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Using Constituent Queries To Gather Event Registrant Information

Ever had a scheduled program or event occur in Altru and you wanted to get a list of constituents that attended for a mailing? This action can be performed with a constituent query in Altru and used in one of Altru’s mailing processes or exported to Excel.
To create a query of constituents that attended a scheduled or preregistered program you can do this
First create a query with a Constituents source view:
  • Click Analysis > Information Library > click add an ad-hoc query
  • Click the drop-down box next to Record Type > Choose Constituent
  • Double click on Constituents in the Source View Section
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Then filter the query on your program:
  • Under the Browse for fields in section expand the Sales Orders node by clicking the ‘ ’ button next to Sales Orders
  • Then expand sales order item > expand Sales order Item Ticket
  • Click on Program (It should highlight Blue)
  • Drag Program Record from the middle column to the Include records where section
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You can further adjust the criteria of the query by adding transaction dates or program event start dates to the include records where section.
To add a transaction date filter:
  • Click on the Sales Orders field under browse for fields in
  • Then drag Transaction date from the middle column to the include records where section
  • Then change the first drop down to Between and enter your dates:
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To find constituents based on the Program Event Start Date you need to follow a path like the one we pulled earlier when pulling the program record:
  • In the query under browse for fields in expand Sales Orders
  • Expand Sales Order Item > then expand sales order item ticket
  • Click on Program Events
  • Drag start date from the middle column to the include records where section > enter your date or select one of the options in the first drop down menu
Once your query is completed feel free to add other information to the include records where section or results fields to display section to further enhance your query. You can add address information, email contacts, phone numbers, and several other fields to help you get the information that you’re looking for from the query. Here’s an example below:
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If you’re looking to find constituents registered to a Fundraising or Special Event in Altru you can follow these steps:
 
Create a Constituent query:
  • Click Analysis > Information Library > click add an ad-hoc query
  • Click the drop-down box next to Record Type > Choose Constituent
  • Double click on Constituents in the Source View Section
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Filter your query on constituents that have purchased a ticket to your fundraising event:
  • Under browse for fields in expand Registrant
  • Click on Event > Drag Event record from the middle column to the include records where section
  • Search for and select your Event and click OK
If you like would like to see a list of the registrants instead of just the host you can output the registrant field in your query as well:
  • Under browse for fields in expand Registrant > then expand Registrations
  • Click Mapped Registrations
  • Then drag Registrant from the Middle Column to the Results fields to display section
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Now that you have your constituent queries created feel free to turn them into a selection by clicking on the set save options tab of your query and then mark create a selection and show this selection in the query designer:
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Once your query is saved you can use it in one of Altru’s mailing processes like the appeal mailing process or the invitations process for Special Events. Check out these other articles we have below that include instructions on using constituent queries to retrieve other information from Altru:  
 
 
Posted by De'Andre Daniels on Jan 10, 2018 10:05 AM America/New_York

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