When to Use Attributes in Blackbaud CRM and When Not To

By: Tiffany Carr, Consultant

AI is making data structure more important, not less. As nonprofits begin using AI to summarize records, recommend actions, identify patterns, and support decision-making, the way data is stored in the CRM matters. If information is buried in unclear or unmanaged attributes, AI may surface it without understanding the context, ownership, or reliability behind it.

That is why attributes in Blackbaud CRM, or any CRM for that matter, deserve careful attention.

Attributes are a useful tool in Blackbaud CRM. They are flexible, easy to understand, and helpful when you need to capture information that does not fit neatly into a standard field.

But that same flexibility is what makes them risky. When every new data request becomes a new attribute, attributes can quietly turn into the junk drawer of the database, full of things no one remembers the purpose of.

Use Attributes in Blackbaud CRM When the Purpose Is Clear

Attributes work well when the data has a specific purpose, a clear owner, and a defined use.

For example, an attribute may make sense when you need to track a temporary program flag, a special classification, a review status, or a data point that supports a specific operational process.

Before creating one, ask:

• Who owns this data?

• Who will enter it?

• Who will maintain it?

• How will it be used?

• Will it appear in queries, reports, selections, or integrations?

• When should it be reviewed?

If no one can answer those questions, the attribute isn’t ready.

Don’t Use Attributes to Avoid Process Decisions

Sometimes attributes are created because the team has not decided where data should really live. That is risky.

If the information belongs in a relationship, interaction, revenue record, prospect plan, event record, membership, communication preference, or standard field, putting it in an attribute may make it harder to use later.

Attributes should not be a shortcut around proper data modeling. They should support the process, not hide an unclear one.

Watch for Duplicate Meaning

Attributes can become confusing when multiple fields track nearly the same thing.

For example, one team may create “VIP,” another creates “Priority Constituent,” and another creates “Special Handling.” Each with a different meaning, or worse, no one may remember the difference.

Before creating a new attribute, take a moment to see what's already available. You may find that the information you need is already being tracked, which helps keep your data organized and consistent. 

Review Attributes Regularly

Attributes should not live forever without review.

Look for attributes that are no longer used, have incomplete data, duplicate another field, lack an owner, or were created for a one-time project.

Retiring or cleaning up attributes can improve user experience and reporting confidence.

The Bottom Line

Attributes aren’t the problem, unmanaged ones are.

Use them when they have a clear purpose, owner, and maintenance plan. Avoid them when standard Blackbaud CRM functionality can support the need better.

The best attributes make the system more useful. The worst ones leave everyone asking, "What was this supposed to mean?"