Carefully read all of the instructions listed below before proceeding. If you are new to importing, also refer to How to import - the basics of importing (BB58904).

  1. Create a data file or use an existing file.

    View a sample data file (7consnotepad.csv) which adds a notepad to Phillip Keller's record and updates the note on the Possible Solicitations notepad on Mark Adamson's record in the sample database. You may need to widen the columns to view all of the information in a column. The sample file was tested in version 7.71.936. Other versions may vary slightly in the available fields.

    You can save the file in any delimited format or in fixed length. However, this example and the sample data file are in CSV format.

  2. Include the following fields in your import data file (for a sample file, which includes all of these fields, refer to step 1 above). The fields in bold italics are required by The Raiser's Edge. The fields in italics are conditionally required. Refer to the notes below the list of fields for additional information.
     
    • Headers* ImportID**, NoteImpID, NoteType, NoteDate, NoteDesc, NoteNotes

      * Although headers are not required in The Raiser's Edge 7, we recommend using them. Otherwise, you must manually map the fields in the data file to the corresponding fields in The Raiser's Edge.

    • Corresponding Field Names Import ID**, Notepad Import ID, Note Type, Note Date, Note Description, Note Notes

    Note: Each notepad must be in a separate row as in the sample file from step 1. The Note Type, and Note Date fields are only required to add new notepads. They may be included when updating existing notepads but are not required.

    In Excel, use Text as the column type for any field with leading zeroes. Otherwise, Excel drops the leading zeros.

    Refer to the Constituent Notepad section of the Import Guide (PDF) for a list of available fields (layout table) and for what each is used. In versions 7.5 and above, you can also access the layout table from the Fields tab in the import parameters.

  3. In Import, select Constituent Notepad from the Constituent node. Click New and select the following parameters. For more information on what these parameters mean, refer to How to import in The Raiser's Edge 7 - The Basics of Importing (BB58904).

    General Tab:

    • What do you want to do? If these are new notes that do not already exist in the database, select Import new records. If you are updating existing notes, select update existing.  
    • Options Import records not found as new records
    • What file to you wish to import? Browse to the import file
    • How do you want the system to identify existing constituents? Use the Import ID**
    • What is the format of this import file? Delimited
       
    File Layout Tab:
    • Field Separators and Text Qualifiers: Comma, Quotation
    • Import Field Names: Field names are on the first line of the import file
    • Sample Import Format: Verify the first few rows of the import file
       
    Fields Tab:
    In the Import Fields frame, verify that all rows in the Field to Import column are correctly mapped to the corresponding field in the Raiser's Edge Field column.

    Summary Tab:
    We recommend marking all available checkboxes. At the very least, mark the Create control report option.

    ** When creating a data file (steps 1 and 2), you can use the constituent ID or Social Security number instead of the import ID for the unique identifier. Use the same field in the How do you want the system to identify existing constituents? frame in Step 4.

    Note: In Excel, use Text as the column type for Import ID or Social Security number. Otherwise, Excel drops the leading zeros.