UTFI Data Request Form
Please select from dropdown list. If you have multiple requests, please fill out a new form for each request.
An informational report is a one-time data request provided in excel format. It should only be used internally for planning or information purposes. Before contacting any individuals or organizations, please submit a communication file (Encompass, Mailroom, etc.) or review the entity record to comply with any communication preferences or solicitation controls.
Request Process and Timeline
As we transition to ACE, turn-around times can take up to 10 business days for standard report requests. Requests with due dates within 10 business days cannot be guaranteed, but the team will do their best to accommodate short turnarounds. NOTE: please only submit one report request per form submission - if you need multiple reports, submit the requests separately.
Data Confidentiality
If data request files will be shared with any non-Foundation UT staff or volunteers, it is the requestor's responsibility to ensure that individual has signed the appropriate data confidentiality agreement. A data confidentiality form can be initiated here. Please send any questions about data confidentiality to ask@utfi.org.
Reporting Terminology
UTFI has created a list of terms and considerations staff should be aware of before submitting a request. Please reference the UTFI website here (located under the Report Request Terminology & Considerations drop-down) if you have any questions or if you have not requested a custom report before.
UTFI Business Intelligence can set up scheduled reports to run automatically on a defined schedule. If you have any questions about what types of reports can/should be scheduled, please email businessintelligence@utfi.org.
Request Process
The Business Intelligence team will provide a sample version of the report before scheduling it. NOTE: please only submit one report request per form submission - if you need multiple reports, submit the requests separately.
When requesting a data file for a survey, please attach documentation that details the survey definitions or any other criteria for the final file.
Please allow at least 4 weeks for completion of survey requests.
If you have any questions about submitting your request or you would like to discuss the process, please contact businessintelligence@utfi.org.
Marketing Cloud data extensions will only include the following fields:
Donor ID, Salesforce ID (18 digits), Record Type, First Name, Last Name, Email Address, Email Engagement Score, and Service Indicators.
If data request files will be shared with a vendor, it is the requestor's responsibility to ensure that an organization representative has signed the appropriate data confidentiality agreement. If you are unsure if the vendor has a form on file, please contact ask@utfi.org. If you need the vendor to complete the form, send this link to the appropriate organization representation.
Mailroom/Mail Files will only include the following fields:
Donor ID, Donor ID 2, Salutation, Name 1, Name 2, Address Line 1, Address Line 2, Address Line 3, Address Line 4, Address Line 5, Address Line 6, Zip PostNet_Zip
These requests will be generating the data based on the standard RNL template. Please outline specific criteria needed and attach any relevant documentation.
Please outline specific criteria needed and attach any relevant documentation. The data returned is a fixed format.
Please outline specific criteria needed and attach any relevant documentation.
Leave blank if not applicable
Please enter a brief, descriptive title. This is for internal tracking and notification purposes. If possible, include the name of the related Marketing Cloud email.
Business Intelligence Policy: contact information on any report - informational or otherwise - will be redacted based on contact service indicators on that record. For example, if a constituent has a "Do Not Email" service indicator, the email field on the report will be left blank.
If this report will be used at any point for solicitation purposes, please select those in this field so that the BI team can suppress contact information for solicitation-specific service indicators. For example, if a constituent has a "Do Not Solicit By Email" service indicator on their record, the email field on the report will be left blank if "Email Communication and Solicitation" is selected.
Provide any comments on attached survey definitions
Enter names and emails for all individuals that should receive this report
If the file should contain a maximum number of records, please include information here. If the BI team should exclude entities from the report to meet the entity count, provide specific criteria the analyst should use to limit the number of records.
Note: We will not be able to replicate requests using ticket numbers from the previous request form. Please include the full ticket number (formatted RRI - #######).
These changes should be minimal (such as an updated date range).
Select what records should be included or excluded on the report.
You can select more than one group from the list.
i.e. record type, geographic location, number of linked employees, etc.
For UT employees, specify Campus, College, or Department.
For non-UT employees, include employer name/ID and other applicable criteria.
