1.
THE RAISER’S EDGE DATABASE
CLEANUP TIPS
EE Breakout Session 2:
Deadra Elliott, Presenter

2.
Wireless & Sample Database Access
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• Wireless Access:
• SSID: K-12
• Password: blackbaud
• The Raiser’s Edge Sample
Database Login:
• Type the URL
• Find your user name and
select PC or Mac user
• Enter the user name and
password provided
• RE7 database password is:
admin

3.
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Learning Objectives
• Review best practices recommendations for
reducing data integrity issues
• Review available database tools in The Raiser's
Edge and techniques to help with common data
cleanup including:
• Global Add, Change, Delete options
• Duplicate Constituent Management
• Table Cleanup
• Review additional tips for database cleanup and
maintenance

4.
5
Presenter Bio-Deadra Elliott

5.
From the beginning….
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• Tips for limiting data cleanup:
– Establish system security
options to control data access
– Standardize data entry
procedures
– Document your organization’s
data entry Policies and
Procedures
– Train end-users

6.
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Define security options in the Administration module:
System Security Tips
Define Group
Privileges and
Add Group
Members

7.
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Define security options in the Administration module:
System Security Tips
Don’t forget to
define options for
each module. Limit
add/edit/delete
rights.
Access to individual reports

8.
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Set the rules for how data is entered, managed, and extracted from The
Raiser’s Edge:
Standardize Procedures
• Constituent records
entry
• Address and bio
updates
Records
Management
• Campaign, Funds, and
Appeals records entry
• Batch or online
processing
• Acknowledgement
Letters
Gift
Processing • Standard reports and
queries
• Standard exports
• Mailing procedures
Reporting &
Extraction
Document procedures in a
Policies and Procedures guide
for your organization.

9.
When you need the right tools…
Globally
Add/Change/Delete
Records
• Admin module
Duplicate
Constituent
Management Tool
• Admin module
Merge Constituents
• Admin module
Table Cleanup
• Configuration
module
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The Raiser’s Edge is equipped with standard options to assist with data
cleanup and maintenance.

10.
Database Cleanup Examples
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• Data entry staff member enters an incorrect
attribute on a large number of constituent
records.
• The solicit code “do not mail” needs to be
removed from solicitor records.
• Gifts marked as “Acknowledged” need to be
changed to “Not Acknowledged.”
• Older fund records need to be marked as
“fund is inactive.”
• The Volunteer Coordinator requests to delete
a large number of old volunteer records.

11.
Global Change Options
• Options are located in the Administration module
• Important Tips:
– Limit security access for end-users
– Request a data backup for larger projects
– Choose Selected Records vs. All Records
• Global Change Options:
– Globally Add Records
– Globally Change Records
– Globally Delete Records
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12.
Global Change Options
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Global Change
Example:
• Global Change option in
Administration module
• Based on a query of
selected records of “Board
Members”
• Field used is Constituent
Attributes “Anniversary”
• Operation is ADD
• Value 7/2/15

13.
Managing Duplicate Records
• Configure Business Rules in the Configuration module
to reduce the risk of creating duplicate records
• Always SEARCH first before adding new records
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Duplicate Criteria

14.
Duplicate Constituent
Management Tool
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Merge Records Option

15.
Merge Constituent Records
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Merge a single record into another record from the
option in the Administration module
Merge records individually from the
Constituent menu in the record

16.
Table Cleanup in The Raiser’s Edge
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Merge table values to correct
data entry mistakes.

17.
Table Cleanup in The Raiser’s Edge
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Right-mouse click to access
the Print Code Tables
Report option.

18.
Other Cleanup Tools
• Import (Administration module):
• Import is used to create new and update existing records
• Link to EE import guide:
https://www.blackbaud.com/files/support/guides/ee/eeimport.pdf.
• Convert Pledges to Recurring Gifts (Administration module):
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19.
Other Cleanup Tools
• Open records from query results tab:
• Use the OPEN option to open records directly from query results.
This feature is helpful for manual clean up of data in a group of
records.
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20.
Other Cleanup Tools
• Non-constituent merge utility:
• Located in Plug-Ins. Option is used to identify and merge non-
constituent records.
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21.
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Additional Database Cleanup Tips for
The Raiser’s Edge
Knowledgebase tips from www.blackbaud.com:
1. How to globally replace table entries in The Raiser's Edge 7 (Article Number
41782).
2. How to clean up Addressees/Salutations in The Raisers Edge 7 (Article
Number 49074)
3. What is the Non-constituent Merge Utility and how to run it? (Article
Number 41225)
4. How to globally change the address type in The Raiser's Edge 7 (Article
Number 45963)

22.
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Additional Info for
The Raiser’s Edge
Blackbaud Data Services for The Raiser’s Edge: See your sales account
rep for a custom quote.
Configuration and Security Guide:
https://www.blackbaud.com/files/support/guides/re7/config.pdf
Database Administration Guide:
https://www.blackbaud.com/files/support/guides/re7/db_admin.pdf
Global Add, Delete, and Change Guide:
https://www.blackbaud.com/files/support/guides/re7/global.pdf

23.
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