The Raiser's Edge Sphere Connector Guide

The Raiser's Edge Sphere Connector Guide

8/13/2013 Sphere 9.4.3 The Raiser's Edge Sphere Connector US 2013 Blackbaud, Inc. This publication, or any part thereof, 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 otherwise, without the prior written permission 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, errors, 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 interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. All Blackbaud product names appearing herein are trademarks or registered trademarks of Blackbaud, Inc. All other products and company names mentioned herein are trademarks of their respective holder. RE sync- 2013

Contents SPHERE AND THE RAISER'S EDGE SYNCHRONIZATION OVERVIEW 1 Configuring Synchronization between Sphere and The Raiser's Edge Overview 2 Sending Metadat from The Raiser's Edge to Sphere 3 Mapping Synchronization Fields for Sphere and The Raiser's Edge 3 Contact Updates Field Group Mapping for Sphere and The Raiser's Edge 4 Gifts Field Group Mapping for Sphere and The Raiser's Edge 4 Events Field Group Mapping for Sphere and The Raiser's Edge 6 Activating Sphere for Synchronization with The Raiser's Edge Overview 6 Selecting the Synchronization Mode for Sphere and The Raiser's Edge 6 Synchronization Field Groups for Sphere and The Raiser's Edge 7 Importing Records to Sphere from The Raiser's Edge Overview 11 Importing Contact Updates to Sphere from The Raiser's Edge 12 Record Identity Field Flowchart for Sphere Imports 12 Importing Gifts to Sphere from The Raiser's Edge 13 Gift Allocation Import Flowchart for Sphere and The Raiser's Edge 14 Importing Contact Lists to Sphere from the Raiser's Edge 16 Exporting Records from Sphere to The Raiser's Edge Overview 16 Exporting Contact Updates from Sphere to The Raiser's Edge 17 Record Identity Field Flowchart for Sphere Exports 18 Exporting Gifts from Sphere to The Raiser's Edge 19 Exporting Advocacy Data from Sphere to The Raiser's Edge 20 Exporting Events from Sphere to The Raiser's Edge 21 Understanding Synchronization Field Groups 21 Contact Update Synchronization between Sphere and The Raiser's Edge 21 Gift Synchronization between Sphere and The Raiser's Edge 21 Contact List Synchronization between Sphere and The Raiser's Edge 22 Advocacy Synchronization between Sphere and The Raiser's Edge 22 Event Synchronization between Sphere and The Raiser's Edge 23 Standard and Non-Standard Synchronization Fields for Sphere and The Raiser's Edge 23 Synchronization Field Tables for Sphere and The Raiser's Edge 24 Custom Fields and Attributes in Sphere and The Raiser's Edge 30 Auto-create Fields Option in Sphere 31 Special Character Synchronization for Sphere and The Raiser's Edge 31 Sphere and The Raiser's Edge Synchronization Batches Overview 31 Scheduling and Processing Sphere and The Raiser's Edge Synchronization Batches 33 CONFIGURE SPHERE FOR SYNCHRONIZATION WITH THE RAISER'S EDGE 35 Install The Raiser's Edge/Sphere synchronization components 36 Register The Raiser's Edge with Sphere for Synchronization 36

Send metadata from The Raiser's Edge to Sphere 36 Schedule synchronization between Sphere and The Raiser's Edge 40

chapter 1 Sphere and The Raiser's Edge Synchronization Overvie w Configuring Synchronization between Sphere and The Raiser's Edge Overview 2 Importing Records to Sphere from The Raiser's Edge Overview 11 Exporting Records from Sphere to The Raiser's Edge Overview 16 Understanding Synchronization Field Groups 21 Standard and Non-Standard Synchronization Fields for Sphere and The Raiser's Edge 23 Sphere and The Raiser's Edge Synchronization Batches Overview 31 Synchronization between Sphere and The Raiser s Edge is the process of transferring information between the Sphere CRM database and The Raiser s Edge. Synchronization reduces the time your organization spends administering each database, and eliminates the need to manually prepare data when you want to perform updates. You can synchronize a variety of field groups using built-in import and export functionalities. Data you import into Sphere is added directly into your database, and data you export from Sphere is sent to The Raiser s Edge so you can review and commit the data. Before you begin synchronizing, configure each database with the assistance of a Sphere representative and then complete an initial synchronization batch for records created on or after a date you specify. Schedule additional synchronization batches through The Raiser s Edge to synchronize records you update or create after the last synchronization using the same configuration as the first batch. When you want to change how your synchronization is set up, you can change the: Metadata from The Raiser s Edge to Sphere Mapping for the synchronization fields and attributes you use

