Hi all!
I am new to Tessitura and was hoping to get some help on these boards since we don't have a Database Manager at my organization. I am trying to put together a list of all the people who gave to our recent yearend campaign, their gift amount and include their phone numbers and address information. I will be giving the Board sections of this list so that they can call and thank our donors. I've figured out how to pull the list of all the YE donors, but how do I get the gift amount and contact information?
Thank you!
Alexis
Alexis,
There is not an ideal report for what you're looking for. I would suggest that you try out the Patron Appeal Call Sheet or the Patron Acquisition Call Sheet in the Development folder. Both will list the last 5 gifts made by the constituent and some phone numbers. Unfortunately, neither will always list all phone numbers available and both reports produce one page per constituent.Dale
Thanks, Dale! I did find that canned report, but I was hoping to not have to print all the pages! :) And I wanted to give the trustees a more streamlined handout...thanks for your response.
Hi Alexis,
We do this every year as well, and it's always an adventure. We usually use one of the reports that Dale suggested, but merge it rather than print it straight from Tessitura, so that we can make the format cleaner and smaller for the board members.
Sheila
You could also try the Full Bio report and only use the sections you want (contributions and contact information). Or you could create an Output set with the information you want. You may need to create some custom output set elements depending on your specific needs. But the end result would be a spreadsheet of YE donors with columns containing donation, contact information and whatever else you wanted.
If you are unfamiliar with output sets, there might be a bit of a learning curve but it is a powerful tool once you have the hang of it. Lots of good documentation and webinars elsewhere on the TN site.
Sheila,
When I run the Patron Appeal Call Sheet report using my list of YE donors and then 'save as' an Excel spreadsheet, all the information from the report doesn't save over? I get the contact information (which is awesome!), but not the gift amounts...is the 'merge' that you are talking about different than a 'save as'?
Thank you!!
I haven't looked to confirm this, but I suspect that the contribution information on that report is actually a sub-report. Unfortunately, the data from sub-reports does not come over in the "Save As" Excel and is also unavailable for a Word Merge.
A merge straight from Tessitura is slightly different from save as, but in this case you'd have the same problem either ways, as Levi is right that it is a sub report in both (and I believe in the full bio report as well).
I know we've somehow made it work before so I will figure out how and get back to you! Sorry about that :/
I think Levi's earlier suggestion with using 'Output Sets' will provide you with what you need in a concise excel spreadsheet.
Seeing that you have already got your list of donors, it's as easy as plugging your list and creating an output set with the following elements:
Customer_fnameCustomer_lnameCustomer_fname2 (if you want the spouse's name)Customer_lname2Phone_1Phone_2Mobile Name 1Contribution_campaign_nameContribution_cont_amtContribution_fund_nameContribution_last_year_givingContribution_total_giving (good one to have)
And whatever information you require - there's a soiree of elements to pick from.
Use the 'Execute an Output Set' report, select your output set, plug in your list and save this as an Excel spreadsheet. If an Excel format is not what you were after, you can always merge this data into a Word document.
Good luck!
Katherine
Output sets are amazing!!! Thank you everyone who helped me figure this out, especially Katherine - I followed your template and got the exact results I was hoping for. Now I'm off to clean up the spreadsheet just in time for the board meeting! :)