How to Pull Member List for Architect Magazine and send to Omeda

Owned by Dawn Terminella
Last updated: Jul 08, 2022
4 min read

NOTE: You will need to VPN into the Network if you are not in the office. Do this first to save you aggravation later when you can’t access One Drive!


In Fonteva, go to Reports and search for “Architect Magazine Dist_Updated_2.2022”. From result list, select report.

  • Note: upon opening the report, it will start to run. It will take an extended period of time to pull results.


After report displays results, go to Action dropdown and select Export.

In the Export dialog box, select “Details Only” box with Format of “Comma Delimited .csv”.

Open Downloads folder.

Open file in Excel.

Turn on Filters to review data to find records which need to be filtered out of results:

First sort:

    1. Go to Membership Expire Date column and only show Blanks.
    2. Go to Account Name (org) column and remove AIA State and Local Components (don’t forget Boston and Texas!).
    3. Copy the AIA Numbers for remaining results and paste into Notepad.
    4. In Notepad, add commas and remove hard returns so all AIA Numbers are listed one after the other.
    5. Copy the list and go to report results in Fonteva.
    6. Select Edit on the report.
    7. Go to Filters tab to the Add filter field and search and select AIA Number
    8. Change Operator to “not equal to” and paste numbers from Notepad file into field and select Apply.
      • NOTE: The AIA Number field can only hold so many characters. Will need to separate the list of Contacts with Blank Membership Expire Date into two lists and add each group separately.

Second sort:

    1. Remove previous filters.
    2. Go to Membership Expire Date column and select 2023.
    3. Review records and, if any results need to be removed, follow steps from 3, 4, 5, 7, 8 from First Sort.

Third sort:

    1. Remove previous filters.
    2. Go to Membership Expire Date column and select 2021.
    3. Review records and, if any results need to be removed, follow steps from 3, 4, 5, 7, 8 from First Sort.

After adding in additional filters to the “Architect Magazine Dist_Updated_2.2022” report, select Save As in the drop down to create a new report. Name the new report “Architect Magazine Dist_Updated_MM.DD.YYYY”. Then Run the report.

After report displays results, go to Action dropdown and select Export.

In the Export dialog box, select “Details Only” box with Format of “Comma Delimited .csv” with Encoding set as “Unicode (UTF-8)”.


Go to the Downloads folder and rename the file to "Architect Magazine_MONTH_MM.DD.YYYY" (MONTH=month magazine will be sent out).

Right click on the file, and select “Open With” and select “Notepad”.


Go back to the Downloads folder, right click on the file, and select “Open With” and select “Excel”. (Yes, open the same file two different ways!)

Use Excel file to filter for members with expired memberships, members with an Expire Date more than the current year or members with no Expire Date to confirm if they need to be removed. If records need to be removed, remove from NOTEPAD file (use search function). Close Excel file without saving after confirming all incorrect records are removed.

  • NOTES:
    • If the Membership Expire Date is blank, the individuals are (probably) Component Staff who should receive a copy of the magazine so do not delete them from the file.
    • Some Component Staff are marked as former members and should be left in results list:
      • John Nunnari of AIA Massachusetts
      • Lisa Albers of AIA Eastern North Carolina
      • Maria Sustaeta of AIA Lower Rio Grande Valley


In Notepad:

  • Do a find to search for a state with leading zero zip code (CT, MA, MI, NH, NJ, RI, VT, PR, VI) and confirm the leading zero is showing. If the leading zero is not there, the file has not been exported in the correct format. You will then need to start over and export in the correct format.
  • Delete member line items of members with “Active” status with old expire dates found in Excel document (if not completed in above steps already).
    • Check with Christina Thomas if you have any questions about records listed.
    • Members who have been granted waivers but have not paid will show in the list and need to be removed.
  • Select SAVE. Do NOT select Save AS.

Close out both versions of the file.

Go back to Download Folder.

Grab file with latest list of members and move it to “OneDrive – The American Institute of Architects > HanleyWood” (this is when you will need to be on the VPN).

Right click on HanleyWood folder and select “View Online” to open in browser.

Select “Share” and select “People you can specify can view”.

Send email to above users with the link to the OneDrive folder.

After sending email, copy the file to add to folder on the N:/ drive for Christina’s reference.

  • Open up N:/ drive (you will need to be on the VPN to complete).
  • Open “Common” folder.
  • Open “Timss” folder.
  • Open “AIAARCH” folder.
  • Open “2022” Files” folder
  • Paste copy of the file in the folder.