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 (BB58904) before proceeding.
- Create a data file or use an existing file.
View a sample data file (7EducationRelationship.CSV) which imports a new primary education relationship (only available with the alumni module) onto Phillip Keller's record. The import includes school name, campus, class of, date entered, date graduated, GPA, known name, status, type, and primary alumni information.
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.
- Include the following fields in the data file (for a sample file, refer to step 1 above). To import multiple relationships for a constituent, place each relationship in a separate row in the data file.
Note: To import the primary education record (e.g. primary alumni - only available with the alumni module), enter Yes in the ESRPrimAlum column. (Only one education record may be marked as the primary alumni record per constituent.) To import non-primary education records, enter No in the ESRPrimAlum column.
Note: If updating existing records, include a column for ESRImpID, which contains the education/school relationship's import ID.
- Headers ImportID*, ESRSchoolName, ESRCampus, ESRClassOf, ESRDateEnt, ESRDateGrad, ESRGPA, ESRKnownName, ESRStatus, ESRType, and ESRPrimAlum (only available with the alumni module)
- Fields Import ID*, School Name, Campus, Class Of, Date Entered, Date Graduated, GPA, Known Name, Status, School Type, School Is Primary (only available with the alumni module)
Note: In Excel, use Text as the column type for fields with leading zeroes. Otherwise, Excel drops the leading zeros.
- For a complete list of fields available for Education/School imports, refer to the Import Guide (PDF).
Note: To import eductation/school fields as part of a Constituent import, How to import education with majors and minors with a Constituent import (BB116622). For more information, refer to 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.
- In Import, select Education/School 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).
- What do you want to do? Import 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. Also, pay attention to the Extensions 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.