2 CHAPTER 1 Synchronization mode you use Field groups you use After you complete synchronizations, Sphere displays the results in the Most Recent and History tabs from the Connector Sync menu. The Most Recent tab shows details for import results, as well as import and export batch status. Use the History tab when you want to view historical synchronization results. Configuring Synchronization between Sphere and The Raiser's Edge Overview Before you attempt to synchronize data between Sphere and The Raiser s Edge, you must prepare each database to enable communication. A Sphere representative will help you with the first synchronization: During the setup, you will be instructed to install applications for The Raiser s Edge that enable it to search for and send information (metadata) to Sphere. The upgrade will provide user interfaces so that you can define, schedule, and commit synchronization batch information. Additionally, you enter your Sphere login and password through The Raiser s Edge to register The Raiser s Edge account with Sphere for the synchronization service, and also send metadata to Sphere. Registering informs the Sphere database that you are authorizing an exchange of data, and sending metadata provides Sphere with the list of fields you use in The Raiser s Edge. For more information about using the applications you install, see the Blackbaud Sphere & The Raiser s Edge Integration Guide from Blackbaud. After Sphere receives the metadata, map Sphere fields to The Raisers Edge fields, and then activate Sphere. Activation involves selecting the synchronization mode, field groups, and related categories you will use. Setup is complete after you schedule the first synchronization batch and transfer records created on or after a date you specify. Note: Configure the initial synchronization with the assistance of a Sphere representative to minimize the risk of entering incorrect data into Sphere and The Raiser s Edge. For subsequent synchronizations: You can change the configuration by installing newer versions of the synchronization components, or updating the metadata, mapping, synchronization mode, or field groups you use. Keep configuration alterations to a minimum by using auto-create fields so that new attributes from The Raiser s Edge are automatically created and mapped in Sphere.

SPHERE AN D THE RAISER'S EDGE SYN CHRON IZATION OVERV IEW 3 Sending Metadat from The Raiser's Edge to Sphere Sending metadata from The Raiser s Edge to Sphere is the process of providing Sphere with the list of active fields you use in The Raiser s Edge. For information regarding how to send metadata from The Raiser s Edge, see the Blackbaud Sphere & The Raiser s Edge Integration Guide from Blackbaud. The information you send to Sphere includes standard fields and fields you can map. Sphere populates and displays the fields that require mapping in the Mapping tab from the Connector Sync menu. You only need to send metadata the first time you configure synchronization between Sphere and The Raiser s Edge, and as you make configuration changes in The Raiser s Edge (for example, when you create new constituent and gift attributes or make changes to the funds, appeals, packages, or campaigns you use). Mapping Synchronization Fields for Sphere and The Raiser's Edge When you map synchronization fields you are matching fields that are non-standard in Sphere and The Raiser s Edge. Mapping causes data that you send to Sphere to automatically import into the Sphere CRM database, and data you send to The Raiser s Edge to be ready for you to commit into The Raiser s Edge database. Map and save selected fields through Sphere after you provide a list of The Raiser s Edge fields to Sphere by sending metadata, and after you create or identify these same fields in Sphere. For example, if you want to synchronize the Favorite Color attribute from The Raiser s Edge, you must have a similar field in Sphere (such as, Preferred Color) so that you can match the field to the attribute. You do not need to map standard fields since they automatically correspond in Sphere and The Raiser s Edge. The synchronization field tables list the standard fields. When to Map Fields Map fields the first time you synchronize Sphere with The Raiser s Edge, and when you update the fields you use. If you add custom constituent or gift attributes to The Raiser s Edge after the initial synchronization, use the auto-create fields option to create and map the new fields in Sphere instead of manually matching them. You can complete mapping when the: Phone, E-mail, and address type fields you use in Sphere have more than one logical match in The Raiser s Edge (for example, Alternate Phone in Sphere matches with Seasonal Phone in The Raiser s Edge, but you might use The Raiser s Edge Business field to store the same data) Fields or attributes are custom in either database (for example, favorite color, pet owner, or meal preference) Fields are ones you use for gift allocations in either database (for example, funds, appeals, or source codes) Sphere event names and registration types do not exactly match event names, units, and unit prices in The Raiser s Edge Mapping is available for three field groups Contact Updates, Gifts, and Events. Note: The Contacts Lists field group imports constituent query results from The Raiser s Edge and does not require mapping in Sphere. For information regarding query selection, see the Blackbaud Sphere & The Raiser s Edge Integration Guide from Blackbaud.

4 CHAPTER 1 Contact Updates Field Group Mapping for Sphere and The Raiser's Edge The Contact Updates field group includes the following mapping categories: Phone/E-mail, Address, and Custom Profile Fields. If you do not map fields in these categories, only the standard fields will synchronize. Note: All the fields for Thon Summary Fields are standard, so you do not need to map them. For Phone/E-mail, match the phone and E-mail fields in Sphere to The Raiser s Edge fields if the fields you use in Sphere do not match the Raiser s Edge fields. Note: If you use custom fields or attributes for phone numbers, E-mail addresses, or address data you can map the fields to attributes via Custom Profile Fields. For Addresses, match Sphere s Primary Address fields to The Raiser s Edge address fields for data you will export, and other Sphere address fields to The Raiser s Edge address fields for data you will import. Sphere imports all of the constituent address types you use in The Raiser s Edge. For Custom Profile Fields, match Sphere custom profile fields and segment categories to The Raiser s Edge constituent attributes, when the field and the attribute are the same data type. For example, a currency field in Sphere must map to a currency attribute in The Raiser s Edge. Sphere segment categories only map to constituent attributes that use a table data type because the segment category name corresponds to the attribute table name, and the categories segments correspond to the attribute values. You can match Sphere text fields with The Raiser s Edge fuzzy date attributes only for data you export. Attributes that use the constituent name data type are not available for mapping. Use the table below to understand how custom profile fields and segments match with constituent attributes: Sphere The Raiser's Edge Match if... Segment category Constituent attribute category You map the fields via Sphere s Mapping tab Segment Constituent attribute value The Sphere segment and The Raiser s Edge constituent attribute value match exactly Field Name Constituent attribute category You map the fields via Sphere s Mapping tab Field Value Constituent attribute value The Sphere field and constituent attribute values match exactly.* *Values do not need to match exactly if the field type is text. Gifts Field Group Mapping for Sphere and The Raiser's Edge The Gifts field group includes the following mapping categories: Custom Event Fields, Funds, Campaigns, Appeals, Source Codes, and Memorial/Tribute Fields. If you do not map fields in these categories, only the standard fields will synchronize. Note: You must use the Sphere gift allocation rules below when you map the fields for gift imports, otherwise the gifts will not import. For information regarding gifts you export, see the Blackbaud Sphere & The Raiser s Edge Integration Guide from Blackbaud.

