There are a variety of different ways to import alumni (education) information. If this does not fit your exact situation, review BB217496 for a list of different scenarios and how to import them. 

Note : Before you proceed with the following instructions, back up the database. If your organization integrates multiple Blackbaud products, refer to the Additional Requirements section of the backup article.

If you are new to importing, please review How to import before proceeding.

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

    View a sample data file (7EducationConstituentImport.CSV) which imports an education record (College of Charleston) on Phillip Keller's Relationship tab. A major and minor are imported with the school information. You may need to widen the columns to view all of the information in a column.

    Note: The sample file contains all of the required fields. Your actual import file may contain different fields from the sample file.

    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. 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 the data file (for a sample file, refer to step 1 above):

    Note: Fields in italics are required fields by the Raiser's Edge for a constituent import when importing education, major, and minor information. 

      • Headers
      • Fields


    ImportID*, ESRImpID, ESRSchoolName, ESRDateEnt, ESRDateGrad, ESRDegree, ESRPrimAlum (only available with the Alumni module), ESRStatus, ESRMajESRImpID, ESRMajImpID, ESRMajMajor, ESRMinESRImpID, ESRMinImpID, ESRMinMinor, ESRClassOf
     


    Note: Education, major, and minor information may also be created and updated through a education/school import. 
     

    Import ID*, Education/School Relationship Import ID, Education/School Relationship School Name, Education/School Relationship Date Entered, Education/School Relationship Date Graduated, Education/School Relationship Degree, Education/School Relationship Primary Alumni flag (yes or no) (only available with the Alumni module), Education/School Relationship Status, Education/School Relationship Import ID to link the major to the education relationship (this is the same ID as the Education/School Relationship Import ID), Education/School Relationship Major Import ID, Education/School Relationship Major, Education/School Relationship Import ID to link the minor to the education relationship (this is the same ID as the Education/School Relationship Import ID), Education/School Relationship Minor Import ID, Education/School Relationship Minor, Class Of
     

    Note: In Excel, use Text as the column type fields with a leading zero. Otherwise, Excel drops the leading zeros.
     

  3. If necessary, include other fields in the data file that are available for this import type.

    Note: Not all fields can be imported with all import types; for example, gifts cannot be imported with constituent information. Refer to the Education Major, Education Minor, and Education/School Fields sections of the Import Guide (PDF) for a list of available fields (layout table) and for what each is used. In version 7.5 and above, you can also access the layout table from the Fields tab in the import parameters. 

  4. In Import, select Constituent 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? Update existing 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. Also, pay attention to the Extensions column. For example, groupings of phone number fields in the import file must share the same extension.

    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.