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CRM 201

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CRM 201

TABLE OF CONTENTS

Query 4 Lesson Objectives 4

Review 5

Smart Query 5

Create a Smart Query 6

Create a Smart Query Definition from an Ad-hoc Query 9

Query Functions and Features 13

Summarize Output Fields 13

Use Summary Fields to Group 16

Change the Output Headers in the Preview Results Tab 16

Query Categories 17

Edit a Query 18

Copy an Existing Query 19

Delete a Query 20

Export a Query 21

Export 22

Export Overview 22

Manage Export Processes 23

Add an Export Processes 24

Edit an Export Process 25

Set the Format Options of an Export Process 26

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CRM 201

Run an Export Process 27

Export Process Status Page 28

Download Output for an Export Process 29

Export Process Tasks 31

Export Definitions 31


CRM 201

QUERY In this lesson, you will build upon CRM 102’s lessons about queries. You will create and manipulate smart

queries, learn the difference between ad hoc queries and smart queries, and perform more complicated query

functions.

Lesson Objectives

After you complete this lesson, you will be able to:

Navigate the Information Library page.

Describe the difference between an ad-hoc query and a smart query.

Create a smart query.

Create a smart query from an ad-hoc query.

Summarize output Fields

Describe how to organize queries using categories.

Describe how to copy, edit, and delete a query.

Describe how to export a query.

Export a smart query. Create an export definition

Describe the export process

Demonstrate how to add an export process

Describe the contents of the export status page

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CRM 201

Brief Review of Key Concepts of Query from CRM 102

Query is a data collection tool that you use to flag, group, and list selected records from the database that meet

certain criteria you define.

Queries appear on the Queries tab in the Information Library in the Analysis area of CRM. Saved queries

appear on a list or are grouped in folders on this page. You can click on a query to process it and view the

results. You can export your results to use the information outside of the program. This is also where you build

new queries.

There are two types of queries you can use to group records and extract data from CRM:

Type Information

Ad-hoc Can include numerous output fields and allow you to browse through

specific records based on the information you provide.

Smart Perform complex calculations that would be difficult to achieve using ad-

hoc queries, and are based on templates included in the program.

Smart Queries

A smart query is a tool that enables you to use a previously defined query, known as a “definition,” to generate

an instance of the results for parameters you specify. Definitions typically perform complex calculations that use

business logic, so you save time when you create smart query instances because you only need to enter the

parameters for the results you need.

For example, if you want a list of LYBUNTs (constituents who gave Last Year But Unfortunately Not This year),

constructing an ad-hoc query to group donors who have given a gift last year, but not this year, would be

challenging. However, using the provided smart query definition or template, you enter information in a few

fields, and the query is created for you.

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Create a Smart Query

Smart Queries are created in the Information Library. Just like an ad hoc query, when you create a smart query

you must go into it with your results in mind because the system will prompt you to make some decisions along

the way.

When you create smart queries, you must first specify the source view template from which the query should

be created. This determines the type of records that will be included in it. Then you can define parameters

specific to the selected template.

To create a smart query instance, you select a definition and then specify values for parameter fields.

Step 1: Select a Definition

Step 2: Specify Values for Parameter Fields

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Parameter field values provide the smart query definition with the information necessary to generate results. For

example, a definition based on SYBUNT (constituents who gave Some Year But Unfortunately Not This year),

might include parameter fields for year and donor.

To narrow your smart query results, type your criteria into the search field. If you know a specific selection you

can type the selection name and search for it. If you have saved selections, you can tell CRM only to display

your selections.

The system prompts you to make decisions about

information you want to see. In our SYBUNT example,

we get to define the year from the drop down.

The ‘Selected Donors’ lets us narrow down the records we want to query

for this definition. If we don’t make a choice, it will look for everyone who

meets the selected Smart Query date parameter.

If you want to narrow it down further, you can search based on a

selection.

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CRM 201

After you generate the results of your smart query, you can review, export, or create a selection from them.

To Create a Smart Query:

1. On the navigation bar, click Analysis.

2. In the Information Library task group, click Information Library.

3. On the Queries tab, click Add a Smart query.

4. On the Select a Smart Query Definition window, select the definition or template for the type of smart

query instance you want to create.

