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.

In order to add the address import ID to an import file, you must export it in another file and link the two files in a program such as Access (Option 1). If you don't have Access, refer to Option 2.

Note: You can follow these instructions for other import IDs as well such as the phone number import ID and constituent import ID. However, the example uses the address import ID.

Option 1

  1. Create a static, constituent query of those constituents who appear in the data file to import. Note: If the constituents in the data file have nothing in common to query on, create a query by selecting each constituent individually. Another option is to save a copy of the data file to import (use File, Save As). Open the copy and delete all columns except the constituent import ID, key indicator, and last name (or org name). Import this file as a constituent import, select to update existing records, and mark the option to create an output query.
  2. Create a constituent export and export the appropriate address import ID. For example, if it is for the preferred address, export Addresses. Preferred Address, Import ID. Also export a field to link to the import data file. For example, if the import data file contains the constituent ID, also include the constituent ID in this export file.
  3. Open Microsoft Access
  4. Select File, New from the menu bar
  5. Select Blank Database
  6. In the File New Database screen, enter a name for the database in the Filename field and select the path to which to save it. Click Create. For the example, the default of db1.mdb is used.
  7. In the db1 : Database screen, select Tables in the left frame
  8. Select Delimited and click Next Note: Your database name is listed in place of db1
  9. Import the import data file into an Access table (Table 1)
  10. Import the file created in step 2 into an Access table (Table 2)
  11. Ensure that both tables are closed
  12. Select Tools, Relationships... from the menu bar
  13. In the Show Table dialog box, select Table 1 and click Add. Select Table 2 and click Add.
  14. Drag the field that you want to relate from one table to the related field in the other table. For example, drag the constituent ID field (it may display as CnBio_ID in Access) in Table 1 to the constituent ID field in Table 2.
  15. In the Edit Relationships screen, click Create
  16. Close the Relationships screen. When prompted, click Yes to save your changes.
  17. In the db1 : Database screen, select Queries
  18. Click New
  19. Click Simple Query Wizard
  20. From Table 1, select all fields. From Table 2, select the address import ID. Click Next.
  21. Name the query and click OK
  22. The data appears in a spreadsheet. Select File, Export... from the menu bar.
  23. In the File Name, enter a name with a csv extension. For example, import.csv. In the Save as Type field select Text File. Click Export All. (Note where you are saving the file.)
  24. The Export Text Wizard screen appears. Select Delimited and click Next.
  25. In the Choose the delimiter that separates your fields: frame, select Comma. In the Qualifier drop-down, select the double quotes ("). Mark the Include Field Names on First Row checkbox. Click Next.
  26. Note the path and file name and click Finish.
  27. Import this file. In the import parameters on the Fields tab, ensure that the Extension column is correct for the address fields. This is how The Raiser's Edge determines which fields go with what address. All the address fields that relate to the new address should have an extension of 00. All of the address fields that relate to the old address should have an extension of 01.

 

Option 2:

If at all possible, reexport the file with the Address Import ID. Then, reupdate it and import it back in.

If it is impossible to have the data file re-exported and re-processed to include the Address Import ID., you may update the data file yourself to include the Address Import ID.

Note: This is not a simple process and may require a lot of manual updating to the data file. If it must be updated this way, ensure that an experienced Raiser's Edge user performs the following steps. The user needs to be experienced in export, import, and Microsoft Excel.

 

  1. Create a static, constituent query of those constituents who appear in the data file to import. Be sure that the query is sorted in the same way as the data file. For example, if the data file is sorted alphabetically, sort the query alphabetically.

    Note: If the constituents in the data file have nothing in common to query on, create a query by selecting each constituent individually. Another option is to save a copy of the data file to import (use File, Save As). Open the copy and delete all columns except the constituent import ID, key indicator, and last name (or org name). Import this file as a constituent import, select to update existing records, and mark the option to create an output query.

  2. Create a constituent export using the query created in step 1. Export the following fields in CSV format:
    • The field to link to the existing import data file. For example, if it contains the constituent ID, export the constituent ID.
    • Key Indicator
    • Address Import ID for the appropriate address (for example, preferred)
  3. Open the file created in step 2 in Microsoft Excel. Cut and paste all columns from this file into the data file that is missing the address import ID. If the files align perfectly, this can be done for the whole file at one time. However, if the files are not exactly in the same order, the information may need to be pasted one row at a time. Ensure that the correct information is pasted to the correct constituent in the data file to import.

    Add the appropriate headers to the file. The exported address import ID will be the address import ID used for the new address. Insert a blank column to add an address import ID for the old address. This is to add the address as an alternate address (e.g. listed on the Addresses tab).

  4. Import the data file. In the import parameters on the Fields tab, ensure that the Extension column is correct for the address fields. This is how The Raiser's Edge determines which fields go with what address. All the address fields that relate to the new address should have an extension of 00. All of the address fields that relate to the old address should have an extension of 01.