Raiser's Edge NXT and Almabase both use dropdown options for structured data — things like affiliation types (Alumni, Parent, Friend, Board Member), solicit codes (Do Not Email, Do Not Call), and degree types (B.A., B.S., M.S., Ph.D.).
Institutions regularly add new options on the RE side — a new affiliation type for "Emeritus Faculty," a new solicit code for a specific campaign, or a new degree type for a recently accredited program. When a new option is added in RE, it doesn't automatically appear in Almabase. You need to tell Almabase to pick it up.
This is a quick two-step process:
rescan your database, then
select the new option in Data Types.
How It Works
Step 1: Rescan your database
A rescan tells Almabase to check Raiser's Edge for any changes, including new dropdown options.
Go to Settings → Database → Connect Database
Click Rescan
Wait for the scan to complete — this usually takes a minute or two
Step 2: Select the new option in Data Types
After the rescan, the new option is available for you to add.
Click on Select Data Types
Find the field that has the new option (e.g., Affiliations, Solicit Codes, Degrees)
Check the box next to the new option
Click Proceed
That's it — the new option is now available on Almabase profiles. When someone edits a constituent profile, they'll see the new option in the dropdown for that field.
Populating existing profiles
If there are constituents in Raiser's Edge who already have this new option selected on their profiles, those values won't appear in Almabase automatically. To bring them in, run a one-time data pull:
Go to Settings → Database → Sync Data
Click One-time data pull
Choose Only update
Select the list or query that contains the constituents you want to update
In the entity selection step, check only the field you updated (e.g., just Affiliations) to keep the pull focused
Click Proceed and let the pull complete
After the pull, those constituent profiles in Almabase will show the new option value.
FAQs
Do I need to rescan every time a new option is added in RE?
Yes. Almabase doesn't automatically detect new options. A rescan is how you tell the system to check for updates. It's quick and doesn't affect any existing data or settings.
Will rescanning affect my existing options or sync rules?
No. A rescan only discovers new options. It doesn't change or remove anything you've already set up.
What if I add the option but don't do a data pull?
The new option will be available for selection on Almabase profiles going forward — for example, when someone manually edits a profile. But constituents who already have that option in RE won't show it in Almabase until you run a pull to bring those values in.
Does this apply to all dropdown-style fields, or just affiliations and solicit codes?
This applies to any field in RE that has predefined options — affiliations, solicit codes, degrees, phone types, email types, address types, and any custom field that is linked to a table on RE.
After I add the option and pull the data, will future changes sync automatically?
That depends on the sync rule you have set for that field. If the sync rule is set to Automatic, changes will flow without any action on your part. If it's set to Review, changes will appear in your Data Inbox for approval. Check your sync rules in Sync Rules to confirm how the field is configured.
I rescanned, but I don't see the new option in Select Data Types. What should I do?
Please reach out to Almabase support — our team can help you troubleshoot why the option isn't appearing.