1. Hands On Learn Lab: Queries for
Beginners
Kimberly Hammer, Product Support Lead II

2. Objectives
• Explain the difference between queries and reports.
• Identify the different types of queries.
• Describe the components of a basic query.
• Create queries.

3. The Big Picture
eTapestry
Group donors for
an email newsletter
Group gifts for generating
receipts
Group gifts greater than
$500 for a report

4. Query vs. Report
Query (the funnel)
Report (the output)
An advanced search engine that locates
a group of accounts or journal entries,
based on criteria that those entries
share.
A tool used to allow you to select the
fields you want to display or use about
the account or journal entries in a query
Fixed preview
Customizable
Must be ran through a report to export
results
Must be ran with a query
The “who”
The “what”

5. Types of Queries
1. System-Defined Query
Query pre-defined in the system and cover some basic segmentations.
• Often the starting criteria for manual queries.
2. Basic Query
• User-defined query.
• Includes all accounts or journal entries that match the specified criteria.
3. Compound Query
• Query that results from the addition, subtraction or intersection of two queries.
4. Custom Account Query
• Can manually select the specific accounts that you want.
• Can include records with nothing in common.
• Can also create a custom account query from basic and compound queries, then
manually remove any accounts that you do not want in your final results.
•

6. Quick quiz
In each of the following scenarios, would you use a
System-Defined Query or a Basic Query?
1.
All Donations made in July 2012
2.
All Open Pledges
3.
All Tributes
4.
All Constituents with an email address
5.
Pledges with scheduled Payments Next Month
6.
All Constituents within 25 miles of 46140
7.
All Volunteers
8.
All Constituent Journal Entries Last Month

7. Query Categories
Query categories allow you to organize your queries
Today we will all create a category with our name as the title
1. Click Queries
2. Under the Tasks menu, click New Category
3. In the Name field, enter your name
4. Mark the checkbox next to Private
5.
Click Save Category

8. Basic Query Components
1.
2.
3.
4.
Name
Description
Starting Criteria
Data Return Type
5.
6.
7.
8.
Relationship Info
Match
Persona Options
Type
Private, Read Only,
Favorite Query
10. Available Fields
11. Criteria
9.

9. Considerations when Creating
Queries
Before building a query, answer these questions:
1. What do you want to do with your list?
2. What are you looking for?
3. What do you want to exclude from the results?
We can use the answers to help us set up the query.

10. Scenario #1
We need to pull all donations made to
our organization since 2012 for our
auditors.

11. Think About It
Scenario #1: We need to pull all donations
made to our organization since 2012 for
our auditors.
1.
What do you want to do with your list?
2.
What are you looking for?
3.
What do you want to exclude from the
results?

12. Practice #1
You want to create a query that includes all gifts
greater than or equal to $500.
Create a basic query to group these journal
entries.
First, select the Starting Criteria and Data
Return Type. Then, define the query criteria.

13. Practice #1 Answer
When you preview the query results, it should contain 110 entries and
a total received of $151,750.00

14. Scenario #2
Our boss emails us and asks for a list of
all the Constituents in our database
because they want to send out a direct
mail piece.

15. Think About It
Scenario #2: Our boss emails us and asks
for a list of all the Constituents in our
database because they want to send out a
direct mail piece.
1.
What do you want to do with your list?
2.
What are you looking for?
3.
What do you want to exclude from the
results?

16. Practice #2
You need to find constituents that have given
$1000 or more cumulatively to the General Fund
this year so that you send them a thank you
letter for their generous contributions.
Create a basic query to group these journal
entries.
First, select the Starting Criteria and Data
Return Type. Then, define the query criteria.

17. Practice #2 Answer
When you preview the query results, it should contain 7 entries and a
total received of $4,400.00

18. Scenario #3
We need to find Constituents that have given $500
or more to any Campaign other than the New
Building Campaign so that we can solicit them to
give to the New Building Campaign as well.

19. Think About It
Scenario #3: We need to find Constituents that
have given $500 or more to any Campaign
other than the New Building Campaign so that
we can solicit them to give to the New Building
Campaign as well.
1.
What do you want to do with your list?
2.
What are you looking for?
3.
What do you want to exclude from the
results?

20. Scenario #4
We need to send a newsletter to our current board
members and a few high profile donors: Susanna
Clark, Don Cooper, Jared Clark, and John Wright.

21. Think About It
Scenario #4: We need to send a
newsletter to our current board members
and a few high profile donors: Susanna
Clark, Don Cooper, Jared Clark, and John
Wright.
1.
What do you want to do with your list?
2.
What are you looking for?
3.
What do you want to exclude from the
results?

22. Additional Query Examples
Check out additional examples in our Query Examples Category.
If desired, copy them to your
category and modify them.

23. Summary
Explain the difference between queries and reports
• Query is the “Who” and Reports are the “What”
Identify the different types of queries
• 4 Types: System-Defined Query, Basic Query, Compound Query, and Custom
Account Query
Describe the components of a query
• 11 Components
Create queries
• What do you want to do with your list?
• What are you looking for?
• Any exceptions?