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Attributes, Code Tables for committees

Lisa Saneda

I am looking for a better way to track what constituents have been members of different committees (gala, board, etc.) by year involved. Previously each was listed as a constituency but we run into not being able to track various years, especially when they are continual years.

How do you handle this and does anyone have a clear approach to entering code tables?

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Comments

Ruth Droescher

@Lisa Saneda I have used Group records for this kind of tracking in the past with some success. With groups you can define roles for each member, so you can track what position they were in the committee (ie: chair, member-at-large) and their start and end dates for each role. You can have multiple roles within a group, you just can't have roles with overlapping start and end dates. Groups form a relationship to the individual constituent record similar to households, so you can query based on their relationship to the group being active or falling within start and end dates.

Diana Foster

@Ruth Droescher
Would you know how to create an export definition that would output specific groups? My query is good - I just want to see a select few groups - not every group they might be in….just specific ones. I've encountered not being able to ask for specific groups….and so far support hasn't figured it out either…surely there's a way!

Ruth Droescher

@Diana Foster I'm not sure if this is what you were wanting - but I tried adding a few fields to an export, and I was able to add a filter using the ID of the group - here's a couple screen shots. It does have to be the System Record ID (guid) for the record, not the lookup, but I was able to pull it into a query result and then copy & paste into the criteria field.

e44367e3a8a3545ad36f9b782c39e37a-huge-gr

ec15290118b9087511796d5ea3d9a436-huge-ex

Diana Foster

@Diana Foster
I wonder why many of my groups do not have an ID? That's what I ran into there….

f391edb76a7a44bc08b8e86b66cc8453-huge-ca

Ruth Droescher

@Diana Foster I'm not sure what criteria you're using - we don't have many groups in our database, and in my case I was searching for a specific group so I just used the group name as the criteria, and pulled the System record id into the output.

Alternatively, if you wanted to pull all groups with their ID, you could try using the criteria of ‘Is group/household’ is equal to ‘Yes’, and Group Details\\Group Type is not blank - this should filter out households, but might mean you have to go back and assign group types.

Diana Foster

@Ruth Droescher
Thank you - your input is very much appreciated. Although I am still trying to figure it out - just can't get it to work - and support has been of no help. you are so kind!?

Diana Foster

@Ruth Droescher
I just HAD to let you know that I FINALLY got it to work out – thanks again!!