If you have a data sync, be aware that this process may cause a large number of constituents to sync from Luminate Online to your offline database next time you run the sync. Also note that it may be best to change the desired field(s) in your offline database and let the change sync into Luminate Online instead of updating Luminate Online directly.
  1. Create a query to gather constituents. For assistance creating a query, see this article about Work with Query Builder.
    • If this will be updating a large portion of the house file, you may want to break this process up into smaller chunks. A query can help do that - a good starter is to divide this process up into 10 files, each being 1/10th of your total house file. To do this: Use parentheses to group the statements already present. Add the clause: Field Type = System, Field = Contact Range. Set the last 1 digit to start with 0 and end with 0 (or increase this range to create fewer than 10 house files). Contact range is just a way to randomly break up your house file, by checking the last digit of their contact ID. So for example, if you used the statement "System Contact Range is 0 to 0 (last 1 digits)", you would be grabbing only constituents whose constituent ID ends in a 0. If you used "System Contact Range is 0 to 4 (last 1 digits)", you would be grabbing only constituents whose constituent ID ends in 0,1,2,3, or 4. Copy this query a total of 9 times, incrementing the range by 1 each time. For the first copy, set it to be: "System Contact Range is 1 to 1 (last 1 digits), and so on. When finished there will be 10 queries (the original plus 9 copies), and each query will pull 1 tenth of the house file. An example of what the first query might look like:
      (T-shirt Size is not blank
      OR Last Offline Gift Date is not blank
      OR How did you hear about us is not blank)
      AND System Contact Range is 0 to 0 (last 1 digits)
  1. Create a mail-merge. Choose Constituent ID to export, and if that is not available choose all of the following: Member ID, Primary Email, First Name, Last Name.
  2. Update the file to prepare for uploading - For each custom field that is being cleared out, add a column header. You can name this column whatever you want, but if you know the internal name of the custom field (such as custom_string1) use that instead. This file may be very large depending on how many constituents you need to clear out, which may make the file too large to open in Microsoft Excel. If this is the case you will want to either use another software such as Microsoft Access or follow step 1.4 above to break up the file into chunks. Make sure none of your data is altered by Microsoft Excel if that is what you use.
  3. Create and run a custom constituent import. During the Map Fields phase, map the columns added in step 3 to the fields to be cleared out. The key part to this process is step 3, "Select Update Action". Choose the option for "Overwrite all fields with values from the import file". Click on the link for "Show Example" to see how this will work. Because you are using this method, you want to double check that all of your data is accurate and there are no extraneous columns in the import file (this is why just using constituent ID is preferred). Once you run the custom constituent import, the data will be cleared out.