Commonly Used Reports

Written by Jessica Welles

Last published at: July 27th, 2020

Reports for Annual Giving Lists

LYBUNT | donors who have given Last Year But Unfortunately Not This

Where: Profile Filter Reports

To produce a 2020 LYBUNT List: 

  • Reverse Filter: Donation Date (Not) After 2019-12-31

  • Add Filter: Donation Date Between 2019-01-01 and 2019-12-31

  • Note this looks at each profile, not household links, and will pull in a household profile even if one member of the household already gave this year.

SYBUNT | donors who have give Some Year But Unfortunately Not This

Where: Profile Filter Reports

To produce a 2020 SYBUNT List: 

  • Reverse filter: Donation Date (Not) After 2019-12-31

  • Add filter: Donation Date Before 2020-01-01

  • Note this looks at each profile, not household links, and will pull in a household profile even if one member of the household already gave this year.

Reports for Communications

In all communications reports, remember to filter out Deceased, Inactive, Do Not Email or Do Not Mail. 

  • In Filter Reports, this is through Reverse Filters

  • In Custom Reports, when you select any of these fields you’ll see a Boolean Value field with Yes and No radial buttons. Selecting ‘No’ will remove anyone who is Inactive, Deceased, or has Do Not Mail or Do Not Email applied to their record. You do not need to have these columns listed on your report in order to apply the filters.

General Mailing or Email List 

Where: Custom Reports, create ‘Profile’ Report

To produce this report: 

  • Add relevant columns: Profile ID, Type of Profile, Name, In Household, Household Profile ID, Household Name, Org Contact Name

    • Adding Profile ID enables the ‘+’ & ‘-’ actions on the left sidebar, like add to Campaign.

  • Add columns for how you’d like to communicate with this list: phone, email, mail. 

    • Add Mailing Label and Salutation fields

    • Address String field will include full address, city, state zip

    • Citystatezip field will include these fields with zip code formatted to include preceding zeroes

    • Note: there are additional columns for Primary phone, email and mailing information. When a profile has more than one phone number, email, or mailing address, using Primary contact information columns will only pull the primary into the list. In this example, Elroy has two addresses and both pull into the report when Address is selected:

    When Primary Address is selected, Elroy appears once:

Remove Household/Individual Duplicates | profile list that is narrowed to households when your household has individuals connected as household members

Where: Custom Reports, create ‘Profile’ Report 

To produce this report:

  • Add these columns: Profile ID, Type of Profile, Name, In Household, Household Profile ID, Household Name, Primary Address, Primary Citystatezip

  • Without filters, here’s a sample of how Individuals and Households that are linked together appear. If this were a mailing, three pieces of mail would be sent to 123 Skypad Apartments Rd.

  • Add filter: ‘No’ to ‘In Household’*. 

This will narrow the list results to Households and Individuals who are not a member of a Household. Organizations are not impacted by this filter and will remain on your list.

*This filter is also available in filter reports.

IMPORTANT NOTE: If you have applied other filters that would keep one or more Individuals who are members of a Household on the list but remove their Household, applying the ‘In Household’ ‘No’ filter would remove those Individuals who are Household Members from the list. Therefore, this filter is best used when running broad communications lists without extensive filters.

Mail to Households Based on Criteria on Individuals | for example, Profile Type data assigned to Individuals, with Households as the desired audience

Where: Custom Reports, create ‘Profile’ Report 

To produce this report:

  • Add these columns: Profile Id, Name, Label, Address String, Household Profile Id, Household Label, Household Address String, In Household

  • Add filter: select desired Profile Type(s) from Profile Type ID

  • Add filter: select Individual and Organization in Type of Profile

This will narrow the list results to profiles who have the selected Profile Types, but also include their household mailing information if they are in a household. It’s possible that two people at the same address would meet this criteria so reviewing your list for duplicate household addresses is recommended.

Reports with Profiles & Giving

First Time Donor in Time Range | identify profiles who made their first donation (to any fund) within specific time range

Where: Profile Filter Reports

To produce this report for first time donors in 2020:

  • Add Filter: Donation Date after 2019-12-31

  • Reverse Filter: Donation Date before 2020-01-01

First Donation Date is also listed in the Donor report. 

First Time Donor to Specific Fund | identify profiles who made their first donation to a specific fund

Where: Donor Report

To produce this report for first time donors to specific fund (or list of funds):

  • Add Filter: Donation Filters, Funit ID, select fund(s)

Giving columns will display data related to specified fund(s)