SPHERE AN D THE RAISER'S EDGE SYN CHRON IZATION OVERV IEW 5 For Custom Event Fields, match Sphere custom event fields with gift attributes in The Raiser s Edge (for example, gift code) when they are the same data type (for example, date, text, and so on). Custom event fields can relate to gifts or events. For Funds, match funds and designations in Sphere with the funds you use in The Raiser s Edge. Sphere combines donor designations with the designations funds so that if you use Sphere designations you can map them to funds in The Raiser s Edge. If you do not use donor designations, Sphere funds use Undesignated as the default. If you do not match Sphere fund and donor designation combinations with funds in The Raiser s Edge, Sphere selects your account s default fund and donor designation combination when you import donations. You can change the donations fund and designation information within Sphere after you complete imports if you do not want to use the defaults. For Campaigns, match the campaigns you use in Sphere with campaigns in The Raiser s Edge. If you map a campaign, you must also map the campaign s funds when importing donations into Sphere. Note: Important: Gift exports from Sphere do not include campaign information. Instead, The Raiser s Edge uses the default campaign for the gift s fund. For Appeals, match the appeals or source codes you use in Sphere with appeals in The Raiser s Edge. If you map an appeal, you must also map the appeal s campaign when importing donations into Sphere. For Source Codes, match Sphere source codes to packages in The Raiser s Edge after you select an appeal from The Raiser s Edge. If the appeal mapping you select via the Appeals tab does not match the appeals that correspond to the source codes and packages you map, Sphere uses the source code s appeal not the mapped appeal to allocate gifts you import. For Memorial/Tribute Fields, match the custom fields you use for memorial/tribute information in custom Friends Asking Friends Web sites, or Single Step Donation forms to memorial/tribute fields in The Raiser s Edge if your organization uses the optional RE:Tribute mode in The Raiser s Edge. The Sphere custom fields you select must be a drop down data type. Note: Memorial/ tribute fields in Thon, Gift Entry and Memorial and Tribute forms are standard and do not require mapping. Note: Sphere enables you to map one custom field for each memorial/tribute field in The Raiser s Edge. If you use more than one Sphere initiative to collect custom memorial/tribute information, use the same custom profile or custom event fields in each so that you can export all of the information. Source Codes, Appeals, and Packages In Sphere, you can use source codes to track gifts you receive via Web site banners and content, or from E-mail, enewsletter, and direct mail mailings. You can use source codes as independent tracking methods, or as part of your Campaign Manager gift allocation structure when you create mailings through appeals. Since you can use Sphere source codes for multiple purposes, Sphere and The Raiser s Edge enable you to map them to appeals or packages in The Raiser s Edge. Typically, you map source codes to appeals when you do not use Sphere s Campaign Manager and you create source codes in Sphere to match appeals in The Raiser s Edge. Map source codes to packages if the source codes you use in Sphere match the ways in which you group appeal solicitations in The Raiser s Edge. For example, you might use a package in The Raiser s Edge to group appeal mailings that use a new logo, and map the package to a Sphere source code you use for E-mail mailings featuring the new logo. Sphere source codes you map to packages can be independent, or related to Campaign Manager appeals. Packages in The Raiser's Edge always use appeals.

6 CHAPTER 1 Events Field Group Mapping for Sphere and The Raiser's Edge The Events field group includes the following mapping categories: Events and Registration Types. If you export event information without mapping events, Sphere exports the standard and custom event fields so that you can apply them to a matching event in The Raiser s Edge. Map custom event fields via the Custom Event Fields tab. For Events, match a Sphere event with an event from The Raiser s Edge if the event names you use in each database do not match exactly. Note: If you do not map events, an event that uses the same name and registration types (called units and unit prices in The Raiser s Edge) must already exist in The Raiser s Edge. For Registration Types, match Sphere registration types to units when the Sphere registration fee is greater than or equal to a unit s price in The Raiser s Edge. Sphere populates the registration types and units available for mapping after you select mapped events. Activating Sphere for Synchronization with The Raiser's Edge Overview When you activate Sphere for synchronization with The Raiser s Edge, you are selecting the synchronization mode, field groups, and related categories you will use. You must activate Sphere before scheduling synchronization batches through The Raiser s Edge. Selecting the Synchronization Mode for Sphere and The Raiser's Edge When you select the synchronization mode, you are specifying whether to import or export data between Sphere and The Raiser s Edge. Selecting a field group within a synchronization mode column activates Sphere for synchronization and enables the standard fields to transfer. The following synchronization modes are available: Sphere -> Connector allows you to export information from Sphere to The Raiser s Edge. Select field groups in this column if you want to update The Raiser s Edge with data you obtain online through Sphere. Sphere <- Connector allows you to import information from The Raiser s Edge to Sphere. Select field groups in this column if you want to use The Raiser s Edge information for Sphere online marketing. Selecting the same field groups in each synchronization mode column ensures that data in Sphere and The Raiser s Edge is current and accurate. If you only synchronize data in one direction, Sphere and The Raiser s Edge will not use record identity fields to link the records. Instead, Sphere and The Raiser s Edge will create new records when you update and synchronize existing records. The new records will require you to use the duplication removal tools available in the destination database. The figure below shows the synchronization mode options that display on the Connector Sync Admin page:

