Media contacts in Tessitura - selective List pulling

I use the following procedure for creating lists for my department to review for events.  It is not as straightforward as you would like, but it simplifies a process that was even more cumbersome previously:

1.       Run list or extraction in Tess with selected constituents

2.       Use report or output set to pull additional information for review, load into spreadsheet

3.       Distribute spreadsheet for review, with a dropdown yes/no column to select individuals to attend the event (we default selected extraction categories from the extraction to yes or no)

4.       Select the IDs of selected constituents and re-load into Tess

It is somewhat manual, but doesn’t take very long to do now that we are all familiar with the process. I have a spreadsheet temp0late I’ve set up that lets me quickly format the data.  We place the spreadsheets for review in a shared folder.  Whoever makes a change to the default values enters their initials (also from a dropdown), so if there are disagreements we can easily resolve them.  Feel free  to contact me directly if you’d like more details.

Jane Voytek

jvoytek@berkeleyrep.org

Donor Database Coordinator

Berkeley Repertory Theatre

510-647-2905

From: Tessitura Development Forum [mailto:forums-development@tessituranetwork.com] On Behalf Of Kim Lee
Sent: Monday, July 15, 2013 9:01 PM
To: Jane Voytek
Subject: [Tessitura Development Forum] Media contacts in Tessitura - selective List pulling

Hi all,

We are hoping to move our organisations Media contacts from the tried and trusted spreadsheet into Tessitura.  However we are struggling to match one key piece of functionality Excel offers our Media team. 

When they pull together a list for media releases or invites, while the list starts based on categories that can be represented in Attributes or the like, the list is then edited manually, adding and removing contacts based on the team’s business knowledge of Media organisations and position titles, to produce the final list. 

While it’s great that List Manager offer the ability to manually add and delete records from the contents, the issue is that key pieces of information, Organisation and Business Title, aren’t displayed in the Contents screen (we use Salutation2 to store Organisation details).  The team would have to complete extra steps by checking the Pop-Up Header, opening the record, or running an Output Set to obtain the Organisation and Position Title information.

Has anyone come up with a clever way to be able to edit Media lists quickly and easily based on information not displayed in the List Contents screen?

Also, I’d welcome any other information on how other organisations are successfully using Tessitura for their Media contacts.  

Thanks

Kim

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Thanks very much for this suggestion Jane,  I think the functionality of loading the customers back into a List will work really well for us.  To save having to go through the Output set steps, we are thinking of writing a custom report that returns the required name, contacts details, Organisation and Business title plus Media attributes.  The output would also include customer_no so we could import back into Tessitura.

It would be great to see the configurable column selection that is coming in v12 for Plans replicated in List Contents and even the Constituent Search results screens!

I use the following procedure for creating lists for my department to review for events.  It is not as straightforward as you would like, but it simplifies a process that was even more cumbersome previously:

1.       Run list or extraction in Tess with selected constituents

2.       Use report or output set to pull additional information for review, load into spreadsheet

3.       Distribute spreadsheet for review, with a dropdown yes/no column to select individuals to attend the event (we default selected extraction categories from the extraction to yes or no)

4.       Select the IDs of selected constituents and re-load into Tess

It is somewhat manual, but doesn’t take very long to do now that we are all familiar with the process. I have a spreadsheet temp0late I’ve set up that lets me quickly format the data.  We place the spreadsheets for review in a shared folder.  Whoever makes a change to the default values enters their initials (also from a dropdown), so if there are disagreements we can easily resolve them.  Feel free  to contact me directly if you’d like more details.

Jane Voytek

jvoytek@berkeleyrep.org

Donor Database Coordinator

Berkeley Repertory Theatre

510-647-2905

From: Tessitura Development Forum [mailto:forums-development@tessituranetwork.com] On Behalf Of Kim Lee
Sent: Monday, July 15, 2013 9:01 PM
To: Jane Voytek
Subject: [Tessitura Development Forum] Media contacts in Tessitura - selective List pulling

Hi all,

We are hoping to move our organisations Media contacts from the tried and trusted spreadsheet into Tessitura.  However we are struggling to match one key piece of functionality Excel offers our Media team. 

When they pull together a list for media releases or invites, while the list starts based on categories that can be represented in Attributes or the like, the list is then edited manually, adding and removing contacts based on the team’s business knowledge of Media organisations and position titles, to produce the final list. 

While it’s great that List Manager offer the ability to manually add and delete records from the contents, the issue is that key pieces of information, Organisation and Business Title, aren’t displayed in the Contents screen (we use Salutation2 to store Organisation details).  The team would have to complete extra steps by checking the Pop-Up Header, opening the record, or running an Output Set to obtain the Organisation and Position Title information.

Has anyone come up with a clever way to be able to edit Media lists quickly and easily based on information not displayed in the List Contents screen?

Also, I’d welcome any other information on how other organisations are successfully using Tessitura for their Media contacts.  

Thanks

Kim

This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!

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This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!