5. On the Parameters tab, specify the criteria of the records to include in the query results.

6. On the Preview results tab, view the query results and ensure the criteria and output appear as

intended,

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7. Adjust your parameters as necessary.

8. On the Set save options tab, enter a unique name and description to help identify the query and specify

the query's properties.

9. Click Save. The Result page display.

Try It…

Using our example from above, create a smart query on SYBUNT. Define date as ‘this year’. First run the query

without selected donors. Next run the query by searching for a selection of donors. Type ‘sample’ and choose a

selection.

Create a Smart Query Definition from an Ad-hoc Query

You can create a Smart query definition from a new or existing ad-hoc query’s results. You can then create

smart queries based on the definition. After you create a query with all the information you need, you can then

create a query with prompts to require users to enter information at run-time.

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When building the ad hoc query to create a smart query, you must build the ad hoc query with specific filters and outputs.

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On this screen you will make decisions about the information users will enter when they run the query.

Filters: Each field you select to filter appears on the “Parameters” tab of the Smart Query screen with the

selected filter operator. For example, if you include Age with a filter operator of “Greater than or equal to”, the

Parameters tab displays an age greater than or equal to field. You can specify which parameter this number

should be greater than or equal to in the query results.

To view the smart query definition you created, select Add a smart query. Your smart query definition appears

under the selected record type category.

If you want to limit the criteria,

choose filters and filter operators.

The filters will appear as parameters

in the smart query.

All of the output fields that correspond to the

selected ad hoc query appear in the ‘Filed’

frame. Choose whether to include (“visible”),

exclude (“none”), or hide (“hidden”) the output

field in the smart query.

Record type is the source view for the

definition.

Primary key field is the record type associated with

the smart query definition. You can search for the

query definition based on the record type you select.

Choose a unique name and a description

that tells a user about your query.

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NOTE: Your output must include the field(s) for which you would like the smart query to prompt your user (i.e.:

Primary Address State) and a unique record identifier (i.e.: Constituent RECORD ID) that will allow your user to

drill down into the smart query results. These requirements are in addition to any fields that you merely want to

be visible in the smart query results.

To Create a Smart Query from an Ad-hoc Query:



3. On the Queries tab, click the expand or green chevron icon to the right of the ad-hoc query to create a

smart query.

4. On the action bar, click Create and then click Smart query. The Create smart query from ad-hoc query

screen appears.

Under Field, each output field selected for the ad-hoc query appears.

From the Output type column, select whether to include, exclude, or hide the output field in the smart query definition.

To apply criteria to limit the results in the smart query, select Filter and choose a filter in the Filter operator column.

In the Primary key field field, select an output field as the primary key for the query.

In the Record type field, select a record type to associate with the smart query. You can search for

the query definition based on the record type you select.

Enter a unique name and description to help identify the new smart query.

5. Click Save.

Try It…

Using the steps and screen shots above, create a smart query definition from an ad hoc query. Let’s say we’re

looking to create a smart query defintion that allows us to get a list of consituents who have given to varying gift

amounts to different colleges.

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Other Key Functions and Features in Query

Summarize Output Fields

When you add or edit an ad-hoc query and select a field under Result fields to display on the Select filter

and output fields tab, the Summarize button (∑) enables you to view a calculation of the field results rather

than the actual contents of the field.

Query is a way to group records; it is not a reporting tool. As such, the output fields identify records included

in the query. If a field with a one-to-many relationship is selected under Include records where or Result

fields to display, the record may appear multiple times in the query: once for each time the record satisfies

the selected criteria.

This allows you to check your query to ensure you get the expected results. For example, you may query to

find everyone who has donated gifts to your organization this year.

Filter criteria: Revenue\Application Details\Type equals “Gift” AND Revenue\Application

Details\Revenue Details\Date equals “This calendar year”

Output Fields: Name AND Revenue\Application Details\Amount

If you include these fields, the output displays a unique row in the query for each gift. For your purposes,

these may be considered duplicates. For instance, if a donor made five gifts, his name appears five times

with the amount of each gift listed separately.

