Constituency Codes on Query Output

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Andrew Lowrey
Andrew Lowrey ✭
Ancient Membership First Reply
in Blackbaud Raiser's Edge NXT®: General Discussion
I am running a Query that has 62,000 results. I want to add a "Constituency Code" Column that displays a Yes/No or True/False pertaining to 1 specific constituency code. When I run the query now I will get duplicate results of an individual who has multiple constituency codes on his ID. Ex: If John Doe is a Board Member, Contributor, Alumni, and Community Leader, his name will be in my results 4 times, one row for each constituency code. All I want to happen is the Constituency Code column to display a yes/no or True/False column letting me know whether or not the individual is an Alumni. I don't want to run a separate query resulting in only Alumni and then try to find a way to combine the results in excel and then delete duplicates. I actually can't do that because my "super fast" work computer can't process an excel spreadsheet with 95,000 lines of information. It just freezes up and crashes. I've already tried. Anyone have any solutions or suggestions? And, no, buying a better computer isn't an option. Drew
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  • Joshua Bekerman bCLO bCRE
    Joshua Bekerman bCLO bCRE ✭
    Tenth Anniversary Facilitator 3 Name Dropper Photogenic
    Andrew Lowrey:
    I am running a Query that has 62,000 results. I want to add a "Constituency Code" Column that displays a Yes/No or True/False pertaining to 1 specific constituency code. When I run the query now I will get duplicate results of an individual who has multiple constituency codes on his ID. Ex: If John Doe is a Board Member, Contributor, Alumni, and Community Leader, his name will be in my results 4 times, one row for each constituency code. All I want to happen is the Constituency Code column to display a yes/no or True/False column letting me know whether or not the individual is an Alumni. I don't want to run a separate query resulting in only Alumni and then try to find a way to combine the results in excel and then delete duplicates. I actually can't do that because my "super fast" work computer can't process an excel spreadsheet with 95,000 lines of information. It just freezes up and crashes. I've already tried. Anyone have any solutions or suggestions? And, no, buying a better computer isn't an option. Drew

    Query does not have this functionality, use an Export instead.  Then, in the export, select a field from the constituent code section and that will open a window where you can tell it to export one constituent code, and move Alumni over to the right side window.  This way that column in the export will have "Alumni" only for constituents that have that code on their record, which you can then find and replace to "yes" in excel.

    If 62,000 is too many for your computer to Export then separate and run the export based on two or three different queries, each based on criteria that won't cause duplicates in the final combined spreadsheet.  

  • JoAnn Strommen
    JoAnn Strommen ✭✭✭✭✭
    Ancient Membership Facilitator 4 Name Dropper Photogenic
    Andrew Lowrey:
    I am running a Query that has 62,000 results. I want to add a "Constituency Code" Column that displays a Yes/No or True/False pertaining to 1 specific constituency code. When I run the query now I will get duplicate results of an individual who has multiple constituency codes on his ID. Ex: If John Doe is a Board Member, Contributor, Alumni, and Community Leader, his name will be in my results 4 times, one row for each constituency code. All I want to happen is the Constituency Code column to display a yes/no or True/False column letting me know whether or not the individual is an Alumni. I don't want to run a separate query resulting in only Alumni and then try to find a way to combine the results in excel and then delete duplicates. I actually can't do that because my "super fast" work computer can't process an excel spreadsheet with 95,000 lines of information. It just freezes up and crashes. I've already tried. Anyone have any solutions or suggestions? And, no, buying a better computer isn't an option. Drew

    Andrew, query is a grouping tool and is working as designed. 

    Have you taken your query with 62K to the Export function (not the export icon while in query)?  Using Export you can have it only output 1 constituency code you select or select as many as you want but it will be one record per constituent with the codes in columns vs. duplicate records.  Once you export it to excel you can change display to Yes/No if you need to.

    In export you'll need to output all the datafields you want even if you have them in the query.  The query will just tell Export which records to pull, not which fields. 

    Does that make sense? 

  • Andrew Lowrey
    Andrew Lowrey ✭
    Ancient Membership First Reply
    JoAnn Strommen:

    Andrew, query is a grouping tool and is working as designed. 

    Have you taken your query with 62K to the Export function (not the export icon while in query)?  Using Export you can have it only output 1 constituency code you select or select as many as you want but it will be one record per constituent with the codes in columns vs. duplicate records.  Once you export it to excel you can change display to Yes/No if you need to.

    In export you'll need to output all the datafields you want even if you have them in the query.  The query will just tell Export which records to pull, not which fields. 

    Does that make sense? 

    Thanks for the replies. I got it figured out. I will try the export function the next time I have to do something like this. I just exported the query to Excel and sorted, filtered out everything that wasn't blank or alumni, deleted dupes based of the new blanks in the constituency code column and then brought the rest of the individuals back in. Again thank you and I will definitely try the Export function nest time, it sounds like it would be a lot easier to use.

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