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.

Note: In 7.71, you get an exception when following these instructions. 

If you are new to importing, please review How to import (BB58904) before proceeding.

For information on how to import the primary business information to an existing constituent record or to import it using an organization relationship import, refer to How to import an individual's primary business information using an organization relationship import (24422).

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

    View a sample data file (7OrgRelPrimary.CSV), which imports a new constituent record (Wiley Coyote) with a primary business. You may need to widen the columns to view all of the information. The instructions below work whether you are importing a new constituent or updating an existing one.

    Note: The sample file contains all of the required fields. Your actual import file should contain, at a minimum, all of the fields from the sample file. The sample file was tested in version 7.61.790. Other versions may vary slightly in the available fields.

    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 for a constituent import. Some of the fields in italics are conditionally required. For example, the ORFullName is only required when importing the primary business.

    • Headers
      ImportID*, Titl1, FirstName, LastName, ORFullName, ORIsPrimary, ORIsEmp, ORImpID, ORAddrORImpID (this uses the same value as the ORImpID), ORAddrLines, ORAddrCity, ORAddrState, ORAddrZIP, KeyInd

      Note: ORIsPrimary and ORIsEmp are YES/NO fields that both default to NO. To import the information to the Bio 1 tab's Business screen, set ORIsPrimary and ORIsEmp to YES.

    • Fields
      Import ID*, Title 1, First Name, Last Name, Organization Relationship Full Name, Organization Relationship Is Primary, Organization Relationship Is Employee, Organization Relationship Import ID, Organization Relationship Address Import ID, Organization Relationship Address Lines, Organization Relationship Address City, Organization Relationship Address State, Organization Relationship Address ZIP, Key Indicator

    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 Constituent Fields and Organization Relationship Fields sections of the Import Guide (PDF) for a list of available fields (layout table) and for what each field 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? 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. 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.