Using the Extract Module
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Contents
Overview of EX001INQ
The Information Query module allows you to query, report on and extract information from a number of systems within DDI Connect.
NOTE: The tabs and options that you see on the Information Queries screen will depend on two factors:
- The modules utilized by your organization
- Your security levels
If you do not see a particular tab or option and your organization utilizes that module, contact your organization's DDI Connect system administrator or DDI Support for assistance.
- From the DDI Connect main menu, double-click Extract Module
- Double-click Information Query. You will see a screen similar to this one:
File Tab
The first tab you see when you view the screen is the File tab. If you choose to save certain queries or reports, they will appear on this screen the next time you view the File tab. To run a saved query or report, you simply have to double-click it to launch. Information on how to save a query/report/extract will be provided later in this document.
Name Tab
On the name tab, you have the following options, depending on whether you select Accounts or Constituents:
| Field | Description |
|---|---|
| Accounts or Constituents | Click the radio button to indicate whether you are wanting to report against accounts or constituents. For information on the difference between the two, please reference this page: Accounts vs Constituents |
| Select constituents | If you wish to run the query on one or more selected constituents, you can do so here. Type the constituent or account PIN(s) (based on your selection above), separated by commas, or click the search icon to locate the constituents or accounts you wish to select. Leave this field blank to report against all PINs that match the other criteria you enter |
| AI codes to include | You have the option of filtering records by just those with one or more AI codes on their records. You can type the code or codes, separated by commas, or click the list icon to select the code(s) you wish to include. Leave this field blank to report against all records that match the other criteria you enter. You have additional options for combining AI codes, such as the + (works like AND) or , (works like OR). For example, IN+DN will give you all records that have BOTH the IN and DN AI codes. IN,DN will give you all records with IN OR DN AI codes |
| AI Codes to exclude | You can also opt to exclude records with one or more AI codes on their records. Type the code or codes, separated by commas, or click the list icon to select the code(s) you wish to exclude. Leave this field blank to report against all records that match the other criteria you enter |
| Denom. to include | If you wish to report against only those constituents who have identified with a certain denomination (or denominations), type the code or codes, separated by commas, or click the list icon to select the code(s) you wish to include. Leave this field blank to report against all records that match the other criteria you enter |
| Denom. to exclude | If you wish to filter one or more denominations from your query results, type the code or codes, separated by commas, or click the list icon to select the code(s) you wish to exclude. Leave this field blank to report against all records that match the other criteria you enter |
If you selected Constituents, you have the following additional fields:
| Field | Description |
|---|---|
| Address types | To filter your results based on the address type, type the code or codes, separated by commas, or click the list icon to select the type(s) you wish to include. Leave this field blank to report against all records that match the other criteria you enter |
| Account types | To report against one or more account types, type the code or codes, separated by commas, or click the list icon to select the type(s) you wish to include. Leave this field blank to report against all records that match the other criteria you enter |
| Override default address type order? | If you click this box, the system will display a new field that will allow you to specify the address type order that you wish to use. This allows you to override your organization's system default address order when the results are displayed. Leave the box unchecked to leave the default address type order in place |
| Combine residents? | If selected, the system will identify any records that share an address, and will only display the first record in the results of the query. Leave this unchecked to display all records matching your other criteria, regardless of shared address |
| Include primary address only | If this option is selected, the system will only include the address that is indicated as the primary address on the record |
| Combine duplicate email addresses? | If you are generating a list that will include email addresses, you can opt to combine duplicates. As with the duplicate addresses option, the system will identify records that share an email address and will only display the first record it encounters |
| Constituent email | If you wish to filter based on email, click the drop down arrow to select the option you wish to use. Your options are: No restrictions, Only valid email addresses, Only invalid email addresses, Blank email addresses, or Blank or invalid addresses |
