Is there a quick way to show what DB fields we use and what we do not use?

@Cathy Spencer I think Query/Export might be faster, but still not an easy method to necessarily. Definitely want to see what others say!

@Cathy Spencer:

I have clarification from the CEO: He has shared that he wants to be able to import vendor spends into a field in RE so we can see what vendors give at which level, to help us with our asks for sponsorship at major events. This would put everything in RE and reduce dependence on excel spreadsheets.

So I am still needing to find out – is it possible to have a map of fields that shows what we use and what we don’t use?

If we are really only repurposing one field, I am confused as to why an entire field map is being requested. I'm guessing it is for future use.

Thank you for your thoughts!

Cathy Spencer

That is helpful, but my eyebrows are still raised.

If he JUST wants to see vendor spends, add the vendor information and use a constituent attribute to track the spend. I would not “repurpose” any other field to track that information, especially since you would probably want to see their spending over a few years.

Make sure the constituent code is “Vendor” and put the appropriate contacts in the relationship field. Try to get a good address and not the PO Box for Accounts Payable, which is most likely what is in your accounting system. Add appropriate solicit codes to the record too so that they aren't included in bulk mailings or solicitations; my guess is that these would be personal asks.

To really do this right, the front-line fundraisers should also be recording their conversations in the Actions tab. And if you have the Prospect module, use it as well to track the proposals / opportunities. If staff isn't going to do this, the point of having everything in the database and not in spreadsheets is lost.

As for documenting every field in the database for this project? Probably no. There just is no reason for it. As pointed out, that is a GREAT exercise for the DBA - it is 100% your role to try and understand how predecessors used the data, and I have done that multiple times. Have I gone through the effort to document it? Absolutely not since it is constantly evolving and much of it should be obvious. Necessary fields are documented within procedures that require them, but I've never created an inventory.

Karen