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 solution.

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.
 
In Version 7.94 and higher: 
  1. Create a data file or use an existing file.

    View a sample data file (794NameAddressPhone.CSV) which imports the following new constituents: You may need to widen the columns to view all of the information in a column.
    Note: This sample data file imports new constituents, but it is also possible to update existing constituents using the same import.

    Note: The sample file contains all of the required fields to import name, address, and phone numbers. Your file may contain more or less fields than the sample file. Be sure that all required fields are included in your data file (required fields are listed in italics below). As long as a field is not required, you do not need to include it in your import file. For example, if no one in your data file has more than one phone number, do not include the last four fields shown below, which are for the second phone number. If no one in your data file has any phone number, do not include any of the phone number fields (e.g. the last eight fields shown below). The sample file was tested in version 7.94.6116. 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.
     
    · John Maple: A new individual with a primary addressee/salutation, address with two address lines, and two phone numbers
     
    · Blackbaud: A new organization with address, phone number, and email address (Note: email addresses are stored as phone numbers.)
    · Jane Baker: A new individual with a primary addressee/salutation, address, and one phone number
    · Brenda Hawkins: A new individual with a primary addressee/salutation, address, and no phone numbers
     
  2.  Include the following fields in the data file (for a sample file, refer to step 1 above):

    Note: Fields in italics are required fields by the Raiser's Edge for a constituent import. Some of the fields in italics are required conditionally. For example, the Phone Import ID (PhoneImpID) is only needed if importing phone numbers. The phone number fields are included twice so that up to two phone numbers may be imported at the same time. If you have more than two phone numbers, include all of the phone number fields once for each phone number to import.

    Note: In Excel, use Text as the column type for ZIP Code (PostCd) if you have ZIP codes with leading zeros. Otherwise, Excel drops the leading zeros. ·

    Headers
    ImportID, KeyInd, Titl1, FirstName, MidName, LastName, OrgName, PrimAddID, PrimSalID, AddrImpID, PrefAddr, AddrType, AddrLines, AddrCity, AddrState, AddrZIP, PhoneImpID, PhoneNum, PhoneType,, PhoneImpID, PhoneNum, PhoneType

    Fields
    Import ID, Key Indicator, Title 1, First Name, Middle Name, Last Name, Organization Name, Primary Addressee ID, Primary Salutation ID, Address Import ID, Preferred Address, Address Type, Address Lines, City, State, ZIP Code, Phone Import ID, Phone Number, Phone Type, Phone Import ID, Phone Number, Phone Type
     
  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 Address Fields, Constituent Import Fields, and Constituent Phone Fields sections of the Import Guide for a list of available fields (layout table) and for what each is used. 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
    • Options: Import records not found as 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:

      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.

      Watch the mapping and extensions demo (3 minutes)

      Summary Tab: We recommend marking all available checkboxes. At the very least, mark the Create control report option.
       
In Version 7.93 and earlier versions:
  1. Create a data file or use an existing file.

    View a sample data file (7NameAddressPhone.CSV) which imports the following new constituents:

    Watch the demo on including an address and multiple phone numbers in an import file (4 minutes)

    You may need to widen the columns to view all of the information in a column.
    Note: This sample data file imports new constituents, but it is also possible to update existing constituents using the same import.

    Note: The sample file contains all of the required fields to import name, address, and phone numbers. Your file may contain more or less fields than the sample file. Be sure that all required fields are included in your data file (required fields are listed in italics below). As long as a field is not required, you do not need to include it in your import file. For example, if no one in your data file has more than one phone number, do not include the last four fields shown below, which are for the second phone number. If no one in your data file has any phone number, do not include any of the phone number fields (e.g. the last eight fields shown below). The sample file was tested in version 7.70.874. 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.
     
    • John Maple: A new individual with a primary addressee/salutation, address with two address lines, and two phone numbers
    • Blackbaud: A new organization with address, phone number, and email address (Note: email addresses are stored as phone numbers.)
    • Jane Baker: A new individual with a primary addressee/salutation, address, and one phone number
    • Brenda Hawkins: A new individual with a primary addressee/salutation, address, and no phone numbers
       
  2. Include the following fields in the data file (for a sample file, refer to step 1 above):

    Note: Fields in italics are required fields by the Raiser's Edge for a constituent import. Some of the fields in italics are required conditionally. For example, the phone address import ID (PhoneAddrImpID) is only needed if importing phone numbers. The phone number fields are included twice so that up to two phone numbers may be imported at the same time. If you have more than two phone numbers, include all of the phone number fields once for each phone number to import.

    Note: In Excel, use Text as the column type for ZIP Code (PostCd) if you have ZIP codes with leading zeros. 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 Address Fields, Constituent Import Fields, and Constituent Phone Fields sections of the Import Guide for a list of available fields (layout table) and for what each is used. 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 Options: Import records not found as 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:

    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.

    Watch the mapping and extensions demo (3 minutes)

    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. We offer a regional, instructor-led class on Advanced Importing Techniques in The Raiser's Edge. To search for a class near you, click here.