Lists

Throughout Education Management, you can manage lists of records, such as to analyze performance or act on multiple records at once. As you work with a list, you can fine-tune its criteria to view only specific records and information.

From Analysis, Lists, in List Management you create and view lists by list type. With List Management, you can manage lists of records to analyze performance or act on multiple records at once. As you work with a list, you can fine-tune its criteria to view only specific records and information.

Tip: To view only records that share specific characteristics, select Filters and choose the criteria of the items to include. For more information, see List Filters.

Note: If you have several lists open, then the list tabs will collapse in a menu. Select the menu to choose a list to view.

To view records that share characteristics, you can create a custom list. When you create a list, you can save its filters or records for reuse.

  1. From Lists, select the type of records to work with, such as Constituents or Gifts.

  2. From Analysis, Lists, select New, List.

  3. Select the type of records to work with, such as Billing item or Payments, and select OK.

  4. Select Add , Build a new list. Any default filters will appear at the top of your list automatically. For more information, see Set default filters.

    Tip: To work with multiple lists of the same type at once, such as to compare and contrast based on different filters, select Add for each list.

  5. To include only specific records that share characteristics, select Choose filters, choose the applicable criteria, select Apply changes. For more information, seeList Filters.

    Tip: In a constituent list, you can select Add/Exclude to choose records — specifically, or based on another list — to appear, regardless of whether they meet the filter criteria. For more information, see Add or Exclude Constituents in a List.

  6. To apply advanced filtering, select Filters, Show operator.

    • Select All of to show records that match all of the filter criteria.

    • Select Any of to show records that match any of your filter criteria.

  7. To view specific information about the records in the list, select Columns, choose which details to include, and select Apply changes. For more information, see List Columns.

  8. To use the list's filters or records again, select Save and choose how you'll use them.

    • To save the list's filter criteria, select Save as a new list.

      Note: When you reopen a list in the web view, it dynamically includes the latest records that meet the saved filter criteria.

    • For a snapshot of the records at the current moment in time for use in the database view, select In database view as a static query.

      Note: In the database view, lists saved as static queries appear in the RE NXT Lists folder in Query. You can only use static query selections in the database view and can't update them with different or additional records.

    • To save congregants' constituent records as a query list in the database view, select In database view as a query list. With a query list, you can add and remove constituents from the list in the database view, such as to refine recipients of an appeal.

  9. To use the list's filters or records again, select Save and then Save as a new list.

    Note: Each time you reopen a list, it dynamically includes the latest records that meet the saved filter criteria.

  10. To help identify the list or query and explain its intent, enter a unique name and a description — up to 250 characters.

  11. Choose whether others can manage the list (and how).

  12. Select Save.

To ease list creation, you can start with a copy of another list and tweak its filters and columns as necessary.

  1. From Lists, select the type of records to work with, such as Constituents or Gifts.

  2. From Analysis, Lists, select New, and then List.

  3. Select the type of records to work with, such as Billing item or Payments, and select OK.

  4. Select Add and Open a saved list.

  5. Search for the list to base the new list on, or choose its name.

    Tip: To view only the lists you created for use by yourself or others, select Only my lists.

  6. Select Open.

  7. Select Save then Save as a new list.

  8. To help identify the new list and explain its intent, enter a unique name and a description — up to 250 characters.

  9. Choose whether others can manage the list (and how).

  10. Select Save.

  11. To choose which records to include in the new list, select Filters and choose the applicable criteria. For more information, see List Filters.

    Tip: In a constituent list, you can select Add/Exclude to choose records — specifically, or based on another list — to appear, regardless of whether they meet the filter criteria. For more information, see Add or Exclude Constituents in a List.

  12. To apply advanced filtering, select Filters, Show operator.

    • Select All of to show records that match all of the filter criteria.

    • Select Any of to show records that match any of your filter criteria.

  13. To choose which information to view about the records, select Choose columns, choose which details to include, and select Apply changes. For more information, see List Columns.

  14. Select Save, Changes to this list and then Save.

    Note: When you reopen a list in the web view, it includes the latest records that meet the saved filter criteria.

When you open a saved list, you view the latest records that meet its filter criteria. Based on the list's security settings, you may also be able to adjust its selected filters.

  1. From Lists, select the type of records to work with, such as Constituents or Gifts.

  2. From Analysis, Lists, select New, List.

  3. Select the type of records to work with, such as Billing item or Payments, and select OK.

  4. Select Add and Open a saved list.

  5. Search for the list or choose its name.

    Tip: To view only the lists you created for use by yourself or others, select Only my lists.

