Lists Overview

Follow

The Lists feature is a powerful query and reporting tool which provides a way to view the information about Constituents and financials within your database.

Lists are more than just a reporting tool, they can be used to provide the basis for promotional campaigns, sending data to Mailchimp and DotDigital, Trigger conditions, AutoTagging, and more! 

Whilst Lists are powerful tools on their own, you may find that to answer the question you have, you may need to build some further stages in, for example:

  • Tagging constituents in a List first so that they can be included or excluded from another List
  • Or perhaps it may be that you need to combine Lists - by downloading data from your List(s) and then using the power of Excel to perhaps do some matching or referencing.

This guide explores:

  • Requirements
  • List Types
  • The Features
  • Quick start guide
  • Downloading your lists
  • Managing Lists
  • Data Visualisation
  • Going Deeper Guides
  • Academy resources

 

Requirements

A Donorfy Standard User will need to be granted permission by an Administrator to be able to access and update Lists. 

Donorfy users with Viewer access will need to be granted permission by an Administrator to be able to view Lists. 

For user permissions please see: User Permissions

 

List Types

The Lists within Donorfy cover the following areas:

Constituent data Financial data Timeline data Other
Members List Soft Credit List    
  Membership List    
 Custom List Views - these are only available for Professional Own Azure accounts 
Constituent List Transaction List (ALL / Payment or Allocation) Activity List Campaign List
Constituent Tag List Recurring Payment Instruction List Gift Aid Declaration List Fundraising Page List
Connection List Opportunity List   Change Log List
Recurring Payment Beneficiaries List Opportunity Pledges List    

 

A summary of each List Type can be found here: List Types

 

Features

A List is broken down into four building blocks, these are: 

Details section
  • Tag - this is your List Category Tags: List Tags - Categorising and Organising your Lists

  • Show in Menu - opt to display your List within the Constituent Menu

    You will find this option below the List Tags field. When selected it means that the list will be visible as a sub-menu item under the Constituents link in the left-hand navigation area (click the + button to reveal them)

     

    With the Show in Menu option, you can also assign users to it so only they are permitted to see it. 

  • Lock - You can also lock a List so that it can not be accidentally altered. The default is off, but if you toggle the switch to Yes and Save & Preview it will now lock the List and prevent any changes to it:

    mceclip2.png

Filter Section
  • Include Archived?You can opt to include any archived constituents in the result set - toggle the option to Yes. The next time you click on Save List and Fetch Results the data set will now include these constituents. 
    If you would like to limit the type of archived constituents to a certain reason or reasons, then you will need to add the ArchivedReason field to your List Filters accordingly.

  • Include constituents with ANY of these Channel settings - (Constituent List only) use this option to quickly ensure that the Constituents within your List have the appropriate Channels without building the criteria into the List Filters. 

    To use the function click into the Channels box and select one or more of the settings as required,

    mceclip5.png

  • AND ANY of these Purpose settings - (Constituent List only) like the Channels option above, you can select the various permissions. Only those Constituents matching those Purposes will be included in your List results.
    To use the function click into the Purposes box and select one or more of the settings as required,
    mceclip6.png

    The relationship between the Channels and Purposes settings is AND so if you select from both Channels and Purposes both conditions will need to be met.

  • Include Constituents where ... - this section is where you add the various condition filters to help answer your question. It is logic query based. 
    A filter query is built up of four main fields:

    AND/OR -
    Use the AND function to determine if all the outcomes are True based on your comparisons
    Use the OR function if only one condition needs to be True based on your comparisons

    Field - the field in Donorfy you would like to use

    Comparison - the options to compare values

    Equals, Not Equals, Less than, Less than or equal to, Greater than, Greater than or equal to, Starts with, Does Not Start with, Contains, Does not Contain, Between, Not Between and  Starts with are some of the comparison operator names to compare any two types of similar type of values based on our requirement.

    Depending on the List being used there may be other comparison options that can be used.

    Value - this is the item from the field being used as a lookup for your question. 

    Some filter queries may need to be enclosed by Brackets to ensure that the correct data is returned. 


    The below example is where I would like to see all non-archived overseas Constituents where I have an email opt-in and are interested in Campaigns

Columns Section

Within this section, you can select the various fields that you would like to include in your data outputs.

 

Column selection:

Scroll the list of fields or type in the search box and when you have found the field you are looking for and click the tick box. The column will then be added to the Selected Columns section. 

 

Custom Fields:

Where you would like to select custom fields, these will be named Text1, Number1, Yes/No1, etc. rather than the name that was assigned to them within settings. This is because at this point, the List does not know which item will be returned and, therefore, the names of the custom fields for that item - e.g:


Activity > Race for the Sun 

or

Activity > Hot Soles Fire Walk


Within the Select Columns section, you can order the fields as you wish using the drag-and-drop feature.

 

Please note

Previously, columns persisted in the user's web browser storage, whereas now, they are persisted within the List Definition itself. This means that if a user changes the Columns in the List, they are changed for everyone, not just themselves.

Therefore, if multiple users want a List with different columns or columns in a different order, more than one List will be needed,

 

Results Section

Save List and Fetch Results - Saves your List settings (details, filters, columns) and refreshes your List results. 

