How to display Appeals affiliated with Gifts in an Export?

Ashley Light

I want to create a spreadsheet that show donors who have donated $2500 or more in the last three years. The spreadsheet needs to show the donor's name, gift amount, gift date, and the appeal.


In Query, I am able to get this information. I created a Gift Query for Gift Amount greater than or equal to $2500 AND Gift Date in the last three years. In the output, I put Gift Amount, Gift Date, Name, and Appeal List. In the Results, I see the donor's gift and the appeal for it. The Query shows the correct appeal for the gift. I can click on the gift and see that yes, that donor donated $2500 or more for that appeal.


I am having trouble getting this information in Export. In General, I put selected records from the Query above. In Output, I said Constiutent information... Gifts Appeal, Gift Amount. When I preview the Export, it does not list the Appeal associated with the gift of $2500. It may even list an Appeal from more than three years ago. When I changed the Appeal Criteria to list only Appeals used in the last three years, this eliminated super old Appeals from being shown in the Export, but still not all of the Appeals listed were the ones associated with the gift of $2500 or more. For example, a donor may have attended an event in the last three years. Say they payed $100 to go to the event, and $2500 for an auction item at the event. The event ticket is listed as event ticket appeal. The auction item is listed as event auction appeal. In the Export, the $2500 gift amount is next to the event ticket appeal. When the donor did not pay $2500 for the event ticket.


How can I create an Export that show the correct Appeal that is affiliated with the gift?


The only way I could get it was to look at the Appeals shown in the Output of the Query, then select those Appeals in the Appeal Criteria in Export, and then manually fix the wrong ones in Excel (event ticket -> event auction). There has to be an efficianet way to do this. What am I missing? What do you do to list the correct Appeals for Gifts in an Export?

Joanne Felci 2

Ashley,

In the export, did you set the criteria for the gift to the appeal you want to include?  If not do so and that should fix your problem.

Joanne Felci 2

Joanne Felci:

Ashley,

In the export, did you set the criteria for the gift to the appeal you want to include?  If not do so and that should fix your problem.

and also on the first tab of criteria put the gift amount of 2,500 or more (that could be part of this issue as well)

Ashley Light

Hi Joanne,


Thanks for your response! As stated below, I put in the Query with Gift Amount greater than or equal to $2500. I also selected the Appeals that we have used in the last three years. The problem is that in Query, it states the correct Appeal for the $2500 gift. In Export, it lists most of the correct Appeals, but for donors who donated to multiple Appeals in that selection, it lists the wrong Appeal. As described in my example with the donor who purchased a ticket and auction item. I suppose I could remove the event ticket Appeal from the selection, but there must be a way to transfer the information from the Query to the Export. 

Alan French

You're using a gift query so I guess you're also using a gift export? I don't see any gift-related fields under Constituent Information in a gift export - are you sure you're getting the appeal information from the right place? The Appeals node under Constituent Information is not connected to the gift selected in the query, which might be why you're getting other appeals sneaking in.


Also, just to throw a spanner in the works, are you looking for people who have donated $2500 cumulatively or in a single gift? If cumulative, a constituent query may be a better choice than a gift query.

JoAnn Strommen

Ashley, query is your grouping tool to select the records your want info/data on.  Query criteria does not pull over to Export other than the "record". When you create the export you will need to set the criteria in Export for the gift amount, appeal etc again. Sort of reduntant but once you get used to it, it works well.

Ashley Light

Yes, I chose a Gift Export. In the Export I chose:

Constituent Information

     First Name

     Last Name

     Organization Name

Gifts

     Appeal

     Gift Amount

Relationships

     Individuals

     First Name

     Last Name


I am looking for any single donations in the past three years of $2500 or more. Single donations, not cumulative.

Ashley Light

In Export, I selected Gift Amount, Gift Appeal. And in the Gift Appeal Criteria, I selected all of the Appeals that we have used in the last three years. 


I understand that Query does not transfer over to Export. I'm saying that Raiser's Edge is listing the correct Appeal in the Query. How do I get it to list the correct Appeal in Export?

Joanne Felci 2

Ashley,

Since there are so many places to select criteria


Are you right clicking from the Output tab, on the name of your export and selecting criteria - which then brings up the pop up box shown below (I right clicked ont the words December Gifts to get the box to come up - that is what I meant by name of your export)




Click on Filters tab to select the appeals you are interested in

Ashley Light

To select the Criteria for the Gift, I clicked on Gift in the Output of the Export, and then on Criteria at the bottom. Filters > Appeals > Selected Appeals, and chose the Appeals used in the last three years.


When I right click on the title of the Export, Criteria is greyed out and I cannot click on it. 

Ryan Hyde

Something here doesn't quite make sense to me.


Let's confirm two things.


1.) You are definitely using a gift query to group your data

2.) You are definitely using a gift export to export your data


If both things are true, then there shouldn't be any issues. You're saying to the Export module "Here are X gifts - please hand me Y information on them." 


I feel like there's some user error here, because I've never had this problem before, and I've used query & export in exactly this way many times. The problem with user error is that if it were obvious, you'd have realized it by now, so the problem is not obvious, and it's hard to do this via forum chat. 


Anyway, just look very carefully at the query and export types and confirm that first. If that's intact, then I'm going to ask you to post a couple of screenshots of both your query criteria and both tabs of your export so we can actually see what you're seeing.

Ashley Light

Yes, I am using Gift Query and Gift Appeal. There is definitely something going wrong becuase I'm not getting the information I'm looking for.

