The most commonly requested fields in these screenings are listed below. Fields marked in Bold are required so that the data can be imported back into Altru after the screening process is complete:
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Step 1: Create a List of Constituents who will be Screened 
To get the list of people that you want to be screened you will need to create a Constituent's query. For these screenings, you typically want to include only individuals. We will also want to exclude records marked as deceased. To create a query, following the steps below:
  1. From Analysis, Select Information Library
  2. Click Add an ad-hoc query > Choose the Source view of Constituents, Click Okay
  3. On the left select Constituents > In the middle select Is individuals > Move to Include records where and set equal to Yes
  4. In the middle select Deceased > Move to Include records where and set equal to No
  5. In the middle select Lookup ID > Move to Results fields to display*
  6. In the middle select Last/Organization/Group/Household name > Move to Results fields to display*
  7. In the middle select Constituent record > Move to Results fields to display*
  8. In the middle select Record Type > Move to Results fields to display*
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  1. On the Set save options tab > Name the query, check the box to Create a selection and show this selection in the query designer, Save and close
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*Indicates that this field is required for the import back into Altru

Step 2: Create a Total gift Amount by Year and Lifetime Giving Amount Smart field
  1. Go to Administration > Smart Fields
  2. Click Add. Choose Constituent Revenue Application Amount
    • Note: We recommend this type because if anyone makes a split gift, Altru will only return the amount applied to the designation your specify.
  3. Name the Smart Field
  4. On the Parameters Tab:
    1. Under Value to Return, Select Total application Amount
    2. Under For, Select Constituent Revenue if you would like to see just revenue that the 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.
    3. Under Revenue, Revenue types, select the revenue types you would like to see. You will most likely only select donations. 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 under order to see any sales order donations
    5. Under Time frame, select the time frame you would like to consider. To get a true lifetime giving number, leave these fields blank to pull all dates.
    6. 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.  
      • Note: 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 of memberships), also be sure to add "or Type is equal to Membership to your query to include these in your value.
  5. Save
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  1. Process the smart field
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Step 3: Create Largest Gift Amount, Latest Gift Amount and First Gift Amount Smart fields
  1. Go to Administration > Smart Fields
  2. Click Add. Choose Constituent Revenue Amount
  3. Name the Smart Field
  4. On the Parameters Tab:
    1. Under Value to Return: to create these you will need to choose Largest gift amount, Latest gift amount, and First gift amount creating three separate smart fields
    2. You may select a specific date range or leave it blank to calculate all dates
    3. Under Revenue type, select the revenue types you would like to see
    4. Optional: If you'd like to filter on a specific designation or multiple designations, you may also add an application selection to do this. 
      • Note: 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 of memberships), also be sure to add "or Type is equal to Membership to your query to include these in your value.
  5. Save
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  1. Process the smart field
Step 4: Create First Application Date, Latest Application date, and Largest Gift date Smart fields
  1. Go to Administration. Click Smart fields
  2. Click Add. Select Constituent revenue application dates. 
  3. Name the smart field.
  4. On the parameters tab:
    1. For Value to return select First application date, Latest, and Largest application date creating three separate smart fields
    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
    3. Under Revenue, Revenue types, select the revenue types you would like to see. You will most likely select only donations.  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
    5. Under Timeframe, select the timeframe you would like to consider. Leave these fields blank to pull all dates
    6. 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
      • 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.
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  1. Process the smart field
Step 5: Create Consecutive Giving Years Smart Field
  1. Go to Administration. Click Smart fields
  2. Click Add. Select Constituent loyalty smart field
  3. Name this smart field and click Save
  4. Process the Smart Field
    • Note: This smart field is preset in Altru, there is no parameters tab
Step 6: Create a Total Number of Gifts Smart field
  1. Go to Administration. Click Smart fields
  2. Click Add.  Select Constituent lifetime gifts on file
  3. Name this smart field and click Save
  4. Process the Smart Field
    • Note: This smart field is preset in Altru, there is no parameters tab
Step 7: Create a Consecutive Membership Years Smart Field
  1. Go to Administration. Click Smart fields
  2. Click Add. Select the Constituent revenue application counts smart field
  3. Name the smart field
  4. On the parameters tab:
    1. For Value to return, select Consecutive giving years
    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
    3. Under Revenue Types select Membership
    4. Under Transaction types/Application check Membership under Order and Payment to include both back office and sales orders. If you have a Recurring gift or Sustainable membership program select Membership under Recurring gift
    5. Leave the timeframe to look at all dates
    6. 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. 
      • 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.
  5. Save the Smart Field
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  1. Process the Smart Field
Step 6:  Create a Number of Events Attended Smart Field
  1. Go to Administration. Click Smart fields
  2. Click Add. Select Constituent revenue application counts
  3. Name the smart field
  4. On the Parameters tab:
    1. Change the Value to return to Total number of applications
    2. In the For field select Constituent revenue
    3. Under Revenue types, check Event registration and Ticket.
    4. Under Transaction type/Application, check Event registration under Order. Under Payment, check Admission, Event Registration, Order, and Other.
