Data Transfer to GiftMaker Pro

Transcription

1 Data Transfer to GiftMaker Pro

2 Copyright 2005, Campagne Associates, Ltd. All rights reserved. Information in this manual is subject to change without notice and does not represent a commitment on the part of Campagne Associates, Ltd. The software described in this document is furnished under a license agreement or non disclosure agreement. The software may only be used in accordance with the terms of the agreement. It is against the law to copy GiftMaker Pro and/or EventMaker Pro on magnetic tape, disk or any other medium for any purpose other than the purchaser s use. GiftMaker Pro TM, EventMaker Pro TM, and WebCampaigns TM are registered trademarks of Campagne Associates, Ltd. Software Support To get assistance in using any of Campagne s products please contact: Campagne Associates 195 McGregor Street, Suite 410 Manchester, New Hampshire USA Telephone: 800/ Fax: 603/ support@campagne.com Website: WebCampaigns Data Transfer to GiftMaker Pro February 18, 2005 GiftMaker Pro 8.3

3 Table of Contents Overview...3 Data transfer process 3 Implications of importing WebCampaigns to GiftMaker Pro...5 Duplicate constituent records 5 Information not transferred 5 Where WebCampaigns data is going 7 Online setup considerations...11 Event Information 11 Prefixes 11 Address lines 11 WebCampaigns user defined fields 12 Preparations within GiftMaker Pro...13 System Preferences 13 Table Maintenance 13 Processing the import to GiftMaker Pro...15 Overview of transfer process Request export file from WebCampaigns Download export file Import WebCampaigns export to GiftMaker Pro import queue Review imported participants and link to GiftMaker Pro records Create records by completing four processing steps Batch Gift processing to update/report/post gifts Review new information in GiftMaker Pro 30 Export File Definition...31 WebCampaigns TM Hosting Services...35 Index...36 Campagne Associates 1 of 36 WebCampaigns Import

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5 Overview WebCampaigns data will be transferred to GiftMaker Pro in batches throughout your campaigns. This data import may be performed as frequently as you wish, and requires no technical expertise. Data transfer process The transfer of data involves an export from WebCampaigns followed by an import to GiftMaker Pro. Each of these steps is explained in detail later in this document. The data export from WebCampaigns will collect only the current information since the last transfer to GiftMaker Pro. It can be performed at any time, and is initiated from your regular WebCampaigns administration webpage. The WebCampaigns export is then imported to GiftMaker Pro, where it is held temporarily in an import queue before creating the actual constituent and gift records. The import queue performs matching with existing GiftMaker Pro data to help you avoid creation of duplicate constituent records. A four step mapping process assists you in assigning gift codes and choosing where to transfer other information WebCampaigns allowed you to collect. Campagne Associates 3 of 36 WebCampaigns Import

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7 Implications of importing WebCampaigns to GiftMaker Pro The transfer of data from WebCampaigns to GiftMaker Pro does contain some inherent risks. Most data entry to GiftMaker Pro is managed in your controlled office setting. Errors you make are under your own supervision and control (for the most part). However, you are now about to transfer to GiftMaker Pro data created from outside the office by your donors, volunteers, and event participants. Realistic expectations should include inconsistencies such as simple misspellings, entries in all upper case, transposed numbers in ZIP codes, phone numbers and yes, even contributions. Please take time to review entries imported to GiftMaker Pro. Time taken on each import may save you from larger headaches the day you send out that large solicitation mailing. Data backup Prior to your first data transfer from WebCampaigns to GiftMaker Pro, we recommend you create a current, reliable backup of your GiftMaker Pro database. Once the transfer is complete, and you have taken some time to review the results in GiftMaker Pro, there is no undo available to give you a second try at the import process. Your only alternative would be to restore a data backup made before the transfer began. Contact your IT professional for assistance in backing up or restoring your GiftMaker Pro database. When no such assistance is available, consider using GiftMaker Pro s data file backup routine to create a quick copy of your database before starting an import from WebCampaigns. This option can be found under the File menu in GiftMaker Pro, Copy/Backup Data File. Duplicate constituent records The data import from WebCampaigns includes a constituent matching process to help avoid creation of duplicate records. However, there are some cases where it is still possible to find some duplicate constituent records in GiftMaker Pro after transferring data from WebCampaigns. We recommend you initiate a routine of running the check (and merge) utilities after every large WebCampaigns import, or at least be sure it s done before each major mailing after an import. Please refer to the GiftMaker Pro Reference Manual for more information on the Duplicate Constituent Check and Duplicate Record Merge. Information not transferred Constituent and gift data Constituent records already existing in GiftMaker Pro before a WebCampaigns import will not be updated with address information submitted by an online donor or participant. You may capture an address change through reports offered during import, but the actual edits in GiftMaker Pro will need to be entered manually. Campagne Associates 5 of 36 WebCampaigns Import