SPHERE AN D THE RAISER'S EDGE SYN CHRON IZATION OVERV IEW 7 Note: Synchronization is available in both directions for Contact Updates and Gifts. Events and Advocacy only export from Sphere to The Raiser s Edge, and Contact Lists only import to Sphere from The Raiser s Edge. Synchronization Field Groups for Sphere and The Raiser's Edge Sphere and The Raiser s Edge can synchronize data for contact update, gift, event, advocacy, and contact list field groups. When you select a field group within a synchronization mode column, you activate Sphere for synchronization and enable the standard fields to transfer. After you select the field groups, choose categories related to Contact Updates, Gifts, and Events if you have already mapped non-standard fields. For example, standard gift synchronizations include information about the amount of money you receive and the date you receive it, and can also include appeal information if you select it as a field category. Note: If you map custom gift fields via the Custom Event Fields mapping tab, you do not need to select them as a related category. The fields automatically synchronize when you select Gifts as a synchronization mode field group. Sphere shows the field groups and related categories you import on the Import Batch Detail page after you complete a synchronization batch. In The Raiser s Edge, field groups correspond to the following links on the Sphere page: Constituent Updates activate Profile Updates Gifts activate Donations Events activate Event Registrations Advocacy activates Advocacy Actions Contact Lists activate Queried Contact Lists Data you export from Sphere pertaining to a supporter who does not have a constituent record in The Raiser s Edge automatically activates the Sign-up Requests link on The Raiser s Edge Sphere page. We recommend that you commit Sign-up Requests before you commit other records to create records for new constituents.

8 CHAPTER 1 Note: Registrations and donations you synchronize from Sphere to The Raiser s Edge do not activate the Signup Requests link. Instead, you create constituent records when you process transactions. If you synchronize other registrant and donor related activities, such as profile updates, before you create the constituent records, the Connector activates the link. The figures below shows the field groups and related categories that display on the Connector Sync Admin page:

SPHERE AN D THE RAISER'S EDGE SYN CHRON IZATION OVERV IEW 9 Contact Updates When you enter or update a supporter (or constituent in The Raiser s Edge) in either database, you can import or export the following types of contact information: Standard profile fields (for example, first name, last name, gender, birth date, and so on) Phone and E-mail fields (for example, home phone number, E-mail address, and so on) Address fields (for example, city, state, zip code, and so on) Custom contact information (for example, favorite hobbies, pet name, or other custom field or attribute you create) For Sphere supporters who participate in Thon events, you can export Thon summary fields (for example, team Name, team Goal, last login, and so on).

10 CHAPTER 1 If you use the Contact Updates field group, you automatically synchronize standard profile fields. The other profile field categories are optional. Gifts When you enter or update a donation in either database, you can import or export the following types of donation information: Standard gift fields (for example, gift amount, received date, and so on) Custom gift fields (for example, gift code, gift summary, and so on) Fund name (for example, disaster fund, street clean-up fund, and so on) Appeal name (for example, year-end appeal, hurricane appeal, and so on) Source code or package name (for example, spring direct mailing, promotional brochure, and so on) You can import campaign information from the Raiser s Edge to Sphere (for example, annual campaign, disaster relief campaign, and so on); however gift exports from Sphere do not include campaign details. Instead, The Raiser s Edge uses the default campaign for the gift s fund. For memorial or tribute donations you enter or update in Sphere, you can export the following if your organization uses the optional RE:Tribute mode in The Raiser s Edge: Standard memorial/tribute fields from Thon, Gift Entry, and Memorial and Tribute forms (for example, tribute type, name of honoree, and so on) Custom profile or event fields from custom Friends Asking Friends Web sites or Single Step Donation forms (for example, cancer survivor name, in loving memory of, and so on) If you use the Gifts field group, you automatically synchronize standard and custom donation fields. The other gift field categories are optional, but you should consider the gift allocation rules you use in each database before enabling fund, campaign, appeal, and source code synchronizations. If you enable Campaigns/Appeals without also selecting Fund, Sphere will use the campaign's default fund when you import gifts. When you use Gifts, you also synchronize Contact Updates even if you do not select it as a field group because the information enables you to match donations with supporters and constituents. Events When you enter or update a registration in Sphere, you can export the following types of information to The Raiser s Edge: Standard event fields (event name, registration type, registration quantity, and registration fee) Custom event fields (for example, meal preference, start time, and so on) If you use the Events field group, you automatically export standard and custom event fields which you can apply to an existing event in The Raiser s Edge. When the events you use in each database do not match exactly, you can map events and registration types from Sphere to events and units in The Raiser s Edge. Selecting the Events field group automatically synchronizes the event mapping selections you make, and the Event Registration Types category synchronizes registration type and unit selections. When you use Events, you also synchronize Contact Updates even if you do not select it as a field group because the information enables you to match registrations with constituents. Advocacy

