How to locate all Addressee/Salutations in use?

Brandon Atkison · April 2018

I have built a query to identify a certain Addressee/Salutation so I can correct it and remove it from our database. I have ran across two today in which I changed the incorrect addressee/salutation and the query clearly shows that it no longer is on the record. When I go into the Addressee/Salutation to delete it tells me that it's on one or more records and cannot be deleted. Here is what I'm looking for in my query criteria:

Primary Addressee equals:

or Primary Salutation equals

or Salutation Format equals

or Relation Primary Addressee equals

or Relation Primary Salutation equals

or Relation Contact Primary Addressee equals

or Relation Contact Primary Salutation equals

or Spouse Primary Addressee equals

or Spouse Primary Salutation equals

Am I missing a criteria or something? Is there a better way to identify these addressee/salutations I want to delete? I have ran an clean import to identify the sequence numbers to see what needs to be changed and I cannot find find the incorrect ones I am looking for, but I am also limited on what fields I can pull on the import.

Keri Barnhart · April 2018

Brandon Atkison:

I have built a query to identify a certain Addressee/Salutation so I can correct it and remove it from our database. I have ran across two today in which I changed the incorrect addressee/salutation and the query clearly shows that it no longer is on the record. When I go into the Addressee/Salutation to delete it tells me that it's on one or more records and cannot be deleted. Here is what I'm looking for in my query criteria:

Primary Addressee equals:

or Primary Salutation equals

or Salutation Format equals

or Relation Primary Addressee equals

or Relation Primary Salutation equals

or Relation Contact Primary Addressee equals

or Relation Contact Primary Salutation equals

or Spouse Primary Addressee equals

or Spouse Primary Salutation equals

Am I missing a criteria or something? Is there a better way to identify these addressee/salutations I want to delete? I have ran an clean import to identify the sequence numbers to see what needs to be changed and I cannot find find the incorrect ones I am looking for, but I am also limited on what fields I can pull on the import.

Do you have Events, Volunteer, or Membership modules?

When it says "can't be deleted because it's in use", does it say specifically "on a constituent record" or does it say "on a participant record", etc.?

Here is a KB for the "this addressee/salutation is in use" error, with the list of places to look for the Add/Sal on constituents and several additional links to help https://kb.blackbaud.com/articles/Article/46211

From the list you have, I think you'll want to also look at Relationship Salutation Format, not just Primary Addressee. If you're looking at Relationship - Individual, you do NOT need to do Spouse (Spouse is an elevated Relationship). We have several hundred thousand Constituents + Relationships in our database, so it was a lot faster for me to query each relationship type individually. (When I had Constituent + Individual + Contact running, it took about an hour to tell me it couldn't find the Add/Sal anywhere. Because it was in an event participant record.)

I don't think running the sequence numbers will do anything for you. In the Constituent Addressee/Salutation query criteria list, it's only looking for which position of all the Add/Sal types the specific one is. You need to be looking at the Format and keeping in mind that if it's editable, it might not Look like what it should be. Otherwise, your list of Primary Addressee + Primary Salutation + Salutation Format + Relation... + Contact... is what I've got for finding the Add/Sal formula on my constituents. It works as long as it's not in Participant or Membership records.

Brandon Atkison · April 2018

Keri Barnhart:

Brandon Atkison:

I have built a query to identify a certain Addressee/Salutation so I can correct it and remove it from our database. I have ran across two today in which I changed the incorrect addressee/salutation and the query clearly shows that it no longer is on the record. When I go into the Addressee/Salutation to delete it tells me that it's on one or more records and cannot be deleted. Here is what I'm looking for in my query criteria:

Primary Addressee equals:

or Primary Salutation equals

or Salutation Format equals

or Relation Primary Addressee equals

or Relation Primary Salutation equals

or Relation Contact Primary Addressee equals

or Relation Contact Primary Salutation equals

or Spouse Primary Addressee equals

or Spouse Primary Salutation equals

Am I missing a criteria or something? Is there a better way to identify these addressee/salutations I want to delete? I have ran an clean import to identify the sequence numbers to see what needs to be changed and I cannot find find the incorrect ones I am looking for, but I am also limited on what fields I can pull on the import.

Do you have Events, Volunteer, or Membership modules?

When it says "can't be deleted because it's in use", does it say specifically "on a constituent record" or does it say "on a participant record", etc.?