The Summarize button's functions - Count, Sum, Average, Min, Max - can help prevent these duplicates. If

you use the SUM function for the amount, the donor appears once in the query with his gift revenue

summarized. If you add a second amount field for the output and use the COUNT function for it, the donor

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appears once in the query and the second amount COUNT field would be “5,” the total number of gifts from

the donor this year.

Fig. 1 – Revenue is not summarized:

Fig. 2 – Revenue amount is summarized. 4,136 total records; constituent shows up one time with a revenue

amount summarized.

17,653 records total;

each gift shows as a

separate record in

the query results.

4,136 total records;

constituent shows up

one time with a

revenue amount

summarized.

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Some summary function scenarios include:

COUNT: For number or amount fields, the COUNT function is the total number of records included.

SUM: For number or amount fields, the SUM function is the combined total of the numbers.

AVG: For number or amount fields, the AVG function is the average of the numbers included.

MAX: For date fields, the MAX function displays the maximum or latest date. For number or amount

fields, MAX displays the largest number.

MIN: For date fields, the MIN function displays the minimum or oldest date. For number or amount

fields, MIN displays the lowest number.

Try It…

Add a new ad hoc query: alumni to your college or unit who have given a gift in the last year. Use the summarize

function to SUM the amount of revenue and use COUNT for the total number of gifts.

Now, edit your query definition. Instead of running a SUM of the revenue, run an AVG of the amount. See how

your results change.

When you click a field in the Results

fields to display frame, then click the

Summarize icon (∑), you can select to

view a calculation of the field results

rather than the actual contents of the

field. The available calculation options

vary depending on the selected field.

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Use Summary Fields to Group

You enter the “summarize by” information on the Set sort and group options tab.

The group filters fields function lets you filter on aggregate values of filter fields. Aggregate values includes

summary, count, minimum, maximum, and average of a field value.

Change the Output headers in the Preview results tab

If you want to change the text that displays for your column headings on the Preview results tab, you can

edit the names by adjusting them via the Results fields to display frame.

Select field. Click on the

‘abc’ to edit. Type the new

column heading.

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To Change Column Headings:

1. With the query open, select the Select filter and output fields tab.

2. In the Results fields to display frame, select the field you want to change.

3. Click the Change Column Header button in the action bar.

4. Type the text for the new name.

5. Click anywhere outside the field to save the changes.

Try It…

Open your saved ad hoc query. Select the ‘Organization/Household/Group Name.’ Change that column heading

to ‘Last Name.’ Preview your results to see the change.

Query Categories

Query categories are an organizational tool that allow you to view and sort queries. Query categories are code

table entries your organization defines in ‘Administration.’ They enable you to group queries so you can sort

and view them by group.

.

Query categories are on the Queries tab,

where you can view by category.

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You can add an ad-hoc query to a category from the ‘Set save options tab’ when you add or edit the query.

You can also select the query's Properties option to specify the category from the information library.

Administrators define the available categories. Only administrators are able to add, edit, or delete the entries in

the Category table from Administration.

Edit a Query

You can edit a saved ad-hoc or smart query.

Note: If you created a selection based on the query, any changes to the query also impact that selection.

Choose the appropriate category

from the drop down when saving

or editing your query. You may

see different category options

when we are live in the system.

Click the chevron beside the query you

want to edit. Then click edit. When the

query screen opens, you can edit your

filters, output, groups, etc.

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To Edit a Query:



3. On the Queries tab, click the expand icon to the right of the query to edit and then click Edit.

4. On the Query screen, edit the output, filters, sort, or group as applicable for the type of query you are

editing.

5. Click Save to save your changes.

Copy an Existing Query

If you need to create a query that uses settings similar to an existing query, to save time, you can create a copy

of the existing query and use this copy as your starting point for your new query. This feature is available by

clicking the chevron next to the query you select from the list.

To Copy a Query:



3. On the Queries tab, click the expand icon to the right of the query to copy and then click Copy.

4. On the Copy of query window, define the filters, output, sort, and group for your new query.

5. On the Set save options tab, enter a new name for this new query.

6. Click Save.

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Delete a Query

When you delete a query, if you specified to create a selection based on that query, the selection is also

deleted. You cannot delete a query if it (or selection based on that query) is in use anywhere in the program as

part of a process. If you attempt to delete a query that is in use, a message appears informing you that the

operation is not allowed.