    5. Leave the timeframe blank
    6. The other fields do not need to be edited
  5. Save the smart field
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  1. Process the Smart field
Step 7: Create an Export Definition 
This will be used to deduplicate and sort this information.
  1. From Administration, Select Export Definitions
  2. Click Add. Choose Constituents. Here we will add the smart fields and other fields requested for your screening
  3. On the left in the Browse for fields in highlight Constituents and locate Lookup ID in the middle pane. Move this to the Selected fields on the right
  4. In the middle pane highlight Title, First name, Middle name, Last/Organization/Group/Household name, and Suffix and move all of these fields to the Selected fields pane on the right
  5. Highlight Spouse on the left in the Browse for fields in and locate Name in the middle pane. Move this to the Selected fields
  6. Highlight Address (Primary) on the left in the Browse for fields in. In the middle panes, move Address line 1, Address line 2, City, State, and ZIP to the Selected fields
Below is a screenshot of your progress:
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  1. Highlight Phones in the Browse for fields in and locate Number in the Middle pane. Move Number to the Selected fields.
  2. An Export criteria screen will pop up.  In the Number to export field you will leave this as 1. Order by does not apply since we are exporting one record.
  3. Change the filter to Selected phones. Highlight Primary phone number and move this to Include records where and choose is equal to Yes.
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  1. Click Ok
  2. Now you are back to your export definition
  3. From the Phones node in the Browse for fields in column, highlight Phone type and move this to the Selected fields
  4. In Browse for fields in highlight Relationships and locate Is primary business in the middle fields. Move this to the Selected fields on the right
  5. Highlight Relationships on the left in Browse for fields in and expand. Highlight Related Record. In the middle pane highlight Name and move to the Selected fields column on the right
  6. In the Export criteria screen the Number to Export should be 1
  7. Change the filter to Selected relationships and highlight Relationship type
  8. Move Relationship type to Include records where and choose is equal to Employer
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  1. Click Okay
Below is a Screen shot of your progress
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  1. Highlight Member on the left in the Browse for fields in and locate Primary member in the middle. Move this to selected fields.
  2. On the export criteria screen, everything should be left as the default. Click Ok.
  3. Highlight Member on the left and expand.
  4. Highlight Membership and move Status from the middle pane to the Selected fields. Also move Membership level. This will let you know if they are a member what their status is
    • Note: If they are not a member, it will be blank in the export
  5. To add smart fields to the export definition, you will highlight the Smart fields folder in the Browse for fields in.
  6. Expand the folder and locate the smart fields you created.
  7. Highlight the name of the smart field and locate Value in the middle. Move all smart fields required to the Selected fields
Below is a screenshot of your progress after adding all smart fields:
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Next let’s add the designations and types for the First, Latest, and Largest gift.
  1. For Latest Gift type and designation highlight Revenue on the left and expand.
  2. Highlight Application details and locate Type in the middle pane. Move this to the Selected fields.
  3. On the Export criteria screen leave the number to export at 1. Change the Order by to Date.
  4. Select the radial button for Descending. Leave the filter as All revenue.
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  1. Another Export criteria screen will pop up for the Application details node. You can choose to look at all revenue or specific revenue types. 
    • Example: If you want to filter on specific revenue types, choose Selected application details. Highlight Type and move it into Include records where. Choose Type is one of Gift, Membership.
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  1. Click Ok
  2. Highlight Revenue on the left. Highlight Application Details. Expand and highlight Designation. Locate Public name in the middle fields and move this to the Selected fields
  3. For First Gift type and designation highlight Revenue on the left and expand.
  4. Highlight Application details and locate Type in the middle pane. Move this to the Selected fields. On the Export criteria screen leave the number to export at 1. Change the Order by to Date.  Select the radial button for Ascending. Leave the filter as All revenue.
  5. Another Export criteria screen will pop up for the Application details node. You can choose to look at all revenue or specific revenue types.
    • Example: If you want to filter on specific revenue types, choose Selected application details. Highlight Type and move it into Include records where. Choose Type is one of Gift, Membership.
  6. For Largest gift type and designation highlight Revenue on the left and expand. Highlight Application details and locate Type in the middle pane. Move this to the Selected fields.
  7. On the Export criteria screen leave the number to export at 1. Change the Order by to Amount.  Select the radial button for Descending. Leave the filter as All revenue.
  8. Another Export criteria screen will pop up for the Application details node. You can choose to look at all revenue or specific revenue types. 
    • Example: If you want to filter on specific revenue types, choose Selected application details. Highlight Type and move it into Include records where. Choose Type is one of Gift, Membership​​​
Below is a screenshot of your progress after adding these fields:
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  1. Click Save. You have added all of the required/recommended fields.
Step 8: Generate your File
  1. From Administration, Select Export definitions. 
  2. Locate your Export Definition and click the down arrows next to it. Click Create export.
  3. Name the Export and in the Selection locate the query by clicking the magnifying glass. 
    • Note: You can only use a Constituents' query
  4. Click Save
  5. On the exports Screen Click Start Process
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  1. Once the process runs, click Download output to download your file.
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