| Allow vacation address | Note: The system uses the current system date (i.e. current calendar date) when determining if a vacation address is active or not (i.e. does not use business/process date). |
Address Tab
You have the following options on the Address tab:
| Field | Description |
|---|---|
| Countries to include | You can opt to include only a certain country or countries. Type the code or codes, separated by commas, or click the list icon to select from a list of active countries in the system. Leave this field blank to include all records that match your other criteria |
| Countries to exclude | You can opt to exclude a certain country or countries. Type the code or codes, separated by commas, or click the list icon to select from a list of active countries in the system. Leave this field blank to include all records that match your other criteria |
| Regions to include* | You can opt to include only a certain region or regions. Type the code or codes, separated by commas, or click the list icon to select from a list of active regions in the system. Leave this field blank to include all records that match your other criteria |
| Regions to exclude* | You can opt to exclude a certain region or regions. Type the code or codes, separated by commas, or click the list icon to select from a list of active regions in the system. Leave this field blank to include all records that match your other criteria |
| Area to incl* | You can opt to include only a certain area or areas. Type the code or codes, separated by commas, or click the list icon to select from a list of active areas in the system. If more than one area within the system share a common name, the system will prompt you to select the region that the desired area belongs to. Leave this field blank to include all records that match your other criteria |
| Area to excl* | You can opt to exclude a certain area or areas. Type the code or codes, separated by commas, or click the list icon to select from a list of active areas in the system. If more than one area within the system share a common name, the system will prompt you to select the region that the desired area belongs to. Leave this field blank to include all records that match your other criteria |
| State to include | You can opt to include only those records residing in a particular state. If you wish to include multiple states, click the Multiple button to expand the field. Type the state abbreviation(s), separated by commas, or click the list icon to select the state(s) you wish to report against. Selecting Multiple will remove the City and Counties options |
| City | You can select only those records within a certain city. If you do not include state, please note that all records residing in a city of the same name as the one selected will be included. If you wish to be specific about a particular city, include the state to ensure accuracy in the query |
| Mileage radius | Mileage radius will only work in conjunction with State and City. If you wish to include records that are within a 100 mile radius of a particular city, for example, type 100 in this field |
| Counties to include | Counties will only work in conjunction with state. If you click the Multiple button to select multiple states, the Counties option is removed. Once you have selected a state, you can enter the code or codes of the counties you wish to include, separated by commas, or click the list icon to select the county(counties) you wish to report against |
| States to exclude | If you wish to exclude a certain state or states, type the code or codes, separated by commas, or click the list icon to select from a list of states in the system |
| Postal codes | If you wish to include only a certain postal code or codes, type the code or codes, separated by commas, or click the list icon to select from a list of postal codes in the system |
NOTE: Fields with a * indicate that your organization may have opted to rename these configurable fields.
Donor/Gift Tab
These are the options on the Donor/Gift tab:
| Field | Description |
|---|---|
| Include | You can include one or any of the options, which are: Direct giving, in-kind, non-gift, soft credit and Event sponsors. |
| Largest gift/thru | If you wish to filter based on the size of the largest gift on a donor's record, you can do so here. You can enter a minimum, maximum, or range |
| Use gift criteria for largest, first & total giving | If this option is selected, the system will use the choices selected in the Gift Criteria area to then determine largest, first and total gifts. For example, if you selected a particular promo type, the system will then look at only those gifts with that promo type and then the criteria you enter for largest, first and total giving |
| Total giving/thru | You can filter based on lifetime giving amounts. Enter a minimum, maximum or a range |
| Count/thru | If you wish to report on those donors who have given a certain number of gifts in their lifetime, enter a minimum, maximum or a range |
| First gift/thru | Enter a minimum, maximum or a range for the first gift amount |
| Date/thru | If you wish to report against donors whose first gift fell within a date range, you can do so here. Enter a beginning or ending date, or enter a range. You can type the date(s) in a mm/dd/yyyy format or click the calendar icons to select the date(s) |