To Delete a Query:



3. On the Queries tab, click the expand icon to the right of the query to delete and then click Delete.

4. Click Yes to delete the query.

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Export a Query

Exporting a query enables you to send its results to another software application. You can create an export of

the results of any query, and then download a comma separate values (.csv) file of those results for use in

another program. Some queries will additionally allow you to download the output file in Microsoft Excel (*.xlsx)

format.

To Export a Query:



3. On the Queries tab, click the expand icon to the right of the query to export.

4. Click Create and then click Export.

5. On the Add export process screen, provide a name and description to help identify the export file.

6. Click Save. The Export page displays, where you can start the export process, view history, and manage

the export process in other ways.

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EXPORT

Export Overview

Export helps you extract data from the program and download it to use in other applications. For example,

you can use information from the program in a spreadsheet program to perform further analysis. You also

may recall using the export feature to view all results of a query, when there are more than 500 results. This

section covers related concepts, but wraps them into a process that is typically used for mailing lists for

solicitations, events, receipts, etc.

In Export, you create export processes, which are tools that enable you to extract data and generate output

files. When you create a process, you specify the records to export. You can use the output of ad-hoc queries

or smart query instances, or specify a selection of records to use in combination with export definitions.

An export definition is a tool you use to specify the fields, but not the records, to include in an export. Since a

definition does not specify records, you cannot export data directly from it. Instead, you must create an export

process to output data from a selection based on the export definition. The definition is like a template for the

output fields. You can apply the same definition for different selections of data.

Typically, you use an export definition for marketing efforts you send to mailing houses. After you create a

process, you specify the format for the output file. You can also schedule the process so that it runs at the

time most convenient for your organization, such as overnight.

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Manage Export Processes

The ‘Export’ page is where you manage the export processes in your database. Information about each

process displays on the page, including the name and description of the export process and the name and type

of the query exported. You enter this information when you add the export process to the database.

Depending on your security rights and system role, you can perform various tasks to manage the export

processes in the database from the action bar.

Export process = ties the data together with the defined output fields of your definition to create a file

Export Definition = the template of the output fields you want to see

Query Selection = your data

‘Export’ is on the Administration page,

right under ‘export definition.’ Go here to

add or manage an export process.

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Add an Export Process

To Add an Export Process:

1. On the navigation bar, click Administration.

2. In the Tools tasks group, click Export.

3. On the Export page, click Add on the action bar.

4. Enter a unique name and description to help identify the export process.

5. Select the site that uses this process. If the process is available to users associated with any site, select

“All sites.”

6. In the Export type field, select how the export output fields will be defined:

o Ad-hoc query:

Use the browse button to search for and select the ad-hoc query to export.

Or click the new query button to create the ad-hoc query to use for the export.

o Smart query instance:

Use the browse button to search for and select the ad-hoc query to export.

Or click the new query button to create the ad-hoc query to use for the export.

o Export definition:

Make your selections in

the ‘add ab export

process’ frame. Save

your selections.

After you save, this

window closes and your

export will appear in the

list on the export page.

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Search for and select the query selection to use.

Select the export definition to use for the export.

7. Click Save.

Try It:

Add a new export process. Choose a name for your export process that you easily remember. Select export

definition. Choose your selection – search for LYBUNT. Choose LYBUNT smart query. Search for the export

definition you created earlier. Click save.

Once you add an export process and it appears on the Export Page, click the green chevron next to the selected export

for additional functionality.

Edit an Export Process

Once you create an export process, you can update it to alter its results. When you edit the export process,

you can also edit the query to extract additional information.

To Edit an Export Process:


7. In the Tools task group, click Export.

8. Click the expand icon to the left of the process you want to edit.

9. On the action bar, click Edit. The Edit export process screen displays.

10. Update the information as necessary.

2. To commit your changes to the database, click Save.

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Set the Format Options of an Export Process

The format options determine how the exported data appears in the output file. On the Edit export format

screen, you determine how the program formats the data in the output file.

To Set the Format Options of an Export Process:



3. Click the expand icon to the left of the process.

4. On the action bar, click Set format options.

5. On the Edit export format screen, on the Currency tab, specify how currency data should appear in the

exported data. Enter the currency symbol, digit group separator symbol, decimal symbol, and number of

decimal places to use in currency data. The Example field displays how currency data appears with the

entered options.

