Report Filters - What They Mean and How to Use them
Generally speaking for report filters, you will always include properties to pull back data in your system as it relates to:
Donor Status (Active/Archived)
Donor(s) Stage in the donor lifecycle (prospect, donor or lapsed), and
Types of donor(s) (Individual, organization or household) you want to report on
When you are filtering across these multiple properties, you are asking for the system to give you all contacts that:
Have a particular Status or all statuses, AND
Are in a particular Stage or all stages in the donor life cycled, AND
Are a particular Type of contact or all contact types
Within each property there are filters with an OR type of property. If you were to add badges to the filters, within the badge filter field, you are asking the system to return all of the above properties you chose (Status AND Stage AND Type) AND the badge you choose plus all other Badges you want to filter on:
All properties above, AND
The first Badge filter, OR
The second badge filter, OR
The third badge filter, etc….
Some other clarifying things around Gift filters:
First Gift - of the contacts pulled in your report this is a filter that tells the system to include all properties required above AND any contacts that have given a First Gift within the specified time frame set on this filter
Second Gift - of the contacts pulled in your report this is a filter that tells the system to include all properties required above AND any contacts that have given a Second Gift within the specified time frame set on this filter
Last Gift Date - of the contacts pulled in your report this is a filter that tells the system to include all properties required above AND any contacts whose Last Gift was given within the specified time frame set on this filter
Note: If you are looking for gifts last year or total gifts within a custom time frame, the Giving Summary Report is a great resource that can be filtered by specific date ranges and is inclusive of any gift (not constrained by First, Second or Last Gift) transactions of contacts within the specified time frame.
Additional filters can be added directly to a report column to slice and dice you data further
- Click on the ellipses in any column
- Choose Filter
- Add the filter or filter(s) and any required properties
- Click apply and watch your report transform
You can add additional conditions to your column filtering telling the system to pull data that matches a particular criteria and/or other criteria to get exactly what you need.
In most scenarios that we see, this additional filtering is normally used to
- Filter a column that "Is Not Empty." For example, you may use this to filter out contacts that don't have an email address so that you can add a list of contacts to an email marketing list
2. Filter a column that "Is Empty." For example, you may want to find contacts that don't have a mailing address in your system so you can create a call list to engage with them and find out that information.
Other column filters
- Is Equal To - Use this when you want to pull data that is an exact match or equal to the filter
- Ex: You want to find one specific donor's information and just know their email address or just their first name. So you can input "Is Equal To"Sarah in the First Name field and then you have a smaller list to review
- Is Not Equal To - Use this when you want the system to specifically filter out data that matches the filter
- Ex: You want to filter out specific states because they have different tax exempt laws then the rest of your clients and therefore you communicate with them differently. So you can input "Is Not Equal To"New York and "Is Not Equal To" Illinois.
- Contains - Use this when you are trying to find data that contains part or more of the filter
- For Example: You are trying to create a specific route for all donors within a specific area. So you can input something like "Contains" Pate Ave and "Contains" Donnald St in the Address column.
- Does Not Contain - Similar to "Is Not Equal To," you would use this to specially filter out data but with information that contains part or more of the filter
- Ex: You may want to create a route, like above but remove streets or avenue from the data. So you can input "Does Not Contain" Pate Ave and "Does Not Contain" Donnald St
- Starts With - Use this when you want to find data that contains information that starts with the filter
- Ex: You may want to find phone numbers with a specific area code. Input "Starts With" 701
- Ends With - Use this when you want to find data that contains information the ends with the filter
- Ex: You may know the last letters of a city that you want to find. Say it's Barnesville, you can input "Ends With" Ville