Hi,

Does anyone have any good suggestions on how to keep records of which queries or reports were used for what purposes, etc.  I name them as best as I can, but we have so many in our database that sometimes it is hard for me to find the same one again.  And I know most have space to write a short description and they have the date, but I feel like I need a better way to remember what function specifically they were used for in our organization.  If anyone has any ideas I would appreciate hearing them!

 Thanks so much!

Our format tends to be "User Name/Primary User of Query/Export" - "Year" "Short Description"  We find that it helps users find the queries that they use the most often when they look for their name first.

I am the only one that writes queries, exports and reports at my foundation.  I use the Name field to tell me what the query is about. 

Gifts $5000 or more in 2007

Golf Classic 2007 Query

Employee Query

I do not type anything in the Description field.

For Exports I have one export for the Golf Classic and each year I use the same export and just change the query that will be used.

Good news is that with the release of The Raiser's Edge 7.85 (next week!) you'll be able to organize queries into folders. Check out Kevin's blog post for more info.

This might not exactly answer your question but you might find it helpful.  We name our queries starting with our initials, for example CM Annual Fund Gifts.

It makes it much easier to find queries you were working on.

We all start the name with our initials.  Then I put a one word category (like what folder I would put it in if we could use folders) and then a descriptive name.  Examples:  mk Yearbook all members

                             mk Yearbook donor list

                             mk Mail Annual Report

I name my queries starting with the current fiscal year and then what it is.  For example "FY09 Fall Appeal" or "FY09 over $1000". I find that starting with initials is not necessary because it is already listed on the query page and you can seach by created by.  I find it more helpful to sort by Fiscal year.  If I am creating the query for a coworker I put that in the description. 

 I don't like queries that start with initials when you have more than one user creating and using queries. If we all call it "Festive Gala 2008" then anyone can find it instead of trying to remember who created the thing and search for "XX-Festive Gala 2008"or "YY-Festive Gala 2008". And last year's was "BB-Festive Gala 2007". Hard enough to remember "Festive Gala" each year and deal with typos (my own included) and then add initials to the mix.

 That said, there are occasions when we do use initials. If someone is creating a query for someone else and that person will be the primary user, the query will get created with their initials. Makes it easier for the user to find. They can't check the "Only my queries" button since they didn't create it. Class lists is the one that quickly comes to mind.

 
Whatever you do, try to come up with a naming convention that works and stick with it. And know that at some point Sally Taylor may leave the institution you work at so calling the development officer's queries "ST-Donors Who Give $250 Each Year" isn't going to carry over smoothly when you hire a new dev officer named Arnold Jones.

 MHO,

laura

I use a combination of initials and other static naming conventions.  I've posted on this before so I'll send you to that posting

 http://forums.blackbaud.com/forums/p/4323/15087.aspx#15087

Actually that is kind of an older message, huh?  I have since added using:

AUDIT in front of monthly queries I run to Audit records,
CLEAN in front of long term and short term cleanup queries,
FINANCE in front of queries I use for my monthly finance reports,
MAIL in front of all queries I use for mailings
CRYSTAL in front of all queries used in exports for Crystal reports.