8 Similarly, if a GiftMaker Pro constituent record contains a different telephone number than the one provided online through WebCampaigns, this information will not be automatically updated during the data transfer. However, a blank phone number field will be updated if a number was provided through WebCampaigns. An address imported from WebCampaigns will replace data for an existing GiftMaker Pro constituent record only if specifically requested for the batch of data being transferred. However, a blank address field ( 1) in GiftMaker Pro will be updated with data imported from WebCampaigns. Note that if an online participant has requested their address not be used for future mailings, the data transfer allows you to not import this particular address to GiftMaker Pro. Rejected credit card payments do not create a gift record in GiftMaker Pro. The constituent name will appear in the import queue, but only will create a GiftMaker Pro constituent record if you choose the mapping preference to Add constituents for all imported records. No team information is imported to GiftMaker Pro. The association between a participant and his/her sponsors is not transferred to GiftMaker Pro. Codes and tables Primary Classification Codes will not be changed for any constituent records already existing in GiftMaker Pro based on data imported from WebCampaigns. However, new constituents created during import will be assigned a primary classification of your choosing. Both new and existing constituents may (optionally) be assigned additional nonprimary classifications. Data tables in GiftMaker Pro are not populated with the new values imported from WebCampaigns. For example, if your Occupation Table in GiftMaker Pro did not contain Teacher before transferring WebCampaigns data, and a new constituent is created with the occupation of Teacher, it will be added to the occupation field of the new constituent record but will not be added to the occupation section of your Edit Code Table in GiftMaker Pro. It will be especially important to keep your GiftMaker Pro tables updated to match new WebCampaigns values if your GiftMaker Pro database uses the Field Verification option in System Preferences. GiftMaker Pro modules No event information is imported or connected with any information in EventMaker Pro. No membership details are automatically imported to the Membership module of GiftMaker Pro. However, you could manually update gifts if necessary, through The Batch Gift processing window, to add membership details before posting. Special WebCampaigns transactions A WebCampaigns transaction is NOT added to the import queue in GiftMaker Pro if: The transaction already exists in GiftMaker Pro. The <TransactionID> of a WebCampaigns record may already exist in GiftMaker Pro, either in the WebCampaigns import queue or on a previously created GiftMaker Pro donation/pledge. If this is the case, then both the gift and constituent already exist in the file and there is no need to add the import record to the import process queue. This means a minor change made online to a WebCampaigns record, such as selecting a new t shirt size, may not transfer to GiftMaker Pro if the record s <TransactionID> already exists in your GiftMaker Pro database from an earlier import. Campagne Associates 6 of 36 WebCampaigns Import

9 The imported record contains no gift information and the WebCampaigns <ConstituentID> already exists in GiftMaker Pro. This could either be in the WebCampaigns import queue or on a previously created GiftMaker Pro constituent record. If this is the case, then the constituent already exists in the file and since there is no gift being created, there is no need to add the import record to the import process queue. The transaction is entered on a participant s pledge form or is a one time offline donation. If this is the case, there is no need to add the record to the import queue because the same gift will be entered later as the actual donation amount becomes known. At that time, the donation will be entered into WebCampaigns by the system administrator and will be transferred to GiftMaker Pro through the next import process. Updates to WebCampaigns As enhancements are added to WebCampaigns, they may not import to GiftMaker Pro until a later release of the software. GiftMaker Pro upgrades will not always coincide with new features added to WebCampaigns. Where WebCampaigns data is going All donation and pledge records created during the transfer from WebCampaigns are assigned a Campaign, Fund, and Gift Source code during import to GiftMaker Pro. You may want to have a code that identifies the gift is from your Internet strategy. This would commonly be the Gift Source code and would need to be in the Edit Code Table file(s) before processing the Create Records option. If an imported donor/participant is not in your GiftMaker Pro database, the Create Records process will add a new constituent record. The process will assign a Primary Classification Code for all new constituents. Again, you may want to consider having a code that reflects the constituent is from your Internet strategy. This code needs to be in the classification table file before processing. If you are using the Prospect Rating System option you may want to add the Classification Code and setup the Concern and Commitment points in the Prospect Rating System settings. Creating new constituent records Before any donation/pledge records are created, the new constituent records need to be created since all gifts must be linked to a constituent in GiftMaker Pro. The data transfer will attempt to link participants imported from WebCampaigns to existing constituent records in GiftMaker Pro. When no match is found, a new constituent record will be created. The record type is set to Organization if the donor indicated online the gift was made on behalf of an organization. No contact name (Person 1) is transferred from WebCampaigns for new organizations. The address type will be set to W (work) if the record type is set for an organization or if the participant indicated online they prefer to receive mail at work. Otherwise, the address type will be H (home). Only the first two address line fields are converted (to Delivery Address Line and Additional Address Line respectively). Of the two address lines imported only the first 46 characters are used. Campagne Associates 7 of 36 WebCampaigns Import

10 The Salutations and Publication Name will be calculated using your GiftMaker Pro System Preferences. A Primary Classification will be added to new constituent records, as indicated in your processing preferences. A non primary Classification Code may be added to all constituents import (optional), based on your processing preferences. A Notation may be added to all constituents imported (optional), assigning a keyword of your choosing. The Entry Date for the constituent will become the current date the import process is run. The Staff Initials associated with adding the record will be that of the person signed on and running the import process. A Constituent Record is created for Tribute/Memorial donations for people to notify on behalf of the tribute/memorial name. You re also given the option of assigning these notification names a unique classification code. For each WebCampaigns transaction up to twenty three (23) User Defined Fields from your online event/campaign may be mapped to fields in GiftMaker Pro. The fields available in GiftMaker Pro for this type of information include: User Defined 1, 2, 3, or 4 (Constituent Bio 1 tab) Sex, Birthday, Occupation, or Department (Constituent Bio 1 tab) Text 1, 2, or 3 (Constituent Custom tab) Info 1, 2, 3, 4, 5, or 6 (Constituent Custom tab) User Defined Gift 1 or 2 (Donation/Pledge window) Notation Record (Notation window) We suggest you review this entire document before planning the User Defined Fields you ll add to your online setup for each WebCampaigns event. Be sure not to assign any WebCampaigns data to the User Defined 1 field in GiftMaker Pro if you use the Automatic Record Import feature of the Standard Import Facility, since that field is reserved for special ID numbers necessary for proper operation of the automatic import. Updating existing constituent records During import from WebCampaigns, it is possible to update existing constituent records in GiftMaker Pro with some of the data transferred from your online event/campaign. Based on options selected in your mapping preferences, you can allow the import process to update the following types of information on existing constituent records: 1, Phone 1, or Phone 2 (Constituent Main tab) User Defined 1, 2, 3, or 4 (Constituent Bio 1 tab) Sex, Birthday, Occupation, or Department (Constituent Bio 1 tab) Text 1, 2, or 3 (Constituent Custom tab) Info 1, 2, 3, 4, 5, or 6 (Constituent Custom tab) Note that existing constituent records in GiftMaker Pro will not be updated with mailing address changes from WebCampaigns. You may capture an address change through reports offered during import, but the actual edits in GiftMaker Pro would need to be entered manually. Campagne Associates 8 of 36 WebCampaigns Import