| Recent gift/thru | Enter a minimum, maximum or a range for the recent gift amount |
| Date/thru | If you wish to report against donors whose recent gift fell within a date range, you can do so here. Enter a beginning or ending date, or enter a range. You can type the date(s) in a mm/dd/yyyy format or click the calendar icons to select the date(s) |
| Donor segment | If your organization has configured donor segments, you can filter report results against only those donors who are in certain segment(s). Type the segment code or codes, separated by commas |
| Promo type include/exclude* | You can opt to include or exclude gifts based on the promo type. Type the code or codes, separated by commas, or click the list icon to select from a list of active promo types in the system |
| Promo src include/exclude* | You can opt to include or exclude gifts based on the promo source. Type the code or codes, separated by commas, or click the list icon to select from a list of active promo sources in the system |
| Desig 1 include/exclude* | You can opt to include or exclude gifts based on the first designation. Type the code or codes, separated by commas, or click the list icon to select from a list of active designation 1 codes in the system |
| Desig 2 include/exclude* | You can opt to include or exclude gifts based on the second designation. Type the code or codes, separated by commas, or click the list icon to select from a list of active designation 2 codes in the system |
| Gift dates/thru | If you wish to query on all gifts within a particular range, you can do so here. Enter a beginning, ending or range. You can type the date(s) in mm/dd/yyyy format or click the calendar icon(s) to select the date(s) |
| Calculate number of years given | If selected, the system will calculate the number of years that the donor has given to your organization |
| Gift amount/thru | Enter a minimum, maximum or range for the gift amount if you wish |
| Output data based on gift criteria | If selected, the system will first look at the gift criteria to apply those filters before looking at gift dates and amounts |
| Fund # | If your organization administers named funds, you can report on just those gifts given to a particular fund. Enter the fund number or click the list icon to select from a list of active named funds |
| Fund type | If you wish to query on one or more fund types, you can type the code or codes here, separated by commas, or click the list to select from a list of active fund types in the system |
| Seed gifts only | If selected, the system will only query on named funds gifts that have been designated as seed gifts |
NOTE: Fields marked with a * may have a different field name, based on your organization's configuration of these field labels.
Other Forms Tab
NOTE: The options you have on the drop down arrow are dependent on your organization's module use as well as your security levels, as noted at the top of this document.
Individual Information Form
When you select this form, you have the following fields available to you:
| Field | Description |
|---|---|
| Include individuals with no personal information entered (all blank) | If selected, the system will include records where no personal information (on the Personal tab of the Constituent record) has been entered. If not selected, the system will filter those records in the query |
| Age range/thru | You can enter a minimum, maximum or age range if desired |
| Blank ages | Click the drop down arrow to select how you wish to query on blank ages. Your options are: No restrictions, exclude blank ages, include blank ages, or blank ages only |
| Birth date range | You can enter a beginning, ending or range in which to search birth dates. Type the date(s) in a mm/dd/yyyy format or click the calendar icon(s) to select the date(s) |
| Search by month/day | If selected, the birth and death date ranges will not require a year, just the month and day |
| Death date range | You can enter a beginning, ending or range in which to search death dates. Type the date(s) in a mm/dd/yyyy format or click the calendar icon(s) to select the date(s) |
| Include earning codes | If your organization has configured earning codes within the system and is tracking them on constituent records, you can filter your results using that field. Type the code or codes, separated by commas, or click the list icon to select from a list of active earning codes in the system |
| Exclude earning codes | You can exclude earning codes if desired. Type the code or codes, separated by commas, or click the list icon to select from a list of active earning codes in the system |
| Include education levels | If your organization has configured education levels in the system and is tracking them on constituent records, you can filter your results using that field. Type the code or codes, separated by commas, or click the list icon to select from a list of active education codes in the system |
| Exclude education levels | You can exclude education levels if desired. Type the code or codes, separated by commas, or click the list icon to select from a list of active education codes in the system |
