1. eTapestry Workshop Session 3: Queries and Reports

2. Agenda
How to create Queries
How to create Reports

3. Queries

4. Query vs. Report Query (the funnel) Report (the output)
An advanced search engine that locates a group of accounts or journal entries, based on criteria that those entries share.
A tool used to allow you to select the fields you want to display or use about the account or journal entries in a query
Fixed preview (you cannot see additional Fields)
Customizable (you can see/include almost any Field in the Database)
Must be ran through a report to export results
Must be ran with a query
The “who” you are looking for
The “what” you are wanting to see

5. The Big Picture eTapestry Group gifts for generating receipts
Group donors for an newsletter
eTapestry
Group gifts greater than $500 for a report
Discussion:
Query is a tool used for grouping accounts or journal entries.
You can use a query in other processes, including reports, exports, correspondence, and mass updates.
Examples:
Group constituents for a mailing
Group gifts for a report
Group accounts that you want to update using mass update
Group gifts you want to generate receipts for

6. Types of Queries There are four types of queries in eTapestry.
System-Defined Query: These are queries that are pre-defined in eTapestry and cover some basic segmentations. System-defined queries are often the starting criteria for manual queries.
Basic Query: In a basic query, you specify the criteria for entries. The query mechanism searches through all of your accounts or journal entries and locates only the ones that meet your specified criteria.

7. Types of Queries
3. Compound Query: In a compound query, you can combine two other queries by adding their results together, subtracting the results of one query from the other, or intersecting the results to find only the accounts or entries that exist in both queries.
4. Custom Account Query: In a custom account query, you can manually select the specific accounts that you want. These accounts do not have to share any specific data in common because you are able to manually pick out the ones that you want. You can also create a custom account query from a basic query, then manually remove any accounts that you do not want in your final results.

8. Creating a Query Category
To create a new Category, Click on Add a New Category (red rectangle) or select an existing Category from the list of available Categories (left pointing arrow).
After creating a new Category or selecting an existing Category, in the Tasks menu, click the following for:
New Query (Basic Query)
New Compound Query
New Custom Account Query
System Defined Queries are designated by the orange colored square with the cursive “e” in the middle:

9. Components of a Query Name Match Available Fields Description
Persona Options
Criteria
Starting Criteria
Type
Data Return Type
Private, Read Only, Favorite Query
Relationship Info
Setting up a Basic Query
Name – what this query is going to find.
Description – a reminder of what you are going to do with this query or when to use it.
Starting Criteria – the place where your query is going to “start” looking.
Data Return Type – determines what Fields are available for the Report or Communication:
Accounts are the Fields on the Persona, Other, and Defined Fields Pages of an Account
Journal Entries are the Fields on a Transaction, Contact, Note, or Calendar Item located on the Journal of an Account.
Relationship Info – If you are looking for a specific Relationship Type.
Match – determines how your Criteria are met:
All of my Criteria – use this to say “And” between criteria.
Any of My Criteria – use this to say “Or” between criteria.
Persona Options – Used to limit your Query to only a specific Persona Type.
Type – determines if the Query will search the database fresh or just keep the same results:
Dynamic – use this so the Query will always scan the database for new Accounts/Gifts, etc.
Static – use this to prevent any new Accounts/Gifts, etc. from being added to the Query’s results.
Private, Read Only, Favorite Query:
Private – only your User ID can access this Query.
Read Only – only your User ID can make changes but other users can see and use the Query.
Favorite Query – Makes the Query easily identifiable
Available Fields – this is how you select the Fields to find who you are looking for.
Criteria – this is how you select the specific Value within a Field that you are looking to find.

10. Creating a Basic Query - 1
1. Name (blue left pointing arrow) is a required Field and should represent the intention of the query.
Use the 2. Description (blue right pointing arrow) to specify when you want to use this query or provide a reminder of what is or is not included.
Every Query in eTapestry needs a 3. Starting Criteria (a query already existing in eTapestry) (red rectangle).
By default, this is set to the Base - All Constituents, which is only the Constituent Accounts in your database.
You can always select a different starting criteria.
This can either narrow your query’s search or it can widen your query’s search:
You can set the Starting Criteria to Constituent Journal Entry Date - This Year to make sure that your query only looks at journal entries in the current year.
You could change it from All Constituents to All Accounts to make sure that Users and Tributes are also included in your query’s search.

11. Creating a Basic Query - 2
4. Data Return Type determines whether the query will pull back accounts or journal entries.
The 6. Match field determines whether your query will look for accounts or entries that have all of your selected criteria, or any of your selected criteria.
For example, if you want the query to find all accounts who are located in Indiana and have donated a certain amount of money, then set the match to All of My Criteria. If you want to find all accounts who are located in Indiana or have donated a certain amount of money, then set the match to Any of My Criteria.
The 7. Persona Options field allows you to specify which Persona Type you want your query to search: Any Persona Type, the Primary Persona Type Only, the Personal Persona Type Only, the Business Persona Type Only, Etc.

