Outputting parents names and contact info

Mark Williams:
Hi all, I'm with an arts-based non-profit radio show that regularly features kids on our show. I'm attempting to do a query that will give me information related to each of these kids, but also will give parent names, emails, and phone numbers as additional columns. I don't want these parents to be part of the search criteria -- only part of the output information as separate columns. Is this possible? We have all of our relationships established as "Parent" and "Child," and we would want only these specific relationship types to appear in the output. I currently have the search criteria as Constituency Code equals Program Participant. Any help would be much appreciated for a rookie query-er.

Mark,

You need a query which pulls the records for the children.  (This assumes that it is the child that has the constituent record with parents as relationship - if it's reversed, just say so.)  Don't worry about any other output fields other than say last name/sort key if you want the list with alphabetical sort.

Then go to Export function.  For records to use, select your query.  Now in the output of the export select all the bio info you need and from relationships select type of parent etc.  This should give you what you need.  Each field in separate column if you export in excel. Can export in other formats but excel is used the most.

Post if you have further questions.

Mark Williams:
Wonderful. Thanks to you both for the help. Three more quick things.



1) Is it possible to add the "exported" fields to ones that I've already put together as outputs in a query? I'd like to basically add columns onto the existing query table I've put together. (I suppose another way would be to somehow bring the query results into the new export I've created?)



2) The export is giving me more results than the query did for the kids. (I thought initially I could just copy and paste the parent information from the export to the query results, but they don't line up.) We always just put in one parent relationship (and add the other parent as spouse), so in almost every case there is just one parent relationship for each kid. Any thoughts on this?



3) Adding onto the previous question, is there a way to also export spouse information? That is, to export contact information from the spouse of the parent which is linked to the kid? I don't see an obvious way to do this in the Export output fields.



Many thanks again. I'm learning!

To quote Melissa G (RE guru) "query is a grouping tool, not reporting"  

1 - no you can't merge an export and a query in RE.  Guess you could export both as excel files and cut and paste that way.  Lots easier just to export all the needed fields in Export. 

2 - how is export giving you 'more results' than query? Usually it's the reverse due to the one-to-many function in query.  Export pulls one line per record where query can pull several if there are multiple addresses/phones/constit codes etc if any are output fields.

If I'm understanding your situation you have constituent record for Child Jones. On that record you have relationship to a parent - but now it looks like you actually have a constituent record for one parent also.  That parent has relationship record for spouse.   Does child have a record in RE or is it just parent with relationship record for a child?  Big difference in extracting data.

3 - what spouse info do you need?  Just name?  Am assuming address etc would be the same.  Do you have an addressee/salutation format on your constituent records that includes both names?  We have several: Mr. & Mrs. Bill Jones; Bill & Sue Jones; Jones, Bill & Sue.  If so you can export that addressee/salutation format and pick up the name that way.  If not, I strongly recommend adding one - we use ours daily.

If exported records are of child constituents, no you can not pull relationship info from the parent record. Only can pull the parent info. To pull relationship info from the parent record, the parent record would need to be the selected record in the Export.

Mark Williams:
Thanks for the response! I'm slowly getting better at understanding how to use Export.



I should have better clarified the structure of the relationships here. Yes, both child and Parent 1 have their own constituent records, linked with relationships as Parent/Child. Parent 2 does not have his/her own constituent record and is linked to Parent 1 with a spouse relationship (if applicable).



What I am able to do right now is pull contact info that is entered in the relationship record (between Child and Parent 1) -- however, most of the info I need (phones and emails) is entered in Parent 1's constituent record.



In an ideal world, I would love to find a way to export this Parent 1 data in a way that maintains the order of the children. So, keeping in mind that this data set (selection and sort order) is all based on action items of the child, is there a creative way to pull this off, or am I out of luck? I don't think there's any way of exporting the parents on their own and getting the same list (because we don't put any attributes or action items on the parents).



Let me know if I can further clarify -- I know it's probably confusing the way I described it.

 Are you using a Constituent export?  You can get the phone and email from the parent (individual relationship record).  In the export it's under:

relationships -> individuals -> address -> phones