Old Assigned Solicitors in Exports

Alex Bloomer

Hi! I was wondering if anyone knew a way to leave out closed relationships in an export? More specifically I am running into an issue where I'd like to look at fundraisers in my exports, but whether the relationship is current or ended 4 years ago the last assigned solicitor relationship generates. Is there a way around this so that I can just see relationships with no end dates? Thanks!

Alan French

@Alex Bloomer we got around this by changing the relationship type to “former solicitor". Not ideal but it works as you can filter by relationship type.

Karen Diener 2

@Alex Bloomer ditto what @Alan French suggests. I always recommend taking great care to use “date from” and “date to” in solicitor / fundraiser assignments as well.

If you need to export the current solicitor, as well as the most recent one, you will need two sets of solicitor data. For the first set, select the “active” solicitor type and then include solicitor name and anything else you might need. For the second set, you will need to export 2 relationships and sort by “date to” in descending order. The image below is from a sandbox:

The first relationship that exports should be the most recently assigned, assuming you have used the “date to”. You can just delete the second relationship, but RE needs two of them exported in order to sort.

Hopefully that helps. If you have not been using dates, you might need to export “date last changed” for that relationship to provide something to help figure out the last assignment.

Christine Robertson 4

@Alex Bloomer I'll echo the Solicitor Type as the most reliable way I've found to do it.

JoAnn Strommen

@Alex Bloomer Ditto as well. We were having to many pull, old - current - special fund, so several years ago we did the clean-up work to change to Primary and Former Primary etc. Has made it so much cleaner for reporting, viewing etc. Now when staff member leaves we end their assignments and change type to former.

Marie Stark

@JoAnn Strommen We do this too.

Sunshine Reinken Watson

@Alex Bloomer
I have two ways to do this without the pain of creating a “former” type.

1 - In Export - Enter today's date as the start and end date on the assigned solicitor relationship criteria in your export. You will need to update this each time you run that export.

• Note: Please let me know if you try this and it doesn't work. I only learned about this recently through an export process that was already created before I took it over, and I really would like to know if it actually works for other users/databases ?

2 - In a web view list - My favorite way to do this is a little convoluted. I find it is useful for most exports when a list of all current solicitors/fundraisers for a constituent is needed.

• Make sure your export includes the constituent IDs
• Save your final query that you export as static or create a static query from the IDs in the exported file
• Create a web view constituent list based on that static query and make sure that “Assigned to” is one of the columns
  • Export that list, and you will get a file with all of the current solicitor/fundraisers in one cell for each constituent
    • Note: You can use “text to columns” to separate the fundraisers to one per column if desired/needed.
  • Match up with the original export using the IDs to add the solicitor/fundraiser column

Daniel R. Snyder

@Alex Bloomer Lots of great answers here and buried in there is a real gem of a tip from @Karen Diener when she wrote that

“you will need to export 2 relationships and sort by “date to” in descending order. The first relationship that exports should be the most recently assigned, assuming you have used the “date to”. You can just delete the second relationship, but RE needs two of them exported in order to sort.”

I spent several hours one day wondering why my export wasn't working correctly and finally realized this so whenever you are exporting for the last of anything that isn't last gift date just remember that tip.

Melanie Mulcahy

@JoAnn Strommen is there a way to do a bulk change to former PM? This is the process I inherited and it works well for us in terms of exports, but making the change on individual records is very time consuming.

JoAnn Strommen

@Melanie Mulcahy Yes, so time consuming. Would sure like to see a change in ability to edit assignments.

There is this KB article that does have a section partway down on changing on specific records. It's using import. I think I tested this with a couple of sample records and it worked. If memory serves I think that is how I did make changes last time I needed to change to former primary.

test and see….