SPHERE AN D THE RAISER'S EDGE SYN CHRON IZATION OVERV IEW 11 When a supporter takes action online by sending an action message or signing a petition, you can export the following types of information to The Raiser s Edge: Action item data (delivery method, recipient name, action item name, action topic classification) Supporter advocacy data (date and time the action was taken, message identification number, last action taken, lifetime number of actions taken, number of actions forwarded, and supporter district data ) Note: Sphere calculates the number of action items the supporter forwarded when the action item appears as a trackable link in a bulk e-mail message. Contact Lists You can import constituent query results from The Raiser s Edge and save them as contact lists in Sphere. Sphere contact lists are accessible via Contacts > Database Management > Contact Lists, and do not require mapping. For information regarding query selection, see the Blackbaud Sphere & The Raiser s Edge Integration Guide from Blackbaud. Importing Records to Sphere from The Raiser's Edge Overview Import data to Sphere from The Raiser s Edge by initiating a synchronization batch through The Raiser s Edge. Depending on the field groups you select, records you update or create in The Raiser s Edge after the last synchronization are sent in an encrypted format to Sphere. You can import Contact Updates, Gifts, and Contact Lists. Note: Events do not import into Sphere. Use Sphere s online tools to obtain registration information and then export the information to The Raiser s Edge. During the import process, Sphere matches fields according to your account s unique mapping structure and compares constituent and gift attributes from The Raiser s Edge with existing Sphere custom fields. Sphere processes imports using the following criteria: If the file includes new attributes, Sphere creates new custom fields for the attributes when you select the auto-create fields option in the mapping configuration. Otherwise, Sphere flags the attributes that were not part of the mapping with an error code and displays them in the batch results. If the file contains donations, Sphere verifies they use funds, appeals, source codes, and campaigns in the same manner as your account s gift allocation structure. Otherwise, Sphere flags the donation records with an error code and displays them in the batch results. The gift allocation import flowchart shows how Sphere handles donations you import. If the file contains Contact Updates records, Sphere determines whether The Raiser s Edge or Sphere record is more current, imports the latest from The Raiser s Edge, and displays an error message for the records which are more current in Sphere. If the file contains constituent query results, Sphere processes the batch s contact data and then flags query result records that are not part of the CRM database with an error code. Sphere displays The Raiser s Edge identification numbers for each failed record in the batch results. After the import is complete, Sphere stores the data and makes the following available from the Most Recent and History tabs in the Connector Sync menu:

12 CHAPTER 1 Total number of successful imports Total number of failed imports Total number of rejected imports because the Sphere record is more current Importing Contact Updates to Sphere from The Raiser's Edge Contact Updates import profile data for individuals and organizations, and always synchronize standard profile fields (for example, First Name, Last Name, and so on). The standard profile fields include record identity fields that match existing records and identify new ones. The record identity field flowchart for Sphere imports shows how Sphere handles new and existing constituents you import from The Raiser s Edge. You can also import phone/e-mail, address, and constituent attribute fields. If you choose to import address information, Sphere imports all of the constituent record address types you use in The Raiser s Edge. Note: When a constituent record in The Raiser's Edge contains more than one address with the same address type, Sphere creates supporter records for each address during the import. You can merge the records after the synchronization. Record Identity Field Flowchart for Sphere Imports Use the chart below to learn how Sphere handles new and existing constituents you import from The Raiser s Edge.

SPHERE AN D THE RAISER'S EDGE SYN CHRON IZATION OVERV IEW 13 Importing Gifts to Sphere from The Raiser's Edge Gifts import donation information and always synchronize standard gift fields (for example, Amount Received, and Payment Type). When you import Gifts, you also synchronize Contact Updates even if you do not select it as a field group because the information enables you to match donations with supporters.