11 Creating donation records All gifts are imported with the Campaign, Fund, and Gift Source codes you specify in the processing preferences during import. Once the preferences are complete, and the gift records are created in GiftMaker Pro, they will appear in the Batch Gift Processing window for further review, update, and reporting. For all donations The Donation Date is the date the donor transacted the gift online. The Gift From Field is set to Person 1 of the constituent record for individuals. When the record type is for an Organization the field is set to the Organization name. The Donation Payment Type is set by the type of credit card used by the donor. If a new credit card type is used, you will be prompted to add a new payment type to your table. If the credit card type is unknown (perhaps the gift was added to WebCampaigns by an administrator instead of by the donor) you may be prompted to create a special Credit card type unknown GiftMaker Pro payment type. The Donation Comment: If a receipt is automatically generated from WebCampaigns to the donor, the receipt information is added to the end of the comment as Receipt #: [rcpt #] issued on: [rcpt date/time]; Type: [rcpt type]. Although this data is transferred to GiftMaker Pro, it will be easier to report tax receipt numbers through the WebCampaigns Snapshot Report. Credit card information is added to the appropriate fields. The credit card processing Staff Initials are set to WEB. As added security for your donors, and since credit card processing was completed through WebCampaigns, donor credit card numbers are not imported to GiftMaker Pro. The gift user defined fields will be populated if they were selected while mapping the preferences for your WebCampaigns user defined fields (Question IDs). The Entry Date for the donation will become the current date the process is run. The Staff Initials associated with adding the record will be that of the person signed on and running the process. For monthly giving pledges If the web transaction was marked for a monthly gift, GiftMaker Pro will initialize a Pledge Record and be prepared to receive pledge payments that are automatically generated from WebCampaigns and later imported to GiftMaker Pro. The Pledge Date is the monthly donation plan start date. The Gift From field is set to Person 1 of the constituent record for individuals. When the record type is for an Organization the gift from field is set to the Organization name. The Pledge Due Amount is set for the initial pledge amount and represents what is due from the next automatic payment. The Next Date To Process the monthly payment will be one month from the date the donor transacted the gift online. Expected Payment Frequency is set to Monthly. Campagne Associates 9 of 36 WebCampaigns Import

12 The Recurring Pledge Status is not set. This is considered a regular open pledge to GiftMaker Pro. However, the pledge payments automatically will be imported through WebCampaigns and be applied to this pledge, at which time the pledge total is increased and next due date is advanced. Credit card information is not added. Future automatic billings for the recurring gift are processed within WebCampaigns and will transfer to GiftMaker Pro as pledge payments during the next import following the recurring date. For payments on monthly giving pledges Gifts that are automatically generated payments for a previously entered monthly gift will import with similar attributes as donations above with these variations: A Pledge Payment will be created and applied to the Initial Pledge Entry. The Donation Payment Type usually will reflect the type of credit card used by the donor. However, an optional preference is available during the import mapping process to assign a special payment type for later reporting of monthly donors. The Total Original Pledge amount is increased so it remains open for next month s expected amount due and its due date is advanced. Note that occasionally a pledge payment from the WebCampaigns donor may be transferred to GiftMaker Pro as a straight donation, not applied toward the original monthly pledge. This will happen if the online donor elected to temporarily increase or decrease their monthly payment. Since the gift amount no longer matches the recurring gift amount, the import from WebCampaigns will see this transaction as a separate donation, not a pledge payment. Later, as the next monthly payment returns to its usual gift amount, the new payment will again be applied as a pledge payment as expected. For tribute/memorial gifts Gifts entered through the WebCampaigns Tribute template will import with similar attributes as donations above, and will include GiftMaker Pro Memorial/Honor details. A Constituent Record is created for the person entered to receive the notification card. A Tribute Transaction will be coded as In Honor of in GiftMaker Pro; a Memorial Gift will be coded as In Memory of. The Tribute/Memorial text will be added to the Donor Personal Message field, and will be included on the Memorial/Honor Report in GiftMaker Pro. Tribute/memorial notification cards are NOT output from WebCampaigns. The information is transferred to GiftMaker Pro to be included with your usual memorial notification processing. Campagne Associates 10 of 36 WebCampaigns Import

13 Online setup considerations WebCampaigns is a highly customizable tool for online fundraising. As you set up events and donation pages for your organization, refer to the WebCampaigns User Guide for details on how to use each feature. Those organizations planning to transfer WebCampaigns data to GiftMaker Pro should also consider some of the setup suggestions below. These WebCampaigns hints have been compiled to help create a smooth transfer of online data to your GiftMaker Pro database. Event Information Prefixes Each event or donation page needs a unique name and event ID from all others in your WebCampaigns event listing. The Event Name should be descriptive enough to allow clear identification when listed alongside many other events and/or donation pages. For example, NH Bike a thon Spring 2005 may be more helpful later than just Bike a thon. The Export Event ID needs to be a shorter version of the event name, while remaining descriptive. The text you type in this field will be used to identify this WebCampaigns event when choosing to which Campaign its gifts should be posted, or how to classify event attendees, for example. ID s such as NH Bike Spr 05 or Memorial Gifts may be appropriate here. You probably will want to maintain a consistent table of name prefixes (Mr., Ms., Dr., etc.) between WebCampaigns and GiftMaker Pro. To compare these two tables: In WebCampaigns, choose the Configuration tab. Click the Organizational Setup button near the top right. Select Title Setting from the left margin. In GiftMaker Pro, from the Data menu, select Table Maintenance > Edit code table. Choose Prefix under the Edit Type column. Address lines GiftMaker Pro allows data entry of up to two lines of street address information per constituent address. WebCampaigns can allow up to four lines, but only the first two would transfer to GiftMaker Pro. It is recommended that you hide address lines 3 and 4 on each of your event/donation pages in WebCampaigns, so your participants will enter their full address details in the first two lines only. In WebCampaigns, for each event/donation page currently offering more than two fields for street address information: From the Events tab, select the event. Select Content from the left margin. Choose the page to be edited. For example, you may need to scroll down to the Donation Pages section to choose your custom Donation Page format. From the left margin, choose Edit Content. Campagne Associates 11 of 36 WebCampaigns Import

