Update addresses (AddressFinder process step 4)

In the previous step, you retrieved the results of Blackbaud's analysis. You also reviewed the suggestions for updating addresses based on the United States Postal Service's (USPS) National Change of Address database (NCOALink). See Step 3.

In this step, you'll:

  1. Review and Edit properties of the update batch process. For this, you'll determine:

    • which addresses to update based on the information returned by the previous steps in the AddressFinder process

    • whether to retain the former address when United States Postal Service's (USPS) has indicated there is a new address for forwarding mail due to a move

    • how to handle each footnote code received from the United States Postal Service (USPS)

  2. Next, Edit batch to

Before you commit an AddressFinder batch, review the properties to determine:

In Step 4: Update addresses, you'll use a batch to update the addresses in bulk.

  1. From Administration, select Data tune-up. The Data Tune-Up page appears.

  2. Select the AddressFinder tab. A list of existing processes appears.

  3. Find the process in the list. Select the name of the process. The process's page appears.

  4. Review any existing information for Step 4: Update addresses and then select Go to batch. A batch commit status page appears. See also batch commit status page.

  5. Review the batch commit information. You can also take action under Tasks, including:

    • Commit batch

    • Edit commit parameters

    • Generate WSF (Windows scripting file)

    • Create job schedule

  1. From Administration, select Data tune-up. The Data Tune-Up page appears.

  2. Select the AddressFinder tab. A list of existing processes appears.

  3. Find the process in the list. Select the name of the process. The process's page appears.

  4. Review any existing information for Step 4: Update addresses and then select Go to batch. A batch commit status page appears. See also batch commit status page.

  5. Under Reports, select View exception report.

Before you commit an AddressFinder batch, review the properties to determine:

  • which addresses to update based on the information returned by the previous steps in the AddressFinder process

  • whether to retain the former address when United States Postal Service's (USPS) has indicated there is a new address for forwarding mail due to a move

  • how to handle each footnote code received from the United States Postal Service (USPS)

After you review the properties, you can commit the batch. To review the properties:

  1. From Administration, select Data tune-up. The Data Tune-Up page appears.

  2. Select the AddressFinder tab. A list of existing processes appears.

  3. Find the process in the list. Select the name of the process. The process's page appears.

  4. Review any existing information for Step 4: Update addresses and then select Edit properties. The options screen appears.

  5. Under Update options, select whether to update:

    • all addresses with change of address information,

    • only those with forwardable moves,

    • or only those with NCOA changes.

  6. To save the former address of a constituent with a forwardable move address change, select Save former address in constituent address list when there is a forwardable move.

    In the Set address type on former address to field, select the address type to apply to the former address, such as Former.

  7. Under Map the AddressFinder footnotes and mail grade to the Do Not Mail reasons, select the Do Not Mail reason codes to associate with the NCOA footnote codes and mail grade received from the USPS during an AddressFinder process. You can choose:

    • Incomplete,

    • Invalid,

    • Moved,

    • or to leave the reason blank.

    Note: If you select Update all addresses under Update options and an address returns an NCOA footnote code other than Forwardable move, the program automatically marks the address as Do Not Mail when you commit the AddressFinder batch. To mark an address as Do Not Mail, the program selects Do not send mail to this address for the address and displays the selected reason code.

  8. Under Address source, select the default information source to use for AddressFinder updates, such as NCOA or AddressFinder.

    When the process updates contact information, the program applies this information source to the constituent address information.

    Note: The program applies the default information source code to only new addresses and updated addresses with no existing source code. If a source code already exists on an address and an AddressFinder process updates the address, the program retains the original source code.

  9. Select Save. You return to the process page.

    You're ready to commit the batch. When you commit an AddressFinder batch, the program will update the constituent records with the new or updated addresses, Do Not Mail reasons, and the selected source.

  1. From Administration, select Data tune-up. The Data Tune-Up page appears.

  2. Select the AddressFinder tab. A list of existing processes appears.

  3. Find the process in the list. Select the name of the process. The process's page appears.

  4. Review any existing information for Step 4: Update addresses and then select Edit batch. An edit page appears for the batch number.

  5. Review the batch contents. Update the data as needed. See batch data entry screen.

  6. Select Save and close.

When you upload the update file from Blackbaud, the program generates an AddressFinder batch with the National Change of Address (NCOA) information included in the file. To update your records with the NCOA information, you must commit the batch. Before you commit an AddressFinder batch, we recommend you review the update file uploaded from Blackbaud. The batch lists all constituents included in the update file, along with the former address information, new address information, and other information about the update process. When you review the update file, you can edit the information as necessary.

  1. From Administration, select Data tune-up. The Data Tune-Up page appears.

  2. Select the AddressFinder tab. A list of existing processes appears.

  3. Find the process in the list. Select the name of the process. The process's page appears.

  4. Review any existing information for Step 4: Update addresses and then select Commit batch. The commit parameters for the batch number appear.

  5. Review the parameters. See commit a batch.

    Under Batch commit instructions, choose whether to:

    • Validate batch before committing

    • Delete batch after committing

    • Create exception batch

      By default, the exception batch will use the next available batch number. However, you can select to Override this and then enter a specific number instead.

    Under Results, choose whether to:

    • Create control report

    • Create output selection

      Then enter a name for the selection and choose whether to Overwrite existing selection.

  6. Select Save.

Note: For information about how to edit or commit a batch, see Batch and Import (the big picture).

Tip: Alternatively, from Step 4: Update addresses, select Go to batch. Then, under Tasks, select Commit batch.