Exporting query data

Robin Smith bCRE

Exporting query data.

Good afternoon,

I’m trying to export a large query file of 2800 donor records (with some duplicates) by using the Export module. However, after running the file, I get a total of 600 records back - - almost a 1/3 of the list. I understand RE dedups records but 2/3 of the list seems like. Has anybody else experience this problem before? And, any advice anyone can give would be greatly appreciative.

Robin

Carolyn Moatz

If you remove the output from the query, and then run it, it should give you the actual total number of records included. Alternatively, sort the query output by name, or ID, or something else, then take a look to see how many look like duplicates.

JoAnn Strommen

You're getting less than 1/4 of your query! Wow.  Are you using constituent query and constituent export?  What is checked for your HOH processing on the Export screen?  Are the boxes checked to "Include these Constituents"? 



That's definitely a huge difference in the number of records.  Are you sure you selected the correct query.  I know some of my query names are similar and I have to be careful when selecting the query. Are you fairly sure that there is not a lot of dups in the query?  Is query sorted by name so you can get an idea on first screen how many dups you may have in a sample of records?



Just some spots to start checking...

Jen Claudy

The primary culprits that come to mind are Deceased/Inactive/NoValidAddress checkboxes, and the Head of Household option in Export.  Also, if you are using Address fields, especially Address Processing fields, in Export, there may be options there that are preventing records from exporting without a valid (Send Mail?) address or with an address that has a To date.



I would adjust the Query to a smaller number of records, run the Export, and then look to see if you can determine what records are in the Query and not the Export...and why. 



OR run the Export and export the data directly from the Query, then compare the Constituent IDs in the two resulting Excel documents to find those in the Query that are not in the Export.



OR run the Export to Excel, copy the Constituent IDs (no more than 500 at a time) and add them to the Query's Criteria as "Constituent ID Not One Of..." (scroll to the very bottom of that Not One Of window, put the cursor in the last field, do Ctrl+V to paste, and click OK...nothing will appear until you click OK).  You can do (depending on how complex your Query is to start...and you may need to do a Merge Query instead) two lines of Constituent ID criteria to get all 600 numbers in.  Then, theoretically, you'll see the remaining 2200 (less any dupes) records that are in the Query and not the Export.

Robin Smith bCRE

Thanks everyone for your response.  I really appreciate your help.

 

Rachel Slager 2

2 ways to get rid of dupes: remove all output, as output is usually the culprit. These dupes are created because query displays a new line for each and every variation of selected output which is found on the records.



Then go to Query >Tools> Query Options >Record Processing and then check the box to suppress duplicates.  This suppresses duplicates created because a record meets multiple requirements of the Criteria. 



If a record is duping because it meets multiple requests of both the Output and the Criteria, then it is actually Quadrupling, or more.