Query results not showing all email addresses

Martha Spiegel

I ran a constituent query and one of the output fields was Email Number. When I ran the query, many of the rows showed no email addresses, but when I go to that individual's record, an email does not exist. It is not marked as Inactive or anything else that I can see that would keep it from showing up in my results. 


I  tried using Export, pulling from that query, but I really need to generate an excel sheet for this project and I don't see how to do that in Export. (I'm not a real experience Export user, so forgive me if I'm missing something obvious.)


Suggestion/solutions would be appreciated!

Mark Guncheon 2

Is your query pulling via the criteria constituents with email addresses or is it pulling all constituents and then showing any emails in the Output?


 

Alan French

Do your missing emails have a different type than the ones that are being displayed? It sounds like you might be using the Email Number field under the Specific Phones node, which will only display emails with the "Email" type. If you have other email-related types (such as Email 2, Work Email etc.) then they won't show up in the query unless you go to each of the relevant types under Specific Phones and add them as additional columns. It will probably be easier to use export, otherwise you'll have to have a bunch of different columns in your query just for email addresses, you'll have duplicate lines if people have more than one email address of the same type, and it might be difficult to exclude inactive email addresses.


Export is (usually) the best way to get data out of RE. You can't preview the data within RE like you can with a query, so you won't be able to see it on the screen prior to exporting, but you should be able to send the data to Excel using the CD icon on the menu bar. It's also really easy to tick a box and exclude all inactive emails without having to try and build that into your query criteria.

Jason Van Over

@Alan French I've also got this problem. I've exported every email column I could find, all under phone numbers and no result, despite the fact that the constituent does have an email. I checked another constituent who is marked “DNC” and “Primary” like this person and their email is showing up, presumably because it's stored somewhere else. Where's the email being stored that I can't find?

JoAnn Strommen

@Jason Van Over Emails can be on relationships, individual and org, participant records. I suppose memberships if you have that module too.

Jason Van Over

@JoAnn Strommen
Thanks so much for your response! If it were in one of those other places would it be showing up on the constituent record here?

JoAnn Strommen

@Jason Van Over No, you have to deep dive in Relationships > Individuals > Phones… Do this for each type of relationship like Organization, Contacts. Even Banks if you might have it there.

Then another deep dive into Event Participants….

Jason Van Over

@JoAnn Strommen
But it is showing up on the constituent record under “email addresses” but is not showing up in my query. I think it may have miraculously started working after trying exports. I went back to the query and now “email 1” is showing everyone's email address. Not sure what I did but it's very, very, very unclear. Thanks for your help!