Novice Question -- My RE query displays multiple email address but where are they in the constitutent record?

Andrew Prazuch

I have two related questions (see attached screenshot):  First,how do I limit a query to display a constituent record just one time, versus multiple times?  Second, where else in the constituent record are email addresses stored beyond the BIO tab?  In this example a person is showing up in my query with two email addresses, yet when I access the RE record, I only see one of the emails.


Thanks for any guidance.  Feel free to contact me directly at andrewp@kcba.org.


 

JoAnn Strommen

On the constituent record at the bottom of the phone/email area on Bio 1, click the "show inacive phones and emails" option. My guess is that where your second email lives. 


For query, sometimes you can use Tools > Query Options > Record Processing >"Suppress duplicate records" option.  For phone/addresses/gift dates etc. it will not remove duplicates. They are called 'one to many' fields.  One record can have many entries. This is why query is considered a grouping tool - group the records you want.  Then go the the Export function and for records to use select your query and output the needed fields in Export.

Andrew Prazuch

Aha!  There's the rogue email address after clicking on "show inactive."  Thank for turning on that lightbulb for me.


Re the query duplicates, I think I understand what you're saying, it's the multiple emails under the "email" field (one-to-many) that are causing the problem.  Is there a way to tell the query to just display the active and not the inactive emails?  I'm not looking to export the results at this point, actually trying to do some record updating in RE so I want to have as clear a query output on the screen as I can achieve.


Many, many thanks for the help you've already offered, JoAnn!

 

JoAnn Strommen

I was working on the same type of thing this week.  I think this is the answer I found that worked for me. This is what I found in knowledgebase 43776
https://kb.blackbaud.com/articles/Article/43776?_ga=2.119616392.1811574552.1588600722-1860906219.1579726065


In The Raiser's Edge 7.94 and higher:

1. Create a constituent query. 
2. Select on the Criteria tab: 
   • AND Phone Inactive equals No (Add this line to include only active emails.)
3. Select on the Output tab: Phones > Phone Number
4. Select the Results tab to run the query.
5. Export the query results.

Andrew Prazuch

Thank you, JoAnn, this has been very helpful.