Creating a Merged Duplicate Constituents Report

The Merged Duplicate Constituents Report provides data to help you analyze constituent data that was merged or removed in the process of reconciling duplicate records.

  View a Sample of this Report

The following sections will cover:

u       Available Columns for the Report

u       Sort Order for the Report

u       Filters for the Report

u       Steps for Creating the Report

Available Columns for the Report

The default report contains only the members’ names, email addresses, and whether or not they accept email:

• First Name
• Last Name
• Accept Email
• Email (address)
• Duplicate Cons ID
• Master Cons ID
• Merge Started
• Undo Started
• Address - City

Constituent Information Columns

You can add any of the following columns to your report that cover general constituent information from the Constituent360 contact record.

Notes:

1) The columns in this section are arranged alphabetically, with the sub-headings provided to help you locate the column in the Available Columns pane if you wish to use it. Each column name is linked to a glossary definition that provides more details about the purpose and content of that column. 

2) The columns listed represent all possible fields that can be used in the Consittuent360 database. If your site does not use some of these fields, those columns will not be available to you.

3) If your site has additional custom fields enabled, those fields will also be available for the report under the Additional Information heading; you may also have additional fields such as those associated with the Directory or with Donations that are not listed here.

Sort Order for this Report

• First Name
• Last Name
• Email (address)
• Accept Email
• Master Cons ID
• Duplicate Cons ID
• Merge Started
• Undo Started
• Address - City

Filters for this Report

There are no required filters for this report, but you can choose to filter the report by most of the columns on the report. For example, you could create a filter that would limit the report to only those members whose State is Texas or only those members who Accept Email.

Steps for Creating Your Report

To create your report:

1. From Data Management, click Reports.
2. If Reports Classic displays, click the Report Writer tab. The Report Writer list page displays.
3. To create your new report:
• From the default model for this report:
1. Click Create a New Report. The Select Report Type page displays.
2. Select the Constituents application from the drop-down list. The available report model(s) display below the list.
3. Click the radio button that corresponds to the Center Members report and then click the Next button. The Configure Report Columns page displays.
• Or, from an existing report that may already contain customizations:
1. Click Copy from the Actions column of a report in the Reports list. The Select Report Type page displays with the Constituents application selected in the drop-down list and the radio button of the original report model selected.
2. Click the Next button. The Configure Report Columns page displays.
4. Review the columns in the report and to:
• Insert more columns into this report definition, click the column in the left pane and then click the Add button.
  
  IMPORTANT NOTE ABOUT ADDING COLUMNS: Adding columns to a report may affect the downloaded output of a PDF report because all columns are placed on a single page, which can cause the results to be too small to be legible. Additional columns may also affect printing a report when clicking the Print icon from the report page, which sends the report to your default printer without allowing additional formatting. Reports with more than 14 columns may be truncated, which can result in columns not being printed.
• Change the order in which the columns will display in your report:
1. Click the column to highlight it.
2. Click the appropriate arrow on the ORDER bar to move the column up or down.
3. Click the Save Order/Customize Name button.
• Change the name that will display for the column in this report you are creating:
1. Click the column to highlight it.
2. Click the Save Order/Customize Name button.
3. Click into the appropriate field in the Edit Column area and make your change/addition to the column name.
4. Repeat these steps for each column until you have the appropriate columns in place.
• Remove a column, click the column in the Selected Columns pane and click the Remove button. The column moves back into the Available Columns pane.
5. When you are finished configuring columns, click the Next button. The Select Sort Order page displays.
6. To determine the order in which to display the rows of information in the report, on the Select Sort Order page:
• From the First, sort by drop-down list, select the column to use for the initial sorting.
• Click Ascending or Descending to specify the numeric or alphabetic order in which to sort the column (for example, from "0 up to n" or "n down to 0"; or from "A to Z" or "Z to A").
• Optionally set two more columns to sort by, using the remaining drop-down lists.
  
