Exporting Participants from Multiple Events

Bernard Nemis

Hello Folks.

Quick question…

Suppose I want to pull out all alumni who have registered to all our events in FY2020-21, how can I export the constituent information (first name, last name, class) and the event names?

I created a query with the following criteria: Constituency (Alumni), Event Name (ONE OF events in 2020-21), Participant Registration (Registered). I was able to actually pull what I needed from the query. I can just export the query.

But if let's say I want to utilize the export, I'm having a hard time finding a way to export the event names of only those in FY2020-21 (I can't find that option).

Alan French

Hi Bernard, assuming you're using a participant query with a participant export, all the event selection has already been done in the query, so the export will only include the participants from those events.

If you're using a constituent query/export, I would consider using a different type. A constituent query will only tell the export “include these constituents because they meet the criteria”, it doesn't pass across any of the actual criteria to the export, so a constituent may only have 1 event that meets the query criteria but the export will include ALL their events because it doesn't know anything about which events you selected in the query.

Joanne Felci

I'm doing a NCOA update right now so I cannot check but I believe when you use ‘one of’ in a query there is a box you can check to say it has to meet all the criteria - so it would be one of but they have to had attended all those events.

Bernard Nemis

Hi, Alan.

Thanks for the response. I used the constituent query/export. It yielded the same result when I used the participant query/export.

The issue that I was having originates from exporting the Registration value (ie. Registered, Unregistered). In Export, it opens up a pop up window and asks you to select from a list of Event types. It wouldn't have helped me because I needed to select events from 2020-21 instead of the types (which would have yielded results across multiple years).

Based on your first paragraph, I just have to trust the query enough (where I included the criteria Registration=Registered), that I don't need to include this information in the export. So I was able to get the data I needed. ")

I realized I couldn't pull the data straight out of the query because it didn't provide the spouse primary alumni information.

Lastly, I like how you explained the Export process in your second paragraph. This is something that get's overlooked often I think. My explanation for it is similar to ordering a pepperoni pizza (query). When your order is getting delivered to you (export), you might get different pepperoni pizzas with other toppings. They are still pepperoni pizzas, but not what you expect.