Logos People - Search for Not

Searching for Data That Is Not There

 

Organizations often need to identify people who are not participating in various ways. However, finding people who do not have specified data in their records can be more challenging than finding those who do have the desired data.

 

Search Criteria

 

 The “Not” Operator ─ All Search Criteria tabs except Contributions have a check box labeled "Not" in front of the Operators list. Marking this check box asks the routine to locate all records that have entries in the selected field that do not match the specific Value being queried.

• The People tab, which searches data in the Family and Member tables, is the simplest place to use the "Not" operator. This is because everyone entered into Logos has a Family and Member record and each person has only one entry (or no entry) in any field. Therefore, the "Not" operator locates all records that do not match the specified Value. Since no one has two entries in the same field (except for the Language combo boxes), only those who do not have the specified data are found.

• The Contributions tab does not have a "Not" operator. Instead, the Advanced Options button lets you select those with No Giving and/or No Pledge in either the current calendar year or a date range. You can even select those with no giving and/or pledge activity for a selected fund.

• The other tabs — Service (Committees), Contacts (Visitation), Skills (Talents/
Ministries), Attendance — also can use the "Not" operator to locate records that do not have a specified item or items. In addition, "Not" can also be used when you need to find people who have one or more items in that table but who do not have one or more other items. For example, to search for everyone who has "Usher" in their Skills (Talents/Ministry) profile, but who does not have "Greeter", mark the Usher item and select the Add button, then unmark Usher and mark the Not check box and the Greeter item, and select Done. See pages 3- 5 for details on typical search requests.

 

 

 

• The Second Address option on the Family tab is limited in the use of the "Not" operator to those who have a record in the Address table. The fields in that table are the only data fields that appear in the Select a Field list box when that button is selected.

OPTION: Another way to find those who do not have the specified values…
…use the Compare…window in which you can mark the Select all records not having this data check box. This window opens when you select Add or Done from more than one table. Or, on the Search Criteria tab, highlight the specified criteria line and select the Join button. Marking this check box adds a red checkmark  in the Not  column of that table’s colored row on the Search Criteria tab. The result is that the query scans all records in the database (or all records that meet the criteria defined in other tables used in the query) and selects only those that do not have the data specified in this table.

 

 

 

 

Search Grid

 

Routines that use Logos’ Search Grid can be used to quickly find people who are missing data in the Family or Member tables. Use the Select Columns button to add the desired field to the grid. Then click in the column for that field and type the number "1". The list will re-sequence in order by the data in that field. The above example shows a quick search for records with no E-Mail address. All records with no data in the field are above the highlighted row. This works with all data types except dates.
You may also use the Filter Builder on the command bar to limit the grid to only records that do not have any or specific data in a field. The Filter button opens the Search Criteria window in which to define a query. See the following pages for answers to some typical Search Criteria questions.

 


Some Typical Questions

 

How do I find members who are not on our church mailing list?

If data about the mailing list is in a text field or combo box in the member profile (e.g., Misc6), follow these steps:

1. Choose a report from the menu.

2. At the Search Criteria screen, select the People tab and choose the Rel. to Church (Status) field, Is Equal Exactly To, and M [Member]. Press the Add button.

3. Still on the People tab, this time select the field with the mailing list info (e.g., Misc6), mark the Not check box, choose Is Equal Exactly To, and type the text that you entered in that field.
If you use Skills (Talents/Ministries) to identify mailing lists, follow steps Steps 1 and 2 above, then —

3. Still in the Search Criteria screen, this time select the Skills (Talents/Ministries) tab, select the Area/Category/Value desired (e.g., Mailing Lists/Newsletter/Active), mark the Not Operator check box, and then click the Done button. If you did not mark the Not check box, in the Compare… window that opens, you can mark the Select all records… check box and then select OK. All members who do not have the mailing list entry will be found.

How do I find out which members are not in any Adult study group?

This is the same type of issue, so follow Steps 1 and 2 again, then —

3. Still in the Search Criteria screen, this time select the Attendance tab, unmark all groups except the desired ones (e.g., Sunday School > Adult or Small Groups), mark the Not Operator check box, and select the Done button. If you did not mark the Not check box, in the Compare… window that opens, you can mark the Select all records… check box and then select OK. All members who are not enrolled in the selected group(s) will be found.

