Total number of solicitable alumni

Mandy Hoyle

I need to report on the total number of solicitable alumni. Total number of alumni on record, number solicited (with a valid email and physical address). I have never pulled this before. How do I go about this? Thank you!

JoAnn Strommen

Welcome to the BB Community, @Mandy Hoyle.

Instructions for how to do this may vary on how you enter your data. If I were pulling this data I would start with a constituent query where constituent code equals ‘alumna/us’ (for us this is the primary code).

When you say “with a valid email and physical address,” do they need both to be considered solicitable? Or email or physical address?

The valid address can be as easy as a uncheck at the top of the criteria window to include those with no valid address if your records without an address are marked as invalid. You can also query on preferred address > Preferred send mail to this address > Equals ‘yes.' You'll need to do this if it's ‘or.’

If it's either email or mailing address it can be a bit trickier. Do you have multiple email addresses on records? We do and this gets challenging to query as some are inactive or marked DNC. If I'm really trying to get an accurate list I pull them all (Phone number > contains “@”) and take my query to Export as there I can chose email type, in/active etc. and then do some manual editing.

Does that make sense. Maybe another person will have a solution for pulling those with valid emails - our data is just too cluttered for query to work for me.

Faith Murray

We do the same as @JoAnn Strommen, with just a couple of minor differences. We would pull

• Constituent code = alumnus
• AND (Processing Address Line 1 = not blank
• OR specific phone (Email) number = not blank)

When an email or phone is invalid, we demote it to a different phone type like Email2 before checking it Invalid or DNC. That way our “Email” type is as close as possible to only active, valid emails. Realistically, there's always a margin of error in the time it takes to import that activity data from our third-party email processor.

In order for the above query to work, of course, it all depends on how you've recorded your data: what constituent code types you have, how you've tracked your phone numbers, etc.