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Combining GiftWorks fields

At times you may need to combine multiple fields into one field.   The SmartUpdate feature gives you many options for updating an entire SmartList at one time.

Click here to learn more about SmartUpdates

For example, you may have a Donor Group named “2014 Banquet” and another Donor Group named “2014 Banquet Attendee” that are the SAME Group.

If this is the case, you can easily combine these two Groups into one Group. 

In this example, we are going to choose to KEEP the Donor Group named “2014 Banquet Attendee”

The first thing you will need to do is SAVE A BACK UP 

Go to Settings>Importing, Exporting and Data Management>Manage Your GiftWorks Database>Backup the Database

After you have backed up the database, you will create a SmartList based on the field that you do NOT want to keep.  

Create a new SmartList based on Donors.  Click to select the criteria and choose Development info>Group >check the box for “2014 Banquet” and click Next

This will show you all of the donors whose Group is “2014 Banquet”. Click Next.  Name the SmartList "2014 Banquet " and click Save.


On the left side of the SmartList, click on ‘Run SmartUpdate for List’. Choose the option to ‘Add SmartList Members to groups' option and click Next. 

Here you will choose the Group that you want to add these donors TO – so in this example you will choose “2014 Banquet Attendee” from the dropdown list.

Click on Add to Selected Groups.

Click Yes to confirm that you want to make this change. 
When the processing is complete, click Finish

Next you will need to REMOVE the donors from the INCORRECT Group.

Click on the ‘Remove Smartlist Members from groups’ option and click Next.  

Here you will choose the Group that you want to remove these donors FROM – so in this example you will choose “2014 Banquet” from the dropdown list.

Click on Remove from Selected Groups.

Click Yes to confirm that you want to make this change. 
When the processing is complete, click Finish

 

Now go back to the Smartlist named "2014 Banquet" – the list should not have any donors on it.  You will now want to delete this SmartList – click on the ‘Delete this SmartList’ link on the left.

 

The last step is to delete the Donor Group that you are no longer using. Go to Settings>Fields, Lists and More >Change GiftWorks Built-In Fields>Donor Groups and delete the Group named ‘2014 Banquet’

 

These same general steps will apply to combining other GiftWorks fields / field values.  If you need to change a value of a specific Donor Custom Field, you can create a SmartList based on the value you do not want to use, then run a SmartUpdate to change that value.

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