Exporting out Gift and Donor Info

Tom Klimchak · November 2017

Sooo... we've been using RE for 7 years now and we've never been able to crack this nut. We use split gifts here, which makes exporting gift data pretty tricky.

Most of our departments on campus want to see individual gifts to a specific fund between dates with about 30 different constituent fields. They want to see the following fields listed out on a single Excel Row:

Gift Amount, Designation, Donor Name, Preferred Address, Phone, Email, Classification (rating)

I've attached a sample image as well.

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Everyone wants their specific fund data in Excel so they can Mail Merge into letters and lists. The problem is that with split gifts you literally can't do that in a Gift Export. If someone gives $800 ($300 basketball, $500 scholarship) you will actually get TWO gift amount and TWO designation fields (or more, depending how you set up the export). If we're only pulling basketball money, we don't want to see that extra $500 for scholarship.

We could use a gift query, but trying to kick out the proper address (business with position and org name) doesn't seem to be possible.

We keep trying to use the Mail features of RE, but those are always missing a bunch of fields we need. This seems like a simple thing, but we're still stuck kicking out Excel files and cleaning up records manually in order to make anything useful for our coaches and deans.

My only possible idea would be: create some super-clunky custom Crystal report that would figure out which address fields to show based on address type.

Any other ideas?

Joshua Bekerman bCLO bCRE · November 2017

Hi Tom, you should be able to do this with a Constituent export.

https://kb.blackbaud.com/articles/Article/48255

Create a Constituent export
On the Output tab, select: +Gifts, +Funds (or +Campaigns or +Appeals), Amount
When prompted for the number of funds to export, enter the highest number of splits one gift would have
Select the desired Funds and move them to 'Include these Funds' window using the arrow (Note: double arrows button moves all Funds)
Click OK

Each selection made within the +Funds (or +Campaigns or +Appeals) will follow the same criteria as first defined when Amount was selected

Tom Klimchak · November 2017

Hi! Hmmm, yeah..... That's an idea.... Right now I have the query set up with an <ask> for the fund description so our Athletic directors can just use a single export for any team that needs a monthly report. That means the Athletic director would also have to go in and fiddle with the Fund filter on that export each time.

But you got me thinking... Since it works with one fund, maybe I'll just make a separate Export for each and every sport (21 of them) and hope that satisfies Athletics. It wouldn't work for our schools (where we have hundreds of different funds)...

Thanks!

Joshua Bekerman bCLO bCRE · November 2017

Blarg! Even though they use the list for letters I would create a custom report that includes all the funds for all of the sports. Then use a parameter field so the directors can select only the funds they want to see on their report.

Then use a separate export for letters.

Maybe.

Or something like that. I wouldn't want to create or maintain 21 separate reports for something like this.

Tom Klimchak · November 2017

Yeah... I have to work with the technology comfort level of the people around me (and far outside my deparment)... so simple Excel lists with ONLY the data they need are the way to go. A lot of departments here are of the mind that "one list" can (and worse, SHOULD) be used for everything. When we give out multiple lists for multiple purposes someone, somewhere ends up just retyping one data list into another.

Exporting out Gift and Donor Info

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