Using FDO

1. I am having trouble tailoring my search strategies. Can you help?

FDO's Help file includes a comprehensive Search Tutorial providing a number of sample searches that can help you develop effective search strategies.

2. How do I use FDO's indexes?

Open an index by clicking on a View Index link located beneath a search field title on the search screen. For very large indexes, entries are grouped together alphabetically. The letters of the alphabet displayed at the top provide access to their corresponding group of entries. For selected indexes, the number in parenthesis to the right of an entry indicates the number of records available in the database for that entry. Clicking on an index entry automatically inserts it into the corresponding search field. In addition to selecting entries from the indexes, you can also type them directly into any search field; however, selecting entries from the indexes prevents spelling errors, saves time, and guarantees that you're using the correct terminology associated with a particular search field.

You can insert multiple index entries into any search field. The Boolean operator or is automatically added to the search field between each index entry. Your search will retrieve results containing any of the index entries selected. Multiple search fields can be used in any single search. The Boolean operator and is automatically inserted "behind the scenes" between each search field. Your search will retrieve results containing matches in all search fields used. Note that your results might not contain pure matches of the index entries you select. For example, if you select the Fields of Interest index entry "Arts," your results might include the Fields of Interest index entry "Performing arts." This occurs because FDO attempts to find any match within the data field associated with a particular search field. You'll notice this more frequently when selecting very broad or one-word index entries.

3. Do I need to enter criteria in all of the search fields?

No, and you'll find that entering criteria in all of the search fields will generally work against you. Entering criteria in too many search fields at once will unnecessarily limit your list of results while entering criteria in a few carefully selected search fields will help you target the funders most likely to support your organization.

If you choose, you can enter criteria in a minimum of one search field. Try starting with simple searches, gradually refining your search by adding criteria to additional search fields.

4. What is Boolean Searching?

Boolean Searching is used to search for multiple index entries, words, or phrases in various ways, broadening, narrowing, or limiting your search. Named for 19th century English mathematician George Boole, Boolean Searching provides great flexibility in designing complex search strategies. However, this flexibility can also be confusing. Experimentation is the best way to ensure accurate results.

To conduct a Boolean search, include a Boolean operator in your search. Four Boolean operators can be incorporated into a search: "and," "or," "not," and "near."

See the Boolean Searching section of FDO's Help file for more information. See the Search Tutorial section for step-by-step examples of searches using Boolean operators.

5. How does Keyword Searching work?

Keyword (or text) Searching is used to search for words or phrases appearing across the entire text of a particular database. While index and range searches target particular data fields, keyword searches are much broader. Keyword Searching is useful when searching for records containing very specific words or phrases not included in the indexes or when you don't want to limit your search to a particular data field.

A keyword search can be conducted either independently of or in conjunction with an index search or range search. To conduct a keyword search, simply type a word or phrase into the Keyword Search field to search across a particular database for that word or phrase.

Phrases should always be surrounded by quotation marks to ensure an accurate search. To search for multiple words or phrases, include a Boolean operator such as and or or between each word or phrase.

See the Keyword Searching section of FDO's Help file for more information. See the Search Tutorial section for step-by-step examples of keyword searches.

6. How can I conduct a search for all company-sponsored foundations and/or corporate giving programs?

Open the Type of Grantmaker Index by clicking on the View Index link located beneath its search field title on the Search Grantmakers Screen. Click on the index entry for "Company-sponsored foundation" to automatically insert it into the Type of Grantmaker search field. Platinum and Professional subscribers also have access to the grantmaker type "Corporate giving program."

7. My searches aren't returning any results, even when I enter criteria in all of the search fields. What am I doing wrong?

You're probably entering criteria in too many search fields at once or entering criteria that don't appear in the indexes. Try starting with a simple search, selecting index entries for a few carefully selected search fields. Gradually refine your search by adding criteria to additional search fields. Additionally, if you're using the Keyword Search field, make sure that your words and/or phrases are spelled correctly; if you're using the Boolean operator and in one or more search fields, try using the Boolean operator or instead.

8. Can I re-sort my search results?

You can re-sort your results by clicking a column heading. Clicking a second time will reverse the order. A small arrow will appear within the column heading of the column that has been sorted, pointing up or down to indicate the order in which the information is being displayed.

9. I'm searching for a particular name with the Trustees, Officers, and Donors search field but my searches aren't returning any results. Why?

The Trustees, Officers, and Donors search field is used to search for grantmakers associated with a specific person known to be a trustee, officer, or donor. When typing a name directly into the search field, you'll need to know the exact way the name of the person you're trying to find appears in the index. For example, if a name is listed in the index as "Doe, John Q.," typing "John Doe" into the search field won't retrieve the grantmaker record you're looking for—the "Q." must be included. For this reason, we recommend selecting the name from the Trustees, Officers, and Donors Index.

10. What is tagging?

Tagging is a method by which records are categorized under any number of keywords or key phrases created by the user. For example, a user might identify several different funding prospects for an arts program. Those grantmaker records could be tagged as "Arts prospects" for future reference and quick and easy retrieval. You can tag grantmaker, company, and grant records from their respective record display screens and access and manage your tagged records from the My FDO area.