Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or

Transcription

1 Import Us Guide

2 Blackbaud, Inc. This publication, or any part theof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or othwise, without the prior written pmission of Blackbaud, Inc. The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, rors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages. In the intest of continuing product development, Blackbaud, Inc., resves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. The Rais s, MatchFind, ParaGon, RE:Alum, RE:Event, RE:Memb, RE:Queue, RE:Tribute, RE:Volunte, RE:Zip, RE:Open, and Blackbaud are registed trademarks of Blackbaud, Inc. All oth products and company names mentioned hein are trademarks of their respective hold. RE2-Import

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4 The Import Guide Import Prospects & Database Information 1 Import Prospects Mge Databases Using Import Importing from The Rais s

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6 Import Prospects & Database Information Contents Import Prospects 1 Import Layout Table 5 Calculate Pcentile Ranking 6 Mge Databases Using Import7 Importing from The Rais s 11 With the Import function available in The, you can import new and updated prospect information. You can also use Import to mge data from two databases. This chapt takes you step-by-step through both procedures. Import Prospects You can import new prospect records or update existing records using Import. This is especially useful, if your organization maintains two databases or if you often need to move information in and out of your database. You must arrange the records you want to import in an import file using an outside application, such as Microsoft Excel. When you create the file, you must use the head names included in the Import Layout Table on page 5. Importing new prospects or updating existing prospects in your database Confirm you have a working backup of your database before you start the import process. Once the import process begins, the only way to restore your database is through a working backup. 1. Create and save an import file containing the records you want to import into the database. For more information about creating import files, see Import Layout Table on page 5.

7 2. CHAPTER 2. From the main page, click File, Import, From file from the menu bar. The Import Options screen appears. 3. Select the import option you want to run: Import new prospects or Update existing prospects. Warning: For pformance reasons, we recommend restricting your imports to no more than 200 records at a time. 4. In the Import file field, ent the name of the import file containing the new or updated prospects or click the ellipsis to access the Select Import File screen and browse to the import file. 5. You can mark any of the checkboxes displayed in the Options frame: Validate data only - You can validate the data contained in your import file without actually importing the data into The. The Validate data only option searches your import files for rors you may encount during an import. Rememb, once you start the import process, the only way to restore your database is by restoring it from a backup. Note: For more information about table entries, see the Configuration chapt in The Us Guide. Create new table entries - This checkbox creates new table entries for tables entries found in the import file that do not already exist in The. You create table entries using Code Table Configuration, accessed from the Configuration page. Import records not found as new prospects - This checkbox is activated only if you are updating existing prospects. If marked, it identifies as new any updated prospect record not matched to an existing prospect record in your database. The program then creates a new record for the prospect. The program uses the IMPORT_ID to identify existing records.

8 IMPORT PROSPECTS & DATABASE INFORMATION. 3 Create exception file of prospects not updated/imported - Mark this checkbox to genate an exception file at the end of your import. The file contains all fields the program did not successfully update or import. Ent a name for your exception file and the path whe you want it created. 6. Click Next. The File Layout screen appears. 7. Complete the Field Separator frame. Although the program defaults to the Comma option, you can choose to separate fields using a Tab, Semicolon, Space, or Oth. The Oth option allows you to define the field separator, using a separator oth than the ones listed. 8. Complete the Text Qualifi field. The charact you select defines the beginning and end points of your field. The text qualifi also allows the program to distinguish between actual punctuation in a string of text and the field separator. For example, if you select the comma as your separator and then try to import the following address 100 Main Street, Apt. 23F the program may think the comma indicates a new field. By placing a text qualifi such as quotation marks at the beginning and end of your field 100 Main Street, Apt. 23F the program knows all text contained between the text qualifi is part of the same field.

