How to open a constituent record and use the available criteria fields for a constituent search
All Open screens differ slightly. You can select different filters for each record type; however, all Open screens work in essentially the same way. For this procedure, we will focus on opening a constituent record.
1. On the Raiser’s Edge bar, click Records.
2. Click the Constituents link. The Constituents page appears.
3. On the Constituents page, you can use the Quick Find feature if you know all or part of the name of the constituent whose record you want to open. Enter a single name (or part of a name) into the field and click the binoculars or press enter on your keyboard. The Raiser’s Edge searches for a constituent with a last name (or organization name) matching your entry. If the program finds more than one match, the Open screen appears listing those constituents - both individual and organization. For example, if you enter the letter “a” and click the binoculars, the Open screen appears displaying all constituents whose last name or organization name begins with the letter a.
If you enter a space between two letters or names, the program searches for the first letter or group of letters as the first name and the second letter or group as last name. For example if you enter “a andrews” and have two constituents with the last name Andrews, one with the first name Alison and the other with the first name Anne, the open screen appears listing both records. If your entry in the Quick Find field closely matches a single record, that record opens. For example, if you enter “a andrews” and you have only one constituent with the last name Andrews with a first name that begins with a, that record opens.
If the program finds no match for your entry, the Open screen for constituents appears so you can use its features to create a more detailed search for the record.
4. To perform a more detailed search, from the Constituents page, click Open a Constituent. The Open screen for constituents appears.
5. “Constituent” appears in the Find field because it is the type of record you selected to open. You can add the criteria from an existing query or one you create from this screen as part of your search. In the Search using query field, you can select an existing query or create a new one.
6. Under Find Constituents that meet these criteria, decide how you want to filter the constituent records for this search by entering information in the criteria fields. You can enter a value in all the fields or none, depending on how you want to filter your search. However, keep in mind that adding too much criteria can actually prevent you from finding constituents. You will probably need to enter criteria in only one or two fields.
If you select a new or existing query in the Search using query field, The search query is not the default. Click here to reset. appears. To clear the criteria from the search query, click this link.
In the criteria fields, you can enter “wildcard” characters to take the place of parts of a search phrase. Use the asterisk to take the place of a group of characters and the question mark to take the place of an individual character.
The available criteria fields for a constituent search are:
o Last/Org name and First name - You can enter partial names or individual letters in these fields. o Constituent ID - If you enter a single digit here more than one record may still appear in your search results. For example, if you enter “1”, all records beginning with the number 1 in the constituent ID would be included as results for the search. If you enter “*1” all records that end in the number one would be included. o SSN - As with the constituent ID, if you enter one or more digits in this field, all constituents who have the digit(s) at the beginning of their social security numbers appear in search results. For example, if you enter 471, all constituents whose social security numbers begin with those numbers appear in your results. o Membership ID - This field is available only if you have the optional module Membership Management. Use this field to filter results in the same way you use the Constituent ID field. o Bank accnt no. - You can filter constituents by bank account number. For example if a specific bank starts all its account numbers with the numbers “1234”, you can view all constituents whose bank accounts numbers begin with this number by entering “1234*” in this field. o Address lines - You can narrow search results by parts of constituent addresses. For example, if you enter “*Street” all addresses that end in Street are included. o City - Use this field to narrow your search to include only constituents who live in a certain city. As with the other fields, you can enter only a partial name with wildcard operator, such as “*ville” so only constituents who live in a city ending in that phrase will appear in your results. o State - You can enter a complete or partial state name to filter constituents. For example, if you enter “s?”, constituents who live in South Carolina and South Dakota appear in results. o ZIP - You can also filter constituents by zip code. For example, if you enter “2*”, all constituents with a zip code beginning with 2 are included in your search results. o Class of - This field is available only if you have the optional module Alumni Tracking. If you enter “1979”, only constituents whose records indicate that they graduated that year are included in search results. o Credit card no. - For versions 7.85 and Prior: You can filter constituents by credit card number. For example, because Visa card account numbers always begin with the number 4, you can enter “4*” to view all constituents whose records contain a Visa card number. Note: In versions 7.91 and after, the credit card number is tokenized in The Raiser's Edge due to its PCI compliance. Therefore, the search is limited to just the last four digits of the credit card. For example, to search for a card ending in 1111, enter a search term of *1111.
7. Mark the Display inactive constituents checkbox (you can flag a constituent as inactive on the constituent record) if you want inactive constituents that meet your search criteria to appear in the Results grid. You can also mark a checkbox to Display deceased constituents that meet your criteria.
8. You can mark a checkbox to specify that results list for an Exact match only. If your entries in the Find constituents that meet these criteria fields do not exactly match a constituent, the record does not appear in the results grid.
9. Mark the Check spouse name, Check aliases, Check contact name, and Check nickname checkboxes if you want this information to be searched when the program looks for records that meet your criteria. For example, if you specify the First name “Charlie”, and mark the Check nickname checkbox, constituents with either the first name or nickname of Charlie are included in your search results.
10. After you finish entering search criteria, click Find Now. If the search criteria you entered matches a record in the database, the constituent lists in the grid on the Open screen. If you entered the first few letters or characters in the criteria fields, or used general criteria such as the City, more than one constituent may appear in the grid.
You may find that the same record appears more than once in the grid. You can limit duplicates of the same record in some cases by not marking the Check contact name checkbox. Additionally, if phone number and phone type are included in the output of the query on which the search is based, duplicate listings appear for each different phone number on the main constituent record.
11. In the grid, double-click the constituent record you want to open. The constituent record appears.
We also offer an online, instructor-led class on The Raiser's Edge Executive Course II: Finding Essential Data and Navigating Constituent Records which covers this topic. To register, click here. To search for other classes, click here.