I am trying to create labels based on a query. We have a program at this organization and each constituent involved in the program has an entry under the 'Bio2' tab/Constituent Codes. I have tried running the Query using the Constituent Code and I also tried using the Constituent Description but I keep getting a "Specified record could not be found". There are hundreds of records with the code I'm looking for attached to them. Any thoughts as to why I can't seem to extract any?
Do you use date ranges with your constituency codes? If so is it a valid code for the date range in your query?
No date ranges are use for this constituent code, just a description and a code.
Two things
1. Check the Filter in the label if it filers your const code
2. Check on "Create For" equals Constituent is slected
Cheers!
I haven't created the labels yet, I was trying to get the query to work first, and from that I would have created the labels. Someone else, a long time ago, set up these labels and every quarter, when I pull them I get all kinds of stuff I don't want. I was trying to create a new, more accurate process. Just now I took the old labels set up and checked off "Create output query". When I opened the resulting query, under 'Criteria' the field is blank, but under 'Results', when I click 'Run Now', I get the right number of constituents. So I went in and added the Output data I need and now the label process works...but I have no idea why, I mean I'm not asking it for anything, no filters, nothing...but it gives me the labels I'm asking for. How can that be?
Did you create the query from scratch or are you using a query that someone else created? If it is the latter check to make sure that this query isn't pulling from another query. Click Tools, and then Query Options to make sure that the select from query box is unchecked and there is no other query in there.
Are you using the same operator? Constituency Code is one of...
Rose,
Your outuput query generates the desired results due to the filters set up in the label function. I'm guessing a filter there is looking for the constituent code. Running any of the functions in mail when you set filters and/or attiributes create a query of their own. If your criteria is selected in the filters/attributes, you may not need a query to generate the list.
You are correct, the filter in the labels is what is generating the information I need. I have now completed preparing the necessary labels by using the following (arduous) method: 1) Tick off the 'create output query' in the labels function 2) Generate labels which I then discard because they are filled with errors 3) Go to the Query created by generating the original labels 4) Add the fields I need for labels to the 'Output' tab 5)Export the query to an excel spreadsheet 6) Generate the labels in Word from the excel spreadsheet. The labels are now done and I won't have to worry about them again for another 3 months. What I'd really like to know, labels aside, is why my basic query doesn't work. All I wanted was a list of everyone with a particular constituency description on their accounts and, although we clearly have 324 constituents with that very description on their account, when I run the query I get a 'no records found' message.
Rose, Something is wrong somewhere in your query criteria. There are several options for drawing out the constituency/constituent code. Are you perhaps selecting "primary constituency information?" If the constituency is not the first one listed, the record will not pull and you may end up with zero results or very different results than expected. Instead chose "constituency" (7th down list) and select your description from the drop down here.
In your query, double check where you are selecting "constituency" - it's an option under spouse, business info etc. If your window's not maximized sometimes one can miss that you are selecting from 'sub' lists.
Clearly something was wrong with my criteria but I am not sure what. I deleted the query, started fresh, used a field from the 'Constituency' menu item and it worked just fine. Thanks.