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13.2. Query Builder Export Options

Export Options

When you are choosing your export method, you are choosing how you want to display your data from a query. There are several different types of prepared reports that fulfill almost every need.

There are three buttons across the top of the Export Options box: Include Inactive Records, Include Spouses, and Combine Spouses.

1. Include Inactive Records - Checking this option will force the results to include records that have been marked as inactive, if they fit the query criteria.
2. Include Spouses - Checking this option will force the results to include the record of all spouses linked through the Connections tab. The spousal record will be displayed on its own row in an Excel export.
3. Combine Spouses - Checking this option will force the results to combine transaction totals of spouses linked through the Connections tab. The spousal record will not be displayed on its own row in an Excel export.

Note: Include Spouses and Combine Spouses should NOT be used together, as it may lead to inaccurate results.

There are seven Report Option Types in the upper drop down box (#1) that can selected, each with its own list of reports that can then be chosen from the lower drop box (#2).

• Call Sheet
  • Select the type of Call Sheet you would like to use Brief, Call, Extended, or any custom Call Sheets that exist in the database
• Export
  • Custom Export - This is probably the most common Export Option, as it is the one used to export the results using a Custom Format, built to display only the required information, rather than the entire contents of a record. This method of export defaults to a CSV file type, which can then be opened using any text editor or Excel.
    
  • Mass Email - This will use the query results to populate the distribution list of a mass mail. Using this option will take you to the Mass Email Wizard, to build the content and send a mass email.
• Financial Reports
  • Category Usage - This will show all the Categories and debit/credit amounts associated with the transactions contained in the results of the query. This can be exported to CSV, PDF, Excel, or TIFF file types.
  • Financial Export - This will show all monetary/in-kind contributions, loans received/made, expenses, and miscellaneous income amounts, dates, election periods, and categories associated with the query results. This can be exported to CSV, PDF, Excel, or TIFF file types.
• General
  • Hyperlinks Report - This will open a hyperlink report, which allows each record to be opened in a new tab within your browser by clicking on the record name. The report can be set to show names, addresses, phone numbers, and email addresses, or any combination thereof. This can also be exported to CSV, PDF, Excel, or TIFF file types.
  • Map Export - This will open a map, generated by Bing, that will show pins of all addresses contained in the query results.
  • Mass Update - This can be used to Mass Update the records in the results from the query with a new tag
• Other Lists
  • Barcode List - This will generate unique barcodes for each record contained in the search results. This can be exported in PDF or TIFF file types.
  • Basic List - This will generate a list containing the information in the Basic Info tab of each record. This can be exported in CSV, PDF, Excel, or TIFF file types.
  • Basic List with Contributions - This will generate the list above, plus all contributions. This can be exported in CSV, PDF, Excel, or TIFF file types.
  • Email List - This will generate a list containing names and email addresses of each record that fits the query criteria. This cannot be exported, but the list can be copy/pasted to any text editor or To/cc/bcc field in an outside email program.
  • Event Cards - This will generate 3" x 5" index card sized placards that can be handed out at events to request donations. This can be exported in CSV, PDF, Excel, or TIFF file types.
• Phone Lists
  • Compact Phone List - This will generate a list of names and Preferred Phone Numbers that can be exported in CSV, PDF, Excel, or TIFF file types.
  • Standard Phone List - This will generate a list of names, ALL associated phone numbers, occupations and employers, and spouse names. This can be exported in CSV, PDF, Excel, or TIFF file types.

Knowledge Tags

custom report  /