Parks and Recreation Knowledge Base

How to Export the Seasonal Guide Mailing List for PACE from RecTrac

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This report generates a clean mailing list of households that have opted in to receive emails, based on a date range provided by PACE. The final output is a comma-delimited Excel file used for distributing the Seasonal Guide.

Follow these steps to ensure the data is accurate, relevant and formatted correctly for PACE’s needs.

  1. From the RecTrac home page, click the waffle menu in the top-left corner.
  2. Select Reporting to expand the menu, then click Report Output Listing.
  3. In the Description search box, type "AR RecConnect".
  4. Double-click the report name to open it.
    • Alternatively, select it and click Run Report.
  1. On the Activity Enrollment Report page, click Default Settings in the bottom right corner to clear any previous selections.
  2. At the top of the Activity Section Range area on the far right, check the box for Use Activity Section Range.
    • Leave the default range: blank to ZZZZZZZZ.
  3. Under Enrollment Archive, select Yes in addition to the already-selected No.
    • This includes both archived and current enrollments.
  4. Check the box for Use Section Date Range.
  5. Set the Begin Section Date and End Section Date to the range requested by PACE.
  6. Click Process.
  1. In the Report Options dialog box, open the Match Options drop-down and select Unique Households.
  2. Click Continue.
  3. A confirmation message appears: “Success - Report sent to server for processing. Check the notification center for completed reports.”
  4. Click Close.
  5. Wait for the report to appear in the Notification Center. Once the report is ready, click to open it.

Please note: Depending on the length of the date range, the report may take over an hour to generate.

  1. Once in the RecConnect Results screen, expand the Email Options menu.
  2. Make sure the checkbox for “Include Email Addresses That Have Opted Out of Marketing Emails?” is unchecked.
    • This is unchecked by default, but double-check to confirm.
  3. In the RecConnect Results datagrid, scroll all the way to the right.
  4. Under the Opted In? column, click the drop-down menu and select Checked.
    • This filters for households that have opted in to receive emails.
  5. Click Options in the datagrid, then click Show Settings.
  1. In the settings panel, make sure only the following fields are selected:
  • Last Name
  • First Name
  • Email Address
  • Address 1
  • Address 2
  • City
  • State
  • Zipcode
  1. Click Close to exit the settings panel.
  2. At the top-left of the datagrid, click Options, then Show Settings again.
  3. Select Export Comma Delimited. This generates an Excel file containing the final mailing list for the Seasonal Guide for PACE.

Instead of customizing the fields in Show Settings, you can export the full report and clean it up in Excel by deleting or hiding all columns except:

  • Last Name
  • First Name
  • Email Address
  • Address 1
  • Address 2
  • City
  • State
  • Zipcode

These are the only fields PACE needs for their mailing list.

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