14 CHAPTER 1 Note: During the synchronization, payment methods entered for The Raiser s Edge Pay method field always appear as cash gifts in Sphere s Payment Type field. Donation information includes record identity fields from The Raiser s Edge which help Sphere match existing records and identify new ones. Sphere uses the record identity fields to match donors from The Raiser s Edge with existing supporter records when the Sphere Alternate ID is the same as The Raiser s Edge Constituent Import ID. Sphere uses profile details from Contact Updates to determine if the contact information you define for your account s automatic duplication removal logic is the same. If there are differences, Sphere creates a new supporter record. Sphere processes new donations using fund and donor designation combinations. Sphere combines donor designations with the designations funds so that if you use Sphere designations you can match them with funds in The Raiser s Edge before importing gifts. For example, if you have a Street Clean-up Fund in Sphere with a donor designation available for Main Street and a Main Street Clean-up Fund in The Raiser s Edge, you can map Sphere s Street Clean-up Fund/Main Street combination to The Raiser s Edge Main Street Clean-up Fund. If you do not use donor designations, Sphere funds use Undesignated as the default. If you do not match Sphere fund and donor designation combinations with funds in The Raiser s Edge, Sphere selects your account s default fund and donor designation combination when you import donations. You can change the donations fund and designation information within Sphere after you complete imports if you do not want to use the defaults. When you use gift allocation rules in Sphere for funds, appeals, and campaigns, the donations you import must use the same allocations. For example, if you import a gift and map it to the Street Clean-up Fund, and you associate the Street Clean-up Fund with the Disaster Relief Campaign in Sphere, then you must map the campaign information before you import the gift and the fund. The gift allocation import flowchart shows how Sphere handles donations you import. If you import gifts and map them to source codes, and use source codes as part of your gift allocation hierarchy, Sphere allocates the gifts to the source codes and their related appeals. Source codes you create via Control > Code Library > Source Codes do not use appeals, so if you use them in your mapping Sphere only allocates gift imports to the source code. Gift Allocation Import Flowchart for Sphere and The Raiser's Edge Use the chart below to learn how Sphere allocates gifts you import from The Raiser s Edge.

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16 CHAPTER 1 Importing Contact Lists to Sphere from the Raiser's Edge Contact Lists import results from constituent queries that you select via The Raiser s Edge Sphere page before scheduling synchronization batches. Sphere imports up to the first 100,000 records for each selected query when result records also exist in Sphere, and saves them as contact lists that use the same names as The Raiser s Edge constituent queries. If you use a dynamic query for multiple synchronizations, Sphere imports all of the results not only the records that contain updates to the same contact list for each batch. Note: If a contact list exists in Sphere with the same name as a constituent query from The Raiser s Edge before you import results, Sphere appends The Raiser s Edge records to the existing list. After the import is complete, the contact list is available via Contacts > Database Management > Contacts Lists. The total number of failed records becomes available from the Most Recent and History tabs, accessible via the Connector Sync menu. Exporting Records from Sphere to The Raiser's Edge Overview Export data from Sphere to The Raiser s Edge by initiating a synchronization batch through The Raiser s Edge. Depending on the field groups you select, records you update or create in Sphere after the last synchronization are sent in an encrypted format to The Raiser s Edge. You can export Contact Update, Gift, Event or Advocacy records. Note: If you merge or delete records in Sphere and subsequently remove a record that also exists in The Raiser s Edge, you must manually make the same changes to the corresponding records in The Raiser s Edge. When you remove attributes or addresses in The Raiser s Edge that also exist in Sphere, subsequent changes you make to the information in Sphere will not export to The Raiser s Edge because Sphere ignores attributes if they are no longer in The Raiser's Edge. Sphere records the date you send each batch and makes the date available from the Most Recent tab in the Connector Sync menu. The Raiser s Edge receives the synchronization records and creates links (see figure below) in The Raiser s Edge Sphere page for each Sphere export field group. Sphere fields are already mapped to fields in The Raiser s Edge so you can quickly commit records. Data you export from Sphere pertaining to a supporter who does not have a constituent record in The Raiser s Edge automatically activates the Sign-up Requests link on The Raiser s Edge Sphere page. We recommend that you commit Sign-up Requests before you commit other records to create records for new constituents. Note: Registrations and donations you synchronize from Sphere to The Raiser s Edge do not activate the Signup Requests link. Instead, you create constituent records when you process transactions. If you synchronize other registrant and donor related activities, such as profile updates, before you create the constituent records, the Connector activates the link.

SPHERE AN D THE RAISER'S EDGE SYN CHRON IZATION OVERV IEW 17 Exporting Contact Updates from Sphere to The Raiser's Edge Contact Updates export individual and organization supporter profile data and always synchronize standard profile fields (for example, First Name, Last Name, and so on). The standard profile fields include record identity fields that match existing records and identify new ones. The record identity field flowchart for Sphere exports shows how The Raiser s Edge handles new and existing supporters you export from Sphere. Note: Sphere does not export information about primary contacts in organization records. Note: Updates to constituent profile data are not available for batch processing in The Raiser s Edge. You can also export phone/e-mail, address, custom profile, and Thon summary fields. If you export address information, Sphere only exports addresses that have the Primary Address flag. In The Raiser s Edge Sphere page, you can use the Address Saving option to commit addresses to new constituent records as preferred, or update existing records using the address type from Sphere (see figure below). When you update existing records, the default selection is to create a new address not overwrite the preferred address. For Thon summary field exports, The Raiser s Edge adds the information from Sphere to corresponding fields in the constituent record Attributes tab and displays the Thon name and creation date for each in the Comments column. Sphere exports Thon summary data when the field has a value, and The Raiser s Edge only displays the fields Sphere exports. For example, Sphere does not export team fields that do not apply to individual registrants. When supporters participate in multiple events, Sphere exports summary fields for each Thon. When a team member s summary information changes, Sphere updates the corresponding summary data for each person in the team and exports all the summary data fields including fields that have a zero value during the next synchronization. Note: Sphere does not export Last Login when a team or registrant is entered via Thon s Bookkeeping section. Note: Sphere does not update or export the Thon summary fields Number of Facebook Updates and Number of Tweets until values exist for the fields. When you select Contact Updates, any change that creates an activity in a supporter record will cause the record to synchronize. For example, when a supporter logs into their Thon participant headquarters Sphere creates a login activity, saves the change as an update, and exports the supporter record during the next synchronization.

