Crystal Report to show prospect rating category and description

Betsy Waters 2

Hello,

Since we can't export ratings' categories from the prospect tab in RE, I have to just export the source and have the categories and descriptions output with the source.  I would like to show each category and it's description on a crystal report.  When I export the source of 'WealthEngine' and the date, there are three categories that get exported.  All in different columns if exported to excel.  So, I figured I would export to .mdb and create a crystal.  I get multiple entries per person per category.  I tried a subreport but this isn't working either.  Any suggestions?


Thank you!

Betsy



 

John Heizer

Depending on how the main report is structured a subreport may or may not be needed.  What about the subreport "isn't working"?


If all you need is a Constituent Name followed by lines that have the wealth information you could group on Constituent Name (or ID) and have the details be the wealth info.  Then you wouldn't need a subreport at all.  Just make sure you're using left joins between constit info and wealth info.

James Andrews

Betsy Waters:

Hello,

Since we can't export ratings' categories from the prospect tab in RE, 

 

I'm not sure what you mean -- we can export ratings categories...

Betsy Waters 2

James Andrews:

Betsy Waters:

Hello,

Since we can't export ratings' categories from the prospect tab in RE, 

 

I'm not sure what you mean -- we can export ratings categories...

 

I can export the categories along with the source.  We have a source of WealthEngine and multiple categories that fall under that source.  We can't export each category individually, so they come out in the order they are entered in the record.  I wanted to create a crystal so that maybe I could have a formula state if it's one category, give me the description on this line.  If it's another category, put on another line, etc.  

Betsy Waters 2

Hi John,


Thank you!  Yes, that's how I have it set up now.  Just wish I could put them in the same order per record on the report.


B

Joshua Bekerman bCLO bCRE

Create three different formulas, one for each category. (if category = "WE P2G Score", then "Rating")  Then place each formula on different lines in the order you need, next to or in text boxes that have the category description.

Betsy Waters 2

Joshua Bekerman bCLO,:

Create three different formulas, one for each category. (if category = "WE P2G Score", then "Rating")  Then place each formula on different lines in the order you need, next to or in text boxes that have the category description.

Thank you for your reply, Joshua.  I have tried that but each category is going to a separate record for the same person.  In other words, Mary Smith will be on the page three times.  Each section has one of the categories.  

Molly Bouffard 2

Hey there, I am running into the exact same issue. Were you ever able to find a good solution?

Mark Guncheon 2

I am able to export the individual ratings in the order in which they appear on a record.

We use DonorSearch but have used WE in the past. Here is how we enter a rating:

Source is DonorSearch

All dates are the same, They are all imported to our records on the same date.

Category is DS categories such as DS Annual Fund Likelihood

Description is the actual rating

Notes are the DS explanations that come with each category.


We only import 8 ratings so in the export/Prospect/Ratings

I choose 8 ratings to export and pull over DonorSearch as the Source. and include Source, category, Description and Notes as the eventually columns.


Is this how you did your export?

Molly Bouffard 2

Hey Mark, thanks for replying! Yes, that's how I'd do it. The problem is that it's not consistent between columns depending on how many different ratings someone has so you end up having to do a lot of sorting and manipulation in excel. You also can't query on them without having to manually type in each rating category or description into the field . . . it's just a major PIA and time suck! Was hoping there was an automated way to report based on Category vs source. I find it strange that you can sort/query etc. on SOURCE but not on Category or description . . . it's like why have the field if you can't utilize it easily. We also have a TON of old ratings so that doesn't help, first stop is cleanup   

Mark Guncheon 2

I have a solution but you probably won't like it.

You could change the way you enter ratings on a record. For the source, use what would normally go in the category. So for us, we would have 8 individual Sources: DS PGID, DS Rating, etc. Then in your export, add a rating to export but use Source = DS PGID, skip category, include date, description note. Then, so the trick where you click on the name of your export at the top of the Output list in order to set up a new rating export column but this time use the next rating such as Source = DS Annual Fund Likelihood. Do this for the remaining ratings. This will keep them all in the same columns. Those that are missing ratings will have nothing in those columns.


I know. I know. It's a lot to change to make it work but it will work.

Molly Bouffard 2

Hey thanks so much for the thoughtful reply! I will
be sure to read more thoroughly next time I pick up the project and
try and keep you posted about what we find out. For sure it seems
like a simple question but ends up with a complicated answer, am
willing to consider all options so I really appreciate your
reply. 

m

--

Molly
Bouffard

Advancement
Services Manager

860-408-4252

mbouffard@my.ethelwalker.org

The Ethel
Walker School

230 Bushy Hill
Road

Simsbury, CT
06070

Dariel Dixon 2

I think that these exports are working as designed.  If you were importing the records into RE, each constituent would be listed once for each category. 


I'm aware that it's not optimal to type in the category names, but I think that source is using a lookup more than likely.  It would be helpful if you could have category as a lookup as well.

Betsy Waters 2

Hi Molly,


I'm so sorry I'm just seeing your question and the thread now.  No, I haven't found a solution yet.  Thank you for addressing it as well.  And thank you to everyone else's input.  I will read through the suggestions and try them.


Betsy

James Andrews

Another option: create a separate subreport for each category. In your selection formula only choose the category you want in that subreport.


Anothernother option; create a group based on the ratings category.  Use Specified Order in the group wizard to make them show up in the order you want.

Betsy Waters 2

Thank you, Andrew.  Yes, I tried a subreport but they come out in different orders.  I will try your second option using the Specified Order.


Betsy

James Andrews

Not one subreport, multiple subreports. Each subreport just selects one rating.  Then it doesn't matter what order they're in, you line up the subreports in the order you want.