9 4. CHAPTER 9. Click Next. The Import Sample screen appears. 10. You can review your import file data on this screen. 11. Click Finish to run the import. 12. If you included ctain fields in your import Annual Gift, Major Gift, Planned Gift, AGL_PcentileRanking, MGL_PcentileRanking, and/or PGL_PcentileRanking a prompt appears at the end of the import process, offing to run a recalculation. This reestablishes rankings in your database. Click Yes. The program recalculates the rankings. A confirmation screen appears when the process is complete. Click OK. 13. The Import Control report appears, displaying details about the import process and any exceptions.

10 IMPORT PROSPECTS & DATABASE INFORMATION. 5 Import Layout Table The import table provides you with the information necessary to create an import file and import prospect records into The. The import file must contain a head row with the Import Field Names listed below. The import field names you must include in the import file depend on the information you want to import (Field column information listed below). For example, if you want to import information into the First name field of the records, you must have a the following head row in your import file: FirstName. Import Field Name Type Field Notes Address Text Home address lines Use a Paragraph mark to separate lines AnnualGift Annual Gift AnnualGift_ PcentileRank AnnualGivingCapacity Annual Gift Pcentile Rank CodeTable Annual giving capacity Annuity Annuity BBAAge BBA Age BBABDate Date Date of birth BBAGend Text BBA Gend 'Male' or 'Female' Bequest Bequest BirthDate Date Date of birth Business Text BusinessAddress Text Business address lines Use a Paragraph mark to separate lines BusinessCity Text Business city BusinessState Text Business state BusinessZip Text Business ZIP City Text Home city CRT CRT Custom1..CustomN Text Client custom fields Client custom fields 1, 2, 3 to numb of custom fields Text ExcludeAutoCalc True/False Summary confirmed FirstGiftAmount Currency First gift amount FirstGiftDate Date First gift date FirstName Text First name Import_ID Text Import Key This field is required for updates InstitutionCode Text Institution code LargestGiftAmount Currency Largest gift amount LargestGiftDate Date Largest gift date LatestGiftAmount Currency Latest gift amount LatestGiftDate Date Latest gift date

11 6. CHAPTER Import Field Name Type Field Notes LastName Text Last name MajorGift Major Gift MajorGift_P centilerank MajorGivingCapacity MedianHouseholdInco me MedianValueOwnOcc Unit Major Gift Pcentile Rank CodeTable Major giving capacity Currency Currency Median Household Income Median Value Own Occ Unit Calculate Pcentile Ranking Membship Membship MembTGR Memb TGR MiddleName Text Middle name NCOAMovedIndicator Text Accepts 'Y' or 'N' PastGivType Past Giv Type 0, 1 or 2 PatientResponse Patient Response Phone Text Phone PlannedGift Planned Gift PlannedGift _PcentileRank Rating Planned Gift Pcentile Rank CodeTable Ovall rating RecordID Text Client Record ID State Text Home state Solicitor CodeTable Solicitor TargetGiftRange Text Target Gift Range TotalAmountGiven Currency Total amount given TotalNumbGifts Total No. of gifts Zip Text Home ZIP WebSite Text Company web site Aft you import ctain scores into your database Annual Gift, Major Gift, Planned Gift you can use the Calculate Pcentile Rankings option accessed from the Tools menu to reestablish rankings in your database. The updated standings are based on the record s score relative to evy oth record s score in the database.

12 IMPORT PROSPECTS & DATABASE INFORMATION. 7 Recalculating pcentile rankings 1. From the main page, click Tools, Calculate Pcentile Ranking from the menu bar. 2. A confirmation screen appears. Click Yes. 3. The program recalculates the rankings. A final confirmation screen appears when the process is complete. 4. Click OK. Mge Databases Using Import Through Import, you can mge data from two databases. We strongly recommend you backup your database before running the mg.

13 8. CHAPTER Warning: Confirm you have a working backup of your database before running the mge. Mging databases 1. From any shell page, click File, Import, From a Database from the menu bar. The Import From a Database screen appears. 2. In the Select a Database field, select the database you want to mge with your current database.

