Note : Before you proceed with the following instructions, back up the database (KB 46274). If your organization integrates multiple Blackbaud products, refer to the Additional Requirements section of the backup article. Be sure to carefully read all of the instructions before proceeding. If you are new to importing, also review How to import (KB 52529)
  1. Export > New Export > Constituent > Comma-Separated Values
  2. General Tab:
    1. Include > Constituent query of affected/applicable constituents
    2. ‘Head of Household’ Processing: Export both constituents separately
    3. Include these constituents: decide if Actions on records marked Inactive, Deceased and/or No Valid Address should be included
  3. Output Tab:
    1. Constituent Information > Name (for reference)
    2. Actions > Import ID
    3. Actions > (whatever other fields help identify the specific Actions, such as Category; for reference)
    4. Actions > Notes > Import ID
    5. Actions > Notes > Date
    6. Actions > Notes > Type
    7. Actions > Notes > Notes
    8. Actions > Notes > Author (if listed on the current Notes)
    9. Actions > Notes > Title (if listed on the current Notes)
    10. Actions > Notes > Description (if listed on the current Notes)
    11. Notes > Date
    12. Notes > Type
    13. Notes > Notes
    14. Notes > Author (if listed on the current Notes)
    15. Notes > Title (if listed on the current Notes)
    16. Notes > Description (if listed on the current Notes)
  4. Export Now > choose location and file name
  5. Open resulting Excel/CSV file
    1. Copy the data in the Notes > Date column and paste into the Actions > Notes > Date column
    2. Copy the data in the Notes > Type column and paste into the Actions > Notes > Type column
    3. Copy the data in the Notes > Notes column and paste into the Actions > Notes > Notes column
    4. Copy the data in the Notes > Author column and paste into the Actions > Notes > Author column (if listed on the current Notes)
    5. Copy the data in the Notes > Title column and paste into the Actions > Notes > Title column (if listed on the current Notes)
    6. Copy the data in the Notes > Description column and paste into the Actions > Notes > Description column (if listed on the current Notes)
    7. Delete the original Notes columns
    8. Delete the Constituent Name column
    9. Delete whatever additional Action columns were included for reference
    10. **Resulting file should have the following columns:
      1. Actions > Import ID; modify header to CALink
      2. Actions > Notes > Import ID; modify header to CANoteImpID (this column can be left blank)
      3. Actions > Notes > Date; modify header to CANoteDate
      4. Actions > Notes > Type; modify header to CANoteType
      5. Actions > Notes > Notes; modify header to CANoteNotes
      6. Actions > Notes > Author (if listed on the current Notes; modify header to CANoteAuth.  If column is blank, delete the column)
      7. Actions > Notes > Title (if listed on the current Notes; modify header to CANoteTitle.  If column is blank, delete the column)
      8. Actions > Notes > Description (if listed on the current Notes; modify header to CANoteDesc.  If column is blank, delete the column)
  6. Save and close the CSV file
  7. Browse to Admin > Import > Action > Constituent Action Notepad > New
  8. General Tab:
    1. What do you want to do? Import new records
    2. Options: Validate data only
    3. Import file: Browse to and select the file created and modified above
    4. How do you want the system to identify existing constituents? Use the Import ID
    5. What is the format of this import file? Delimited
  9. Fields Tab:
    1. Verify that all rows in the Field to Import column are correctly mapped to the corresponding field in the Raiser’s Edge Field column if not, manually add the mapping
  10. Summary Tab:
    1. We recommend marking all available checkboxes
  11. Click Validate Now
    1. Verify that no exceptions generate; if they do, refer to the control report for the exceptions/reasons
  12. On the General Tab, unmark Validate data only
  13. Click Import Now
    1. Verify that no exceptions generate; if they do, refer to the control report for the exceptions/reasons

Note:  We recommend spot-checking a few records to confirm that the data imported as desired.