18 CHAPTER 1 Record Identity Field Flowchart for Sphere Exports Use the chart below to learn how The Raiser s Edge handles new and existing supporters you export from Sphere.

SPHERE AN D THE RAISER'S EDGE SYN CHRON IZATION OVERV IEW 19 Exporting Gifts from Sphere to The Raiser's Edge Gifts export donation information, and always synchronize standard gift fields (for example, Amount Received, and Payment Type). When you export Gifts, you also synchronize Contact Updates even if you do not select it as a field group because the information enables you to match donations with constituents. Note: Sphere only exports initiative gifts when the initiative is active. Donation information can include custom event, fund, campaign, appeal, source code, and memorial/tribute fields if you map them. The following explain how some gifts appear in The Raiser s Edge Sphere page:

20 CHAPTER 1 If you export donations that use donor designations, Sphere exports the donor designation and the corresponding fund. For example, if you have a Street Clean-up Fund in Sphere, and you allow donors to designate Main Street or Cherry Street when they make a donation, Sphere exports the donation for Main Street as Street Clean-Up Fund/Main Street which you can then match to a fund you use in The Raiser s Edge. If you export donations that use source codes and appeals, and you map the source codes to packages that do not use the same appeals as the ones you select via the Appeals tab, The Raiser s Edge uses the package s appeal not the mapped appeal to allocate the gift. If you export memorial/tribute fields, The Raiser s Edge automatically creates a link between the person who made the donation (the acknowledgee) and the person to whom the tribute was made (the honoree or tributee) when there is one unique corresponding constituent record or no existing record. When there is more than one constituent record that matches the acknowledgee information, The Raiser s Edge provides the option to manually identify the correct constituent record, or to create another record if necessary. If you export donations made in support of event participants and you select the Participant Supporter option under the Admin tab on the Connector Sync page, the synchronization marks the event participant as a solicitor in The Raiser's Edge. To synchronize recurring participant gifts, you must use The Raiser's Edge version 7.92 or higher. Note: Gift exports from Sphere do not include campaign information. Instead, The Raiser's Edge uses the default campaign for the gift's fund. Note: Memorial/tribute fields you export from Sphere are only available in The Raiser s Edge Sphere page if your organization uses the optional RE:Tribute mode in The Raiser s Edge. Exporting Advocacy Data from Sphere to The Raiser's Edge dvocacy exports advocacy activity data from Sphere to The Raiser s Edge, and always uses standard action fields. Standard advocacy data includes information from supporter activity records (such as the date the action is taken and the total number of actions taken by the supporter), and information from action items (such as the message recipients and the action item names). Note: Sphere only exports advocacy message data after all delivery attempts are complete. When you select Advocacy Actions from The Raiser s Edge Sphere page, all of the details about an action item appear in a row with the constituent s name including each of the message recipients. In the constituent s record, the action item details appear for each message recipient under the Actions tab. For example, if a constituent takes action using a Sphere Action Center and three people receive the message, the Actions tab in The Raiser s Edge constituent record displays three actions. In The Raiser s Edge Action screen, most fields from Sphere appear under the General tab. However, the supporter s district information appears under the Attributes tab. Summary action information including the last action taken, the total number of actions taken by the supporter, and the number of action items the supporter forwarded, appear under the Attributes tab in the constituent record. Note: Sphere calculates the number of action items the supporter forwarded when the action item appears as a trackable link in a bulk e-mail message.

SPHERE AN D THE RAISER'S EDGE SYN CHRON IZATION OVERV IEW 21 Exporting Events from Sphere to The Raiser's Edge Events export registration and sponsorship data, and always include the event s standard (event name, registration type, registration quantity, and registration fee) and custom event (for example, start time) fields. When you export Events, you also synchronize Contact Updates even if you do not select it as a field group because the information enables you to match registrations with constituents in The Raiser s Edge. If you want to synchronize donations made during registrations, you must select Gifts. Tip: In The Raiser's Edge, we recommend you process registrations before donations so you can link donations made in support of registrants to the registrant constituent records. For transactions that contain multiple registrations, donations, tee shirt, or other additional fees, Sphere exports one gift record and includes the number of registrations or other selections made during the purchase. If you use a plugin version higher than 4.1.1.5, Sphere also updates the receipt amount value in The Raiser's Edge to include the additional fees. Exporting event information without mapping events or registration types requires you to have an existing event with the same name and matching units in The Raiser s Edge. For information regarding how to match registrations with constituents, see Event Registrations in the Blackbaud Sphere & The Raiser s Edge Integration Guide from Blackbaud. Understanding Synchronization Field Groups When you synchronize data between Sphere and The Raiser's Edge, you can transfer contact, gift, contact list, advocacy, and event data. Contact Update Synchronization between Sphere and The Raiser's Edge Sphere and The Raiser s Edge synchronize profile information which enables you to import and export data about supporters (or constituents in The Raiser s Edge) when you receive new information about these supporters. You can synchronize profiles so that Sphere and The Raiser s Edge have the latest information for use in marketing. For example, you can synchronize address updates you receive from Sphere online event registrations and use the updates for direct mail marketing through The Raiser s Edge. Conversely, you can synchronize E-mail address updates you receive from The Raiser s Edge offline marketing efforts and use the updates for Sphere s E-mail campaigns. Gift Synchronization between Sphere and The Raiser's Edge Sphere and The Raiser s Edge synchronize donation information which enables you to import and export data about payments you receive. Use Sphere to process large numbers of donations online, and The Raiser s Edge to enter offline donations and donations you solicit periodically, and then synchronize the payments so that each database has the latest information for use in marketing. For example, you can synchronize payments you receive from Sphere online