14 Scroll to the very bottom of the customizable content, to find the list of optional fields to be enabled or disabled for this type of page. Remove the checkmark from the two options: Show/hide the address line 3 and Show/hide the address line 4. Submit your change. Adjust other pages for this event as needed; repeat for other events if necessary. WebCampaigns user defined fields WebCampaigns allows you to customize as many User Defined fields per event as you need. See your WebCampaigns User Guide for details on the various types of User Defined fields and how to add them to your event pages. You may want to transfer to GiftMaker Pro some of the feedback you receive through your WebCampaigns User Defined fields. The import to GiftMaker Pro can accommodate up to 23 such fields per record. As you create each question in WebCampaigns, plan whether this data should be transferred to GiftMaker Pro, and if so, to what GiftMaker Pro fields it should be mapped. Refer back to the Where WebCampaigns data is going section earlier in this manual for a list of specific GiftMaker Pro fields available for this data. Field labels Notice the Data Transfer ID field in WebCampaigns as you create each new user defined field to be transferred to GiftMaker Pro. The text you type in this field will import to GiftMaker Pro as the identification for this WebCampaigns data. If you leave this field blank, WebCampaigns will assign codes such as q1, q2, etc., which will be difficult for you to interpret when trying to make sense of this data in GiftMaker Pro. When WebCampaigns User Defined fields are setup as radio buttons or drop down lists, you will find a Data Transfer ID field for each question and every possible answer. Remember to use recognizable and unique text for each Data Transfer ID in both the questions and answers. Default answers In WebCampaigns, you will decide whether each user defined field should be Mandatory or Optional. Any fields you set up as mandatory will transfer data to GiftMaker Pro regardless of whether the participant/donor chose an answer or just left whatever was displayed by default. For mandatory fields set up with drop down or radio button answers, be sure the default answer is generic enough to make sense when transferred to GiftMaker Pro. Keep in mind this default answer may mean the participant chose not to respond to the question. Date format If one of your WebCampaigns User Defined fields will ask participants to enter their date of birth, the option is available to import this data to GiftMaker Pro s Birthdate field. However, WebCampaigns will be collecting this data as ordinary text, and the transfer to GiftMaker Pro will need to import it to a more restrictive date field. To assist in the data transfer of birthdate information, set up WebCampaigns with a Text User Defined field. But, use its Question field to instruct your participants on the proper format for their answer. For example, Please provide your date of birth (mm/dd/yyyy). Campagne Associates 12 of 36 WebCampaigns Import

15 Preparations within GiftMaker Pro System Preferences Be sure GiftMaker Pro is set to Batch Gift Processing before importing your first batch of gifts from WebCampaigns. You must print and post/clear your Donations and Pledges Received Reports before changing your gift posting method to Batch in System Preferences. Consider re labeling some of the User Defined fields in GiftMaker Pro if you re planning to transfer WebCampaigns data to these fields routinely. The GiftMaker Pro System Preferences window allows you to change the label of User Defined fields and User Defined Gift fields to identify the type of data each will contain. To edit field labels from the Custom tab of Constituent Maintenance, use the Additional Preferences button in the System Preferences window. Table Maintenance During the process of creating constituent and gift records from imported records you ll be designating where to place some of the information and assigning GiftMaker Pro codes. These codes will need to be entered before you process the final record creation option. We suggest you review this entire documentation before adding any new codes. Prefixes You probably will want to maintain a consistent table of name prefixes (Mr., Ms., Dr., etc.) between WebCampaigns and GiftMaker Pro. For assistance in comparing these two tables, refer to the Online setup considerations section earlier in this manual. Gift codes Each event/campaign will need to be mapped to a GiftMaker Pro Campaign and Fund. Decide to what Campaign and Fund the online gifts will be posted as they import to GiftMaker Pro. You may want to add a new Gift Source to your table in GiftMaker Pro for use in tracking web contributions separately from other sources. Each credit card type used by online donors will need a corresponding code in your payment type table. Spelling must be precise (i.e. American Express, MasterCard, Visa). Pledge payments for recurring monthly donations may have a different payment type than the credit card type. If you wish to have a separate code in order to track these recurring payments differently than other pledge payments you ll need to enter a new payment type code. This code may be useful later if you decide to send a special mailing to all monthly donors. Classification codes Consider what Primary Classification code will be applied to new donors whose first contact with your organization is through your online giving program. Perhaps it will be the same code used for any other new donor to your organization. Or you might prefer to create a code that Campagne Associates 13 of 36 WebCampaigns Import

16 reflects the constituent is from your Internet strategy. If you are using the Prospect Rating System, consider whether to assign Concern and Commitment points to Classification codes in the Prospect Rating System settings. Decide whether other classification codes should be assigned to every imported constituent record (new or preexisting in GiftMaker Pro), reflecting participation in the event. If so, these will be assigned as non primary classifications, and can be unique per event and per type of participation: registration or donation. This type of classification assignment is optional, and may also be tracked through notation keywords if you prefer. Another optional use of classifications during import mapping is the WebCampaigns opt out option, for the donor/participant not to receive follow up communication from your organization. You need to determine how best to transfer that request into GiftMaker Pro. You may select from any of the three GiftMaker Pro constituent Do Not fields and/or assign a nonprimary classification for the constituent. Or, elect the option to not import these addresses to GiftMaker Pro. For each of the classification options presented above, the Classification codes must exist in the GiftMaker Pro Classification Table before you begin the process of assigning mapping preferences in the Create Records windows. Campagne Associates 14 of 36 WebCampaigns Import

