Exporting Mail Lists from Query to Excel... HELP

Lindsey Hemmerlein

Hi there, 

My foundation has the older version of RE and we do not utilize the mail feature on the database. Instead, we run queries and export to excel. We are currently in the midst of prepparing our annual appeal and need some assistance with the following: 

We have various businesses listed in constituent records with names assigned to that business. 

For instance, ABC Bank is the record and under relationships are: John Doe and John Smith... Is there a way to pull John Doe and John Smith's names out into a query if they do not have an individual constituent record? 


Also, can we change the fields on business records to end up with a primary salutaiton and addressee without having to create individual records for them? 


I have pulled a query that gets individual relationships, for each business.. but it is not entirely fluid and concise... 


Does anyone have insight? 


Thanks

JoAnn Strommen

Yes, you can pull the relationships, the address and sal/add without having to create individual records for them if you have the data on the relationship record. Query is your grouping tool to pull together the records you want. Then go to Export function, not exporting within query, to select the fields you want to export. Under Relationships > Individuals - you can choose the types of relationships you want to output.  Go to > Address and go to Addressee/Salutations. Fields there will pull primary. If you want a specific one choose > All Additional Add/Sal.


These will pull in the export on a line with the company name. If you don't want that it may require some manipulating of data.

Gina Gerhard

JoAnn - I'd just add that:

• they need to have a relationship record that is marked as CONTACT and a value for CONTACT TYPE should be chosen.
• also, you can pull them also using Address Processing on the Org tab - specify how you want the contact information to be pulled, which contact types, etc. 

JoAnn Strommen:

Yes, you can pull the relationships, the address and sal/add without having to create individual records for them if you have the data on the relationship record. Query is your grouping tool to pull together the records you want. Then go to Export function, not exporting within query, to select the fields you want to export. Under Relationships > Individuals - you can choose the types of relationships you want to output.  Go to > Address and go to Addressee/Salutations. Fields there will pull primary. If you want a specific one choose > All Additional Add/Sal.


These will pull in the export on a line with the company name. If you don't want that it may require some manipulating of data.

 

Christine Cooke 2

Lindsey Hemmerlein:

Hi there, 

My foundation has the older version of RE and we do not utilize the mail feature on the database. Instead, we run queries and export to excel. We are currently in the midst of prepparing our annual appeal and need some assistance with the following: 

We have various businesses listed in constituent records with names assigned to that business. 

For instance, ABC Bank is the record and under relationships are: John Doe and John Smith... Is there a way to pull John Doe and John Smith's names out into a query if they do not have an individual constituent record? 


Also, can we change the fields on business records to end up with a primary salutaiton and addressee without having to create individual records for them? 


I have pulled a query that gets individual relationships, for each business.. but it is not entirely fluid and concise... 


Does anyone have insight? 


Thanks

Yes you can pull the relationships without them being Constit records.  Depending how your your data is kept and if has been consistent -- but it sounds like it may not be.  You could include the Individual Relationship fields in your Export.  But it sounds like you may also want to try exporting the Contact Relationship fields also to pick up those missing names.

and yes, you can have Add/Sals on your Individ/Contact Relationships.  You can either use the default formatting and choose all the same ones from the config drop down for Add/Sals on the Add/Sal field upon export - each individ/contact record within your Org record has it's own Add/Sal fields that you can fill in, just like on Constituent records.

Madeleine Holdsworth

Lindsey Hemmerlein:

Hi there, 

My foundation has the older version of RE and we do not utilize the mail feature on the database. Instead, we run queries and export to excel. We are currently in the midst of prepparing our annual appeal and need some assistance with the following: 

We have various businesses listed in constituent records with names assigned to that business. 

For instance, ABC Bank is the record and under relationships are: John Doe and John Smith... Is there a way to pull John Doe and John Smith's names out into a query if they do not have an individual constituent record? 


Also, can we change the fields on business records to end up with a primary salutaiton and addressee without having to create individual records for them? 


I have pulled a query that gets individual relationships, for each business.. but it is not entirely fluid and concise... 


Does anyone have insight? 


Thanks

We are in the same boat; we do not use the Mail module either.  We have too many idiosyncrasies with our mass mailings.

Yes, you need to run the query and then use Export.  You can get the org relationship person each on one row, with the org name and address, but the query must be a Relationship query and the export should be an Individual Relationship export.  If you don't do it that way, what you get are the relationships all in one row with the org info, so if you have ten people they appear all in the same row as the org name and address....quite a bit of a pain to have to tinker with that in Excel.