Revision as of 10:59, 4 May 2018

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Introduction

Data Extraction/Mail Merge Definitions use person/org records without consideration of projects, allowing you to export all person/org records on the system. The data extraction tool allows the following three facilities:

1. Export Records direct to spread sheet.
2. Send to the Blue Folder Lookup tool.
3. Generate a mail merge with Letters or Email

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Editing/Creating a definition

To edit an existing definition click on the name on the left or to create a new one click the 'Create New Definition' button. On the following screen you will be able to configure:

General Details Tab

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• Definition Name - The name of the definition.
• Description - Used to explain what the definition is set up to do, this displays on the first page. Example 'Exports only Clients in North Postal District'.
• Include this extract in mail-merge audit? - When set to yes this will be in the Audit and will show in the letters and communications section of the person/org record, if its either a mail merge or an export to spreadsheet.
• Export function of this data extraction:
  • Export to Spreadsheet - Exports the results directly to a spreadsheet with the fields specified by the Filed Set.
  • Send to Blue Folder Lookup - Send the person/org record id's to the Blue Folder Lookup. It is important that a field set was not previously specified as this will produce an error. To check/change this then set to Export to Spreadsheet and set the 'Field Set' drop down to 'Select a Field Set', then change the Export Function back to 'Send to Blue Folder Lookup'
• Field Set - This option is ONLY required/used for Exporting to a Spreadsheet. Select the Field Set that contains the fields that you require.
• Export name to use in "save as" - If exporting to a spreadsheet you can specify a 'Save as' name for the spreadsheet. If the results a very larger and the export is converted to a CSV spreadsheet this name will not be used.
• Suppress people/organisations based on contact consent rules for letters - This will exclude people/orgs that have 'Suppress from mail-merge extract by default' set to 'No' in the Contact Rules of the persons/org record.
• Suppress people/organisations based on contact consent rules for emails - This will exclude people/orgs that have 'Suppress or Block Emails' set to 'Yes' in the Contact Rules of the persons/org record.
• Suppress anonymous and anonymised people/organisation records - This will exclude people that have been recorded using the record an anonymous record (whom have not been changed to a named person) and records that have been anonymised using the Cleanse/Anonymise Tool.
• Send only one letter/email to both "related and partnered" people, when both are in mail merge (and marked as such) - Using the Relationships Screen you can specify that two people only receive one letter in mail merges (you must also specify the joint salutation). If both of these records are part of the data set then they will be merged using the joint salutation on exports to spreadsheet and mail merges.
• Export active people/organisation records - This allows you to only use people/org records that are set to active.

Types of Orgs & People Tab

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On this tab you will find the list of People and Organisation types you are using on your system. The names display are the ones specified in Customise Orgs & People. For each record type you can choose one of the following options:

• Not relevant - This will not include this record type when running the definition.
• Include - This will include this record type when running the definition.
• Exclude - This is to exclude a record type when running the definition. If a person/organisation is set to more than one record type the exclude will not use this record for the include.

Example
You wish to send a mail out to staff and a second mail out to volunteers.  You do not want to send anyone two mail outs.  The staff mail out is only set to include staff, the second mail out would be set to include volunteers and exclude staff.  Anyone that is both a staff member and volunteer would only be included in the staff mail out.

Extra Criteria Tab

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The extra criteria tab allows you to add extraction conditions (arguments/queries) to the records being used/extracted. These arguments/queries can include items like, only people in a certain location or a certain client type based on demographic data. This tab will display the number of arguments/queries setup in the criteria.

To add or edit the criteria click on the 'Add Extra Criteria' button.

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The criteria page will always start with a line with the condition set to 'WHERE'.

• Condition - The first condition will always be set to where, this is the start of the argument/query. You can add multiple lines to the argument/query using the following conditions:
  • AND - This is in addition to the first line. The system will find data based on the first line and the second line.
  • OR - This will look at the first line to match data or match data based on the second line.

Example for AND
Looking for people in specific town that have any disability.
Where 'Town' = 'Town Name' AND 'Has Disability' = 'Yes'

Example for OR
Looking for people in two postcode areas, L1 and L2.
Where 'Postcode' text begins with 'L1 ' or 'Postcode' text begins with 'L2 '

• Field Name - This is a dropdown list of people/org fields that can be used. If you select a field that is populated from a drop down menu you will be display a selection screen where you can select the required values (will imply 'or' for each option), this will populate the 'Selection Value' for you when you click the 'Save Details' button on the pop up screen.
• Selection Criteria - This is specify the argument/query that is to be used on that line:
  • Equals (=) - The data in the selected field must equal the 'Selection Value'
  • Not Equals (<>) - The data in the selected field must not equal the 'Selection Value'
  • Greater Than (>) - The data in the selected field must be greater than the 'Selection Value', which would be appropriate for values and dates.
  • Greater Than or Equal To (>=) - The data in the selected field must be greater than or equal to the 'Selection Value', which would be appropriate for values and dates.
  • Less Than (<) - The data in the selected field must be less than the 'Selection Value', which would be appropriate for values and dates.
  • Less Than or Equal To (<=) - The data in the selected field must be less than or equal to the 'Selection Value', which would be appropriate for values and dates.
  • Text Begins With - The data in the selected field must begin with the 'Selection Value', often used with text (postcodes, address line or notes).
  • Text Contains - The data in the selected field must contain the 'Selection Value', often used with text (postcodes, address line, notes or email address).
  • Text Does Not Contain - The data in the selected field must not contain the 'Selection Value', often used with text (postcodes, address line, notes).
  • IN (this,this,this) - a set of any required values, separated by commas, for example, Smith,Jones,Williams would find everyone whose surname was any one of these three.
• Selection Value - Where you enter the values to be used in the argument/query. This may have been auto completed by the selection of the 'Field Name', which you can change by clicking the 'Change Selection' button.

Once you have created a line you can add a new line by clicking the 'Save Details' button. If you wish to remove a line then set the 'Field Name' to '(No Field Selected)', when saving the line will be deleted. Once you have finished specifying the criteria click on the 'Save and Close' Button.

Branch Reporting Tab (requires Branch Module

On this tab you can specify to report on records in;

• All Branches
• Selected Branches
• Selected Branch Groups (views)

Running an existing definition