17 Processing the import to GiftMaker Pro You may move information from WebCampaigns to GiftMaker Pro as frequently as you wish. The data transfer involves exporting data from WebCampaigns to a temporary text file, then importing that file into GiftMaker Pro. Especially at first, smaller batches will be more manageable. Perhaps you ll begin with a daily routine of data transfer until the process is familiar. This will mean fewer records listed in your import queue for your review and reporting. The import to GiftMaker Pro will become easier with use, because the mapping process will save your preferences from the last transfer as default values for future imports. Later you might choose to use the Reports tab in WebCampaigns to help you determine approximately how many new transactions have accumulated since your last export date, helping you plan when you d like to transfer your next batch. Please backup your GiftMaker Pro database before importing your first and/or large WebCampaigns export. Once the transfer is complete, and you have taken some time to review the results in GiftMaker Pro, there is no undo available to give you a second try at the import process. Your only alternative would be to restore a data backup made before the transfer began. Contact your IT professional for assistance in backing up or restoring your GiftMaker Pro database. When no such assistance is available, consider using GiftMaker Pro s data file backup routine to create a quick copy of your database before starting an import from WebCampaigns. This option can be found under the File menu in GiftMaker Pro, Copy/Backup Data File. Overview of transfer process 1. Request export file from WebCampaigns 2. Download export file 3. Import WebCampaigns export to GiftMaker Pro import queue 4. Review imported donors/participants and link to any current records in GiftMaker Pro 5. Create records by completing the four processing steps: A. Step One New constituent preferences B. Step Two Constituent preferences C. Step Three Gift preferences D. Step Four Event/Question ID preferences (WebCampaigns user defined fields) 6. Within Batch Gift Processing, review/update/report contribution records and post the gifts 7. Review new information in GiftMaker Pro. 1. Request export file from WebCampaigns To transfer data from WebCampaigns to GiftMaker Pro you must export information out of WebCampaigns to a text file which is then used during an import process in GiftMaker Pro. Campagne Associates 15 of 36 WebCampaigns Import

18 The export process actually has two phases. First you need to request to have an export file created and once that s complete you download the file to your computer. When creating a transfer export file, WebCampaigns will select all transactions from all events/campaigns since your last export request. Thus if you have multiple WebCampaigns pages accepting donations and/or registrations they all will be included in one export. During the GiftMaker Pro import process you ll have an opportunity to indicate the destination Campaign/Fund/Gift Source for each of your various events. All previous export file requests are displayed on this page listing the most recent requests first. Process an export request Log in to WebCampaigns and open the Export Data page by clicking on the right most tab. Click the Request Export button. The preparation of your export request may take a couple hours, although it s often much faster. The export file is ready to download when the file status column displays New. Campagne Associates 16 of 36 WebCampaigns Import

19 2. Download export file The steps to download a WebCampaigns export file to your computer, using Internet Explorer: 1. For the file you wish to download, change the File Format to CSV 1.3 using the drop down list. 2. Click on the Export File name hyperlink to download the file. 3. On the File Download dialog message window click the Save option. 4. Save the file on your computer. We recommend you save the file in the Data Files folder within your Campagne/GMP folder. Since all your export files are available online, you may clean out older files after import and update are completed. Campagne Associates 17 of 36 WebCampaigns Import

20 5. When the download is complete and the message window appears, click the close button to exit. We recommend that you do NOT modify the file in Excel before importing; it may not import properly. 3. Import WebCampaigns export to GiftMaker Pro import queue The WebCampaigns Import Queue is used as an intermediary area to review transactions and prepare them to become constituent and gift records within GiftMaker Pro. WebCampaigns import queue From the Data menu, select WebCampaigns import queue. This option is only available if your System Preferences are set for Batch Gift Processing. The WebCampaigns import queue is used as an intermediary area to review transactions and prepare them to become Constituent and Gift records within GiftMaker Pro. Campagne Associates 18 of 36 WebCampaigns Import

21 This option is only available when your System Preferences are set for Batch gift processing. From this menu option you can: Import a file exported from Campagne s WebCampaigns online giving service. Link WebCampaigns transactions to constituents who are already in your GiftMaker Pro database. Create new Constituent records. Create Gift records for new and current constituents. Import a file Importing gift transactions from Campagne s WebCampaigns service does not immediately create constituent and gift records in GiftMaker Pro. Instead, it imports the information into a temporary area (the import queue) so you can match the online donors and participants to constituent records that already exist in your data file. To import records, click the Import toolbar button on the window. A Select Import file dialog window will ask you to select your recently exported data file which will be a comma separated text file and will have the file extension of.csv. Campagne Associates 19 of 36 WebCampaigns Import

22 After selecting the import file, you will be asked to confirm your selection. A window will display the information from the first imported record. Verify that this is the appropriate information and the data is in the proper fields (i.e. first name is in first name, last name in last name). If the fields are not properly aligned, you have not selected the correct import file. To cancel out of the import process you can click the Cancel button. Once you re comfortable with the data being imported, click the Import button on the dialog box. This will read all the records from the point you clicked Import, populate the import queue, and display them in the list. When the import is completed, a message is displayed stating how many records were imported and how many had already been posted as donations if there were duplicates. Import processing As the import completes, an information message will list the total number of transactions imported and, if applicable, the number of records omitted. The system will not import a record if the gift already has been imported into GiftMaker Pro. The WebCampaigns service assigns a unique transaction number to these gifts, which are carried over to GiftMaker Pro. If that number already exists, then the transaction is not processed again. Records may be omitted from the import queue because they are One Time Off Line donors. This is a reference to the WebCampaigns option where participants may enter the name and gift amount for their sponsors. These transactions are omitted from the transfer to GiftMaker Pro because full details are not known yet (donor address, payment type, etc.) This will avoid duplication later, when the full gift details are added through the WebCampaigns Administration Console, Data Entry page, or when the entire gift is added directly to GiftMaker Pro without transfer from WebCampaigns. Reviewing WebCampaigns transactions Once you have processed the import, your WebCampaigns records appear in the queue list. Click on the column headers to sort the list. Campagne Associates 20 of 36 WebCampaigns Import

