Post on 06-Aug-2015
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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
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
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