14 IMPORT PROSPECTS & DATABASE INFORMATION If you want to create a prospect group with all records involved in the mge, mark Create New Prospect Group. In the field to the right of the checkbox, ent a name for the new group. 4. Click Next. If the program encounts any duplicate records in the mging database, the Duplicate Records Found screen appears. 5. Select how you want the program to handle the duplicates: Ovwrite: Ovwrites the record in the existing database with the record included in the importing database. Append: Adds the duplicate record to your current database without ovwriting the existing record. Ignore: The duplicated record is not imported. 6. In the Duplicate Options frame, mark Create a Duplicate Prospect Group if you want the program to create a prospect group of all duplicate records.

15 10. CHAPTER 7. Click Next. The Custom Fields Mapping Tool screen appears. 8. On this screen, you select how you want the custom fields included in both databases handled in the mge. In the Custom Field Mappings frame, the Current Custom Field column displays the custom fields included in your current database. In the DB Custom Field column, ent the corresponding custom fields included in the import database. To do this, complete the following steps. Warning: If custom fields included in your current database and the import database are not mapped the program imports them as new duplicate custom fields. a. Select the field you want to map in the Current Custom Field column. b. In DB Custom Fields field (located on the left side of the screen), select the import field that best matches the selected Current Custom Field. c. Click Map Custom Field to move the selected field to the DB Custom Field column. Repeat these steps until you match all fields listed in the Current Custom Field column. d. If you have to start ov, click Clear All Mappings to empty all data from the DB Custom Field column. e. Aft mapping the custom fields, you can compare data included in the two sets of fields by selecting the field you want to compare and clicking Compare Data.

16 IMPORT PROSPECTS & DATABASE INFORMATION Click Next. A screen appears summarizing your database import selections. 10. Click Finish to run the import. Importing from The Rais s The following table lists the Rais s fields you can import into The. It also includes the import head required and oth helpful importing information. Rais s Field Home Address Prospect Rating Annual Gift Prospect Rating Annuity Rais s Import Head CnPrfAddrLi ne1 CnPrRat_Cat egory This is calculated by The CnPrRat_Cat egory Research s Field Home Address Lines Annual Gift Annual Gift Pcentile Rank Annuity Research s Import Head Type Max Length Notes Address Text 150 Use paragraph break to mark separated lines (see below AnnualGiftL ikelihood AnnualGiftL ikelihood_pe rcentilerank AnnuityLike lihood

17 12. CHAPTER Rais s Field Prospect Rating Bequest Birth Date Org Name Address on Org Relationship Org. City Org. State Org. ZIP Prefred City Prospect Rating: CRT Any Field Phone Type First Gift Amount Rais s Import Head rating rating rating CnPrRat_Cat egory CnBio_Birt_ Date CnRelOrg_O rgname CnAdrAll_A ddrline1 or CnAdrProc_ Addrline1 CnAdrAll_C ity or CnAdrProc_ City CnAdrAll_St ate OR CnAdrProc_ State CnAdrProc_ Zip CnAdrPrf_C ity CnPrRat_Cat egory CnAdrPrfPh _Phone_Nu mb Exclusive to CnFGf_Amo unt Research s Field BBA Age BBAAge BBA Birth Date BBADate Date MM/DD/YY YY BBA Gend BBAGend Text Male or Female Bequest BequestLikel ihood Date of Birth BirthDate Date MM/DD/YY YY Business Name Business Address Lines Business City Business State Business Text 100 BusinessAdd ress BusinessCity Text 30 BusinessStat e Text 150 Use paragraph break to mark separated lines (see below) Text 2 Business ZIP BusinessZip Text 10 Home City City Text 30 CRT Custom Fields CRTLikeliho od Custom1.. CustomN Text 100 Summary Confirmed First Gift Amount Research s Import Head ExcludeAuto Calc FirstGiftAm ount Type Max Length Text 100 Client Custom fields 1, 2, 3,... T/F Curre ncy Notes True or False

