Extract Data Outputs
Contents
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 generate a text file and launch the Save As screen:
Save the text file to a location that you have access to. You can now use the text file with any desired word processing program to create a label mail merge.
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. If this option is selected, additional fields appear that allow you to specify up to 6 years' worth of giving information, as well as specify whether the system should use calendar or fiscal years |
| 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 | 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 |
| Max field width | If you wish to expand the maximum width of each column, you can do so here. The default field width is 30 characters |
| 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 |
| Random select records | If you select this option, an additional field will appear that will allow you to tell the system how many random records to select. This is most commonly used when you are providing a data file to a mailing house or other party where your number of records is limited. For example, if you are paying for a mailing house to send 10,000 pieces, you might to wish to run a query where the system randomly selects 10,000 records. That way, you can enter the broader query options that you wish to use, but still limit the number of records in the output file |
When you have finished selecting the options you wish to use, click Start. The system will generate the file. When the file has been created, you will see a prompt similar to this one:
Click OK. You will now be able to navigate to the location that you saved the file and open it to view the results.
