January Challenge: What's your favorite product tip/trick?
This month, we want to hear from you about your favorite product tip/trick that you use to make your work life easier and more productive.
Maybe you have a shortcut that saves you time, a feature that enhances your workflow, or a creative way to use our products that others might not know about. Whatever it is, we would love to learn from you and see how you use our products to achieve your goals.
To participate, simply reply to this post with your favorite product tip/trick and explain how it helps you. You can also comment on other members' posts and ask questions or give feedback.
Comments
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@Crystal Bruce - All of mine are for database view. ?
Keyboard Shortcuts - I can move so much faster through the system, especially records and data entry in batch by using keyboard shortcuts. Here a few of my favorites: https://community.blackbaud.com/blogs/76/4983
Changing the Default Field on the Advanced Search Window - Particularly useful if you need to look-up multiple constituents by address or if you're like me and more likely to look for a constituent with their ID than their name.Change the Default Opening Tab on a Record - Useful when you're running monthly maintenance and need to correct one specific field on multiple records - for instance add/sals. The best part is you can do this for any record in the system, not just constituents!
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@Crystal Bruce Mine is also a database shortcut.
When doing gift entry and having to create a new constituent, I love using the F3 shortcut key when entering spouse last name information. That way if it's a tricky name that I've already spelled once, I don't have to worry about re-typing it again. In the last name box click F3 and it auto populates with the last name from the HOH record. I also use this same shortcut key for entering today's date anywhere it's needed. ?
I am also a big fan of customizing a batch for OLX gifts, since those have additional fields that aren't in my normal gift entry batch. That way if/when I have OLX donations I can process and use that batch and still have all of the other fields that I would normally use/need in addition to the OLX fields.
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@Crystal Bruce I love having templates for data entry, pre-built queries to routinely check for constituent updates that were done incorrectly/missed, pre-built donor acknowledgement export for December gifts after January rolls around to automatically input YTD totals, but one of my favorites brings me back to the simple basics - shortcut keys!
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@Crystal Bruce dv view as well. There are so many great tips/shortcuts.
First thought was one @Austen Brown listed: Change the Default Opening Tab on a Record. So handy when working on a project related to a different tab.
Another I find helpful is when using gift batch to display the constituent fields. Great quick way to see if info (spouse, address, phone, cell, constit code, etc.) is correct on the record for the constituent one is entering a gift. Easy to see if data does need to be updated without having to open each record.
Another uncommon one is to change the default search query for opening records. (I used classic search with enhanced search to see larger list of records matching my search, 6 vs. 2 / 30+ vs 9 with maximized window.) As there are so many records with same name, I can view more than 2 ID's when I need to match. My query has class of, major and degree. Just helps me find correct record faster.
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@Mercedes McCayRead - F3 is the default value key. Not sure if you're aware, but you can also use it to put today's date in a date field, put a constituent's first name into the nickname field, and so many more examples.
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@Austen Brown didn't know about the nickname, but I use it quite often for most anything I can.
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@Crystal Bruce It's already been mentioned, but I love the “Change the Default Opening Tab on a Record” option since I almost exclusively work in the Prospect Tab. Also in DB view, I love being able to customize my front page with links to my most used functionnalities, it saves quite a few clicks everytime!
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@Crystal Bruce The F3 default value key is my all time favorite, but since that has been mentioned several times, I'll add the “Shift+F2” key for loading default values to a new constituent record. It is super handy when creating a bunch of new constituent records after an event or online giving day! For more info on setting up default values:
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@Crystal Bruce Lots in database view!
Renaming Column Headers in Export saves so much time on Exports that you use frequently. Right click on the field and then you can name the column whatever you want.
Saving fields as Favorites in Query makes it easier to find the fields you most often use. Again, you can right click on the field to do that.
I find Query List MUCH easier than merging queries and it allows you to do much of the same functionality.9 -
@Crystal Bruce
Not sure if you consider SKY API a product, but my love lies in SKY API and SKY Add-ins. While there are still more to be desired, it has allowed me to create automation that has saved my org hundreds if not thousands of hours of manual work, preventing human error, etc.5 -
@Christine Robertson Those are some of my favorite features, too. Query list has made it so much easier. ?
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@Crystal Bruce Love AddressFinder in NXT. Makes it so much easier as it's automatically run each quarter, and I can take the system IDs from the downloaded excel exports and drop them into a query in database view to get a better picture and do more analysis if needed.
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@Delphine RocherLewis
I love this one too, particularly when I've got a repetitive update to do that can't be imported!2 -
I have some search queries set up that have been super useful over the years - individuals only, organisations only and “people with unusual titles”.
