Emails and phone numbers can be stored in a variety of locations and with additional information. Add to this that if your Raiser's Edge data is updated frequently and communicated with regularly, it can be hard to figure out how/why an email is showing and/or it was emailed. Please review the following to explore some possible points that could help provide insight into a situation:
  • The timing of updates and when an email is used can make a difference. In The Raiser's Edge, make note of the Date Last Changed of the email address (especially if it's marked inactive) and/or the date the email was used and/or the last time an email address/list was updated, especially if using a third-party system (Constant Contact, MailChimp, Emma, etc.). An update in The Raiser's Edge does not automatically update third-party products. (Note: Email lists in Online Express always refresh each time used. Inactive emails are suppressed in Online Express.)
  • Exporting from the Query Results tab can result in inactive emails being included, even in you include a filter for inactive emails. For the most accurate results, use a constituent Export instead to ensure that Inactive emails are suppressed. This is especially important if exporting an email list for use in a third-party system (Constant Contact, MailChimp, Emma, etc.): How to export an email list so I can send an email to them
  • Email addresses may be saved on more than one record. This means an inactive email on one record could be active on another record. To query for emails:
     
    Use a constituent query to review constituent records:
    Phones > Phone Number contains [email address]
    OR Relationships > Banks > Address > Phones > Phone Number contains [email address]
    OR Relationships > Individuals >  Phones > Phone Number contains [email address]
    OR Relationships > Organizations > Phones > Phone Number contains [email address]

    If event participants are being emailed, use a Participant query to review participant records:
    Phones > Phone Number contains [email address]
    OR Guests > Phones > Phone Number contains [email address]