THE RAISER’S EDGE DATABASE CLEANUP TIPS

EE Breakout Session 2:

Deadra Elliott, Presenter

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Wireless & Sample Database Access

• Wireless Access:• SSID: K-12• Password: blackbaud

• The Raiser’s Edge Sample Database Login:

• Type the URL• Find your user name and

select PC or Mac user • Enter the user name and

password provided • RE7 database password is:

admin

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Learning Objectives

• Review best practices recommendations for reducing data integrity issues

• Review available database tools in The Raiser's Edge and techniques to help with common data cleanup including:

• Global Add, Change, Delete options • Duplicate Constituent Management• Table Cleanup

• Review additional tips for database cleanup and maintenance

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NAME: DEADRA ELLIOTTHOMETOWN: CHARLESTON, SC

WHAT I DO: K-12 CONSULTING MANAGER

BACKGROUND: BLACKBAUD (16 YRS) - SUPPORT, TRAINING, CONSULTING

INTERESTING FACTS:

• USC GAMECOCKS FAN

• MUSICIAN (PIANO, ORGAN, VIOLIN)

• LOVES TRAVELING & THE BEACH

• FAVORITE CITY: MIAMI, FL

Presenter Bio-Deadra Elliott

From the beginning….

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• Tips for limiting data cleanup:– Establish system security

options to control data access – Standardize data entry

procedures – Document your organization’s

data entry Policies and Procedures

– Train end-users

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Define security options in the Administration module:

System Security Tips

Define Group Privileges and

Add Group Members

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Define security options in the Administration module:

System Security Tips

Don’t forget to define options for

each module. Limit add/edit/delete

rights.

Access to individual reports

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Set the rules for how data is entered, managed, and extracted from The Raiser’s Edge:

Standardize Procedures

• Constituent records entry

• Address and bio updates

Records Management

• Campaign, Funds, and Appeals records entry

• Batch or online processing

• Acknowledgement Letters

Gift Processing • Standard reports and

queries

• Standard exports

• Mailing procedures

Reporting & Extraction

Document procedures in a Policies and Procedures guide

for your organization.

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When you need the right tools…

Globally Add/Change/Delete

Records

• Admin module

Duplicate Constituent

Management Tool

• Admin module

Merge Constituents

• Admin module

Table Cleanup

• Configuration module

The Raiser’s Edge is equipped with standard options to assist with data cleanup and maintenance.

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Database Cleanup Examples• Data entry staff member enters an incorrect

attribute on a large number of constituent records.

• The solicit code “do not mail” needs to be removed from solicitor records.

• Gifts marked as “Acknowledged” need to be changed to “Not Acknowledged.”

• Older fund records need to be marked as “fund is inactive.”

• The Volunteer Coordinator requests to delete a large number of old volunteer records.

Global Change Options• Options are located in the Administration module • Important Tips:

– Limit security access for end-users– Request a data backup for larger projects– Choose Selected Records vs. All Records

• Global Change Options:– Globally Add Records – Globally Change Records– Globally Delete Records

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Global Change Options

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Global Change Example:

• Global Change option in Administration module

• Based on a query of selected records of “Board Members”

• Field used is Constituent Attributes “Anniversary”

• Operation is ADD• Value 7/2/15

Managing Duplicate Records• Configure Business Rules in the Configuration module

to reduce the risk of creating duplicate records• Always SEARCH first before adding new records

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Duplicate Criteria

Duplicate Constituent Management Tool

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Merge Records Option

Merge Constituent Records

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Merge a single record into another record from the option in the Administration module

Merge records individually from the Constituent menu in the record

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Table Cleanup in The Raiser’s Edge

Merge table values to correct data entry mistakes.

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Table Cleanup in The Raiser’s Edge

Right-mouse click to access the Print Code Tables

Report option.

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Other Cleanup Tools

• Import (Administration module):• Import is used to create new and update existing records • Link to EE import guide: https://

www.blackbaud.com/files/support/guides/ee/eeimport.pdf.

• Convert Pledges to Recurring Gifts (Administration module):

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Other Cleanup Tools• Open records from query results tab:

• Use the OPEN option to open records directly from query results. This feature is helpful for manual clean up of data in a group of records.

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Other Cleanup Tools• Non-constituent merge utility:

• Located in Plug-Ins. Option is used to identify and merge non-constituent records.

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Additional Database Cleanup Tips for The Raiser’s Edge

Knowledgebase tips from www.blackbaud.com:

1. How to globally replace table entries in The Raiser's Edge 7 (Article Number 41782).

2. How to clean up Addressees/Salutations in The Raisers Edge 7 (Article Number 49074)

3. What is the Non-constituent Merge Utility and how to run it? (Article Number 41225)

4. How to globally change the address type in The Raiser's Edge 7 (Article Number 45963)

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Additional Info for The Raiser’s Edge

Blackbaud Data Services for The Raiser’s Edge: See your sales account rep for a custom quote.

Configuration and Security Guide:https://www.blackbaud.com/files/support/guides/re7/config.pdf

Database Administration Guide: https://www.blackbaud.com/files/support/guides/re7/db_admin.pdf

Global Add, Delete, and Change Guide:https://www.blackbaud.com/files/support/guides/re7/global.pdf

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