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.
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).
- Create a data file or use an existing file.
View a sample data file (7ConstIndRelPhone.csv), which imports the constituent Bob Smith with his spouse and her phone number and the constituent Quick Fix Repair Shop and a contact with an address and phone number 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 7.80.1122. 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.
- 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 italics are conditionally required. Refer to the notes below the list of fields for additional information.
ImportID**, Titl1, FirstName, LastName, OrgName, IRImpID, IRTitl1, IRFirst Name, IRLastName, IRIsSpouse, IRIsContact, IRPos, IRContactType, IRRelat, IRRecip, IRAddrIRImpID, IRAddrType, IRAddrLines, IRAddrCity, IRAddrState, IRAddrZIP, IRPhoneType, IRPhoneNum, KeyInd
* Although headers are not required in The Raiser's Edge , 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**, Title 1, First Name, Last Name, Organization Name, Individual Relationship Import ID, Individual Relationship Title 1, Individual Relationship First Name, Individual Relationship Last Name, Is Spouse, Is Contact, Position, Contact Type, Relationship, Reciprocal, Individual Relationship Import ID, Address Type, Address Lines, Address City, Address State, Address ZIP, Phone Type, Phone Number, Key Indicator
Note: In order to import a new relationship and phone number, the IRImpID and the IRAddrImpID fields must be populated with the same value for each relationship. These fields indicate to which relationship record the phone number should be imported.
In Excel, use Text as the column type for any field with leading zeroes. Otherwise, Excel drops the leading zeros.
Refer to the Constituent Fields, Individual Relationship Fields, and Individual Relationship Phone Fields sections 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.
- In Import, select Constituent from the Constituent category. 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
- Options: Use duplicate criteria for new records
- What file do 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.
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.