23 When an automatic link from WebCampaigns donors/participants to a GiftMaker Pro constituent is identified, the GMP ID column will have their constituent record number. This way you can see which transactions have constituent links. When you click on a line, the information for that record will appear in the upper portion of the window. The top section will be the data from the WebCampaigns record and the lower portion is the linked constituent record (if any). To delete a line, first select it, and then click the Delete toolbar button (trash can icon). There may be some imported records which do not have payments associated with them. This may happen with registrations that didn t require payments or from an attempted credit card transaction that was declined and not processed. These records will become constituents if you check the preferences option Add constituent for all imported records (see New Constituent Preferences section later in this document). If you do not select this option you will need to manually remove these lines upon completion of creating GiftMaker Pro records. For imported record type of Participant, Tribute Card Recipient and Team Leader constituent records are added regardless of the setting of this checkbox. 4. Review imported participants and link to GiftMaker Pro records As each WebCampaigns export file is brought into the import queue, the donor/participant information is scanned against the constituent records in the GiftMaker Pro database. If there are any exact matches using one or more of the methods described below, the system automatically links that WebCampaigns entry to the GiftMaker Pro constituent. GiftMaker Pro attempts to match WebCampaigns entries in the following order: WebCampaigns Address to GiftMaker Pro Constituent Address 1 WebCampaigns Address to GiftMaker Pro Constituent Address 2 WebCampaigns Organization to GiftMaker Pro Constituent Organization WebCampaigns Name [last name (1st 15 characters), first name (1st 7 characters)] to GiftMaker Pro Constituent Name 1 WebCampaigns Name [last name, first name] to GiftMaker Pro Constituent Name 2 WebCampaigns Telephone Number to GiftMaker Pro Phone 1 WebCampaigns Telephone Number to GiftMaker Pro Phone 2 Campagne Associates 21 of 36 WebCampaigns Import

24 In the example above, notice the WebCampaigns data imported for Dr. Allen matches an existing GiftMaker Pro constituent record through three different methods: , Name and Phone. Use the Num column in the record listing at the bottom of the window to identify quickly how precise the match is between the WebCampaigns information and data already existing in GiftMaker Pro for each import record. In the gray Constituent Information region above the record listing, refer to the Method details to see a list of exactly which types of data contained a precise match. Manually linking entries to constituents To manually link a WebCampaigns donor/participant to a constituent in your database, select the desired name in the list and click the Lookup individual or Lookup organization button on the right side of the lower portion. This will open the Constituent selection list window with the WebCampaigns donor name already inserted as the lookup name. Both lookup options basically work the same except the Individual Lookup defaults to using the donorʹs Last & First Name, while Organization Lookup defaults to using the donor s Organization value. You re also able to remove a link if you disagree, and link to a different GiftMaker Pro constituent or leave unlinked so a new record is created. Print report You may create a report of your imported WebCampaigns transactions by clicking either the Print or Display toolbar buttons. This will output the transactions as they appear currently in your list. If your import queue contains hundreds of records, the report may be quite lengthy to print. But when practical, you might consider visually scanning this report for changes in mailing address on linked constituent records. The updates identified here could be entered manually to GiftMaker Pro at a later time. Campagne Associates 22 of 36 WebCampaigns Import

25 5. Create records by completing four processing steps After approving the constituent matching performed during import, and printing the queue report (optional), you are ready to move the WebCampaigns records out of the intermediary area to create Constituent and Gift records in GiftMaker Pro. Single user mode At the end of the four step preferences setup described below, you will click the Process button to begin creating records. Part of that process may involve updates to existing constituent records. It is important that no other users are accessing GiftMaker Pro until that process is complete. Preferences To add the WebCampaigns entries to your GiftMaker Pro database, click the Create Records button on the toolbar (Dollar sign icon). You will be taken through four steps for setting the data entry preferences for creating constituents and gifts. At any point in the four preferences windows, you may choose to Save your work and print a report of the setup already established. Be sure to save before printing, as the report only will include details through the last save. Clicking the Save button from any of the four Create Records windows will save all the preferences, not just that one step. Or, use the Cancel button to exit the Preferences Setup process without saving your changes. A window will appear offering the choice Clear All preferences, if you prefer to start with a clean set up window. Note that you may wish to save and print preferences before clearing, in case you ever wish to see the setup from before the clear. After completing your first import, each subsequent data transfer from WebCampaigns will become easier. Most mapping preferences will be reused from the previous import process. Only new data from each new import will need additional decision in the Create Records preference windows. A. Step One New constituent preferences The preferences selected in step one of the Create Records process pertain to the creation of new constituent records in GiftMaker Pro. Later, you will specify general instructions for all constituents from this import. But, this first window allows you to focus on participants and donors whose contact information will be added to GiftMaker Pro for the first time through this data transfer from WebCampaigns. Campagne Associates 23 of 36 WebCampaigns Import

