Some Org records dropped from Export

shani traum

Has anyone had this happen before:


Pull a constituent query into an export which includes mailing info, summary giving, phone, email...


6 records present in the query do not appear in the export (Not easy to spot as there were over 1500 records!)


Finally figured out what the missing records had in common...They were Org records that were pulling addresses that didn't have Send Mail check off.


BUT, included in the records that DID pull were Individual records that didn't have send mail checked off.


SO, why, when the address didn't have Send Mail checked off, did the Indiv records export but not the Org ones?


Thoughts?  Suggestions?


Thanks!

Ryan Hyde

Just making sure this isn't a simple oversight: do those six records have either "has no valid address" or "inactive" checked on the Bio1 tab?

shani traum

Nope and Nope - First thing I checked :-)


Which is why I'm so confused!

Ryan Hyde

I'm not really sure. That's odd, so hopefully someone else here has an understanding of why this would happen.


That said, you could write a global change that addresses the issue. Write a query for all org records where the preferred address doesn't have that box checked, and then just find the Preferred Address > Send Mail and make it add the check mark. Of course, this assumes that those unchecked boxes are universally a mistake and not at all useful to you. In my setup, this is a true statement, but it may not be for you.

shani traum

Thanks Ryan,


Yeah, in our world, if there are multiple addresses on the record (not the case here), we might have one with that box not marked.  But not the preferred (which these were), as we'd use a Solicit Code to note whether or not (or when) to use the address.


Ah well...

JoAnn Strommen

Am asking just because... are there other org records that are pulling? Or are they all individuals? Maybe just thinking down a bunny trail.

Marie Stark

In the export, are you using Address Processing? There are different options there depending on if you are mailing to an organization or individual.

 

shani traum

I am, and I thought of that, but shouldn't that only affect what address is pulled for a record, not whether or not a record is included?!?! Or am I misunderstanding how Address Processing works?


It's what makes sense, but then again, no.



 

Marie Stark

It also depends on what you select for "specify what happens if no addres is found", and if you have that box for Remove record if no valid address is found.

I discovered in some cases that if the box for "send mail to this address" is not checked  for the contact, it thinks there is no valid address and removes the record.