Answer: 

PLEASE READ ALL INSTRUCTIONS BEFORE ATTEMPTING THE IMPORT!
 
Answer:  The complexity or ease of your import will rest mainly on the integrity of the data file containing the information used to perform the import.
 
Before importing attribute transactions into Fundraising 50, we suggest backing up your database.   Fundraising 50 does have a utility to remove (Undo) imported data; however, any manual changes made to imported records will negate the ability to utilize the Undo Import utility.
 
Attribute Category and Types:
 
You will need to take special consideration when setting up your attribute import file.  All of the Attribute Types listed in the chart below have a one-to-one relationship with the exception of Multiple Values from Table, which is a one-to-many relationship. 


A one-to-one relationship means there is a single value that is selected for the category.  Examples of a one-to-one relationship could be a category titled “Class Of”, which would display a value of “1977” or a category titled “Giving Potential” which would display a value of “$50,000 - $75,000”. 

 

The example below shows how to setup an import file containing Attribute Categories with a one-to-one relationship.  



Multiple Values from Table have a one-to-many relationship meaning a category could display multiple values. An example of a one-to-many relationship would be a category called “Funding Interests” with values of “Technology”, “Library”, and “Facilities”.

The example below shows how to setup an import file for an Attribute Category that is Multiple Value from Table.  A separate row is required for each value to be indicated for this type category.



Please be certain to verify that the values you enter in your file exactly match those established for the Category to avoid unnecessary duplication of values due to misspellings or typos.

 

The Import (data) File:
 
Comma Separated Value (CSV) Setup
 
The Fundraising 50 Import Wizard will only accept a delimited file.  A delimited file may contain a comma, semi-colon, tab or vertical bar separating the data.
 
The most common type of delimited files are text or spreadsheets files; text files will have an extension of .txt while a spreadsheet will have an extension of .CSV (comma separated value). We suggest the use of a file in the .CSV format for ease of reading the data for troubleshooting as well as initial reviewing purposes.
 
If the data you wish to import is in an Excel format (file extension of .XLS rather than .CSV), open the Excel file. Select File > Save As. Retain the current file name but select CSV (Comma delimited) (*.CSV) from the Save as type drop down, then select Save.



Once the file is in a delimited format and saved, make certain your file contains the fields indicated below.  Fundraising 50 requires the following minimum information to create an Attribute transaction via import.
 
Basic Card:

  • Record Type *

  • Last Name **

  • ID Number or Alt ID

Attribute Card:

  • Attribute Category

  • Attribute Value 

* Required only if you are importing both Individual and organization transactions at the same time.
 
** The Last Name field in Fundraising 50 also stores the Organization Name.  If you have a column for Organization in addition to Last Name you may map your Organization name field on the Organization card.  You may also choose to import Organization attributes separately.
 
In the following example, we will use a spreadsheet with a CSV file extension.  The CSV file contains both Individual and Organization records so a Record Type value is included on the spreadsheet.


Tip:
Lines of data that have embedded carriage returns as will illegal characters such as tildes (~), commas (,), dollar signs ($), apostrophes (‘)…etc, will cause problems during the import process,  We recommend deleting any extra-embedded carriage returns and cleaning up special characters.
 
Tip:
Add a final column titled EOL (‘end of line’ marker) located after the last column containing data to be imported – then copy and paste the value “EOL” (no quotes) into each cell in this column. You will not map this column as part of the import process but it serves as an internal ‘signal’ that no additional data exists on this row and the process can then proceed to the next row of the file.
 
Tip:
If you are in a network environment, performing the import at the server will provide local access to the database rather than over the network resulting in a quicker import.  If importing at a workstation location consider closing all applications at the local workstation except for Fundraising 50.
 
The Import Wizard:
Have all users log out of Fundraising 50 at any other location before starting the import process. It would be advisable to make a backup of your database prior to starting the import process as well.
 
Navigate to Administration>Import Wizard


The Import Wizard will lauch.


Under Step 1 portion of screen:
Select Open to locate the file to be imported.  By default, the Import Wizard opens within the Fundraising 50 directory.  If your file is not located in this directory, use the “Look in” drop down to locate the file.  The “Files of type” dropdown is defaulted to ASCII Comma Delimited Files (*CSV)


Once your import source file is located, click “Open” to close the “Select Import File” panel.
 
The file path will display next to the Open button in Fundraising 50.  


Under Step 2 portion of screen: 
 
If you have a previously created and saved Import Definitions for importing attributes, then use the drop down menu and select the appropriate definition; otherwise accept the default of <NEW> which indicates you will be mapping your import from scratch.
 
If the import file does not contain a header row then uncheck “Import file has header row” otherwise leave the default checked. It is generally recommended that your source import file contain a header row as this will make the field mapping much easier in subsequent steps.
 
Mapping the Basic Card
 
By default, the Import Wizard displays the Basic card and has the radio button selected for an Individual type constituent.  The top of the screen displays the full range of card types found in a constituent’s record for mapping various imports.
 
The import mapping process consists of simply dragging one of the columns contained in your import file (displayed in the far right column) to the appropriate card and field.


In order for the system to ‘tie’ or link the correct attribute to the correct constituent record, at a minimum you must map either the Constituent ID or Alt ID Number to the appropriate field on the Basic card as well as the Last Name field.  If importing attributes for both Individual and Organization type constituents, you must map those fields as well as Record Type to the Type field on both Basic cards: Individual & Organization.
 
