Query FAQs With Our Blackbaud University Instructors

1. How can I query based on a total, rather than one individual number?
Sometimes you want to know which donors gave over $5,000 cumulatively in the last year, or perhaps some other cumulative value. There are a few ways you could do this. First, you can use Smart Fields to calculate all kinds of values including lifetime giving, total years of membership, and more! Once you set up and process the Smart Field, you can use that field as a filter in a constituent query.

Second, you could use Summary Fields in your results. You could then go to the Set Sort and Group Options tab and further filter your data to only include those who have a sum greater than or equal to $1,000.

2. Why am I getting duplicates in my query results?
You often hear people say, “Query gives you exactly what you ask for.” And it’s true! However, sometimes there is more information in a record than we expect. For example, I build a query of my recently new members with their phone and email information. When I look at the results, I see a ton of duplicate rows! A closer look would show me that many of my members have multiple phone numbers and emails, and query is showing me all of them. One of the easiest ways to eliminate duplicates is to be as specific as you can with your query filters. In this example, I can sometimes adjust my filters to only include the primary email address. I can also use an export definition (Administration > Export Definitions) which allows me to be more specific about which outputs will be exported.
 
3. We have so many queries in our Information Library! How do I find what I am looking for?
Keeping the Information Library organized is one of the most important time saving tips related to query. The reason you save a query is so you can use it again later without having to re-build it, but that’s hard to do if you can’t find it again! First, it starts with how you name your queries. Instead of naming a query Molly’s Query I might name it Members who joined in the last 3 months, which gives me a much clearer picture of what information I will see in that query. It also makes it easier to use the Search box at the top of the Information Library. You can also work with your colleagues to organize the folders on the left side of the Information Library in a logical way that works for everyone, and don’t forget to use the Favorites to easily indicate the queries you use often.