- Create a static Constituent query
- On the Criteria tab, select:
Addressee/Salutations > Primary Addressee equals [X]
OR Addressee/Salutations > Primary Salutation equals [X]
OR Addressee/Salutations > All Available Addressee/Salutations > Salutation Format equals [X]
OR Relationships > Individuals > Addressee/Salutations > Primary Addressee equals [X]
OR Relationships > Individuals > Addressee/Salutations > Primary Salutation equals [X]
OR Relationships > Individuals > Addressee/Salutations > All Available Addressee/Salutations > Salutation Format equals [X]
NOTE: [X] equals the format to delete.
- Run this query to view the constituents who have the addressee/salutation format on their records
- Remove the addressee/salutation format from the records in one of the following ways:
- Double-click the first constituent record in the search results and select the Addressee/Salutations tab. Locate the addressee/salutation, change it to another format, and save the record. Remember to select the Relationships tab and check for the format on individual relationship records. Click the next arrow to repeat for the next constituent record. For organizations, select the Relationships tab and edit the appropriate contact record.
- Change the addressee/salutations globally. Use the query from step 1 to globally change individual constituents' addressee/salutations. Create a new static Relationship query to globally change individual relationship addressee/salutations (including contacts). In the Relationship query, filter on: Individuals, Addressee/Salutations, Primary Addressee equals [X] OR Individuals, Primary Salutation equals [X] OR Individuals, All Available Addressee/Salutations, Salutation Format equals [X]
- Use Export and Import to update the primary addressee/salutations or additional addressee/salutations
- To identify the format in the drop-down, refer to the order of formats at Config > Addressees / Salutations. This is the same order as the drop-down on a constituent record addressee field. Refer here for what fields the sample names represent in Addressee/Salutations in Config. For additional formatting information, print the Addressee/Salutation Report.
- If the step 2 query results has a lot of results, create a constituent query for each of the record groups (addressee/salutations lines in one query and relationships > individuals lines in another) to help isolate where the in-use record may be located. If results are still numerous, then put each filter in step 2 in its own constituent query.
- If you still receive an error message when deleting the addressee/salutation after completing the steps above, review the error message carefully to determine where the addressee/salutation exists. The error message may be very similar to this one, but it likely mentions something other than "constituent records" because the addressee/salutation can be used in multiple places (event participant name tag and membership Name on Card fields, for example.) If you do receive a different error message, search the Knowledgebase on that exact error.
- These formats can be used in other locations, such as Participants and Memberships. For more information on these specific records, please refer to Error: This Addr/Sal cannot be deleted because it is present in one or more Participant records or Error: This addressee/salutation cannot be deleted because it is present on one or more membership cards - when deleting an addressee/salutation