Data Management with Smart Queries & BrightVine Data Link in Blackbaud CRM

By: Brian Malak and Heather Todd

Part 1 of 2: Transforming Data Management with BrightVine Data Link (BVDL): A Guide to Global Change 

Efficiency is critical in data management. Tools like the BrightVine Data Link (BVDL) provide organizations with powerful ways to manage and transform their data efficiently. One standout capability is the use of Smart Queries or Ad-hoc Queries during the import process, which simplifies tasks like updating specific fields across records.

Data Management is Critical

This is particularly valuable for global change scenarios where you need to apply targeted updates across a large dataset. For instance, imagine needing to update a constituent field based on their Zip Code. Using Smart Queries with BVDL makes this task not only feasible but also streamlined and automated. Here's how to implement this process step by step.

Step-by-Step Guide to Using Smart Queries in BVDL

1. Set Up an Ad-hoc or Smart Query in BBCRM

The first step is creating a query to identify the specific records requiring updates.

• Navigate to Analysis > Information Library in BBCRM.

• Select Add a Smart Query or Add an Ad-hoc Query from the top of the Queries list.

• Define your query parameters. For example:

Retrieve constituent IDs for all individuals within a specific Zip Code.

The query results will serve as the foundation for your BVDL import process.

2. Configure the Query for Use in the BVDL Process

To connect your query to BVDL, you’ll need its OData link. Follow these steps:

• Once the query is created, locate its OData link* within the query setup interface.

• Copy this link—it acts as the endpoint for pulling your query results into BVDL.

Setting Up the API Configuration

• In BVDL, create an API Configuration** and point the URL to the OData link.

This setup ensures that your query results are directly accessible and ready for import.

3. Map Fields in BVDL

Next, configure your Field Mapping to align with the query data structure.

• Select API Field Mapping as your Import Type within the BVDL interface.

• Map the fields from your Smart Query to the corresponding database fields.

  • For example, map the Constituent ID to its system ID field and the target field (e.g., a custom attribute) to its corresponding database location.

This mapping ensures the imported data will seamlessly update the appropriate records.

4. Test and Validate the Process

Before running the import job on live data, test the process:

1. Run a Test Import Job: Use a small subset of records to verify the data flow.

2. Validate Results: Check the imported data within BBCRM to ensure accuracy and alignment with your expectations.

By integrating queries into your BVDL import process, you gain unparalleled flexibility and efficiency in managing data transformations. Tasks that once required extensive manual intervention—like updating constituent records across regions—can now be handled quickly and easily through a custom query and the BVDL.

Whether you’re updating donor preferences, or implementing large-scale data updates, leveraging BVDL with OData transforms how you handle global changes in your database.

In Part 2, we will discuss taking this to the next level to create a BVDL API configuration that can be parameterized through a custom smart query that can be automated, scheduled and configured to process only records that need to be updated since the previous run.

Ready to implement your own BVDL solution? Dive in and experience the difference this powerful tool can make in your organization’s data management journey.

Configuration Tips:

* For the Odata link to correctly execute and retrieve data, the Application Root URL must be set.  This can be set in Administration in the Configuration section by clicking the ‘Set application root URL’ link:

** Credentials are required when configuring theAPI connection.  If the import job using this configuration is expected to be used over time, the credentials used should be for a system user that will not need to have the password reset regularly or at all.