| Include professions | If your organization has configured profession codes in the system and is tracking them on constituent records, you can filter your results using that field. Type the code or codes, separated by commas, or click the list icon to select from a list of active profession codes in the system |
| Exclude professions | You can exclude professions if desired. Type the code or codes, separated by commas, or click the list icon to select from a list of active profession codes in the system |
| Include schools | If your organization has configured school codes in the system and is tracking them on constituent records, you can filter your results using that field. Type the code or codes, separated by commas, or click the list icon to select from a list of active school codes in the system |
| Exclude schools | You can exclude schools if desired. Type the code or codes, separated by commas, or click the list icon to select from a list of active school codes in the system |
Appeal History Form
You have the following fields available to you on the Appeal History form:
Recipients (Those who RECEIVED the appeal or package)
| Field | Description |
|---|---|
| Appeals to include | Type the appeal code or codes, separated by commas, or click the list icon to select from a list of appeals within the system |
| Packages to include | Type the package code or codes, separated by commas, or click the list icon to select from a list of packages within the system. Packages can be attached to multiple appeals, so if you are seeking a particular package, it is advised that you select the appeal first |
| Appeals to exclude | Type the appeal code or codes, separated by commas, or click the list icon to select from a list of appeals within the system |
| Packages to exclude | Type the package code or codes, separated by commas, or click the list icon to select from a list of packages within the system. |
Respondents (Those who RESPONDED to the appeal or package)
| Field | Description |
|---|---|
| Appeals to include | Type the appeal code or codes, separated by commas, or click the list icon to select from a list of appeals within the system |
| Packages to include | Type the package code or codes, separated by commas, or click the list icon to select from a list of packages within the system. Packages can be attached to multiple appeals, so if you are seeking a particular package, it is advised that you select the appeal first |
| Appeals to exclude | Type the appeal code or codes, separated by commas, or click the list icon to select from a list of appeals within the system |
| Packages to exclude | Type the package code or codes, separated by commas, or click the list icon to select from a list of packages within the system. |
Event Participation Form
You have the following fields available on the Event Participation form:
| Field | Description |
|---|---|
| Event Region* | You can query on events based on the region they took place in. Type the region code, or click the list icon to select from a list of active regions in the system |
| Area* | You can query on events based on the area they took place in. Type the area code, or click the list icon to select from a list of active areas in the system |
| State | Type the state abbreviation to query on events taking place in that state |
| County | The county option is only available if you have entered a state in the State field. Click the list icon to select from a list of available counties in that state |
| Event PIN | You can type the Event PIN or click the binoculars to search for a particular event |
| Event types | Type the event type code or codes, separated by commas, or click the list icon to select from a list of active event types in the system |
| Event date/thru | You can enter a beginning, ending or date range that the event took place. Type the date(s) in a mm/dd/yyyy format or click the calendar icon(s) to select the date(s) you wish to use |
| Event positions | Enter the position code or codes, separated by commas, or click the list icon to select from a list of active event positions in the system |
| Total walker amount/thru | If you wish to query on the total amount raised by event walkers, you can enter a minimum, maximum or amount range |
| Total sponsor amount/thru | If you wish to query on the total amount from event sponsors, you can enter a minimum, maximum or amount range |
| Constituent added on/thru | You can search for events where a constituent was added as a linked constituent within a certain date range. Enter a beginning, ending or date range. Type the date(s) in mm/dd/yyyy format or click the calendar icon(s) to select the desired date(s) |
| Staff PIN | In order to search by Staff PIN, you must have selected an event region. Once you have selected a region, you can search for a particular staff PIN, or click the list icon to select from a list of staff for that region |
| Event status | Enter the event status or statuses, separated by commas, or click the list icon to select from a list of active event statuses in the system |
| Season | Enter the season code or codes, separated by commas, or click the list icon to select from a list of active event seasons in the system |
NOTE: Fields with a * indicate that your organization may have opted to rename these configurable fields.
