export

Barbra Silver

Records are being removed in the export for no apparent reason. 

JoAnn Strommen

Barbra, are you exporting while in query? Are you using the query for records using the Export function? What type of query/export? What kind of criteria are you using. If you look at query are there duplicates? Definitely need more detail to be of help.

Barbra Silver

Hi,

I am using a
simple export for a merge query. It is a query of 10k constituents.
I don’t see dupes, of course that doesn’t mean they aren’t there,
however, certain records aren’t coming through. They are definitely
in the query. They haven’t shown in the merge regardless of the
“head of household” section. They are definitely active records and
have valid addresses.

Thank you for any
assistance – we’re without a datatbase manger right
now…ugh.

Barbra
 

 

 

 

Barbra J.
Silver

Sr. Director of
Special Events & Corporate Sponsorship

School of
American Ballet

212.769.6609

 

 

JoAnn Strommen

If the records are not showing in the merged query but should be go back and look at the merge operator you chose for the query. Click the link at the bottom to see explanations. Query is your issue then - not the export.

"They haven’t shown in the merge regardless of the “head of household” section" - what HOH are you doing in a merge? Not sure we're using terminology the same way.

Melissa S Graves

Joann - I think she is using the merged query in export. I think she is telling us that the HOH processing in export is not what is causing these records to drop from the export.


SO after merging your queries you see these people in your final merged query but they then are not in the final export, correct?


What about inactive, Has No Valid Address or deceased?

Barbra Silver

Melissa Graves:

Joann - I think she is using the merged query in export. I think she is telling us that the HOH processing in export is not what is causing these records to drop from the export.


SO after merging your queries you see these people in your final merged query but they then are not in the final export, correct?


What about inactive, Has No Valid Address or deceased?

Melissa - That is exacty correct! I'm sorry if I didn't explain it well. They are active records with addresses and not deceased. One of the records not come through in the export is a current board member and another a current parent. Thank you so much.

Barbra

 

Aaron Rothberg

Hi Barbra-


It sounds like you are saying you can see the constituents you are interested in from within your query, but when you run that query through your Export those constituents disappear. I'm going to assume (hope?) you have proven this to yourself conclusively by comparing the Constituent Ids in the query and the Constituent Ids in the Export results using Vlookup or some other tool since you are talking about 10,000+ records. Just to be sure we're not chasing an error that does not exist, can you tell us how you proved to yourself constituents in the query are missing from the Export? Do you know exactly how many are missing?


Most common causes are your missing folks are Deceased, Inactive, or Lost (No Valid Address box checked) and you did not check the boxes to include them in the Export. I'm going to guess this is NOT the problem based on your statement, "They are definitely in the query...They are definitely active records and have valid addresses"


Next possibility is that you are not using Head of Household Processing "Export both constituents separately", but I'm also going to guess this is NOT the problem based on your statement, "They haven’t shown in the merge regardless of the “head of household” section".


Next possibility is that the query you know for a fact contains your constituents is a different query than the one you are running through Export. It's happened to me before when I've had two queries with very similar names. You can't see which query folder the query you have selected lives within so it's an easy mistake to make.


If none of these are the issue, I'm stumped and would love to hear the solution when you find it.


PS. If you are not sure how to compare the two lists to find out exactly who is missing, perhaps you can start with a simple count of constituents in the query and a count of constituents in the export and let us know what the delta is.

Melissa S Graves

I am with Aaron - if none of those issues are it then I am stumped as well and it is time to go to BB support. If you do it via call support they can go online with you and screenshare so they can see what you are seeing. Often that second pair of eyes helps.

Barbra Silver

Hi Aaron,

Yes to all of that! I checked the query name once but I'll do that again!

Thanks for the info everyone. I'll keep you updated.

Barbra

 

John Heizer

Barbra Silver:

 

Hi,

I am using a simple export for a merge query. It is a query of 10k constituents. I don’t see dupes, of course that doesn’t mean they aren’t there, however, certain records aren’t coming through. They are definitely in the query. They haven’t shown in the merge regardless of the “head of household” section. They are definitely active records and have valid addresses.

Thank you for any assistance – we’re without a datatbase manger right now…ugh.

Barbra  

 

 

 

 

 

Barbra J. Silver

Sr. Director of Special Events & Corporate Sponsorship

School of American Ballet

212.769.6609

 

 

 

 

One thing not mentioned yet, Merged Queries are static.  If the Merge hasn't been refreshed and saved since it was originally created then the results won't reflect current data.

Claudia Sauers

Was this export already built? If so, perhaps there are criteria in the output that have additional filters, that are causing the records to "drop off" . You can see this additional filtering by highlighting the outputs and selecting criteria .


Good luck!

Barbra Silver

Barbra Silver:

Hi Aaron,

Yes to all of that! I checked the query name once but I'll do that again!

Thanks for the info everyone. I'll keep you updated.

Barbra

 

In perfect Raiser's Edge style - I had a colleague come in and watch me run it and it worked. Neither of has any idea why. Thank you all for the advice.

 

Jill Freidmutter

Barbara, I'm glad it worked! 

Claudia: Excellent point! I had to learn this one the hard way. Now, when I create a new Appeal, I need to go into my exports to select that appeal to be included. Support confirmed that there is no way to select "All Appeals" and have the export update the appeals list in real time. I don't always remember at first, but when an expected data point is missing, this is the first place I check.

Jen Claudy

Jill,


While there is no [All Appeals] option in Export, you can Select by Query.  Set up a dynamic Appeal Query that pulls the Appeal Records you need to include in your exports.  Then in the Gift Field within Export: [Gift Criteria] > [Filters] > [Appeals: Selected:] [F7] > change the radio button at the top from [Include: Selected] to [Include: Query].  You can also use the last Filter of [Query] to filter on more than just CFA.  Saves the hassle of having to continually update Export Field Criteria.



 

Cathleen Mai

Good answer!  By the way, every Filter in Reports has the same option. I use it a lot, grouping Funds or Appeals.