Export or Query consituent notes

Jessica Reidy

I am trying to use query or exports to retrieve all of the constituent notes from constituents from a specific region. When I use queries to retrieve this information I get many duplicates of the same note and I cannot figure out how to reduce these duplicates. In export I can pull out the information I need, however it shows up in columns and I need it in rows so that it can be imported into another database. 

 

I would like to be able to export or query constituent notes in rows without duplicates. 

JoAnn Strommen

Jessica Reidy:

I am trying to use query or exports to retrieve all of the constituent notes from constituents from a specific region. When I use queries to retrieve this information I get many duplicates of the same note and I cannot figure out how to reduce these duplicates. In export I can pull out the information I need, however it shows up in columns and I need it in rows so that it can be imported into another database. 

 

I would like to be able to export or query constituent notes in rows without duplicates. 

Query is a grouping tool - you will always get duplicates of one-to-many fields (one field with many entries).

Export will always be a row for each record.  In what format are you exporting your data?

Export your info in excel.  Once it's in excel you can convert the columns to rows.  Just click the excel help icon and ask how to convert column to row.  You should get a number of results.  This is just one: http://www.howtogeek.com/howto/12366/convert-a-row-to-a-column-in-excel-the-easy-way/  I haven't tried it but I know it can be done in excel.

 

Melissa Graves 2

Jessica Reidy:

I am trying to use query or exports to retrieve all of the constituent notes from constituents from a specific region. When I use queries to retrieve this information I get many duplicates of the same note and I cannot figure out how to reduce these duplicates. In export I can pull out the information I need, however it shows up in columns and I need it in rows so that it can be imported into another database. 

 

I would like to be able to export or query constituent notes in rows without duplicates. 

Joann is right - sounds like you are exporting the output screen from query which is not recommended.

I do not think that Joann's suggestion is what you were looking for on this. Sounds like you want the same person listed multiple times with different notes showing on different rows. That is not what Joann'e suggestion will do.

Can you better explain why you need the data in rows? It may be that you need to export from export with the columns then use that data to merge to another document (Word directory?) to get the data to appear in a way that presents the way you want.

Michael Sherman

Jessica Reidy:

I am trying to use query or exports to retrieve all of the constituent notes from constituents from a specific region. When I use queries to retrieve this information I get many duplicates of the same note and I cannot figure out how to reduce these duplicates. In export I can pull out the information I need, however it shows up in columns and I need it in rows so that it can be imported into another database. 

 

I would like to be able to export or query constituent notes in rows without duplicates. 

I agree that Query is a grouping tool but you should still be able to get what you need with query...I do but my query for notes is pretty simple. What type of query are you doing? What is your criteria? Output? Sort? My query is as follows: Criteria: Constituent Notes contain DNM OR Constituent Notes contain do not mail Output: Name, Constituent Notes, Preferred Send Mail To This Address, Inactive?, No Valid Addresses? Sort: nothing My results do not contain any duplicates. I also tested this with only the criteria of Preferred Address City Equals Naples. The results are all Notes with no duplicates.

Melissa Graves 2

Michael Sherman:
I agree that Query is a grouping tool but you should still be able to get what you need with query...I do but my query for notes is pretty simple. What type of query are you doing? What is your criteria? Output? Sort? My query is as follows: Criteria: Constituent Notes contain DNM OR Constituent Notes contain do not mail Output: Name, Constituent Notes, Preferred Send Mail To This Address, Inactive?, No Valid Addresses? Sort: nothing My results do not contain any duplicates. I also tested this with only the criteria of Preferred Address City Equals Naples. The results are all Notes with no duplicates.

There must be something necessary in the output that they need which is causing the duplication.