I need to create a listing of donors for an annual report or donor listing

You may need to pull a list of donors for an annual report or for another type of donor listing from Altru. You may also need to pull a specific name format or attribute to pull a donor's special listing request. 
Below are common steps to export a listing of donor names by household and giving amounts. Attached is a document of these steps with screenshots and additional options. 

Step 1: Create a Smart Field 
If you would like to pull your list based on cumulative giving, you can create a Smart Field.The first step to creating your donor listing is to create a total giving smart field. You will specify what revenue you’d like the smart field to calculate in the total. Once created, your smart field will be available to view on constituent records, to filter or output in query, and to output in an export or mailing process. For more information about creating smart fields, see our video here: Creating Smart Fields in Altru (3 minutes). 
  1. Go to Administration > Smart Fields
  2. Click Add to add a new smart field.
  3. Add a Constituent Revenue Application Amounts smart field. Note: We recommend this type because if anyone makes a split gift, Altru will only return the amount applied to the designation you specify).
  4. On the General Tab, name your Smart field and add a description if you would like. 
  5. On the Parameters Tab, you will specify what revenue you'd like your smart field to consider:
    1. Under Value to return, select Total application amount.
    2. Under For, select Constituent revenue if you would like to see just revenue that constituent has made. If you want to see recognition credits for the constituent, you can select Constituent Revenue Recognition. To see revenue made by the constituent's household members select Household Revenue. To see recognition for the Household members, select Household member revenue recognition. Note: If you have been assigning recognition credits to both spouses and adding soft credits as applicable, we recommend selecting Constituent revenue recognition. 
    3. Under Revenue, Revenue types, select the revenue types you would like to see. Note: You will most likely select only donations. Organizations may occasionally opt to include event registrations and memberships. If including memberships, this smart field value will contain the amount before any membership promotions were applied for sales orders. 
    4. Under Transaction type/Application, select the transaction types/applications, you would like to count in your value. For example, if you’d like to see Payments only, mark Donation, Pledge, and Recurring Gift under Payment. Also be sure to mark Donation under Order to see any sales order donations. For more information about what to select, you can refer to our related solution: What Revenue and Transaction/Application types should I select when creating a Smart Field?
    5. If you chose an option that included recognition credits in Step 2, under Recognition Credit types, select the recognition credit types you would like to see. Note: If you leave recognition types unchecked, this will pull in all recognition types.
    6. Under Timeframe, select the timeframe you would like to consider. 
    7. (Optional) If you’d like to only filter on a specific designation or multiple designations, you may also add an Application selection to do this. Important Note: Because the application selection takes precedence over the revenue types and applications you select in the smart field, if you have selected any revenue types without designations (for example: event registrations or memberships), also be sure to add “or Type is equal to Membership” to your query to include these in your value.
  6. Save your Smart Field.
  7. Once your Smart field is saved, find it from the list of Smart Fields in your database and click the hyperlinked name.
  8. In the top left hand corner under Tasks, click Start Process. Note: You can also set your smart field on a job schedule to process automatically by going to the Job schedules tab.
  9. Once the Smart Field is processed, you are ready to add it to your query.
Step 2: Create a Selection of Constituents:
The next step is to create a selection of constituents who should be included in your donor listing. You can create this query based on the smart field value from Step 1.
  1. Go to Analysis > Information Library
  2. Click Add an ad-hoc query
  3. Select the source view of Constituents.
  4. In Browse for fields in, click the Smart Fields folder
  5. In the middle column, double click your smart field. Next, drag Value to Include Records where and filter on “Greater than 0.00”
  6. On the Set Save Options Tab, name your query and check the box to create a selection. 
  7. Click Save and Close.
Step 3: Create Your Report
The final step is to export your list of donors. We recommend using an Appeal Mailing Process if you want to consolidate by household you can run an appeal mailing process under Marketing and Communications. The mailing process also makes it easy to export a specific name format if needed. For more information about running a mailing process, see our video here: Adding and Processing an Appeal Mailing in Altru (14 minutes)
  1. ​Go to Marketing and Communications > Appeal Mailings
  2. Click Add to add a new appeal mailing 
  3. In the Add an Appeal Mailing Screen, under General information, specify a mailing name, add a description if desired, specify a mail date, and an appeal record. 
  4. Under Processing Options, specify an Address Processing Option and a Name Format Option.
  5. Under Household Options, choose to Send one letter per household. 
  6. Click Next
  7. Under Letter recipients, Selections of constituents that will receive this letter, click Edit and add the selection you created in Step 2.
  8.  Under Exclude Constituents based on the following, add the appropriate exclusions for this mailing/list.
  9. Under Letter Content, choose what you would like Altru to generate when you run the mailing. We recommend selecting to Export a .CSV file if you would like to generate a list of names, addresses, and total giving values.
  10. Under Select recipient information to use to personalize your letter, click Edit.
  11. In the next screen, under Selected Fields, remove any fields you do not need for this list by highlighting them and clicking the red X to remove.
  12. Next, add the constituent’s Total Giving Value from your Smart Field in Step 1.
    1. In Selected Fields, highlight Constituent Marketing Information
    2. Under Browse for fields in, expand Constituent Marketing Information and highlight the Smart Fields folder. 
    3. In the middle column, double click the name of the Smart Field you created in Step 1. Drag Value to Selected Fields.
  13. (Optional) If you need to add a specific name format (for example, a special request for a donor listing), follow these steps: 
    1. Highlight Constituent Marketing Information in Selected Fields.
    2. In Browse for fields in, expand Constituent Marketing Information, then expand Constituent
    3. Beneath Constituent, highlight Name Formats. From the middle column, drag Name to Selected Fields.
    4.  An export criteria window will pop. We recommend specifying the Number to Export as 1 and choosing Selected Name Formats under Filter. You can drag Type to Include records where and specify which name format you’d like to export: User-added image
    5. Click OK. 
  14. Next, add any additional fields you need for your listing. Once you have included everything you need under Selected Fields, click Save and close.
  15. Back in the Add an appeal mailing screen, click Next
  16. Review your mailing and click Finish and Close
  17. To generate your list, click Run Mailing
  How to Create a Donor Listing.docx

Was this article helpful?