Importing unique so editable addressee - anyone done it?
I am working on one of my least favorite detailed projects - the annual report donor lists.
Our listing formats is one of:
Bob Smith (ChemE 86)
Bob (ChemE 86) & Mary (MinE 86) Smith
and variations only one is grad, deceased “*”, different last names etc.
So each year I pull my various lists, use Excel formulas to change 4-digit year to 2, combine for ‘(Major Yr)’ and combine spouse names, etc. (like the formulas)
What I'm considering and wondering if anyone has successfully imported these created listings into an add/sal format (doesn't matter really what one as it will be editable) so that I can just export that “Annual Report Recognition” addressee with my data pull and not have to recreate/edit as much.
Yes, I know it would require updating for marriages, divorces, deceased with the asterisk but I'm thinking that could be added to our procedure when updating the record. Just some diligent proofing.
I do have constit ID's in my pull.
What am I not think of? Should it work? Will it work?
Thanks in advance for any thoughts.
Comments
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@JoAnn Strommen
I am not understanding what you are doing.what does ChemE 86 and MinE 86 means and why are you adding them to the addressee?
While not sure what you are attempting to do, yes you can import edited addressee as additional addressee into RE using RE import function
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@JoAnn Strommen I've definitely done this before, and it is WELL worth it. It was one of my most disliked projects when I inherited it for many reasons, but once I wrangled it into order it was much easier.
To complicate it, we had multiple ways someone could be listed. If they were a parent of a current student or a graduated student, there was one format. If they were also an alumni they had a different format. If they were also an employee, there was a third option. Huge pain.
I set up editable addressees for each potential option. You do need to include an add / sal ID value first, add the column to indicate that it is editable and also add the column with the text. It was easy to import!
For maintenance, I ran a query quarterly that included relevant output fields to help me quickly scan the addressees to see if they were correct. I think I had one for each list they would appear in - “Alumni giving this fiscal year”, “Parent giving this fiscal year”, etc.
Some people questioned the need for the handful of additional addressees, but they were not the ones generating the report or maintaining the data, so I didn't listen to them. :-)6 -
@JoAnn Strommen As Karen described, we have also done this for our Honor Roll of Donors. And we also had multiple ways a donor could be listed. I have Single Honor Roll Name, Parent Honor Roll Name, Friend Honor Roll Name and Legacy Honor Roll Name (for those donors that have set up planned gifts with us). I do a periodic check of the names and update through out the year. Makes it so much slicker when you are pulling the list for the actual Honor Roll. Then after the lists have been pulled and updated for the year, I import everything and override what was in the system so I start the year with a fresh list of how donors wish to be listed.
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@JoAnn Strommen Agree with all responses already, one thing to note is if you have organizations that you need to list, you cannot add an addressee so I use attributes/custom fields for this information so I can export one field for this information and not have to do an if org name else addressee in my export.
Now, if I can just automate the addition or updating of them life would be complete, haha!
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Thank you @Karen Diener, @Julie VanErsvelde and @Dan Snyder! Great advice and points.
Going back to last year's final lists and importing before I pull lists next week.
I'm kicking myself for not going this route earlier. LOL
@Alex Wong Those are their majors and grad year - need to have for listing
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@JoAnn Strommen
Under addressee/salutation tab for individual donors - i add type “annual report” than the salutation that is to be listed in the annual report.0
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