When a large list is being prepared in the job queue, you can navigate elsewhere in Donorfy to do any other task you may need to do. When you are ready you can open the List again and if it's finished its compiling of data there will be an option to view the data - loading the data will then display the dataset it found.

The data returned for your List will be saved for 7 days and can be accessed without rerunning the List. Click on the View Results button as shown below:

 

Once a List has been saved and the data results are returned, they will be displayed in the output Data output area. 

 

Please note

The Description column will always be presented within the Data output area. This is to prevent null results data being returned.

 

You can select the number of records to view and alter the screen view too.

If you need additional fields, would like to remove any or alter the positioning you will need to action this in the Columns section. 

 

At the top of the output area is the Actions bar which includes a number of icons. These perform various functions:

  • Cloud - This provides the ability to download the List to Excel. Depending on the List Type used, there may be additional functions that can be performed such as Adding Activities to Timelines, see relevant List type article.
  • Luggage tags - Tagging option - Tags can be added or removed from Constituent Timelines. 
    The guide Adding or Deleting a Tag from all Constituents on a List provides further details.
  • Printer - This option creates PDF Report that can also be summarised. When using this option it may not be possible to display all of your data fields within the boundaries of an A4 page.
    See: Creating a Report from a List
  • Box - This option allows for Constituent Profiles to be Archived
    The guide Archiving All Constituents on a List provides further details.
  • Monkey - i.e. MailChimp is only available on a Constituent List.
    See Step 5: Updating Mailchimp from Donorfy for further details.

Where there is a blue hyperlink - you can click through to the record within the same browser tab. Or, right-click and open in a new browser tab (which is the better option).

 

 

Quick Start Guide

When you create a List you need to ask yourself what question is it that you want to answer...

It may be something like:

  • I need a list of people who are tagged with "volunteer" - that would be a Constituent List
  • I need to know what donations came in from Trusts - that would be a Transaction List
  • I need a list of open major gift asks - that would be an Opportunities List
    and so on.

Once you have your List Type basis...

  • Click on the Add button at the top of your Donorfy screen
  • Then from the Lists section, select the List Type you would like to add - e.g. Constituent List

 

  • Name your List in the description field
  • and click on Add

Your List will be created and show you the sections: Details, Filters, Columns, Results

From here you can start adding the filters to answer your question.

 

 

Downloading Your Lists

All Lists in Donorfy can be quickly and easily downloaded so that you can either create a mailing, use in a report, undertake further analysis, etc...

You can choose which columns are included in your download by:

  • Choosing the columns you using the column selector button (highlighted in the green box below) 
  • Press the download button - shown with the yellow box below
  • A Constituent List downloads some additional data based on preferred contact details - see this article for more information)

 

You can then download your List as a CSV by pressing the Prepare Download button 

The download will start to compile - a status bar will appear at the top of your screen:

mceclip0.png

To view the status, click on the description link 'Click here for status'

If the file has not finished compiling (large or complex Lists may take a while) it will inform you that it is still processing.

When it has finished, it will display a download option for you to click on and download the file:

mceclip1.png

Select the Download button and this will transfer the file to your device - usually your Downloads area, though it may depend on how you have set up your computer defaults. 

Clicking Close will close the downloads box.

A record of the Download will also be available from your Home > My Downloads tab

mceclip2.png

 

Please note

Where a List contains over 100K of records, it is advisable to split the List so that the number of contacts is sub 100K. This will help to prevent data timeouts.

 

Downloaded data will be sorted alphabetically by the Description column

 

 

Managing your Lists

Categorising your Lists

Lists can have Tags attributed to them so that they can be organised and easily found for later use. 

The following article, describes the process of creating List Tags, how to add them to your Lists and how to use List Tags to search for Lists.

See: List Tags - Categorising and Organising your Lists

 

Delete a List

If you no longer need your List, then you can delete it by:

  • opening your List
  • clicking on the manage button at the top of the screen
  • and then select Delete List
  • confirm the deletion

 
Lists can only be deleted one by one, there is no bulk delete feature for Lists currently. 

 

Copy a List

If you are creating a List that is similar to another List, then you use the copy function to help speed the creation of your new List, especially if there are lots of filters already set. 

To do this, you will need to:  

  • open the List that you would like to copy
  • click on the manage button at the top of the screen
  • and then select Copy List
  • confirm by clicking Yes

That's it, your list has been copied and will be displayed on the screen. The List will be named as a copy of the original, you re-name the List as required, add or delete any filters and then click on Save & Update Preview Results.

 

Data Visualisation

Donorfy Lists feature a way to visualise the data which your List has returned,  There is no need to download data to manipulate it within Excel, you can quickly create charts, graphs and numerical sumaries right from within Donorfy.

What are your visualisation options?

  • Pie Chart
  • Line Graph
  • Bar Chart
  • Value

What are the sumary option?

You can choose from the following:

  • Sum
  • Count
  • Average
  • Highest
  • Lowest

Data visualisaton is accessed from within you List through the Visualisation tab:

To create your chart, etc see this article: Visualising your data - charts, etc within your Lists

 

Going Deeper Guides

 

Donorfy_Academy_logo.png
The Donorfy Academy features a learning course for Lists - enrol here

Comments

0 comments
Please sign in to leave a comment.
Powered by Zendesk