Data is the bread and butter for organizations in every realm of business, and the same rings true for associations. Did you know that MatrixMaxx has robust reporting tools at your disposal to help you stay on top of changes that occur in your membership, and to help you keep your data as clean as possible? This article will help you leverage MatrixMaxx’s powerful reporting tools to make the most of your association’s data.
Changes to Primary, or Key, Contacts
Primary contacts are those key individuals in your database who are tied to organization’s records. How do you track when these individuals change organizations? Or when they change roles within their organization? With MatrixMaxx, you can find this information in a few simple steps by using the Change History Report.
The “Change History Report, by Date Range,” found within the MatrixMaxx staff Intranet, under Contacts > Reports > Change History Report, by Date Range, gives you a comprehensive look at changes made to your data. You can select to run this report on any range of dates – maybe you want to see changes made just today, or maybe you want to see changes done over the past 6 months. Or, perhaps you will run this report once a month to keep track of all changes to key contacts in your organization.
The Change History Report allows you to select the report’s start and end date, the MatrixMaxx module (or modules) to report on, and allows you to narrow the report to a User’s First Name, Last Name, the database Field Name (this is important for our key contact report!) as well as whether or not to limit the change history to reflect changes made on the Intranet or the WWW side – or both- and how to sort the results (by the change date or by the user name of the person who made the change(s)).
To create a report on your key contacts at organizations, select the report and set these parameters:
- login to the MatrixMaxx staff Intranet
- navigate to the report: Contacts > “Reports > Change History Report, by Date Range”
- set the Start Date and End Date (IMPORTANT NOTE! To ensure the capture of all recent data, set the End Date to today’s date PLUS one. In other words, if the End Date you desire is 11/13/2016, set the end date to 11/14/2016 to ensure a full data grab
- select one or more relevant Modules (hold down the control key as you click a Module name to include more than one Module)
- User First Name & User Last Name: these options allows you to see change made to your data by your internal staff users
- Field Name: use “key contact” (no quotes needed) to find changes made to the primary, or key contacts at organizations in your database
- Intranet/WWW: choose to see results of data changes that were done on the Intranet, and/or changes entered through the WWW site
- Sort by: sort your results by change date or user name
Member Organizations with No Primary, or Key, Contact
Primary, or key, contacts are extremely important to most MatrixMaxx clients. But how can you tell if an organization has not designated a primary contact? Or if an organization’s primary contact has left without notifying you? To find this out you can run a report on your data to identify organizations with no primary contact. In fact, there are two ways to find out this information.
Option 1: Advanced Organization Search
The first option you have is to run an Advanced Organization Search. To do this navigate to the search from Reports (hover – don’t click) > Advanced Organization Search. This powerful search tool allows you name any number of parameters to build your report. You have options to output the results to the screen, or to export the results to Excel.
To find organizations with no primary contact designated you’ll need to set the report parameters in two key areas. First, click on the “Activities” accordion to see the Activity drop down menu. Select “Has no primary contact” and then click “Add Criteria.’ Then click on the “Organization Information” accordion to open up more options, and select Membership Type = “Member” (or others, if you would like to search other types), and then select Membership Status = “Active.” Scroll to the bottom and click “Search.” The results will show you all organizations (meeting the parameters you set) that have no set primary contact.
Option 2: Organization Query Builder
The second way to find organizations with no set primary contact is to use the Query Builder. Navigate to the query builder by going to Reports (hover – don’t click) > “Organization Query Builder.” Set the parameters for this report by selecting the following in the drop downs under “Organizations Who Match”:
- Contacts > Does Not Have Primary Contact
- Click “Search” to run the search
Organizations with No Address
The advanced organization search and the organization query builder are powerful tools that allow you to look into your data in a great number of different ways. You might also wish to see which organizations exist in your database but do not have a set address. To accomplish this you can perform another query on the organizational data, but this time you will have three sets of criteria (see the attached print screen):
- navigate to the query builder: Reports (hover – don’t click) > select “Organization Query Builder.”
- build the first criteria: Addresses > Any Address > line1 > Is Blank
- click the small green “+” (plus sign) just below the first drop down (DO NOT click “Add OR Criteria”)
- build the second criteria: Membership > Primary Membership > Status > Is > Active
- click the small green “+” just below the second line of criteria
- build the third criteria: Membership > Primary Membership > Type > Is > Member
- Click “Search” to run the search
Do More With Your Data
We encourage you to try other searches into your data using the Advanced Organization Search and the Organization Query Builder. MatrixMaxx gives you multiple ways to leverage your data for all of your needs, including staying on top of important changes to key personnel, as well as developing a process for keeping clean data in your database.