22 CHAPTER 1 donation forms and use the information when you solicit major gifts through The Raiser s Edge. Conversely, you can synchronize payments you receive from The Raiser s Edge offline fundraising efforts and use the information when you target donors for marketing through Sphere If you want to associate donors with recurring donations or pledges, structure custom information in each database to help you easily identify the donors when you synchronize their profiles. Tip: In The Raiser s Edge, you can create constituent attributes and map them to custom profile fields in Sphere. For example, if you are using Sphere to solicit donations and you want to exclude donors who have already made major pledges, create a pledge attribute in The Raiser s Edge and map it to a custom profile field for pledges in Sphere. This way when you import constituent information to Sphere from The Raiser s Edge you can identify and suppress the donors with major pledges from your marketing efforts. In Sphere, you can separate online forms for recurring gifts and pledges from forms for single one time donations, and then use Sphere s auto-segment option to place donors into payments groups. For example, if you are using The Raiser s Edge to thank donors for ongoing contributions, create a form and a segment for recurring gifts in Sphere and map it to a constituent attribute in The Raiser s Edge. This way when you export supporter information from Sphere to The Raiser s Edge you can identify and thank the donors with recurring gifts. Note: Sphere and The Raiser s Edge do not synchronize pledge and recurring gift information unless you use custom fields and attributes. Contact List Synchronization between Sphere and The Raiser's Edge Sphere and The Raiser s Edge synchronize constituent query results from The Raiser s Edge as contact lists in Sphere, enabling you to create complex searches in The Raiser s Edge and target specific segments of your database for online marketing through Sphere. For example, you can use a constituent query from The Raiser s Edge to identify previous donors who are currently inactive, export the results to Sphere, and then use the contact list for an E-mail campaign receiver base. Advocacy Synchronization between Sphere and The Raiser's Edge Sphere and The Raiser s Edge synchronize advocacy data which enables you to export advocacy information after supporters take action. Note: Sphere only exports advocacy message data after all delivery attempts are complete. Use Sphere for online advocacy efforts and then synchronize the information so that The Raiser s Edge has the latest constituent information. For example, you can synchronize supporter advocacy activities from Sphere Action Centers and use the information when you target constituents for gifts through The Raiser s Edge.

SPHERE AN D THE RAISER'S EDGE SYN CHRON IZATION OVERV IEW 23 Event Synchronization between Sphere and The Raiser's Edge Sphere and The Raiser s Edge synchronize event information which enables you to export registration details when you receive the data. Use Sphere to process online event registrations and then synchronize the information so that the Raiser s Edge has the latest constituent information. For example, you can synchronize registrations you receive from Sphere online Thon events and use the information when you target constituents for gifts through The Raiser s Edge. Standard and Non-Standard Synchronization Fields for Sphere and The Raiser's Edge Sphere and The Raiser s Edge synchronize standard and non-standard fields. Standard Fields Fields that automatically match in Sphere and The Raiser s Edge are standard. For example, the First Name field in The Raiser s Edge corresponds to the First Name field in Sphere. When you send metadata from The Raiser s Edge, you do not need to create or map the standard fields in Sphere. The synchronization field tables list all the standard fields. Standard fields include the following types of data: Record identifiers Match existing records and identify new records. The record identity field flowcharts for Sphere imports and exports show how Sphere and The Raiser s Edge handle new and existing supporters you synchronize. The Record Identity Fields table displays the standard mapping. Changing the values for any of the record identifiers will result in duplicate records. Profile fields Match profile information that has the same meaning in each database. For example, First Name contains first name values in each database. Note: Although phone, E-mail, and address type fields have direct matches in each database, the fields are nonstandard when the fields you use in Sphere do not match The Raiser s Edge fields. For example, Alternate Phone in Sphere matches with Seasonal Phone in The Raiser s Edge, but you might use The Raiser s Edge Business field to store the same data. Constituencies and constituent codes Match characteristics you identify about a group of supporters. When you configure a default constituent code via Options in The Raiser s Edge Sphere page, Sphere imports the code for each batch record, and auto-creates a corresponding constituency if one does not already exist in Sphere. Sphere exports a supporter's primary constituency the first time you synchronize the contact record with The Raiser's Edge. For information about how to create constituent codes in The Raiser s Edge for Sphere constituencies you export, see The Raiser s Edge Configuration and Security Guide from Blackbaud. Gift fields Match donation information that has the same meaning in each database. For example, Gift Received Date in Sphere and Gift Date in The Raiser s Edge contain the same values in each database Event fields Match Sphere event names, registration types, and registration fees with events and units in The Raiser s Edge when event information is exactly the same in each database. Note: When event information does not match exactly in Sphere and The Raiser s Edge, the event fields are non-standard and require mapping.