Enter the criteria that should be applied to the following groups. Include any necessary codes.
When selecting this option, the report will contain a list of all transactions that meet the designated criteria.
Ex: Cash receipts by designation, fundraising commitments by designation unit, etc. Please include a date range.
Please attach your entity list using the file upload box at the bottom of the form. Include any additional information about the file here.
Indicate how data should be summarized (i.e. total number of donors, total number of transactions, total dollars raised, etc.)
Include any other criteria for including or excluding constituents/records on this report.
Select what columns you would like to see on the report. All reports will come with these default fields: Salesforce ID, Donor ID, Primary Full Name, First Name, Last Name, Primary Constituent Type, and Service Indicator(s).
When you select a group of fields, all fields listed will be included on the report. To streamline the reporting process, we will not be able to honor requests to remove fields from the groups below. The "Additional Fields" box should only be used to include fields not listed in one of the categories.
Should spouses be combined on a single row?
If yes, report will include Spouse Salutation, Spouse Primary Full Name, Spouse First Name, Spouse Last Name, Joint Formal Salutation, and Joint Inside Salutation
Includes the following fields: Salutation, Birthday, Ethnicity, Gender, Preferred Class Year, Preferred Degree College
Business Intelligence Policy: If a constituent has a "Do Not Contact By Mail" or "Do Not Contact" service indicator on their record, any address fields on this report will be blank. If this report will be used at any point to generate a mail solicitation, please select "Mail Communication and Solicitation" in the Service Indicators field on this form.
Business Intelligence Policy: If a constituent has a "Do Not Contact By Email" or "Do Not Contact" service indicator on their record, any email fields on this report will be blank. If this report will be used at any point to generate an email solicitation, please select "Email Communication and Solicitation" in the Service Indicators field on this form.
Business Intelligence Policy: If a constituent has a "Do Not Contact By Phone" or "Do Not Contact" service indicator on their record, any phone fields on this report will be blank. If this report will be used at any point to generate a phone solicitation, please select "Phone Communication and Solicitation" in the Service Indicators field on this form.
Includes the following fields for all UT degrees: Degree Code, Degree Year, Campus, College, Major
Includes the following fields: Annual Giving Score, Alumni Engagement Score, Email Engagement Score, Prospect Score, Wealth Engine, BB Gift Annuity, BB Bequest, BB CRT
Includes the following fields: Organization/Household Name, Last Visit Date, Last Visited By, Last Contact Date, Last Contact By, Primary Relationship Manager, Secondary Relationship Manager
Includes the following fields for the constituent's current employment: Employer Name, Job Title, Field of Work.
For UT Faculty/Staff, includes Campus, College, and Department.
Includes the following fields based on the designation(s) indicated below: Lifetime Giving, Years of Giving, Last Gift Date, Last Gift Amount.
Include designation code(s) or designation level (campus, college/unit, department, etc.)
Fields only available when "transactions" is selected as the constituent group:
Donor ID, Donor Name, Donor Constituent Type, Person or Org, Receipt Number, Opportunity ID, Opportunity Type, Opportunity Stage, Payment ID, Tender Type, Designation Code, Designation Name, Campus, College/Unit, Department, Credit Date, Fiscal Year, Amount, Credit Type (Hard/Soft), Campaign Code, Campaign Name
Fields only available when "transactions" is selected as the constituent group. If selected, report will include additional data from the designation:
CoA String, G/L Account Number, CASE Purpose, CASE Sub Code, Program Code Description, Endowed Flag
Fields only available when "transactions" is selected as the constituent group. If selected, report will include additional data from the pledge:
Date of Last Payment, Amount of Last Payment, Date of Next Installment, Payment Frequency, Pledge Remaining Amount Due, Number of Unpaid Installments, Date of Last Installment, Opportunity Stage, Opportunity Type
To streamline the reporting process, we will not be able to honor requests to remove fields from the groups selected above. Please only enter fields here if they are not listed above.
Requests with due dates in the next 4 business days cannot be guaranteed. Our team will do their best to accommodate your request.