Reporting on giving from related constituents

In this article:


Using List Manager to capture giving by related constituents

It is possible to search for giving totals received from related constituents in your database. This functionality is available in the List Manager, accessible by navigating to Constituents > List Manager:

2016-12-28_1250.png

Related constituent search is accessed from within an existing list in List Manager. Within that list, creating an additional list allows you to pull the related constituents from your original list into a new list. In essence, the list of related constituents is derived from the original list. It is not possible to create a related constituent list without the original list.

Using your related constituents list

A good example of a related constituents list applies to parents of students. To create a total giving report on parents of students in your database, you would first create a list containing the students.

You would then use the related list in your search and in your report to pull in the related constituent giving data.

To see this in action, create a new list (if you don’t already have one):

2016-12-28_1302.png

Name and save your list:

2016-12-28_1304.png

Click on the name of the list from which you want to create a related list. Click on the Related lists tab. Now you can create the derived list that allows you to report on giving from related constituents:

2016-12-28_1305.png

As mentioned earlier, a common use of this derived list is giving from parents:

2016-12-28_1309.png

Two common ways to report on giving from parents include total giving by related constituents and total giving by related constituents to a fund, campaign, event, or appeal.

The following sections show you how to create these two reports. You can extrapolate from these instructions to create other types of lists of related constituents.

Create a report on total giving by related constituents

A common example of a report on total giving by related constituents is total giving by parents of a particular class year or range of class years. This is a useful report to generate when a segment of your constituent database consists of students.

To find total giving by parents of a specific subset of students, the first step is to create or access your list, and then build your parent list (the related list), as described in the previous section.

Now let’s create a total giving report by searching on the related list from the Constituents tab. (Note: It is also possible to search for the related list from the Fundraising tab and create a custom report from there.)

  1. Go to the Constituents tab, and search on “Lists”:

2017-01-05_1246.png

Click the Select button to find the related list you want to search on:

2017-01-05_1247.png

Select the appropriate list name, and click the blue Select button:

2017-01-05_1248.png

Now click the Export results button to begin creating your report:

2017-01-05_1249.png

From here, you can choose the columns for your report, including the Total Giving (custom) column, so that you can see how much the parents of the group of students from your list gave during your target time period:

2017-01-05_1256.png

Note: Remember that your search criteria do not carry over to your report column customizations. Those need to be added separately according to what data you want to appear in the column.

Here’s an example of a Total Giving (custom) report column, customized with the giving date range (at the bottom of the screenshot shown here):

2017-01-05_1319.png

Once you’re happy with the preview of the report’s first 10 rows:

2017-01-05_1321.png

... you can save it and open it in Excel:

2017-01-05_1322.png

Create a report on total giving by related constituents to a campaign, fund, event, or appeal

Steps for creating this report are identical to those for creating a total giving report. The only differences are that you'll bring the "Campaigns (giving)", "Funds (giving)", "Events (giving)", or "Appeals (giving)" search criteria into your search:

2017-01-05_1336.png

You’ll need to customize your giving field/s to reflect these attributes as well, whichever one/s you want to restrict by. If you’re searching on total giving from parents who gave to your annual campaign from 2016, for example:

2017-01-05_1406.png

...you’ll want to customize your total giving column to restrict by that campaign too (in addition to your target dates), so that gifts that were not given to the campaign but were given by the same constituent to a different appeal, fund, or event aren’t brought into your report data:

2017-01-05_1414.png

This same method would apply to whatever gift attribute you are using in conjunction with your date search. Just remember that the more restrictions you use in the custom options for a field, the more data you are telling LGL not to pull in. Your results will always depend on how your gifts are coded.

You can then preview the report to make sure the data is looking right, and then save and open in Excel.

Still need help? Contact Us Contact Us