Investment Information Form
You have the following fields available on the Investment Information form:
| Field | Description |
|---|---|
| Interest payment codes | If you wish to query on an interest payment code or codes, you can type the code(s), separated by commas, or click the list icon to select from a list of active interest payment codes in the system |
| Select based on Tax Reporting Pin | If this box is selected, the output will sort on the Tax Reporting PIN. If not selected, the system will sort by investment number |
| Investment amount/thru | If you wish to query only on investments within a certain dollar amount range, enter either the minimum, maximum or a range |
| Investments in setup* | Your options are: Must have, Can't have or Don't care. See below for an explanation of these options |
| Active investments* | Your options are: Must have, Can't have or Don't care. See below for an explanation of these options |
| Redeemed investments* | Your options are: Must have, Can't have or Don't care. See below for an explanation of these options |
| Include registration types | If you wish to query on one or more registration types, you can do so by typing the code or codes, separated by commas, or by clicking the list icon to select from a list of active registration types in the system |
| Exclude registration types | If you wish to exclude one or more registration types, you can do so by typing the code or codes, separated by commas, or by clicking the list icon to select from a list of active registration types in the system |
| Include active this year | If selected, the system will only include registration types that have had activity in the last year |
| Include registrations | If you wish to report only on certain registration(s), type the number or numbers here, separated by commas |
NOTE: For the fields marked with a *, the definitions of the three choices are:
| Option | Description |
|---|---|
| Must have | If selected, the investor must have at least ONE investment in this status |
| Can't have | If selected, the investor cannot have any investments in this status |
| Don't care | If selected, it does not matter to you whether or not the investor has any investments in this status |
Loan Information Form
You have the following fields available to you on the Loan Information form:
| Field | Description |
|---|---|
| Loan Types | If you wish to filter by one or more loan types, you can do so by entering the code or codes, separated by commas, or by clicking the list icon to select from a list of active loan types in the system |
| Security | If you wish to filter by one or more security codes, you can do so by entering the code or codes, separated by commas, or by clicking the list icon to select from a list of active loan security types in the system |
| Loan status | If you wish to filter by one or more loan statuses, you can do so by entering the code or codes, separated by commas, or by clicking the list icon to select from a list of active loan statuses in the system |
| Purpose | If you wish to filter by one or more loan purpose codes, you can do so by entering the code or codes, separated by commas, or by clicking the list icon to select from a list of active loan purpose codes in the system |
| Autopay? | Click the drop down arrow to select which autopay setting you wish to use. You can select: Either, Active (will only query on loans actively using Autopay) or Inactive (will only include loans NOT using Autopay) |
| Monitor | If you wish to filter by the loan monitor, you can do so here. Enter the monitor code or click the list icon to select from a list of active loan monitors in the system |
| Adjust Method | If you wish to query on a particular loan adjustment method, you can do so by typing the code or by clicking the list icon to select from a list of loan adjustment method codes in the system |
| Principal amount/thru | You can query on just those loans whose principal balances are within a particular amount range. Enter a minimum, a maximum or a range |
| Rebate amount/thru | You can query on just those loans whose rebate amounts are within a particular amount range. Enter a minimum, a maximum or a range |
| Times delinquent/thru | You can enter a minimum, a maximum or a range of times that the loan was delinquent |
| First advance date/thru | If you wish to query on a date range in which the loan received the first advance, enter it here. You can enter a beginning, an ending, or a range. Type the date(s) in mm/dd/yyyy format or click the calendar icon(s) to select the desired date(s) |
| Estimated payoff date/thru | If you wish to query on a date range in which the loan is expected to be paid off, enter it here. You can enter a beginning, an ending, or a range. Type the date(s) in mm/dd/yyyy format or click the calendar icon(s) to select the desired date(s) |
| Last payment date/thru | If you wish to query on a date range in which the loan made the last payment, enter it here. You can enter a beginning, an ending, or a range. Type the date(s) in mm/dd/yyyy format or click the calendar icon(s) to select the desired date(s) |
| Include only loans that | Your options are: Have a remitter, are past due, have a beneficiary or are prepaid |
Yearbook Information Form
You have the following fields available to you on the Yearbook Information form:
| Field | Description |
|---|---|
| Include co-op regions | If you wish to query on one or more yearbook regions, you can type the code or codes, separated by commas, or click the list icon to select from a list of active yearbook regions in the system |
| Exclude co-op regions | To exclude one or more yearbook regions, type the code or codes, separated by commas, or click the list icon to select from a list of active yearbook regions in the system |
| Include districts | If you wish to query on one or more yearbook districts, type the code or codes, separated by commas |
| Exclude districts | If you wish to exclude one or more yearbook districts, type the code or codes, separated by commas |
| Include staff codes | If you wish to query on one or more yearbook staff codes, you can type the code or codes, separated by commas, or click the list icon to select from a list of active yearbook staff relationships in the system |
| Exclude staff codes | To exclude one or more yearbook staff relationship codes, type the code or codes, separated by commas, or click the list icon to select from a list of active yearbook staff relationships in the system |
| Include yearbook codes | To query on one or more yearbook church status codes, type the code or codes, separated by commas, or click the list icon to select from a list of active yearbook church status codes in the system |
| Exclude yearbook codes | To exclude one or more yearbook church status codes, type the code or codes, separated by commas, or click the list icon to select from a list of active yearbook church status codes in the system |
| Membership range/thru | If you wish to query on churches with a particular membership number, you can enter a minimum, a maximum or a range |
| Last year reported range/thru | If you wish to query on churches who last reported within a particular range, you can enter a beginning or an ending year, or enter a range. Type the year in a yyyy format |
| Year organized range/thru | If you wish to query on churches who last reported within a particular range, you can enter a beginning or an ending year, or enter a range. Type the year in a yyyy format |
Reports Tab
For a complete explanation of the options for each report on this tab, please reference this page: Extract Module Reports
For each of the reports, you have the following print options:
Print Options
After clicking the Print Options button you will see the following options. Choose the desired options and click OK to return to the report parameters screen.