18 IMPORT PROSPECTS & DATABASE INFORMATION. 13 Rais s Field First Gift Date First Name Largest Gift Amount Largest Gift Date Last Gift Amount Last Gift Date Last Name Prospect Rating: Major Gift Prospect Rating: Major Giving Capacity Rais s Import Head CnFGf_Date First Gift FirstGiftDate Date Date CnBio_First First Name FirstName Text 100 _Name Import ID are not the same as Rais s Import ID Exclusive to The CnLrgGf_A mount CnLrgGf_Da te CnLGf_Amo unt MM/DD/YY YY Import Key Import_ID Text 50 This field is required for updates Institution Code Largest Gift Amount Largest Gift Date Latest Gift Amount CnLGf_Date Latest Gift Date CnBio_Last_ Name CnPRRat_C ategory This is calculated in CnPrRat_Cat egory Exclusive to Exclusive to Exclusive to Exclusive to Research s Field InstitutionCo de LargestGiftA mount LargestGiftD ate LatestGiftA mount LatestGiftDa te Text 100 Curre ncy Date Curre ncy Date Last Name LastName Text 100 Major Gift Major Gift Pcentile Rank Major Giving Capacity Median Household income Median Value Own Occ Unit Membship Memb TGR Research s Import Head MajorGiftLi kelihood MajorGiftLi kelihood_p centilerank Major Giving Capacity MedianHous eholdincome MedianValue OwnOccU nit Membship MembTR G Type Max Length Code Table Curre ncy Curre ncy Notes MM/DD/YY YY MM/DD/YY YY Major Giving Capacity

19 14. CHAPTER Rais s Field Middle Name Address Attribute CnBio_Midd le_name CnAdrPrfAtr Cat_Desc Exclusive to Exclusive to Home Phone CnAdrPrfPh _Phone Prospect Rating: Planned Gift Possibly constituent ID State Assigned Solicitor Total Amount of Gifts Given Total Numb of Gifts Given ZIP Primary Business Website Rais s Import Head CnPrRat_Cat egory Calculated by The Exclusive to CnBio_ID CnAdrPrf_St ate CnRelSol_N ame Calculated by The CnSmryGft_ Total_Gift_ Amount CnSmryGft_ Total_Gift_ Amount CnPrfAddr_ Zip CnPrBsAdrP h_phone_nu mb Research s Field Middle Name NCOA Moved Indicator Past Giv Type Patient Response MiddleName Text 100 NCOAMove dindicator PastGivTy pe PatientRespo nse Text 1 Y or N Before importing, it is important you undstand the following: To update existing records, the existing Record ID or Import ID must be included in the import file. Phone Phone Text 20 Planned Gift Planned Gift Pcentile Rank Ovall Rating Client Record ID PlannedGift PlannedGift _ PcentileRa nk Rating Code Table Record ID Text 100 0, 1, or Home State State Text 2 Abbreviation s Solicitor Solicitor Code Table Target Gift Range Total Amount Given Total Numb of Gifts TargetGiftRa nge TotalAmount Given TotalNumb Gifts Text 2 Curre ncy Home Zip Zip Text 10 Company Website Research s Import Head Type Max Length Website Text 2048 Notes

20 IMPORT PROSPECTS & DATABASE INFORMATION. 15 Save the import file in CSV format. You can import custom fields only if the custom field exists in The. Not all databases contain custom fields. To confirm your database does, click Configuration, Rename Custom fields. You can import only the custom fields that appear. Multiple address lines must be formatted using the paragraph break to separate address lines.

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22 I NDEX. 1 Index C calculate pcentile ranking 6 D I databases, mge 7 import calculate pcentile ranking 6 layout tables 5 mge databases 7 prospect information 1 The Rais s, from 11 L layout tables, import 5 M mge databases 7 P prospect record import information 1 T The Rais s import from 11

23 2. INDEX