Profile Generator

Published: 21st November 2017

The Profile Generator allows you to see which rated prospects are attending any given event.

Follow the steps below to run a search.



Step 1

Find the Profile Generator in the following location:

I:\Development Services\Reporting\Profile Generators

Create a short-cut on your desktop for Profile.Generator.accdb

Double click on the short-cut on your desktop.

Step 2

The Profile Generator Page will appear, giving you the options to choose by Event Name or by DDAR Manager.

You also have the option to check Transformational Philanthropy Prospects by DDAR Manager, as well as look up Individual Profiles by ID number.

Step 3

To view profiles by Event, first select the drop down menu in the Events section, and then choose the relevant event.

Step 4

You have a number of options on how to display the Event attendee’s Profiles.

  • Standard: This gives you the most detail, including Prospect Rating and details of previous gifts.
  • No Rating: The same profile as standard, but without Prospect Rating details.
  • No Rating or Gift: The same profile as standard, but without Prospect Rating or details of previous gifts.

If you just need a list of attendees, there are further options in the Administration box:

  • Check List: This provides a simple list of rated prospects who are attending, without profiles.
  • No Profile: Provides a list of attendees who are prospects, but don’t yet have profiles.


Step 5

Instead of searching by Event, you can also search by DDAR Manager. Simply select the Fundraiser’s name from the drop down menu, click See Events and you will see a list of their prospects who are attending upcoming events. (This will be blank if they don’t have any prospects attending any events.)

Click on Unassigned Event Attendees without choosing a DDAR Manager to view a list of prospects who are attending upcoming events but are currently unassigned.

Step 6

If you wish to exit out of a particular search, right click the relevant tab, and choose Close.


Step 7: Individual Mini-Profile Generator (See this guide to use the Individual Profiles section

Step 7.1

In RE, make sure that a mini-profile exists on the Notes tab for all the people you want to see in the list. Remember to check to make sure this is up-to-date.

Step 7.2

The new tool works rather like the Events Profile Generator and is saved in the same folder on the I Drive: I:\Development Services\Reporting\Event Profiles. It is the Access database file called “Individual Profiles Generator”. There is a Shortcut version which you may want to copy across to your Desktop too.

Step 7.3

Double-click to open the “Individual Profiles Generator”. When it opens you may need to click “Enable Content”, on which you will be prompted to “make this file a Trusted Document” (click “Yes”).

Step 7.4

The same options as for events profiles are available – you can produce profiles which contain both rating and gift info (“Standard”) or which don’t contain this info.

Step 7.5

To produce your set of bios you need to paste the peoples’ Constituent ID numbers into the white box following the format shown below. Note that the ID number must be contained within quotation marks. If you have a large set of ID numbers, then follow step 6 below.

Step 7.6

In the same folder on the I Drive there is an Excel spreadsheet called “ID Formatter”. Open this, and paste your list of ID numbers starting in cell B4 (the yellow cell), then click on the “Format IDs” button. A column showing the ID numbers in the correct format will magically appear. You can then copy and paste these ID numbers into the field in the Individual Profiles Generator. NB. When you have done this, close down the Excel “ID Formatter” file WITHOUT SAVING IT.

Step 7.7

Back in the Individual Profiles Generator, click on the type of bios you want to see (either “Standard”, “No Rating” or “No Rating or Gift”). The bios do take a little while to run (a minute or so, or maybe more if there are lots) as there are a number of processes going on behind the scenes.

Step 7.8

Your set of bios will (eventually!) appear! Then all you have to do is save them to wherever you want to put them. Just as with the Events Profiles you click on “File”, then “Print” (NB. NOT “Save & Publish”) and make sure that you select “PDF Creator” from the list of printers in the dialog box that appears (as below).

Like the events profile generator, the tool refreshes overnight, so any mini-profiles you write today won’t be available for display in the tool until the following day. However, if you need to produce profiles urgently, Craig or Oliver can force it through by running a process as RE Administrators – just ask us to do this.

Step 8

Once, you have finished using the Profile Generator, click on File and select Exit.


If you leave this open, the data will not refresh overnight.