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Finding individual records with blank Primary Addressee

Chris Zello

We have an Omatic import that brings in new records, but because we do not want it overwriting the Primary Addressee or Primary Salutation, we are leaving it blank. The records come in, and I have some records that do not have a Primary Addressee or Primary Salutation.

It appears that Query (from database view, because these fields aren't yet available in web view) doesn't work when I use this KB article: https://kb.blackbaud.com/knowledgebase/articles/Article/39559

The option to choose Primary Addressee is blank, doesn't work.

As best I can figure, I have to modify the criteria to have Key Indicator = Individual, Primary Address does not equal the first choice, and Date Created ≥ [date before import].

Does someone have a different approach?

Thanks.

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Comments

Alex Wong

@Chris Zello
with IOM, you can specify default addressee/salutation for only new constituent.

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Then for checking, while you cannot use Query in webview to filter on primary addressee or primary salutation being blank, you can go to DB view, save a query that is filter: key Indicator = Individual AND (primary addressee is blank OR primary salutation is blank). Then use SKY API Execute Query by ID to run it and get a list of constituent (individual) that has blank primary addressee or blank primary salutation

Aldera Chisholm

@Alex Wong Hi Alex, sidebar question! I haven't learned SKY API yet - I'd love to know more about why you recommend it, over just doing a regular Query… I have a feeling you'll tell me something that's going to make me want to fast-track getting into SKY API! Feel free to DM me if you don't want to derail the original thread as I've just done.

JoAnn Strommen

@Chris Zello I bit unclear but it does sound like you are trying to do in db view? If so, it has worked fine for me. My criteria:

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Joe Moretti

@Chris Zello JoANN is spot on and the way to handle this situtation.

Alex Wong

@Aldera Chisholm
I'm going to reply here so others can be aware too.

while query in database view is good to do what OP ask, it doesn't allow for automation.

Query in webview cannot do what OP ask, (b/c primary addressee/salutation is not “query-able” with Query in webview yet)

However, Query API can do what database view query can do, but allow for automation.

Automation that I suspect OP is going to do is: Recurring daily: check for primary addressee/salutation that is blank, if any, send email to notify himself of the records that has issue for him to fix. Additional, if OP want to go far, is to directly update the constituent record such that addressee/salutation is updated automatically with the default, removing the need to do additional work. (auto data correction)

Added note:

database query allow for one-of operator up to 500. (i.e. 500 constituent id)

query in webivew allow for up to 2000 one-of. Which is much better.

query API allow for more than 2000, I don't remember exactly how many, I think last I checked is 5000.

EDIT: since I want to know what Query Ad-hoc API limit is, I just checked and cannot find a real limit… 50K works, but when I try 100K, the API timed out (2 minutes limit of power automate),

Aldera Chisholm

@Alex Wong Thank you for this - I think I understand it a bit better!

Amy Dana

@Chris Zello Hi Chris! How are you importing the salutation through IOM? There is a setting on the profile under Constituents that allows you to set the default primary addressee and salutation for new constituents. That way it will only add that data for new records but not change anything on existing records.

Kevyn Barnes

@Chris Zello I do a DB query as JoAnn Strommen suggests (including a “date last changed” “greater than or equal to last quarter” similar to your criteria), and use that query as a starting point for a constituent list in web view, then I set the DB query to update daily via Queue so that the web view list also updates frequently. I know it is unnecessary to move it to a web view list but it is just my preference as more convenient for maintenance tasks that I try to complete weekly, especially for a few like this that are tied to checking Omatic Cloud imports.

JoAnn Strommen

@Chris Zello Just a note, if someone who reads this is dealing with issue but doesn't have Omatic, the primary add/sal can easily be added using global change - constituent in db view. That assumes you have a set format for all records where you need to add the add/sal.