• Business Intelligence and Reports - Business Intelligence Pages
  • Business Intelligence and Reports - Business Intelligence|Search Page
  • Business Intelligence and Reports - Business Intelligence|Results Page
  • Business Intelligence and Reports - Business Intelligence|Formulas Page
  • Business Intelligence and Reports - Business Intelligence|Criteria Page
  • Business Intelligence and Reports - Business Intelligence|Filters Page
  • Business Intelligence and Reports - Business Intelligence|Preview Page
• Using Business Intelligence
  • Masking Payment Methods
  • Creating a BI Query
  • Working with BI Criteria
    • Searching for BI Criteria
    • Adding Criteria to a BI Query
    • Example - Customer Query
    • Using Relative Dates and Times with a BI Query
    • Deleting BI Criteria
  • Working with BI Filters
    • Searching for a BI Filter
    • Adding a Filter to a BI Query
    • Example Session Filter - Filtering Customers by Create User
    • Example Filter - Filtering Performances by Venue and Date Range
    • Deleting a BI Filter
  • Working with BI Formulas
    • Creating a BI Formula
    • Modifying a BI Formula
    • Deleting a BI Formula
  • Working with Result Members
    • Adding New Result Members to a BI Query
    • Sorting, Grouping or Totalling Result Members
    • Sorting Results by Data Not Included as a Result Member
    • Defining an Aggregate Function
    • Creating a Pivot Extract (Display Types)
      • Example Pivot Extract -- Customers with Same Last Name in Same City
      • Example Pivot Extract -- Sales by Postal Code
    • Deleting Result Members
  • Running a BI Query
  • AudienceView Charting
    • Creating an AudienceView Chart
    • Example Chart BIs
    • Modifying the Chart Output
    • AudienceView Charting Options
    • Working with AudienceView Charts
    • Saving an AudienceView Chart
    • Printing an AudienceView Chart
    • Emailing an AudienceView Chart
  • Saving a BI Query
  • Saving a BI Query to a Folder (Custom Searches)
  • Scheduling a BI Query
    • Configuration of the Business Intelligence Scheduler
    • Scheduling Business Intelligence Queries
    • Defining the Number of Concurrently Scheduled Queries
  • Creating a Customer Correspondence Extract (Prior to AudienceView 6.8.10)
  • Joining BI Queries
  • Copying a Saved Query
  • Deleting a Saved Query

In AudienceView 6.8.10 and later, customer correspondence extracts are created via the Correspondence application. For more information, refer to Creating a Message Extract.

Using a BI customer query, AudienceView enables you to extract information you can use to generate customer correspondence. For example, you could use a BI query to extract those customers who have not made purchases in the last year.

The BI query will extract a downloadable file in a format specified by you (either Mail Merge, CSV or XML). You can then use this file to generate your printed correspondence.

If you will be creating a Mail Merge extract, you can specify which mail merge template to use for the merge.

Before You Begin

To generate a customer correspondence extract, ensure the following:

• If you will be creating a Mail Merge extract, ensure you have created the template to be used for the merge. For more information, refer to Creating a Mail Merge Template.
• If you will be creating a Mail Merge extract, ensure you have installed the mail merge plug-in. For more information, refer to Installing the Mail Merge Plug-in.
• Your customer query must include the following result members:
  • Customer ID
  • Default Address City
  • Default Address Country
  • Default First Name
  • Default Last Names
  • Default Middle Initial
  • Default Address State
  • Default Address Street
  • Default Suffix
  • Default Title
  • Default Address Postal/Zip Code

Creating a Customer Correspondence Extract

To create a customer correspondence extract, complete the following:

1. Open the Business Intelligence and Reports application from the AudienceView Desktop.
2. Select the Business Intelligence tab.
   The Business Intelligence|Search page appears.
   Search for and select the business intelligence (BI) query that you want to work with. For more information, refer to the Business Intelligence|Search Page and Performing Searches.
   The Business Intelligence|Results page appears.
3. Expand the save lists and extracts section.
   
4. Use the table below to complete the fields in correspondence section:
   

   Field	Description
   Code	Enter a code to represent the correspondence extract. This can be used to search for the extract on the Extracts tab.
   Description	Enter a description of the correspondence extract.
   Solicitation Amount	If soliciting for donations, enter an amount desired in the field.
   Document	If you are creating a mail merge extract, enter the file name of the mail merge template excluding the extension. For example, if the template name is Customer.doc, enter Customer. This template must be placed in the Mail Merge Templates folder of the mail merge plug-in root installation directory. The default install location of the mail merge plug-in is C:\AudienceView.
   Response Due Date	Enter a due date for an expected response in the field or click to select a date. For more information, refer to Using a Calendar to Add a Date.
   Owner	Enter the name of the user who is assigned as the owner of the extract.
   Additional Info	Enter any additional information that may be required.

5. To define how you want to run the query, complete the run lists section.
   For more information, refer to Completing the Run Lists Section.
6. Click 'Extract'.
   The File Download dialog box prompts you to Open or Save the extracted file.

Completing the Run Lists Section

The run lists section of the Results page defines how you want to run the query.

The following table describes the available fields and how to use them to achieve the desired results:

Field	Description
Page Size	Enables you to specify the number of records to display per page returned in the results.
Search Type	Enables you to choose the appropriate type of matches you are expecting: Match Any : When you want to search for records containing one or more of the search terms you selected. Match All: When you want to search for records that contain all of the search terms you selected. This will only be applied to the query’s criteria, not the filter criteria. For more information, refer to Working with BI Filters.
Database	If your organization is using multiple databases, you can choose the database against which to run the query.
Search History Type	Most database tables have a separate audit table which tracks change information. You can specify whether to include audit information in your results. Blank: Selected by default, this indicates that only current data is included in the results Audit: Indicates that only audit history should be included in results Union: Indicates that both audit and current information should be included in the results For example, you could include the audit history on a ticket BI query to view a ticket’s scanning history. Union will only include historical information from the primary table, so if you were running a Customer BI query and selected Union, the results would include historical information from ts_customers and current information from all other tables in the join.
Extract Template	Enables you to select how the output format of the BI query. CSV (file/CSV): Returns the BI results in a Comma Separated Value (CSV) format. This format enables you to view the report in such applications as Microsoft Excel. Mail Merge (file/mailmerge): Return the BI results in AudienceView mail merge format. Used with the AudienceView mail merge plug-in to create mail merges. For more information, refer to Installing the Mail Merge Plug-in. XML (file/xml): Returns the BI results in an XML format. Report PDF (Print) (text/avdocument): Returns the BI results in a PDF format.
Extract Max Row	Enables you to define the maximum number of results that the BI query will return. Information BI queries will only return the maximum number of results defined in the Registry application Registry::EN::Collection Objects node 'extract_max_rows' field. If the Registry is set to 1,000 and you set the 'Extract Max Row' field to 1,500, only 1,000 results will be returned. Caution When using a BI query to send messages, the value entered in the 'Max Extract Rows' field is ignored. If you want to limit the maximum number of results that are returned, you must do so via the Business Intelligence|Criteria or Business Intelligence|Filters pages.