  6. Select Open.

Note: To help prevent confusion, you can't open multiple instances of a saved list at the same time.

Tip: In Fundraising, Work, Constituents, Portfolio, you can manage lists related to your personal fundraiser activity. For more information, see Fundraising Work Center Overview.

To start from an existing group of records, you can create a list based on a static query — or, for a constituent list, a query list — from the database view.

  1. From Lists, select the type of records to work with, such as Constituents or Gifts.

  2. Select Add and Start with a static query.

  3. Select the query or query list, or search for it by name.

    Tip: To help find a static query or query list, choose its category or — to view only those you created — select Only my queries.

  4. Select Open.

Note: When you open or refresh a list based on a static query or query list, it automatically updates with any changes made in the database view.

As you work with a list, you can save its selected filters or save its records as a query or query list in the database view. When you save a list, you can edit its details or security settings as necessary.

As you work with a list, you can save changes you make to filters or columns. You can also edit details such as the list's name or security settings.

Tip: When a list has unsaved changes, an asterisk (*) appears next to its name.

  1. From an existing list, select Save, and choose how you'll use the list.

    • To reopen the list in the web view for the latest records with the same filter criteria, select Changes to this list.

      Tip: Multiple people can work in a list at the same time. If your changes conflict with someone else's, you can choose whether to save a new list, overwrite the other person's changes, or discard yours. To temporarily keep your changes but not save them to the list, select Cancel.

    • To save a copy of the list in the web view, such as to start a new list, select Save as a new list.

    • For a snapshot of the records at the current moment in time, for use in the database view, select In database view as a static query.

      Note: In the database view, lists saved as static queries appear in the RE NXT Lists folder in Query. You can only use static query selections in the database view and can't update them with different or additional records.

    • To save congregants' constituent records as a query list in the database view, select In database view as a query list. With a query list, you can add and remove constituents from the list — such as to refine recipients of an appeal — in the database view.

  2. To help identify the list or query and explain its intent, enter a unique name and a description — up to 250 characters.

    Note: To help prevent data loss, you can't save a list with the same name as another list or query used with a process in the database view.

  3. Choose whether others can manage the list (and how).

    • To restrict the list to your own personal use, select No one else can access.

    • To enable others to only view the list, select Others can view.

    • To enable others with rights to manage lists to have full access to change its criteria, save changes, and delete the list, select Others can manage.

    Tip: For a list you want to share with others, select Others can manage or Others can view.

    Note: When select Others can view, supervisor admins can still manage the saved list.

  4. Select Save.

    Note: When you reopen a list in the web view, it includes the latest records that meet the saved filter criteria.

To use a list with a spreadsheet application such as Microsoft Excel or Google Sheets for analysis, offline reference, or printing, select Export to download its information as a comma-separated values (CSV) file. For more information, see Export Lists.

Note: Large export files may take additional time to complete. In your top-level navigation, a notification appears when the export is ready. To download the file, select the icon, then select the notification.

Tip: Don’t see this option? Contact your system admin for rights to export lists.

To easily share a list with someone at your church, you can send them a link. Unlike a hard-copy print-out of a list, the shared link ensures the recipient is up-to-date with the records that meet the filter criteria.

  1. To generate the link, save the list and select Share.

  2. Select Copy.

  3. Paste the link in an email or message to the person.

Note: The list may include different records or details for the recipient, based on their security rights.

To choose which records to include in a list, you select Filters and choose the applicable criteria. In a constituent list, you can also add or exclude records — specifically, or based on another list — regardless of whether they meet the filter criteria, such as based on your relationship with them or the intent of the list.

To add constituents who don't meet filter criteria, or exclude constituents who do, select Add/Exclude, Add to list or Exclude from list, and search for the constituents. For more information, see Add or Exclude Constituents in a List.

To use an automated series of interactions or tasks to cultivate your relationship with a list of constituents, such as to convert non-donors to donors, select More, Apply workflow, and choose the workflow. For more information, see Workflow Designer.

To remove a saved list you no longer need, open it in Lists, and select Delete, and Delete.

Note: In a constituent list, select More , Delete, and Delete

To quickly find a specific record, enter search criteria in Find in this list.

Tip: To locate constituents on a map, select Map from a constituent list. Powered by Microsoft Bing, the map displays the locations of constituents — as pins — based on their primary addresses. For more information, see Constituent Map.

Note: Admins! To enable people at your church to create their own lists, you must first choose which security groups should access Lists. For information, see List Rights.

Tip: To learn more, search for Lists classes in BlackbaudU.