12. Creating a Basic Query - 3
8. Type (downward pointing arrow) determines whether the query is dynamic or static:
Dynamic – will always search database to find new Accounts/Transactions/etc.
Static – will only have the same results as the first time you ran the query.
The 9. Private, Read Only, Favorite boxes (red rectangle) are used as follows:
Private = Only you can see the query.
Read Only = Anyone can see the query but only you can change the query.
Favorite Query = Adds the Query to your list of Favorite Queries.

13. Creating a Basic Query - 4
10. Available Fields (red rectangle) there are many Fields to choose from for a query.
Each grouping of Fields presents different Fields from the database that can be queried on.
The 11. Criteria (red circle) you add to a query will determine what group of accounts or journal entries are found.
For example, by adding Individual Transaction Received as a query criteria, we can find all Individual Transactions Received and put in our amount or range we’d like to find.

14. Creating a basic query - 5
Once you make all the appropriate selections for your query, select Save And Preview under the Tasks menu to see the accounts or journal entries that meet your query parameters. NOTE: The query results screen is static; you cannot add or remove fields from this page. In order to export the transactions/accounts out of eTapestry, you would need to build a report.
You can select to run a report directly from the query preview screen by clicking Run Report in the upper right corner.

15. Creating a Compound Query
Compound Queries allows you to take two queries and find the: Intersect, Add, or Subtract between the two queries.
In the example to the right, we are taking All Constituent Accounts in the database (Query 1) and subtracting any Account that has been marked as a Bad Address, Deceased, Do Not Mail (DNM), or Do Not Solicit (Query 2).
The result of this Compound Query would be a Clean Mailing List of all the Constituent Accounts in the database that are Okay to Solicit.
You could then use this as the starting criteria for a Basic Query to find All Individual Accounts that are okay to solicit.

16. Creating a Custom Account Query
A Custom Account Query is helpful because you can group together Accounts manually, or from a Report.

17. Creating a Custom Account Query – 2
A Custom Account Query can be very helpful in keeping a specific grouping of Accounts together.
For instance, say you run the Giving Dynamics Report under the eTapestry Standard Reports – Executive Reports menu.
In that report you discover a list of Lapsed New Donors.
Scroll to the bottom of the list and in the lower, right hand corner of the report list will be the option to “Create a Custom Query in” (red rectangle), which would save your list of Lapsed New Donors.

18. Reports

19. Reports – 1
Reports are found under the Reports Tab

20. Reports – 2 Click on Manage Reports and you will be able to:
See a list of Report Categories
Create New Report Categories (red rectangle)
View eTapestry Standard Reports (red, right pointing arrow) which are several reports that are included with the database.
Or you can create a New Report in the appropriate Category (red, up pointing arrow).

21. Creating a Report – 1 Enter a Name and Description for your report.
You can choose to group data in your report if you want to place accounts or entries that share a common value together into groups in the report results.
You can also choose to Show Totals for each group or collapse each group down into a single line.
We recommend that you wait until after you have selected your report columns to choose your Grouping options.

22. Creating a Report – 2
Each field you add to a report will be a different column that displays for each account or journal entry found by your query.
You can group by any field added to your report under Group Report By.
On the right side of the screen, the Available Fields are listed by categories. You can select a field by first selecting the category it is stored in from the menu. Then click the field name.

23. Creating a Report – 3
After you select the settings and criteria, to run your report, click Save and Run under Tasks.
Then the Report Launch page displays.
The only two settings you will use 90% of the time are the Category/Query (red, right pointing arrow) and Report Format (red, left pointing arrow).
Make sure the query is correct so you display the correct group of accounts or journal entries.
After selecting the appropriate query and a report format, click Submit (red, up pointing arrow) to display your report results.

24. My boss is going to LOVE this!!
Creating a Report - 4
If you select Display Results on Screen as your Report Format, your results will look something like this:
My boss is going to LOVE this!!

25. Creating a Scheduled Report – 1
Once you like the way a Report is displaying, from the report Launch screen you have the following options
You have to use or My Drop Box as a delivery method. Download will not work for scheduled reports.
Enter the address (or add multiple addresses and separate them with a comma) and Subject Line for the .
Click on Schedule for Off-Hours.

26. Creating a Scheduled Report – 2
Once you Click on Schedule for Off-Hours
You can decide how often you receive this report: Daily, Weekly, or Monthly.
Valid From = allows you to schedule the report for up to one year.
You can modify the Address(es) or the Subject Line at any time.
All your schedule reports are listed on the left and can be modified at any time.
NOTE: When setting up a scheduled report it si equally important to make sure the query selected match the report output criteria.

27. Thank you for hanging out with me!
Sarah Singleton