Name/Address Inquiry
Contents
Overview of NA11
An important factor in the success of a CRM (Constituent Relationship Management) tool is the ability to quickly and easily locate information. The DDI-Connect system allows you to query on several different fields, and you can combine multiple fields to further refine your searches.
- From the DDI Connect main menu, double-click Name/Address
- Double-click Name/Address Inquiry. You will see this screen:
You have the following fields available to you on this screen:
| Field | Description |
|---|---|
| PIN | If known, you can enter the constituent's account PIN |
| Tax ID | If known, you can enter the constituent's social security number/tax identification number |
| Name | The DDI Connect system utilizes the format of last name, first name, middle initial. Records will also be returned based on soundex logic (i.e., names that sound like the one you typed) |
| Acct type | Click the drop down list to select from the available account types in the system. Your choices are (C) - Church, (F) - Family, (I) - Individual or (O) - Organization |
| Zip code / thru | If known, you can enter a constituent's ZIP code. You can also enter a ZIP code range, to return all records having ZIP codes within that range |
| AI Codes | AI (Account Information) codes allow you to further classify similar records. For information on how to set up AI codes, please reference this page: AI Code Setup To search on one or more AI codes, either enter them in (separated by commas) or click the list icon to the right of the field to select from a list of available codes |
| City | Enter the city that you wish to search, if applicable |
| State | Enter the state that you wish to search, if applicable |
| Region | If your organization utilizes regions, you can search by those here. You can either enter a region or click the list icon to the right of the field to select from a list of available regions |
| Comm | If your organization utilizes communities, you can search by those here. You can either enter a community or click the list icon to the right of the field to select from a list of available communities |
Click the Add'l button on the toolbar to display additional search fields:
| Field | Description |
|---|---|
| If known, you can enter a constituent's email address to locate their record | |
| Created / thru | If you know a date (or date range) during which the constituent record was created, you can enter that here in a mm/dd/yyyy format |
| Alt ID | If your organization utilizes the Alternate ID option, you can enter that ID here to search for a constituent. For information on how to set up Alternate IDs, please reference this page: Alternate ID Type Setup |
| Age / thru | If you are searching for constituents falling into a specific age range, you can enter that search criteria here. If you enter just the age, without populating the thru, the system will return all records where the constituent is that age or older. Please note that the results will also include any constituent record where the age is blank. The opposite search also applies (entering just a "thru" age without entering a starting age) |
| Denominations | You can search by denominations by either typing in a denomination or clicking the list icon to the right of the field to select from a list of available denominations |
| Excl AIC | If you would like to filter records by excluding a particular AI code (or codes), type the code(s) here or click the list icon to the right of the field to select from a list of available AI codes |
To return to the primary inquiry screen, click the Add'l button again.
Labels
Also available on the inquiry screen is the ability to quickly print labels for the constituents who matched your search results. To do this:
- Run your query
- When you have the results, click the Labels button on the toolbar. You will have two choices:
- Export Labels
- Export PIN/Addr/Qty
Export Labels
- If you select Export Labels, you will see this screen:
You have the following options:
| Option | Description |
|---|---|
| Combine Residents | If selected, the system will only generate 1 label for each mailing address |
| Include Spouses | If selected, the system will include spouses' names for all constituents where that is applicable |
| Capitalize Labels | If selected, the system will generate the labels in all capital letters |
| Include Prefix for Labels | If selected, the system will include prefixes along with the names of the constituents |
| Print PIN on label | If selected, the system will include the constituent PIN on labels |
| One per Member (disregard quantity) | If your organization utilizes committees, this option will generate one label per member, regardless of the member quantity established on the committee record. For information on setting up Committees, please reference this page: Committee Setup |
| Use Member Quantities | If selected, the system will generate the specified number of labels according to the setting on the Committee record for this member |
- When you have selected your label criteria, click OK. This will launch the Save As screen:
Enter the file name that you wish to use for the text file. Once it is saved, you can import it into your word processing program for the purpose of merging and printing labels.
Export PIN/Addr/Qty
This function allows you to append inquiry results to an existing text file. This can be used for the purpose of generating labels for materials to be shipped to mailing list members, or any other purpose.
Click Labels and select Export PIN/Addr/Qty. The Save As box appears:
To append to an existing file, navigate to the file and select it, then click Open. You will receive this message:
To append, click Yes. The additional information will be added to the existing file.
When your search results have been returned, clicking the Print button will display a pdf list of the results:
This is a very basic report, containing the PIN, name, address and phone.
Options
From the Inquiry screen, click the Options button. You will see this screen:
NOTE: The options selected here are user preferences - settings will apply only to your User ID and not to all users in your organization.
You can select from the following:
| Field | Description |
|---|---|
| Show deleted constituents | If selected, your search results will contain deleted constituents |
| Show multiple addresses | If selected, your query results will include all listed addresses for each constituent. For example, if a constituent has a home, work and vacation address, they will appear 3 times in your search results, with each address listed |
| Show full address | If selected, the constituents' full addresses will appear in the search results |
| Show current address only | If selected, the search results will contain only the current address for each constituent |
| Show preferred phone number only | If selected, the preferred phone number is shown in the search results, instead of the phone number on the address record |
| Include "Name 2" line in results | If this box is selected, any information in the "Name 2" field on the constituent record will also be displayed in the search results |
| Turn off Soundex | Soundex allows the system to search for similar sounding/spelled records. For example, Mauer would also search Maher, Mower, etc. If you wish to use the Soundex search, leave this box unchecked. To turn it off and require searches to only search for the exact information entered in queries, select this box |
| Allowed address types | If you wish to restrict search results to just a particular address type (such as Home or Vacation), you can click the list icon to the right of the field and select the type(s) you wish to filter by. You can also type in the code(s), separated by commas if multiple. Leaving the field blank will include all address types |
| Cursor starts in field | You can set your preference for what field the cursor begins in when you launch the screen. If you are accustomed to looking up constituents by name, for example, you might wish to set the field to Name. You have three options - PIN, Name or Zip Code. Click the drop down arrow to the right of the field to select the option you wish to default to |
| Available Fields | This column contains the fields that are available to you as possible sort fields. To add them to the Sort fields column, you can either double-click the field name or click it once to highlight and then click the "Add" button |
| Sort Fields | These fields are available to be sorted in the inquiry results. To remove a field from the list, double-click it or click it once and click the "Remove" button |
| Maximum names returned | The system default for this option is "No limit". However, if you wish to limit your results, click the arrow and slide it to the left until the # in the field reflects the number you wish to receive |
When you have made your selections, click OK to save the changes. You can also click Cancel to discard your changes.
Clear
Clicking the Clear button resets the inquiry screen to default and removes all of your selected criteria