| Option | Description |
|---|---|
| Printer | Click the drop down arrow to select from a list of available printers. DDI Connect uses your default printer unless told otherwise |
| Format | Click the drop down arrow to select from a list of available formats. Select paper size, number of columns, and number of rows for printing. Each report has built-in format defaults. Select “Use Defaults” to use the built-in report defaults. The number of rows and columns controls the print size and amount of information per page |
| Memo | If you wish, you can add a memo to the output of the report. NOTE: It is recommended that Word documents be saved with the .docx extension |
| View Report | This option generates a pdf file that is displayed on the screen when the report is generated |
| Archive Report | If this option is selected, the system will archive the report in the DDI Connect report archives. For information on working with archived reports, please reference this page: Archived Report Viewer |
| Print Report | If selected, the system will generate the report output to your default printer. NOTE: You will also receive a pdf version of the report, displayed on your screen |
| Print via PDF | Prints directly to your printer. |
| This option allows you to send a .pdf attachment of the report to the indicated users' email addresses. When OK is clicked, a dialog box will open requesting a recipient | |
| Duplex/Top | Prints the report on both sides of the paper in landscape style. The printer must be capable of printing on both sides or an error will occur |
| Duplex/Side | Prints the report on both sides of the paper in portrait style. The printer must be capable of printing on both sides or an error will occur |
| Green bar | Adds shaded, horizontal bars to the report, making it easier to read across columns |
| No dialog | Selecting this option means that no ‘Report Completed’ dialog will display after the report has been generated |
| Extra copies | If you want extra copies of the report generated, type the number in this field |
You can also click the "Schedule this report" to schedule the report to run once or on a regular basis. If you click the box, the following additional fields appear:
| Field | Description |
|---|---|
| Frequency | You have the following frequency options:
|
| Next run date | Enter the date that you next want the report to run. You can type it in a mm/dd/yyyy format or click the calendar icon to select the date |
| Working days only | If selected, the report will only run on working days (typically, Monday through Friday, unless your organization has designated weekends as working days on the calendar |
Outputs Tab
For a complete description of each of the output options, please reference this page: Extract Data Outputs
View Results Tab
The View Results tab allows you to see the results of your query, prior to generating a report or running an extract. For example, after running a query, you might see something like this:
You have the following fields on this screen:
| Field | Description |
|---|---|
| Sortable names | If selected, the query results are displayed last name first, so that you can sort in ascending or descending order |
| Display email addresses | If selected, the query results will include the constituent's email address |
| Display gift information | If selected, columns appear that display the constituent's total giving amount and total number of gifts |
| Count | This field displays the total number of records that matched your query parameters |
Saving a Query
When you have built a query that you wish to save, click the Save button. The following parameters screen appears:
Your options are:
| Field | Description |
|---|---|
| Description | Enter a unique description for this report/query/extract |
| Allow all users to open this report | If selected, all users in your organization will be able to utilize this report/query/extract. If not selected, only you will be able to utilize this report |
When you have entered the information, click OK. It will now appear on the File tab:
