Note: This solution contains steps for troubleshooting the most common query issues. We also recommend you try searching Knowledgebase for information about your specific issue. For example, if gifts are missing from the query, first search for 'Gifts are missing from query.'

Try each of the following steps in order until the issue is resolved:

  1. Ensure you are using the correct query and/or query type:
    1. Verify you are using the correct saved query. Saved queries may have similar names with different parameters.
    2. Ensure you are using the correct query type. For example, if you are running an individual query, organizations are not included. Change the query type if appropriate.
      1. If querying on participants, ensure you're using a participant query to capture nonconstituent participants.
      2. If querying on gift and using a constituent query, the entire constituent record is included or excluded based on the gift information. For example, if you query on "Gift Type does not equal Pledge" and a constituent has multiple gifts and one pledge, the constituent is not included in the query even though he has non-pledge gifts. If you use a gift query, all of the non-pledge gifts are included in the query.​
  2. Ensure the correct parameters are selected on each tab and in User Options / Query Options:
    1. If the query is based on an existing query, verify the missing records from the new query are included in the source query. Select Tools, Query Options from the query menu bar and select the Query Processing tab to see if a query is based on another query.
    2. Ensure the soft credit options are set appropriately
    3. Ensure the matching gift options are set appropriately
  3. Double check your Criteria tab selections:
    1. Compare the filters selected on the Criteria tab with the information on the missing or incorrect records to determine whether the records meet the query's criteria. If necessary, adjust the query's criteria or edit the records.
    2. Review any negative operators (does not equal, not one of) to ensure they are not excluding any constituents you want included in the query.
    3. If you must enter text in the Value field (instead of selecting it from a drop-down menu), ensure you enter the text exactly as it appears in the database. For example, enter the exact text of an attribute description.  
    4. Use the one of operator to filter on multiple values for the same field. Example: To filter on multiple constituency codes, select Constituency, Constituency Code one of Board Member, Alumni, Parent.
    5. If filtering on the same field multiple times, consider creating multiple queries and merging them so the filter occurs in each query only once
    6. Rather than using combining operators (AND, OR) when searching for multiple of the same item, consider using the One of field instead
Instead of using this criteria:
Constituent Code equals Board Member
AND (Preferred Zip equals 23456
OR Preferred Zip equals 23459
OR Preferred Zip equals 23470)
Consider using this criteria:
Constituent Code equals Board Member
AND Preferred Zip One of 23456, 23459, 23470
  1. If the constituent is marked as Is inactive, Deceased, or Has no valid address, mark the appropriate checkboxes on the Criteria tab 
  2. If using Summary Information, make sure gift types is included as a sub-filter as not all gift types are included.​
  1. Output tab options:
Remove all fields from the Output tab except the Constituent Name and the fields selected on the Criteria tab.
Note: The fields in the query results do not necessarily interact with each other. Therefore, even though the results may appear wrong, the query may actually be pulling the correct records. For example, you filter on:
Summary Information, Summary for Gifts, Total Number of Gifts equals 5. On the Edit Field Criteria screen, you select a date range of Last Year.

This query pulls everyone who gave 5 gifts last year. If you put the Gift Date field in the results, it shows the gift date of each gift the constituent gave for all time because the Gift Date field is not filtered by the Summary Information fields. By removing the Gift Date field from the Output tab, you can more easily see why the constituents were pulled in the query. After determining the query is correct, you can the re-add the other fields to the Output tab