ResearchPoint Export Tips: Creating An Export Definition With Attributes 7359

ResearchPoint Export Tips: Creating An Export Definition With Attributes


Although exports from Query or Research Lists will typically meet your needs, did you know there is another option when you have more complex data extraction needs in ResearchPoint? This blog post will share tips on how to use Export Definitions to create customized Exports with constituent information and Attributes. It will be of particular interest to organizations with the Grateful Patient Solution who need to export numerous attributes in ResearchPoint.

Export Definitions is a little-known feature of ResearchPoint because you can usually export what you need directly from the output in queries or Research Lists. Especially for organizations with the Grateful Patient Solution and other organization that rely on Attributes in ResearchPoint, this may not always give you the data in a clear, concise format. 

I first came across the Export Definitions feature while working with a hospital foundation. They were struggling with how Attributes displayed in the exported spreadsheet from the Information Library (i.e. Query) and Research Lists. Each prospect record could have multiple iterations of the same Attribute, for example, for each time they were admitted to the hospital. This caused the exported spreadsheet to display each Attribute on a separate row in Query or consolidated all the values of that Attribute into one cell separated only by a space in Research List which would just not do!

As this is a common challenge for many organizations, I wanted to share how to setup and run your own Constituent Export Definition with Attributes in ResearchPoint.

  • Navigate to Administration and select Export definitions.
  • Select the Add button and choose Constituents, then OK.
  • Add constituent and contact information, for example:
    • Constituents 
      • Lookup ID
      • First name
      • Last/Organization/Group/Household name
      • Birth date
    • Spouse
      • Lookup ID
      • First name
      • Last/Organization/Group/Household name
      • Birth date
    • Address (Primary)
      • City 
      • State
Watch the walkthrough of this step below.
  • Add Attributes (e.g. Grateful Patient Solution custom fields):
    • From the Attributes folder, choose an attribute name (e.g. “Date Screened Attribute”), then double-click or select the Value field to add it to the Selected Fields section.
    • In the Export Criteria window:
      • Enter the number of columns to display for this attribute. You will then not see the last Date Screened Attribute in the export. For instance, if the constituent has 4 Date Screened Attributes on its record, but you only want to see the most recent 3 in the export, choose to export 3 and sort by Date added in descending order.
      • Under the Filter section, you could select only specific instances of the attribute. For example, only those that were added this year or have a certain value.
      • Hit OK when finished.
    • Back in the Export Definition window, add additional attribute fields as needed, such as Start date, End date, and Comment 
  • Repeat this process to add additional Attribute fields to the export.

Watch the walkthrough of this step below.
  • Before you leave the Fields and Criteria tab, right-click on each field in the export and change the column header, especially for the Attributes, Models and Ratings. You can also customize column headers by selecting a field on the Column order tab, then clicking on the pencil icon.
    • For the Attributes, customize the column header of the name of the Attribute rather than the Value. For example, Date Screened Attribute field becomes “Date Last Screened” and leave the Value field.
    • You may still need to perform some clean up on the column headers in the spreadsheet after the Export, but they will at least be more succinct.
  • On the Column order tab of the Export Definition window, re-arrange the order of the fields. 
  • Select how to order the results on the Set sort order for rows tab of the Export Definition window. 
  • Finally, use the Set save options tab to make your final selections. I recommend checking on the “Use short column headers” box so that the file will have your custom header names.

Watch the walkthrough of the configuring the remaining tabs below.

The hardest step is complete! You can return to the export definition anytime to adjust the field settings. Now you are ready to export your data.
  • Use the double chevron button to the left of the export definition name and choose Create export. You will only need to complete this step once if you plan to export the same query every time. 
  • Once you hit Save, the export window will open, ready for you to hit Start Process when you are ready.
  • When the Status says complete, choose to Download output to save onto your computer.

Watch how to create the Export from the Export Definition below.

Now you can navigate to Administration > Export > select the export and choose Start Export from the double chevron drop down to run the export again, as long as you want to use the same query. If you need to change the query selection, navigate to the Export page and click on the name of the export you want to modify, then choose the Edit Process link or use the double chevron and choose Edit.

Watch how to run the Export on an ongoing basis below.

Export Definitions are a little-know feature in ResearchPoint that may just solve some of your challenges with extracting constituent information and Attributes from prospect’s records. It is a great alternative to Query and Research Lists when you need more customization of which data to display in a spreadsheet. The next blog post in the series, “ResearchPoint Export Tips: Creating an Export Definition with Models, Ratings, and Wealth Information”, will build on this discussion by adding in more wealth and modeled data for your prospects.

Please comment below if you have any tips to share or questions to ask about this process!
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