business rules that will automatically clean up your database over time. Presenter s Name Page #22
Creative use of query operators: Zip like?????-???? Will ensure that all records have a ZIP+4. You can then get larger postal discounts if you use this query for a mailing. Zip begins with 294 will find people that live in several zip codes that begin with 294 Zip between 29400 and 31000-9999 finds all records that have a ZIP or a ZIP+4 in a geographical area. Presenter s Name Page #23
Creative use of query operators: The Ask Operator Create a new DYNAMIC query Select the field you want to query on and use the ASK operator Run any task on the basis of your new dynamic ASK query and at the time of running the task, you get to select what you want Presenter s Name Page #24
Creative use of query operators: The Ask Operator What could you do with a constituent query like this? What could you do with a gift query like this? Asking for too much? I don t think so! You can use the ASK operator multiple times. This query could give you Major Donors whose last gift was last calendar year and who asked you not to be phoned, but to be e-mailed. Presenter s Name Page #25
9. COMBINING OPERATORS: And & Or: And is very exclusive. Think of it as the Gucci operator Only people which are both smart and happy will be included. Presenter s Name Page #26 Or is very inclusive. Think of it as the K-Mart operator. Everybody is included, whether you are smart or happy or both!
10. PARENTHESES: When are they needed? Rule Number One: There have to be 3 or more rows in your query Rule Number Two: Parentheses are only needed if you are using both AND & OR in the same query No parentheses are needed in the following query because of rule 2: Presenter s Name Page #27
11. MERGING QUERIES: using AND, OR, SUB, or XOR You will get the following results if you use the merge operator: AND: People that received both a Gift and a Letter OR: Everybody that either received a Gift or a Letter SUB: People who received a Gift, minus people who received a letter XOR: People that are in either query but not in both: People that either received the Gift OR the Letter, but NOT both. Presenter s Name Page #28
What does a merged query look like? It looks like any other query, but has no Criteria tab. Select Query Options from the Tools menu to see how a merged query was formed Presenter s Name Page #29
12. REPORTS/MAIL TO CREATE QUERIES: Use reports to create queries! Presenter s Name Page #30
Other reports that can easily create meaningful queries for you: Presenter s Name Page #31
Or let Mail create a query for you! Is available in Mail functions. Start a Mail function, check this box and let Mail query for you by using the following filters: Presenter s Name Page #32
Creative use of Mail functions: Use the Reminder Mail function to create a constituent query of people who have installments due. Presenter s Name Page #33
Let Mail create a query of truncated records, then run labels again on a smaller font, using that query! Run the labels again using this query, but this time on Times New Roman at size 8! Presenter s Name Page #34
13. TROUBLESHOOTING REPORTS W/ QUERY You have created two financial reports and there is a $15,000 discrepancy between the grand totals. A clever way of figuring out what donors or gifts are causing this discrepancy, is to create output queries for both reports and then to merge these queries: Presenter s Name Page #35
14. USING OUTPUT QUERIES CREATED BY REPORTS, MAIL or MERGES Presenter s Name Page #36
Creative use of queries: Basing a query on another query Presenter s Name Page #37
15. UNDERSTANDING FILTERS ON SUMMARY FIELDS: Presenter s Name Page #38
How Blackbaud Can Help Take advantage of your Support Resources! Email resupport@blackbaud.com or call 1-800-468-8996! Additional modules: multiple module purchases and bundled training. Training Services: elearning library, Distance Learning, and Training Pass Consulting Services: Conversion and Consulting services. OnDemand: Application hosting services for Blackbaud products. For more information please contact your account manager. Presenter s Name Page #39
For more information: Questions? Contact your account manager Phone: 800-443-9441 Email: solutions@blackbaud.com??? Thank You for joining us!