This last one is particularly useful if I only know someone as Lord Surname and can't remember their given name (especially when they have a popular surname among our supporters)!
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@Crystal Bruce Since this is under NXT, I've found a nice “shortcut” is using the Enter, yes Enter, key to save and close when updating a Name for an individual. One of the only places that Enter does anything within NXT!
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you are able to apply a custom query to the search box in database view,
for example when you are searching for a constituent by a specific field you are able to format your search query to return fields that may be easier for your personally to discriminate between similar accounts when searching, OR, you may use the “enhanced search” which is a Fuzzy Match (Approximate Match) with predefined fields.
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@Crystal Bruce
I keep a static query of specific constituents handy for testing. It consists of a few dozen ‘edge cases' where the constituent is a well-known entity, a major donor, or there is something about them or some aspect of their record that makes them ‘different’ or ‘of interest’ in some way. This list helps me to know whether my more complex queries/exports are doing what is expected.6 -
@Don Burrhus Your post reminded me a great time saver I use. I regularly have to pull essentially a data dump on records in a portfolio or another group of records. I have a MASTER EXPORT. It is created with all the fields that tend to be frequently requested with all the column headings entered.
When I get a request, I open my master, save as with new name and attach relevant query. I can remove any fields like giving data if they only need bio/education/employer.
I actually have two backup copies of same Export should I or someone miss renaming. I don't want to lose it! Entering every column heading is a pain!
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@JoAnn Strommen
Funny! Yes, you'd find the word “MASTER” in a few of my Exports as well all having the commonly-requested fields… Some have more detailed sets of columns that show giving to specific areas of the institution and some have columns splitting out SCs from HCs. I found that the biggest time saver has been not needing to set up filters to show each Solicit Code in a column of it's own (we have a lot of those.)0 -
A few of my oldie but goodie favorites…
Ex. If you are entering a date in Database view for the current month, type the day and tab over for autofill. Entering gifts received today I would simply enter the #12 and tab to get 1/12/2024.
Edit your batch settings to view snapshots of constituent records while entering gifts in batch. I use this to check name, address, etc.
If you are struggling to get into the Database, go to Database options from the pancake drop-down in WebView and “terminate session.”
For our newbies…make sure you export from export not query. Create your criteria in query and then use it from the “selected constituents” option in export to get better results without duplicates
If you are getting duplicates in your exports, you most likely have two outputs that are one-to-many fields. Example: if a record has three constituent codes, and you export constituent code, you will get them on three lines. If you want to get one, select “primary” constituency code.4 -
@JoAnn Strommen Yes! It really is a time saver to have a master export file.
I also always uncheck “Other users may modify this export/query." to ensure nothing gets changed. 0 -
@Keith Wilson
YES! Shift F2 is a life saver for me. I love using it when I'm setting up new constituents so that I can load those defaults, and then go right into adding a spouse without leaving my first tab.1 -
@Crystal Bruce Gifts added through RE NXT webview cannot be deleted in webview or in database view.
Delete button is grayed out in when looking at a gift in database view (blackbaud.com)1 -
@Crystal Bruce
It's an old one, but I am always amazed when people don't know it. In database view, when you hit F3, it enters today's date in a date field!8 -
@Amy Barker Totally agree on this one!
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@Crystal Bruce As I'm in the process of adding new 2024 appeals, the “Copy From” button is a huge help with copying the solicitors, campaigns and funds from a previous year's setup.
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@Crystal Bruce
Wow! This has been incredibly beneficial for someone like me who is new to this. I've gained a lot of knowledge.6 -
@Crystal Bruce my favorite product that is currently making my work life easier and more productive is the NXT Giving statement for year end receipting!!!!! Our year end receipting procedure was a nightmare and this has been such a pleasant experience!!!!
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@Crystal Bruce In NXT email, from sent emails, being able to see the bounces and then click ‘Create List’. Then, if I have other emails going out that I have lists already made for, instead of needing to quickly adjust all the records and run a new list I can use the “Add/exclude” function and exclude the bounced list to make sure I'm not sending to those bounced emails before I've had a chance to tidy up all the records.
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@Crystal Bruce I think the product trick that has been the most helpful for me this month is just the customization feature of Raiser's Edge NXT. It's tiring when you're looking at a donor's page and have to scroll down to see the giving history (what I work with most often). So, I simply moved that tab to the top. Saves me a ton of time when I don't have to scroll to find the tab that I want. It's right there!
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