6. On the Date and Time tab, select or enter how the various types of dates should appear in the exported

data. The Example field displays how a date appears in the specified format.

Using the tabs and drop downs,

choose how you want your results

to appear in the exported data file.

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7. In the Hour/minute format frame, select how times should appear in the exported data. Select or enter

the format from the drop-down list, or enter time specifiers to specify the format. The Example field

displays how a time appears in the specified format.

Note: You cannot include seconds or time-zone offsets in the format of the exported time data.

8. Click Save.

Try It…

Navigate to the export page. Find the export process that you created earlier. Click the green chevron. Select

‘set format options.’ Use the drop downs and the tabs to select how you want the data to appear.

Run an Export Process

Once you add an export process to the database, you can run the process to extract its data from the database

and create the export file. You can run an export process directly from the Export page.

To Run an Export Process:



3. Click the expand icon next to the export process you want to run.

4. Click Start export.

5. The program uses the data in the selected query and stores the information in an export file. The

export process status page appears and displays the status of the process.

6. When the export process finishes, the Status field on the Recent status tab displays Completed.

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7. From the export process status page, you can download the information stored in the export file to

an output file.

Try It…

Find your Export Process. Click on the chevron. Click ‘Start Export.’ You will be taken to the Export Status Page.

Export Process Status Page

When the export process completes, you can download the results, view the status, history, and job schedules

for the process, as well as access additional tasks for the process.

Recent Status: Shows details of the most

recent operation of the process.

Depending on security rights and system

roles, users can download the export file.

History: Stores

information of each

time the export

process has run.

Job Schedules: Shows the job

schedule of the export process

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Download Output for an Export Process

Once you run an export process, you can download output files from the database for use in another

application or to send to an external vendor. When you download output files from the export process record,

the program downloads files to a location you specify.

To Download the Output of an Export Process in a Single CSV or XLSX File:

1. On the export process status page, select the Recent status tab. When the status of the export process

displays Completed, the Download output button is enabled.

2. Click Download output and then click Download to CSV or Download to XLSX.

3. At the prompt, click Open or click Save.

4. If you click Save, on the Save As window, name the output file and map to the directory to save the

downloaded output file.

5. Click Save to start the download. When the download finishes, a message displays to inform you that it

is complete. You can either open the file, open the folder, or close the prompt window.

Options to Download Output File:

Download to CSV: Creates one output file containing

all data in a single file in Comma-Separated-Values

format.

Download to XLSX: Creates one output file containing

all data in a single file in Excel format.

Multiple Files: Splits output into multiple files based on

the unique values of a selected field. For example, if

you split by ZIP code, a separate output file is created

for each ZIP code included in the export.

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To Download the Output of an Export Process in Multiple Files:

1. On the export process status page, select the Recent status tab. When the status of the export process

displays Completed, the Download output button is enabled.

2. Click Download output and then click Multiple files.

In the Create one file per field, select a column header from the export file. This field determines how

data from the export file is split into multiple output files.

3. In the File prefix field, you can enter a prefix to associate with each of the output file names.

4. In the Export format field, select to export in CSV or XLSX format.

5. Click Download.

6. At the prompt, click Open or click Save.

7. If you click Save, on the Save As window, name the output file and map to the directory to save the

downloaded output file.

8. A message displays to inform you that the process is complete. You can either open the file, open the

folder, or close the prompt window.

Try It…

Navigate to the export page. Find your export process from the export list. Start your export. When it is

finished, click ‘download output.’ Choose the file format of ‘Download to XLSX.’ When prompted, open the file

and view your results.

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Export Process Tasks

On the status page, you can also perform various tasks to manage the export process. The following table

provides a list of available tasks and their corresponding descriptions. The last 2 tasks are restricted to

Administrators.

Task Description

Start process Starts the export process. Once completed, user can download output

file.

Edit process Allows to you to edit the name or description, or use different query

Set format options Sets options such as currency and date format

Delete process Deletes the export process

Generate WSF Incorporates VBScript routines and includes XML elements

Create job schedule Schedules export process to run for a specific frequency and

scheduled time.

