Individual Address Processing
The address selected is based on four steps, which consider seasonal addresses, address attributes, and specific address types. If a valid address is not found in the first three steps, you can designate the address to use.
Step 1: Mark the Consider addresses with seasonal dates as of checkbox if you want the program to consider seasonal addresses. Select a date (e.g., Today, Yesterday, or Specific date) in the corresponding field. The Raiser's Edge uses the date to determine whether a seasonal address is valid. If seasonal addresses are considered, the first address with a valid seasonal date is used. For individuals with multiple seasonal addresses, the first valid address on the Addresses tab is used. For records with no valid seasonal address, the program proceeds to Step 2.
Step 2: Specify the address types to consider if (1) a valid seasonal address is not found in Step 1 or (2) you chose not to include seasonal addresses as part of your selection criteria. Highlight an address type in the Addresses list and click the right arrow to move it into the Addresses to use list. If you list multiple address types, list them in their order of importance. Use the arrows buttons to move an address up or down in the Addresses to use list.
Step 3: To mail to addresses with specific address attributes, click Address Attributes and select the address attributes to consider. When considering address attributes, the category and description must be present on the address record for it to be considered. Only addresses included in the Addresses to use list are considered.
Note: If you select to use address attributes as part of your selection criteria for individual addresses, the address record is first checked (before Step 1) for the attribute's presence. The program then proceeds with Steps 1 and 2.
Step 4: Indicate the rule to follow when no valid address is found in Steps 1 - 3. Select from these options:
- Print with no address
- Remove record from run
- Print specific address
If you select Print specific address, the specified address type is used regardless of how it is coded on the individual's constituent record.
Organization Address Processing
The address selected is based on three steps, which consider contacts, contact address attributes, and specific address types. The steps vary slightly if you select to mail to organization contacts, as explained below. If a valid address is not found in the first two steps, you can select the address to use.
Step 1: Indicate whether to include an organization's contacts or only the organization itself. The subsequent steps differ based on your selection.
Note: If you select Mail only to the organization, Steps 2 and 3 are the same as those described above for individuals.
Step 2: If you select Mail to contacts, click Contact Information to specify the contact types to include. The Contacts to Receive Mail screen appears.
You can include all or selected contact types. To select specific contact types, mark the Include Selected Contact Types Only checkbox. Then, highlight the contact type in the Contact types list and click the right arrow to move it to the Contact types to include list. If you include multiple contact types, use the up and down arrows to sort them by importance. If an organization has multiple contact types, the first valid contact is included, based on the hierarchy of the Contact types to include list. Mark the Print one for each contact found checkbox to include all valid contacts with a matching contact type.
In versions 7.80 and higher, the Contact Attributes button allows you to filter by contact attributes. The contact attribute criteria are considered in conjunction with the criteria selected on the Contacts to Receive mail screen.
In the If a contact also receives this mailing as an individual field, you can select to Mail to the individual address only, Mail to the contact address only, or Mail to both addresses separately.
You can mail to contacts with specific contact address attributes. Click Contact Address Attributes to select the contact address attributes to consider. With address attributes listed, the category and description must be present on a contact address for it to be considered.
Note: New options implemented in The Raiser's Edge 7.61 give you greater flexibility in determining the correct contacts to receive mailings. After clicking Contact Address Attributes in Step 2, the Contact Address Attributes to Consider screen appears.
When considering contact address attributes, you now have three options. (Refer to the screen above for the corresponding numbers.)
- Select this option to give contacts with the address attribute(s) you specify (attribute category and description) priority consideration. Contacts with no address attributes and contacts with different address attribute categories are also considered. In other words, when you select this option, you are not including only contacts with matching address attributes.
- Select this option to include only contacts with matching address attributes. Contacts without any address attributes and contacts with different address attributes are excluded.
- This option is available only after you select the second option, and it involves a second look at all contacts if no contacts with matching address attributes are found the first time through. During this second pass, contacts with no address attributes and contacts with different address attribute categories are considered.
For example, let's say you're mailing your quarterly newsletter to ACME, Inc., which has four contacts with various address attributes. For the mailing, you select Special Mailing Info as the attribute category and Newsletter as the attribute description.
|Name||Address Attribute Category||Address Attribute Description||
|Option 1||Option 2||Option 3|
|Sarah||Special Mailing Info||Newsletter||Yes||Yes||Yes|
|Katherine||Special Mailing Info||Acknowledgement Letters||No||No||No|
- Sarah is included in all three options because her address attribute matches your selection exactly.
- Katherine is excluded in options one and three because her attribute category (Special Mailing Info) matches but her description (Acknowledgement Letters) does not—meaning she is considered invalid for the mailing. She is excluded in option two because her attribute description does not match.
- Peter is included in options one and three because he has no address attributes, which qualifies him for consideration. He's excluded in option two because he does not have a matching attribute.
- Cynthia is included in options one and three because she has a different attribute category, which qualifies her for consideration. Like Peter, she's excluded in option two because she does not have a matching attribute.
For additional help, refer to the Click here for help and examples link at the bottom of the screen and review the Individual and Organization Address Tabs chapter of the Mail Guide (PDF)
Step 3: Indicate the rule to follow if no valid address is found in Steps 1 and 2. Select from these options:
- Print the Organization name with no address
- Remove record from run
- Print specific organization address
If you select Print specific address, the specified address type is used regardless of how it is coded on the organization's constituent record.