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.

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

    View a sample data file (7PrimAddSal.CSV) which imports the primary addressee and primary salutation for Phillip Keller. If Phillip Keller already has a primary addressee or salutation, the current ones are overwritten. The primary addressee is based on the templates in Configuration. The primary salutation is editable.

    Note: The sample file contains more than the required fields. Your actual import file should contain, at a minimum, all of the fields from the sample file if the addressee or salutation is editable. If not, only the fields in italics are required.

    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):

     

      • Headers
      • Fields

      ImportID*, PrimAddID, PrimAddEdit, PrimAddText, PrimSalID, PrimSalEdit, PrimSalText
      Import ID*, Primary Addressee ID, Primary Addressee Editable, Primary Addressee Text, Primary Salutation ID, Primary Salutation Editable, Primary Salutation Text

      Note: The PrimAddID and PrimSalID fields are required even if the addressee or salutation is editable. If editable, it doesn't matter what ID number you enter as long as the ID number is in Configuration. We recommend using 1. If not editable, enter the ID for the appropriate addressee/salutation format in Configuration.

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

       

      • 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 section of the Import Guide 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 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).

        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. 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.

        Note: If you receive the error, Key Indicator is required for this import, refer to Error: Key Indicator is required for this import when importing new constituents in The Raiser's Edge 7 (BB113762)

        * 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.

        For information on importing an additional addressee/salutation, refer to How to import an additional addressee/salutation (BB12247)