  Notes:
  (a) When using a copy to create your report, you can change the existing sort order.
  (b) Although sort order is not required, results may not display in a predictable manner if you do not select at least the first column to sort on.
7. Click the Next button. The Configure Report Filters page displays. Here you can limit the information returned in this report.
• To add a new filter:
1. Click Create a filter. The filter fields pane displays immediately below the button.
2. In the drop-down list on the first line, click the column group that contains the column for the filter. (Note that these column groups correspond to the groups listed in the Available Columns pane in the Configure Columns page in Step 2, and are used to help control the length of the next drop-down list.)
3. In the second line, click the column to use for the filter, and then depending on the fields/lists/links/checkboxes that display, make your selections or entries. For more information, refer to Working with the Report Writer Filters.
4. For the Edit at run-time checkbox, click it to add the checkmark so that others can change the value set above if they run this report again (or, leave it disabled if the values cannot be changed.)
5. Click the Add this filter button. The field pane closes and your filter displays correctly on the page.
• To change the value for a filter:
1. Click Edit from the Actions column of the filter. The filter criteria fields display in a small pane on the page.
2. Make your changes by selecting or entering different filtering criteria. For more information, refer to Working with the Report Writer Filters.
3. If appropriate, leave the Edit at run-time checkbox enabled, or click it to remove the checkmark. (Note that when this option is enabled, others can change a value set above if they run this report again.)
4. Click the Save this filter button. The field pane closes and your filter displays correctly on the page.
• To remove a filter that is not required, click the trashcan icon in the Actions column of the filter. The filter disappears from the list.
8. Click the Next button. The Identify Report page displays.
9. To provide information about the report content:

u       For Label, enter a name that will identify this report in the Report Results List and also in the Reports List (if you save the report).

u       For Description, enter a phrase to provide information about the content or purpose of the report, which displays along with the name in the Report Results List and Reports List.

u       For Security Category, select the appropriate category to control who in your organization has permission to copy or run this report.

u       For Folder, select the folder in which to store the report configuration and report results. For more information, refer to Managing Report Folders.

10. Click the Next button. The Report Criteria Summary page displays.
11. After reviewing the information on the Report Criteria Summary page, to:
• Correct any errors or change a name of a column, click the Previous button on your browser (or the appropriate step in the Process Navigator) to return to the appropriate page. Make your change and return to this page.
• Save this report definition without running the report at this time, click the Save Report button. The Reports list page displays with your new report saved in the list. (Note that you can click Run from the Actions column to run this report now or later).
  
  IMPORTANT: Your report is not automatically saved after it runs unless you save it with this Save Report button before running it or click the Save the Report link from the Report Results page.
• Run the report immediately (without saving it at this time, which may be helpful to be sure it contains the intended information):
1. Click the Run Report button. The Run Time Parameters page displays again with the applied filter information displayed.
2. Click the Next button. The Identify Results page displays again with the report label and description you entered displayed. (Note that you can correct or change the label, description, or folder at this time.)
3. Click the Next button. The Report Summary page displays again.
4. Click the Run Report button. The Report Results page displays with a message that shows the report is running or queued to run until it is replaced by the Report Results. (Note that for most reports, you can exit and then return to the Report Results page at a later time to view the results.)
5. When the report displays, if:
• The report does not yield the expected results, click the Edit Report Configuration link, make your changes, and run it again.
• The results are valid, click the:
• Save Report link at the top of the page to save it to the Reports List. (Note that as the owner of the report, you can use the Run, Edit, Copy, Add to My Reports, and Archive actions from the Reports list).
•   (Download) icon to save this file to your local computer or a shared network resource in a file as a comma separated values (CSV), Adobe Acrobat Portable Document Format (PDF), or HTML formatted document.
•   (Print) icon to send your report to a local printer or shared network resource
•   (Add to Group) icon to create or select a group to add the constituents from your report.
• You are finished, close the report results page.

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