Scopes, Queries & Filters
What is a Scope?
A scope is a list of donors from your database. There are several ways that you can create a Scope, but the two main ways are to use Filter or Query. In addition to that you can also Tag records, Flag records and Memorize and Restore Scopes. Combined, these provide powerful tools to manage your donor records.
Tagging Donors to create a Scope
The simplest way to create a Scope is to tag donors by checking them off and then setting the filter to the tagged names. You can check individual records, or if you need to select a group of records that appear together in your list, check the first record, hold the Shift key on your keyboard, and then check the last record. In this example, I have Tagged all donors with the last name Brown.
To create a Scope, click the Filter button, select "Set filter to tagged names" and click "OK."
To clear a Scope and see all your donor records, click the Filter tool button again and click "Clear Filter," or click the drop-down arrow next to the Filter button and select "Clear Filter."
Using Filter to create a Scope
Filters are pre-built queries. We'll discuss queries later.
To use a built-in Filter, click the Filter tool button.
This opens the Select Viewing Criteria window. There are two tabs: Donor Table and Other Tables. If you are going to Filter based on name, address or codes associated with a donor, select Donor Table. If you are going to filter based on donations, select Other Tables. Make sure you pay attention to the options to include or exclude donors based on no mail code or no communication method at the bottom of the window.
Select from the list of available Filters. In our example, we'll select "Pacs on file" from the Other Tables tab and click "Apply." This creates a Scope of all active PAC donors.
Using Query to create a Scope
A Query allows you much more flexibility to create your Scope. In our example, we'll look for all donors who have given gifts of $100 or more to the General Fund.
The first thing you need to do is think about the logic of your Query. Building a good Query is like putting together a good sentence - there are pieces that are required and it needs to be clear and concise! In our example, we want everyone who has given to the General Fund AND who has made a donation in the amount of $100 or greater.
Start by clicking the Filter tool button. We want to select our donors based on donation information. Click the Filter button, select Other tables, and click "Query." Note that I have unchecked the Exclusion options at the bottom. I'm not creating a mailing list, so I don't need to worry about including people who don't want mail. In fact, if I left those boxes checked, I would likely exclude donors and that would result in an inaccurate list!
In the next window we'll click "New."
The queries appearing in blue are built into Silent Partner. Those in black have been written by a user.
Now we use the logic we figured out earlier to build our Query. We all donors who have given to the General Fund and who have given donations of $100 or more. Let's start with finding all donors who have given to the General Fund (account 4010 in my database).
Under "Continuation?" select "AND." Otherwise your sentence will here and you won't be able to add the clause asking for donations of $100 or more!
Now that we have the first clause of our query sentence, click "Next" to build the second part.
This time we leave <done> selected under continuation. Click Next. You will be asked if you want to manually edit the query. Unless you know this query language, click "No."
You can Save & run to run the query now and make it available to run again another day, or Run the query without saving it, or save it without running it. If you wish to save the query give it a clear name. If not, leave the field blank like our example. Click OK
Now you should have a Scope of all donors with the surname of Brown who have made a gift of $100 or more to the General Fund!
Flagging Donors
Flagging donor records highlights the background of those records orange. This is a good visual clue for important records, such as major donors or key volunteers. To Flag donor records Tag the records and then click the dropdown button next to the Filter button and select "Flag/Unflag." You can also create a Scope and select "Flag all in Scope."
Memorize Tagged names or Memorize Scope
If you click the dropdown next to the Filter button, you'll notice the options "Memorize tagged names" and "Memorize current scope." These options allow you to create a list of Tagged names, or create a Scope, and memorize them to reuse them later. Simply select "Restore Memorized Scope."
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