How do I find out whichmembers have not pledged (or given)?
This is simple, as long as your Username/Password has been given access to Contributions data. Follow

Steps 1 and 2 again, then —

3. Still in the Search Criteria screen, this time select the Contributions tab, and click the Advanced Options button. Mark the Print if No Pledge and/or Print if No Giving check box. Select the desired Date Range (Current Year or Date Range). Then select the Done button. In the Compare…window, select OK.
How do I find out which records do not have any skill entries at all?
This one is also easy. There is a "hard-wired" report under Skills and Service on the People > Reports panel. Select the People with no Skills (Talents/Ministries) entries option. You can then add Search Criteria if you want to find only Members, or Adults, or Males, etc.
How do I find out which members are not active attenders?
To find people who have not been attending, they must have been enrolled in one or more Attendance groups, and attendance data must have been entered through the Update Attendance and/or Attendance Check-In routines.

1. Choose the Individual Attendance/Absentee Lists routine from the Attendance Reports menu. Select Absentees on the opening screen and select Next.

2. On the next screen, mark Total Absences, enter the date range you want covered, and then enter the number of weeks covered in your date range as the Minimum # Absences. Leave the Minimum # Times Present at 0. (Keep in mind that if no attendance was entered for a group on a particular date, no one is considered absent. So, if there were weeks when groups did not meet, reduce the Minimum # Absences accordingly. Select Next.

3. Now select the Attendance Group(s) for which you want data to print. Mark the check box at the bottom which gives the option to Use Search Screen, allowing you to narrow your selection by entering Search Criteria. Then select Next again.

4. On the Search Criteria screen, select the People tab, select the Rel. to Church (Status) field, Is Equal Exactly To, and M [Member].
How do I find out which people have completed certain courses but not others?
To find people who have completed one or more courses defined in the Service (Committees) area, but who have not completed others also defined in that area, you have two options:

Option 1 — Service (Committees) Reports

These specialized reports allow you to first identify the items that are to be found in person’s records and that will print on the report. You can then use Search Criteria to identify the items that are not in person’s records.

1. Select the Skills and Service routine from the People > Reports panel and select one of the Service (Committees) reports. Select Next.

2. On the Select Service (Committees) Group(s) screen, select the items for the courses that have been completed. (These selections impact the query and define the items that will print on the report.) Below the grid, mark the Use Search Screen check box. Select Next.

3. Define the Date Range in which the courses were completed —or accept All Dates. Select Next.

4. On the Search Criteria screen, select the People tab, select the Rel. to Church (Status) field, Is Equal Exactly To, and M [Member].

5. Still at the Search Criteria screen, select the Service (Committees) tab and select the items for the courses that have not been completed. Mark the Not check box. Select Done.

6. In the Compare…window that opens, select OK and print the report.

Option 2 — Other Reports

No other report routines allow you to first identify the Service items that are to be found in person’s records and that will print on the report. However, you can follow these Search Criteria steps to list the people who have specified Service entries but not others:

1. At the Search Criteria screen, select the People tab, select the Rel. to Church (Status) field, Is Equal Exactly To, and M [Member].

2. Still in Search Criteria, select the Service (Committees) tab and accept the Type option. Select the items for the courses that have been completed. Select Add.

3. In the Compare…window that opens, select OK,

4. Still on the Service (Committees) tab, select the Service option and then complete selections to identify the items for the courses that have not been completed. Mark the Operator’s Not check box. Select Done and print the report.

How do I find out which people have certain skills/ministries but not others?

To find people who have one or more items defined in the Skills (Talents/Ministry) area, but not other items, you have two options:

Option 1 — Skills (Talents/Ministry) Reports

Two reports let you identify the items that are in person’s records and that will print on the report. Then use Search Criteria to identify the items in the same table that are not in person’s records.

1. Select the Skills and Service routine on the People > Reports menu and choose either of the two “selected skills (talents/ministry)” reports. Select Next.

2. On the next screen, select the Area(s) or the specific Area/Category/Value to be found and that will print on the report. Select Next.

3. At the Search Criteria screen, select the Skills (Talents/Ministry) tab and select the items that are not to be found in selected records. Mark the Not check box. Select Done.

4. Print the report.

Option 2 — Other Reports

All other report routines do not allow you to first identify the Skill (Talents/Ministry) items that are to be found in person’s records and then print them on the report. However, you can follow these Search

Criteria steps to list the people who have specified Skill entries but not others:

1. At the Search Criteria screen, select the Skills (Talents/Ministry) tab. Select the items that are to be found in person’s records. Select Add.

2. If the Compare… window opens because you have made selections on another tab, select OK,

3. Still on the Skills (Talents/Ministry) tab, unmark the selected items and then mark the items that are not in person’s records. Mark the Not check box. Select Done and print the report.

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