26 Telephone numbers As new constituent records are added to GiftMaker Pro, decide to which GiftMaker Pro phone number field the WebCampaigns data should be transferred. WebCampaigns asked each participant to provide one telephone number, either home or business. GiftMaker Pro has two telephone fields per constituent record, typically labeled Home and Work; however, these may have been relabeled in your system preferences. Add constituents for all imported records WebCampaigns online events will export transaction records for all web information processed regardless of credit card approval. GiftMaker Pro only will create constituent and donation records for gifts with approved credit cards. However if you wish to create constituents records for those donors with non approved gifts, you may select this check box. The premise here is the donor had intent and this option provides you the ability for further communication. Constituent types of Participant, Tribute Card Recipient and Team Leader always will have a constituent record created in GiftMaker Pro even if the Add constituents for all imported records option is left unchecked. The default setting for this option is unchecked. To best use this option we suggest you consider leaving this checkbox unchecked when processing each import queue initially. See if the import queue is completely emptied after processing. If it is not empty, the few records remaining in the queue can be reviewed manually to remove duplicates, link to constituents, and process again. This time the checkbox will be turned on to add constituents for the remaining records without duplication. To clarify, consider the following example: A participant made multiple attempts to donate online, but errors entering credit card information caused the gift to fail. If this was a new constituent (not linked to an existing GiftMaker Pro record), there will be a separate transaction record created for each of the Campagne Associates 24 of 36 WebCampaigns Import

27 donor s attempts, even if the gift was rejected. The WebCampaigns import queue may list this donor repeatedly without a donation amount, then perhaps with one record which does have a valid gift. If during the Create Records process you selected the option to Add constituents for all imported records you would be creating separate GiftMaker Pro constituent records for each occurrence of this donor in the import queue. The result would be unnecessary duplicate records for this new constituent. However, if you process with the default setting to NOT Add constituents for all imported records, any transaction records without gift amounts will be left in the import queue for further scrutiny. Only the one successful gift transaction for the donor, following this particular example, would result in a new constituent record being created; no duplicates. The few records remaining in the queue should be reviewed individually, sorting, and using the Delete Imported Gift toolbar button to remove all but one occurrence of each participant. Attempt to link each of the remaining records to existing GiftMaker Pro constituents. Then complete the Create Records process again, this time turning ON the option to Add constituents for all imported records. Change uppercase text to mixed case GiftMaker Pro has the ability to change the text entered online by your donors and participants from all CAPS to mixed case. For example, text added to the WebCampaigns import queue as MCDONALD can be changed to McDonald when the constituent record is created. When the option is selected to Change uppercase text to mixed case, GiftMaker Pro will edit the following contact information, applying standard rules of capitalization: Prefix, First name, Last name, Suffix, Title, Delivery address, Add l address and address. When using this option to change uppercase text to mixed case, the routine will be applied to all records imported. It does not check first to see which records were entered by participants in all uppercase. Therefore, you may want to scan through the list of records in your import queue before deciding whether to turn on this option. The change to mixed case routine is most useful when many records have imported in all uppercase, making it difficult to manually update each later within Constituent Maintenance. It is not recommended to use this option unnecessarily, since there are special cases it cannot predict, and it will automatically change the capitalization of text provided by your donors even when no change was needed. For example, the last name DeLuise will be changed to Deluise, without informing you of the change. Classification codes for new constituents All constituents in GiftMaker Pro should have at least one Classification Code for later retrieval and analysis. As each new constituent record is added, this initial classification code will be considered its Primary classification. Each of the WebCampaigns participant types may have a classification assigned by selecting from the drop down list. If you wish to assign a unique code for new WebCampaigns constituents, different from that assigned to other records that are added to GiftMaker Pro, you will need to create the new classification codes in the GiftMaker Pro table before they ll appear in the drop down lists for this mapping process. You may assign the same primary classification to all of the constituent types imported from WebCampaigns, or you might choose to classify some new constituents different from others. Campagne Associates 25 of 36 WebCampaigns Import

28 Note that Participant refers here to someone who completed a WebCampaigns registration form, regardless of whether there was a fee required. The Tribute Card Recipient is for those constituent records created from a Tribute/Memorial transaction in WebCampaigns. This person is entered as the one who will receive the notification card. You may wish to have these constituent records tagged with a special classification so you can report on them at a later time. B. Step Two Constituent preferences After specifying how to import the constituent information new to your GiftMaker Pro database in step one above, the second step allows you to choose import options for all constituent records from the import queue, new and existing. Note that existing constituent records in GiftMaker Pro will not be updated with mailing address changes from WebCampaigns. You may identify address changes by printing the import queue report described earlier in this document, but the actual edits in GiftMaker Pro would need to be entered manually. Event/campaign participation Consider assigning a Classification code (non primary) or Notation keyword to each record to reflect event participation. Note that the codes to be assigned in this window must already exist in your Classification or Notation Keyword Table in order to appear in the drop down lists for this window. No preference, or opt-out The web forms in WebCampaigns have an opt out option for the donor/participants not to receive follow up communication from your organization. You need to select how you want to transfer that request into GiftMaker Pro. You may select from any of the three GiftMaker Pro constituent Do Not fields and/or assign a non primary classification for the constituent. When assigning a classification code, the code must exist in GiftMaker Pro before Campagne Associates 26 of 36 WebCampaigns Import

29 you begin the process of creating GiftMaker Pro records. An option also is provided to not import the address to GiftMaker Pro for these opt out constituents. Overwrite GiftMaker Pro address Decide whether an address provided by a WebCampaigns participant should always replace the 1 data already in GiftMaker Pro for the same constituent record. This option does not affect constituent records with no address in GiftMaker Pro, since the import from WebCampaigns will auto populate blank and telephone fields. When this option is activated, and a GiftMaker Pro address is updated with a new address imported from WebCampaigns, a notation also will be added to the constituent record with the former GiftMaker Pro address moved to its text area. When choosing to use this Overwrite GMP address option, be sure you understand it will always place the WebCampaigns address in the 1 field of the GiftMaker Pro constituent record. Occasionally, a WebCampaigns participant could be Person 2 on a GiftMaker Pro constituent record, but the address they provided online would still be placed in the 1 field when using this overwrite preference. C. Step Three Gift preferences Gift codes An important step is defining your gift preferences. All financial transactions in GiftMaker Pro must have a Campaign, Fund, and Gift Source code. You ll need to map WebCampaigns event/campaign to the appropriate codes in GiftMaker Pro. Depending on your volume of activity it is possible for a WebCampaigns export to contain multiple events/campaigns. For each one in this import you ll need to set the Campaign, Fund, and Gift Source codes. Selecting a line in the right hand list will show entries on the left. For each code needed you can use the Lookup button (magnifying glass) to see your table entries. Campagne Associates 27 of 36 WebCampaigns Import