Please Note:
If you map the Address, City, State, and Zip Code fields (in addition to the minimum required fields), the system may either treat the import file as new records or not import the records as you expect. If you include the Constituent ID or Alt ID as the ‘linking’ mechanism to tie the import data to the proper constituent records, the records will import correctly. 
 
If your import file does not contain the Constituent ID or Alt ID values, you can link using First Name, Address, or Phone Number. However, accuracy decreases when using one of these alternatives. The likelihood of record mismatches will increase. 
 
The Phone Number field on your import file must appear exactly as it is in your database, however, the First Name and Address can be similar.
 
For example, if you are linking via First and Last Name and your import file contains Robert Smith but your database contains the name Bob Smith there are several scenarios that may take place dependent upon how your duplicate check options are set:

  • Attributes will not import (Duplicates: First Name/Last Name – Exact Match)

There are multiple constituent records for Robert Smith

  • Attributes import to the incorrect record; (Duplicates: First Name/Last Name – Exact Match)

There is both a Bob Smith and Robert Smith in your database and the attribute was actually for Bob Smith but your import file listed Robert Smith as the value

  • System creates new constituent record: (Duplicates: First Name/Last Name – Exact Match)

Attribute was actually for Bob Smith but database only contains a Constituent listing for Robert Smith


If your file contains attribute data for both Individual and Organization type constituents, after you have mapped the Basic card fields for your Individual type constituents, change the radio button to the Organization designation.
 
On the Basic card for Organization, map ID or Alt ID, Type, and Last Name even though these fields appear grayed out they are still available to map. If your data file contains only one record type, then these fields only need to be mapped to that specific basic card; and then, the appropriate fields on the Attribute card.


Mapping the Attribute card
 
You are now ready to map your Attribute card information.
 
Select the Attribute card and map Category and Value fields – these are required fields.  


After mapping these and any additional fields, select the “Duplicates” button. 
 
Set Duplicate Check options
 
Make sure the Duplicate check is set to “Exact” on Last Name and Alt ID - all other fields should be set to Ignore.
 
If you are substituting Phone Number for Alt ID then that field should be set to Exact along with the Last Name field; all other fields are set to Ignore. 
 
If you are substituting First Name, Address, then set those to Similar and Last Name set to Exact.  If you do not select the “Ignore” option for all other duplicate check fields, Fundraising 50 will interpret the import as if you intend to add new Constituent records instead of adding attributes to existing Constituent records.



 

Validating the Import
 
Select Validate once the Duplicate Check options are established.  



 

The system will display the message below during the validation process signifying that it is comparing your import file to your existing database Constituent records.

Please Note:
Dependent upon your import file size, number of Constituents in your database and the capacity of your network, the Validation process may take a few minutes to several hours. In rare instances, the system might display (Not Responding).  Do not stop the import process or close the program; the system is still in the process of validating your import file against the database.
 
During the course of Validation, you may receive the following window.  



 

The system is informing you there are Codes in your data file that do not exist in your database. 
 
Select the blue hyper-link to view the specific codes the system flagged as not existing in the database.  If you determine these codes are indeed not in the database then check off the Include box to add these codes to Table Maintenance. 


If you discover the codes do exist in your database in a slightly different format or spelling, please cancel the import. Adjust your import file by matching the values in your data file to those in your database. Instead, if you decide to proceed with the import and add these codes, the system will establish new values similar to existing values.  You will have to manually clean up or use the Undo Import utility to correct. 
 
When the Validation process is complete, the following message will display.  


In this window, the line “Number of duplicates found” means that the constituent records indicated in your data file (verified using the Alt ID and Last Name fields) directly match constituent records in the database.  When you are importing data into existing records, you want the duplicates found number to match the valid rows number.  In this example, the system is indicating it found 740 records that matched the constituents indicated in the import data file. 
 
If this file had consisted of 700 attributes for existing constituents and 40 attributes for new constituents, the Number of duplicates found would indicate 700.  The number of valid rows would remain the same.
 
If the View Errors button is active, you can view the records that the system has rejected.
 
The View Warnings button is a listing of records that will be imported but have minor issues that will need correction afterwards.
 
Importing the files
 
At this time, you can select “Import”.


Once the import is complete, the system indicates the number of imported rows as well as the number of attribute cards added.  Referring to the previous scenario, if this data file had contained attributes for new constituent records, a number would display in the Number of New Constituents added field.


Once you select “Close”, the system will alert you to save the file definition or Cancel; Cancel does not save the file definition.  You may want to save the definition if you import attributes frequently into the system and your data file will be in the same format as the data just imported.
 
Reviewing the imported attribute transactions
 
We suggest you check your database to ensure the attributes imported as expected. To do this, navigate to a Constituent query screen and run the following query based on the attribute card:


From the Browse list created, select a record, navigate to the Attribute tab and open one of the attribute records created by the import.  Verify the fields contain ‘logical’ information.  If you discover that information was imported incorrectly, you can use the Undo Import utility. 
 
Again, please note if you make any manual changes to any attribute created from this import, you will not be able to utilize the Undo Import utility. Your only option would be to restore to the backup you made before importing into the database.
 
If you encounter errors or problems while trying to import a large set of records, it is recommended that you test your import on a small subset of those records. Many times import problems are caused by a handful of improperly formatted records so working with a smaller subset can prove to be a time saver. 


 

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Product Line: 
Abila Fundraising 50
Product Module/Feature: 
Import
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