Export Definitions

An export definition serves as a template you can use when you export data for a communication task, such as

acknowledgements or pledge reminders.

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When you create export definitions, you specify the source view from which the export definition should be

created.

Export definitions are created from the

‘Administration’ tab on the navigation

bar, and then ‘Tools.’

The source view determines the

type of records the export

includes.

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Build Your Export Definition – the template of the output fields:

Next toggle over to ‘Column order.’ Use the arrows to choose the order for columns to appear.

Build your export definition like you

build your query. You will start with an

idea of the fields you need to see in

your output.

First, you drag and drop them into the

‘selected’ fields frame.

Here, we selected address fields and

primary salutation.

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Then determine the sort order for your rows:

Then save your selection.

To Add an Export Defintion for Acknowledgements, Reminders, and Receipts:


2. In the Tools task group, click Export definitions.

3. Click Add. The Select a Source View screen displays.

4. Select the source view for the export definition and click OK.

The New Export Definition screen displays.

5. Select the fields for each record in the export output.

6. In the Field Explorer pane, select the field category for the fields you want to select.

7. Select the specific fields in the middle pane and drag them into the Selected fields frame. These fields

display as column headings on the export output. You must specify at least one output field.

8. Select the Column order tab to reorder and rename column headings for the export file.

o To reorder the column names, use the up and down arrows.

o To change the column header name, right-click the field name and select Change Column Heading.

Enter the new name in the field.

9. Select the Sort order for rows tab to specify a sort order for the export. The sort order helps ensure that

mail merge documents, such as envelopes or labels, are in the necessary order.

o To add a sort field, double-click or drag and drop a field from the Available fields pane to the Sort

records by pane.

o To change the sort order, use the up and down arrows.

o To reverse the sort order within a column, click the Sort Ascending or Sort Descending buttons.

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10. Select the Set save options tab to define the name of the export definition, enter a description, and

define other options.

11. When you complete setting up the export definition, click Save or Save as to create and edit the

definition for future use.

This table below has information about each of the fields to create an export definition.

Field Description

Browse for fields in

The Field Explorer frame displays the tables available for the export

definition. You can expand a table to see its available fields.

Tip: To quickly search and find a field, click CTRL + F. The Find field

displays at the bottom of the Field Explorer pane. When you enter a

field in the Find field and press Enter on your keyboard, the program

searches through Field Explorer and displays applicable fields in the

field list. Use your Enter button to scroll through the list to the next

applicable field.

Select [ ] fields

This frame displays all fields from the table selected in the Field

Explorer frame. To specify an output field for the export, select the

field in this frame and drag it into the Selected Fields frame.

Criteria window

When you drag a one-to-many field into the Selected Fields frame, the

Criteria window displays. On this window, you can select the number

to export and define how the export sorts and filters the fields.

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Field Description

Selected fields

The Selected Fields frame displays the fields that will be included in

the export. These fields display as column headings on the export

output.

Note: Depending on the source view of the export definition, some

fields may default into the Selected Fields frame. These are only

defaults and you can remove them if necessary.

Try It…

Following the instructions above, go to ‘Administration’ and create a new export definition. Add the fields of

address, city, state, first name, last name, and primary salutation. Decide an order for your columns, set the

sort order for your rows, and then save it so you will recognize it. Add an export process, and use your export

definition.

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Try It

Now let’s put information from CRM 102 and 201 together to practice in the context of your role as a Super User for a

college or unit. If you are not associated with a college or unit, practice along using the same example as the instructor.

Build the following:

1. An ad hoc query to determine the alumni to your college who have given a gift in the last year. Build and save

your query. Be sure to save it as a selection.

2. Edit your query definition with different filters. Filter your list by gender – show only women who have given a

gift in the last year.

3. Edit your query definition to limit the geographical areas of your alumni donors – choose a state to filter on.

4. Build a new ad hoc query for all donors to your college or unit in the last year. Save your query as a selection.

5. What other criteria do you anticipate needing to filter on? Use this time to practice building queries that you will

need to run on a regular basis. Think about how you can save a query and edit your filters to save you time in

the future.

6. Now create a smart query instance.

crm 201 - university of cincinnati 201... · crm 201 brief review of key concepts of query from crm...

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