30 Monthly donation payments In general, monthly donations from WebCampaigns will be added to GiftMaker Pro as a pledge. Each month, as WebCampaigns processes the recurring payment authorized by the donor, this transaction will become part of the next import to GiftMaker Pro and will create a pledge payment against the initial pledge. It also will cause the original pledge amount to increase by the same amount, keeping the pledge open for next month s payment. These pledge payments will typically import to GiftMaker Pro with the credit card type indicated in the Payment Type field of GiftMaker Pro. However, an option is available to assign a special payment type to these monthly pledge payments. If you wish to have a separate code to track these recurring payments differently than other pledge payments, you can assign it here as a payment type. This code may be useful later if you decide to send a special mailing to all monthly donors within a particular date range, for example. The special payment type code will need to be added to your GiftMaker Pro Edit Code Table before you can assign it to this preference in Step 3 of the mapping choices. D. Step Four--Event/Question ID preferences (WebCampaigns user defined fields) In the fourth and last step you ll map the incoming WebCampaigns User Defined Data, or Question IDs, to fields in GiftMaker Pro. The window will list the WebCampaigns user defined fields by the various events/campaigns being imported to GiftMaker Pro in this session. Switch tabs within the window to specify which WebCampaigns fields will transfer to GiftMaker Pro as: Constituent fields (such as gender, or county of residence) Gift fields (thank you gift requested) Notations (interest in volunteer work, request for further information), or Choose to not import to GiftMaker Pro (Do Not Use). Campagne Associates 28 of 36 WebCampaigns Import

31 Process For each event/campaign and user defined field/question ID combination you should select the GiftMaker Pro field into which you want the data placed. If you don t select a field, that particular WebCampaigns data type will not be transferred into GiftMaker Pro. Target fields to which WebCampaigns user defined fields/question IDs may be mapped include: User defined 1, 2, 3, or 4 (Constituent Bio 1 tab) Text 1, 2, or 3 (Constituent Custom tab) Info 1, 2, 3, 4, 5, or 6 (Constituent Custom tab) User defined gift 1 or 2 (Donation/Pledge window) Notation record (Notation window) If mapping to a constituent field in GiftMaker Pro and a record already exists in the database, you might choose to overwrite data already in that field. Example: In a WebCampaigns event/campaign you created a field to capture shirt size for an event. You then decide in these preferences that you wish to map that entry to GiftMaker Pro Constituent Custom Text 3. As the record for Mark Harris is processed it is associated with a current GiftMaker Pro constituent record for Mark Harris. During the updating of user defined fields, information that previously existed in Custom Text 3 for Mark Harris will be over written by the data coming from WebCampaigns. Also note when allowing WebCampaigns data to over write GiftMaker Pro constituent data that occasionally you might be replacing Person 1 details with information for Person 2 of the record. Continuing the earlier example, perhaps Maggie Harris exists in the GiftMaker Pro database as Person 2 on the record of Mark Harris. If she donates through WebCampaigns and provides a preferred T shirt size, you will likely import that size information to the same field in GiftMaker Pro as contained Mark s T shirt size. By choosing the option to overwrite existing data you may now be storing some Person 2 data in fields usually associated only with Person 1 of the constituent record. Over emphasis of this point: We suggest you first plan exactly which GiftMaker Pro fields will be available for WebCampaigns User Defined field imports. Do some reporting on these fields to ensure they re blank on all existing constituents (or to verify the data that does exist can truly be forfeited), then get the fields renamed in your system preferences. Now you re probably ready to process WebCampaigns to GiftMaker Pro User Defined fields. Information mapped to the Gift fields or notations are unique for each import. They will not over write existing GiftMaker Pro data. For notations created from WebCampaigns user defined fields: the note date is set as the import date; the Notation keyword is the field Data Transfer ID (set up for this user defined field online in WebCampaigns); and the notation text is the entry from the donor/participant. Once you have finished setting your preferences, you re ready to click the Process button. Since part of the process may involve updates to existing constituent records, it is important that no other users are accessing GiftMaker Pro until processing is complete. All gifts that are accepted and processed will be removed from the import queue list. If all record lines are processed successfully, you will be asked if you wish to open the Batch Gift Processing window. After processing records, there may be instances where you will be returned to the WebCampaigns import queue because there are records remaining for review. This may happen Campagne Associates 29 of 36 WebCampaigns Import

32 if the option for Add constituents for all imported records was left unchecked during the mapping preference selections and there were transaction records without gifts associated with them. Review the records returned to the import queue, as previously recommended in the section Add constituents for all imported records earlier in this manual. After reviewing the transaction records without gift amounts associated with them, removing duplicates, and linking to constituent records, you may want to reprocess these records with the checkbox turned on to Add constituents for all imported records in Step 1. Or, use the Clear all records button on the toolbar to remove these remaining records from the WebCampaigns import queue. 6. Batch Gift processing to update/report/post gifts From this point forward, online gifts are handled like any other gift in GiftMaker Pro. While gifts are listed in the Batch Gift window, final edits can be performed before posting the batch if necessary. You can edit the Campaign/Fund/Gift Source of the gifts for the online gifts and also if you need to add membership information to any online gifts this would be the time to make edits before posting the gifts. Reports from this window give full details of each gift in the batch. 7. Review new information in GiftMaker Pro After posting your gift batch, all your WebCampaigns export data is now in your GiftMaker Pro database. Please review by running reports to confirm. Campagne Associates 30 of 36 WebCampaigns Import