How to deal with three additional addresee types for recognition lists?

Amy Stubbings

I'm trying to run recognition lists for our capital campaign. Everyone we've been able to confirm has a "Capital Campaign" additional addressee type. If I haven't been able to confirm them, I want to use their "Publication listing" additional addresee type. And if they don't have either one, I want to use their Primary addresee type. 


I'm running into trouble because you can only export 2 options. So when I export "Capital Campaign" or "Publication Listing" I end up with a bunch of people listed as John Smith.  John Smith doesn't have a Capital Campaign or Publication Listing Addressee so it exports only his name. Except John has a spouse, and needs to be listed as Mr. & Mrs. John Smith.  When I export "Capital Campaign or Primary" I lose that fact that Robert Hernandez needs to be listed as Bob & Mary Hernandez, not Mr. & Mrs. Robert Hernandez (which is their Primary Addressee because that's how they want their mail.) 


How do I capture this info, double check this info? Something's going to go massively wrong, but since exporting this field doesn't give you a blank field, I can't see who RE is just generating info for instead of pulling what they want. I'd really prefer it to give me Capital Campaign then Publication listing then Primary. And if it can't, give me Capital or blank, then another column where it's Publication listing then blank, and I can figure it out for myself. 


 

JoAnn Strommen

Amy,

Where are you running this list from that you only have option for 2 addressees? I haven't had this issue so need to get on same page as you.


Are you using a query of your capital campaign donors for records to include in your Export? That should prevent John Smith who has no donation from pulling.


If you are using Export, you can set for as many addressees as you want. Export them in separate columns.


I'm actually working on our annual and capital campaign listings right now. So I don't have to try to combine a publication listing and primary or another addressee format, I fill our recognition listing for every donor with (for us) 'joint informal'.  That is our 'default' format unless another is requested. I just enter when info received or monthly run a global add for records without a listing. You may want to consider that for future.


 

Jen Claudy

At my previous org, we had an Addr/Sal configured as "1" and then used Global Add to populate it on every Individual Record in the database.  In Exports, we could then choose to export a specific Salutation and if there isn't an entry of that type, to use this one.  Export multiple columns, and then merge those columns with formula in Excel to disregard the "1" and keep the one you want.  (Hope that makes sense.)  Easy to spot the "1" as an error...even without using Excel's [Find] function.

Melissa S Graves

How this works depends on how you are "exporting. Are you exporting this information from the criteria screen of a query? through mail? or through an export?