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13.1. Query Builder

Custom Reports are a powerful tool for pulling lists of individual or organization records based on a combination of criteria. Custom report will also allow you to work with or export those lists in various ways. 

The Custom Report generator can be found under "Reports" > "Query Builder".

 

 

The initial screen shows any saved reports in your database. These can be edited or run as-is. To create a new report, click the blue "New Query" button in the top right-hand corner.

 

 

 

There are two sections to the query builder:

1) The clause section. This section is where you will set the criteria that will define who is included in the report. (For example, 'All donors who gave less than $100 and live in California' would be an example of a search that would be entered as criteria in the clause section.)

2) The export section. This section is where you decide what will be done with the list (e.g. generate the list in excel to download, create a phone list for contact, etc.)

 

The clause section

Click on the "New Clause" button to add the first clause.

Select a table option from the dropdown in the query line. Here you are selecting the general type of criterion you are making. You could select "Individual" to search for people sharing a name, or "All Contribution" to search by donation information, just to name a few possibilities.

Once you have set a table in the dropdown, click on "Field" to bring up a pop-up. In the pop-up you will select your criterion from the "Field" dropdown, select an operator (such as "Equal To" or "Does Not Contain") and select or enter the value. For example, if your table dropdown was set to "Individual", you could select "Last Name" from the field drop-down, select "Equal To" as the operator, and enter 'Smith' as the value. Your query would now be searching for all people with the last name 'Smith'.

Adding more clauses

There are three buttons on the right-hand side of each query clause that allow you to add or remove query lines.

1. The '+' button allows you to add a new query line under the same table as the existing line. You will see an "And/Or' selector determining the relationship between the new line and the existing line.

2. The "indent" button will allow you to create a new query level. Clicking that button on the second of two lines will indent it, creating an "And/Or" join between the two and allowing you to select a new table for the second line. You will see a new vertical line on the left-hand side of the query in a new color. These colored lines are a visual reminder that serve just like parentheses in a mathematical equation.

3. The 'x' button allows you to delete a given query line.

4. Alternatively, clicking on the "New Clause" button will add another clause to the query.

 

 

The export section

The export section allows you to determine what the system will do with the query you've built.

In this section you have the option to include spouses and inactive records.

To select an export setting, first make a selection from the "Option Type" dropdown. This will allow you to set the general type of the export, such as 'Phone Lists.'

Once you have set the "Option Type", you will the set the "Option" from the second dropdown to choose the final export. For example, if 'Phone Lists' was the selected option type, the available options would be "Standard Phone List" or "Compact Phone List".