Here is a KB for the "this addressee/salutation is in use" error, with the list of places to look for the Add/Sal on constituents and several additional links to help https://kb.blackbaud.com/articles/Article/46211

From the list you have, I think you'll want to also look at Relationship Salutation Format, not just Primary Addressee. If you're looking at Relationship - Individual, you do NOT need to do Spouse (Spouse is an elevated Relationship). We have several hundred thousand Constituents + Relationships in our database, so it was a lot faster for me to query each relationship type individually. (When I had Constituent + Individual + Contact running, it took about an hour to tell me it couldn't find the Add/Sal anywhere. Because it was in an event participant record.)

I don't think running the sequence numbers will do anything for you. In the Constituent Addressee/Salutation query criteria list, it's only looking for which position of all the Add/Sal types the specific one is. You need to be looking at the Format and keeping in mind that if it's editable, it might not Look like what it should be. Otherwise, your list of Primary Addressee + Primary Salutation + Salutation Format + Relation... + Contact... is what I've got for finding the Add/Sal formula on my constituents. It works as long as it's not in Participant or Membership records.

Thank for the response and advice. I didn't inlcude Relationships > Individuals > Addressee/Salutations > All Available Addressee/Salutations > Salutation Format equals in my query so that could've been the missing piece. We do have the event module and I can't find any addressee/salutation under event participation. Where is it located?

Keri Barnhart · April 2018

Brandon Atkison:

Thank for the response and advice. I didn't inlcude Relationships > Individuals > Addressee/Salutations > All Available Addressee/Salutations > Salutation Format equals in my query so that could've been the missing piece. We do have the event module and I can't find any addressee/salutation under event participation. Where is it located?

You'll find the Name Formats for Events under "Tags/Cards" section.
Participant Query

-- Tags/Cards

-- -- Name to Print on Place Card

-- -- Name to Print on Tag

These are simple text fields for the criteria purposes. Even though you select the name format from a table, the query only looks at the resulting content. I found that it was helpful to temporarily add a silly string to the name format under Config and use "Contains" on those criteria fields to find it. (Name to Print CONTAINS SillyString) I could then find all uses of the format and manually change them by pointing the field to a different table entry. If the Name to Print is Editable, though, you will not be able to identify the underlying table format, the way you can with Constituents and Relationships.

(Also, by the way, Participants do NOT point to the regular Primary Addressee, Addressee/Salutation Format, etc., unless they are constituents so you don't need to worry about digging into Participant Addressee, etc., which is buried in the Participant query criteria in various places.)

ShawnAlis Cusato · April 2018

I'm delighted to have run across this post as I've tried unsuccessfully to delete several unused add/sals from Config. Keri, can you be more specific in how you deleted the add/sal after adding the silly string text? Are you using participant queries? And this is through Global Change or Global Delete?

Thanks so much!

Keri Barnhart · April 2018

ShawnAlis Cusato:

I'm delighted to have run across this post as I've tried unsuccessfully to delete several unused add/sals from Config. Keri, can you be more specific in how you deleted the add/sal after adding the silly string text? Are you using participant queries? And this is through Global Change or Global Delete?

Thanks so much!

Yes, I used participant queries. I could not use Global Change because it doesn't give any options for the Name Tag or Place card settings, so I ran the query, got myself a big pot of tea and a nice Spotify playlist and went to town on the query results. If you don't have a lot of events yet or rarely use Name Tags/Place Cards, you shouldn't have as much trouble as me.

I actually did about 900 manually that improperly used a hardcoded "Mr. and Mrs." for place cards to see if it would work, because I couldn't figure out how to use an import - from what I could tell, importing would simply overwrite the "Is Editable" value, not change the underlying table format selection. You aren't trying to change the text, per se, but that selection. To change the selection, you have to open the Participant record and then the Name Tag/Place Card subrecord and select the correct list item.

The caveat, again, is that if you have a lot of Place Cards/Name Tags that are marked "Is Editable", you may not be able to find the string to be able to change that underlying selection. I changed the 900 I knew about, but there were still more "Is Editable" and I was unable to delete the bad name format. You may have to query on ALL "Is Editable" fields and check individually. Honestly, I gave up at that point, because we have ten times as many Membership card records and every one from NetCommunity has an "Is Editable" field, so doing the Participant tags felt a little sysiphean in comparison. I'm working with Blackbaud to hopefully find a better solution, because I don't want to lose the edited text by wiping everything out.

How to locate all Addressee/Salutations in use?

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