Extract Data Outputs

Overview of Output Formats Available in the Extract Module

The Extract module provides you with multiple options for extracting data from the DDI Connect system. When you click the drop down arrow next to the Output format field, you will see these options:

Mailing Labels

When you select the Mailing Labels option, you will see this screen:

You have the following options:

Field	Description
Include prefix	If selected, the system will include name prefixes on the labels
Include Master ID or PIN	If selected, the system will print the Master ID (accounts) or PIN (constituents) on the labels
Capitalize label lines	If selected, the labels will be in all capital letters
Abbreviate name lines	If selected, the system will abbreviate certain words, such as "Jr" for Junior, or "Sr" for Senior
Abbreviate address lines	If selected, the system will abbreviate certain words, such as "St" for Street, "Ave" for Avenue, etc.
Include POSTNET ZIP barcode	If selected, the system will include the POSTNET ZIP barcode on the labels
Appeal ID	If you are generating mailing labels for an appeal, and wish to update the recipients' records to show that they received this appeal, you can select it here. Type the appeal ID or click the list icon to display a list of active appeals in the system
List code	If you wish to reflect a particular promotion source for the recipients of this extract, you can do so here. Type the promo source code or click the list icon to select from a list of active promo source codes in the system
Package	Package can only be used if you selected an Appeal. If you selected an appeal that has packages associated with it, you can indicate that the recipients will be receiving this package. Type the package code or click the list icon to select from a list of packages associated with the appeal

When you have made your selections, click Start. The system will query all account or constituent records and select those that match the criteria you entered. When the query completes, the system will launch the Envelopes and Labels screen:

Select the options you wish to use for the envelopes or labels. Click below to view a sample of the labels output.

Mail Merge

The Mail Merge option allows you to select an existing word processing form to create a mail merge using the accounts or constituents matching your query parameters. You have the following options on this screen:

Field	Description
WP form code	You can enter the form code, or click the list icon to select from a list of forms set up within the system
Capitalize label lines	If selected, the output in the Address lines will be capitalized
Abbreviate name lines	If selected, the system will abbreviate certain words, such as "Jr" for Junior, or "Sr" for Senior
Abbreviate address lines	If selected, the system will abbreviate certain words, such as "St" for Street, "Ave" for Avenue, etc.
Salutation options	Select the salutation format that you wish to use for the merge. Your options for selection are: Formal preferred, Informal preferred, Formal always or Informal always.
Appeal ID	If you are generating mailing labels for an appeal, and wish to update the recipients' records to show that they received this appeal, you can select it here. Type the appeal ID or click the list icon to display a list of active appeals in the system
List code	If you wish to reflect a particular promotion source for the recipients of this extract, you can do so here. Type the promo source code or click the list icon to select from a list of active promo source codes in the system
Package	Package can only be used if you selected an Appeal. If you selected an appeal that has packages associated with it, you can indicate that the recipients will be receiving this package. Type the package code or click the list icon to select from a list of packages associated with the appeal

When you have finished making your selections, click Start. The system will launch the mail merge. When it is complete, you will want to merge and print the output using the Merge Forms System. The file description will appear as Information Queries in the Merge Print Requests area:

Data File

The data file option allows you to export data into one of three formats - comma delimited (the most common), tab delimited or fixed length. You have the following options on this screen:

Field	Description
File format	Select the format that you wish your data to be exported in
File name	You can type the path and file name, or click the folder icon to select the path and enter the file name
Include field names on first line	If you wish to include the field names in the output file, select this box. It is checked by default
Output in uppercase	If you wish for the output to be capitalized, select this option
Include donor fields	If you select this option, the data file will include such donor information as the donor segment, donation amount total to date, number of donations to date, largest gift amount, and other basic donor information. For a complete definition of the fields included with this option, reference this page: Include Donor Fields
Expand name fields	If selected, the system will expand abbreviated words in the name fields. For example, "Sr" will become Senior, "Rev" will become Reverend, etc.
Include spouses (living)	If selected, spouses who are not marked as deceased in the system will be included in the output file
Expand address fields	If selected, the system will expand abbreviated words in the address fields. For example, "St" will become Street, "Av" or "Ave" will become Avenue, etc.
Include additional donor fields and statistics	If this option is selected, the system includes additional giving statistics, such as total giving amount for each of the past 6 years, constituent's age, gender, birth date, the date they were added to the system, the AI codes on their record, and more. For a complete list of the fields that are included when this option is selected, please reference this page: Include Additional Donor Fields
Sort by	Select the method that you wish to have your output sorted. Your options are: Master ID/PIN, Name, Postal code, Postal code then name, State then name, or City then state then name
Salutation options	Example
Example	Example
Example	Example
Example	Example
Example	Example
Example	Example