Ryan Hyde

Okay, can you please post a screenshot of:


1.) Your gift query Criteria tab

2.) Your export General tab

3.) Your export Output tab


In case you don't know how to take and save a screenshot (ignore this if you already do):


1. Click into the window you want to take a screenshot of

2. Hold dont ALT and push the PrtScn button (usually somewhere in the upper right area of your keyboard)

3. Open up Paint (this is assuming you're using Windows)

4. Paste your print screen into Pain by right clicking in the white space in Paint and selecting "paste"

5. Save this as a new file on your desktop


Then you can add those printed screens to this thread by clicking the "Image" button on the editing tools (directly to the right of the Omega symbol, which is directly to the right of the smiley face symbol).

Christine Cooke 2

Ashley Light:

I want to create a spreadsheet that show donors who have donated $2500 or more in the last three years. The spreadsheet needs to show the donor's name, gift amount, gift date, and the appeal.


In Query, I am able to get this information. I created a Gift Query for Gift Amount greater than or equal to $2500 AND Gift Date in the last three years. In the output, I put Gift Amount, Gift Date, Name, and Appeal List. In the Results, I see the donor's gift and the appeal for it. The Query shows the correct appeal for the gift. I can click on the gift and see that yes, that donor donated $2500 or more for that appeal.


I am having trouble getting this information in Export. In General, I put selected records from the Query above. In Output, I said Constiutent information... Gifts Appeal, Gift Amount. When I preview the Export, it does not list the Appeal associated with the gift of $2500. It may even list an Appeal from more than three years ago. When I changed the Appeal Criteria to list only Appeals used in the last three years, this eliminated super old Appeals from being shown in the Export, but still not all of the Appeals listed were the ones associated with the gift of $2500 or more. For example, a donor may have attended an event in the last three years. Say they payed $100 to go to the event, and $2500 for an auction item at the event. The event ticket is listed as event ticket appeal. The auction item is listed as event auction appeal. In the Export, the $2500 gift amount is next to the event ticket appeal. When the donor did not pay $2500 for the event ticket.


How can I create an Export that show the correct Appeal that is affiliated with the gift?


The only way I could get it was to look at the Appeals shown in the Output of the Query, then select those Appeals in the Appeal Criteria in Export, and then manually fix the wrong ones in Excel (event ticket -> event auction). There has to be an efficianet way to do this. What am I missing? What do you do to list the correct Appeals for Gifts in an Export?

Sounds like you are using the wrong Appeal field, there are two sets.  You want to choose the Appeal that is within the set of Gift fields you can export, not the Appeal that has it's own separate folder outside of gifts.

Aaron Rothberg

Hi Ashley-


I doubt my comment is going to be helpful beyond assuring you that what you are trying to do is possible in RE and I just did it. I created a Gift Query with three criteria:


Gift Date is between 7/1/14 and 6/30/17

Gift Type is one of (I included everything except the two Write Off types and the three Pledge Types: Pledge, MG Pledge, Recurring Gift)

Gift Amount is greater than 2500


I saved that Gift query then created a new Gift Export. In the Export I didn't do anything funky with gift parameters in summary fields or anything else complicated, I simply added the following fields to my Export Output:


Constituent Id

Constituent Name

Gift Date

Gift Amount

Gift Type (just to be sure I wasn't getting pledges)

Appeal (from under the GIFT node, not the stand-alone APPEAL node)


I have a 100% accurate list from Export, my appeal names correctly line up with each gift, and I don't have any pledges or write offs in there.


If you find time to post screenshots like Ryan suggested, I'm sure we can figure this out together.






 

Jen Claudy

Ryan Hyde:


In case you don't know how to take and save a screenshot (ignore this if you already do):


1. Click into the window you want to take a screenshot of

2. Hold dont ALT and push the PrtScn button (usually somewhere in the upper right area of your keyboard)

3. Open up Paint (this is assuming you're using Windows)

4. Paste your print screen into Pain by right clicking in the white space in Paint and selecting "paste"

5. Save this as a new file on your desktop


Then you can add those printed screens to this thread by clicking the "Image" button on the editing tools (directly to the right of the Omega symbol, which is directly to the right of the smiley face symbol).

Or use the Windows Snipping Tool, which is much, much easier & faster!  And when you insert the image into the post, uncheck the box so it doesn't save to your Gallery.

Jeremy Freemantle

Ashley Light:

I want to create a spreadsheet that show donors who have donated $2500 or more in the last three years. The spreadsheet needs to show the donor's name, gift amount, gift date, and the appeal.

 

My approach for the query and export (+ grain of salt)

1.) Keyword in your question is "donors" so I see this as a constituent based query:

New Constituent Query


2.) Given a gift of 2500+

    Gift Amount than or equal to $2,500.00

        AND    Gift Date greater than or equal to 1/01/2014

 the export 

[-]    Constituent Information

        L    Constituent ID (ID)

        L    Name (Donor)

[-]    Gifts  [Criteria: Greater than or Equal to 1/1/2014, Start Amount 2500, Gift types All Cash, Pledge, use gift balance]

        L    Gift Date  (Date)

        L    Gift Amount (Donation)

        [-]    Appeals

                L    Description (Appeal)

Alan French

Jeremy Freemantle:

[-]    Constituent Information

        L    Constituent ID (ID)

        L    Name (Donor)

[-]    Gifts  [Criteria: Greater than or Equal to 1/1/2014, Start Amount 2500, Gift types All Cash, Pledge, use gift balance]

        L    Gift Date  (Date)

        L    Gift Amount (Donation)

        [-]    Appeals

                L    Description (Appeal)

Unrelated to the thread topic but I really like the way you've represented the query node structure here - I shall be unashamedly stealing this format to use in future