How to import records (individual or organization constituents, revenue, memberships) into Altru (includes video demo and sample data file)

You may have a spreadsheet of data or information that you desire to load into the database. Depending on how many records there are, it can be very time consuming to enter every record manually. This solution describes how to import records (individual or organization constituents, revenue, memberships) and enter a mass amount of data into your system at one time.
Records can be brought into the database through an Import. Importing allows you to more easily enter a large number of records into your system. First, please see the below videos on how to import records into Altru. Additionally, we have included templates that you can populate your data into to make the import process more seamless. Please follow the instructions at the bottom of this solution to import the templates into your database.

NOTE: You must have the Accounting Manager system role in order to access the Import feature in Altru. Refer to How can I add system roles to users (includes video demo) for instructions on adding system roles to users.

Individual Constituent Import Template
Organizational Constituent Import Template
Revenue Import Template
Membership Data Import Template
Constituent Update Batch Import Template (you can use this template to update existing records or add new records)

Review the instructions and comments included in each template that identify the various required and dependent fields in the import file.

Step 1: Constituent import: Ensure your database is ready to accept the data related to the import
Review your database configuration to confirm that the following data is already loaded in the database if you are going to be including it in your constituent import:
  1. Title
  2. Suffix
  3. Relationship Type
  4. Address Type
  5. Phone Type
  6. Email Address Type
  7. Constituency
To review or add the above:
  1. Go to Administration.
  2. Click on Code Tables in Data
  3. Select the Biographical Category and click on 'Apply'
  4. Click on the appropriate code table name hyperlink and add the new value you are including in your import 
If your import includes a Solicit Code, you can review or add it:
  1. Go to Marketing and Communications
  2. Click on Solicit Codes in Configuration
  3. Click on Add to add the new solicit codes you will including in the import
If your import includes Attributes, you can review or add it:
  1. Go to Administration.
  2. Click on Attribute Categories in Data
  3. Click on Add to add the new attribute categories you will including in the import
Step 2: Constituent import: Plan your import
  1. If you wish to import organization relationships you will have to import Organizations first and then put the Organization ID in the Individual template file
  2. If you wish to import organization relationships you will have to import Organizations first and then put the Organization ID in the Individual template file
  3. Spouses can be imported with the individuals in the same row - fields that can be imported are all name fields and an email address and relationships description. If you have more information or the spouse has their own separate constituent record and lookup ID then you’ll need to import the spouse records BEFORE the individuals
  4. Typical flow of import is organizations first, spouses next and then finally the primary constituents
Step 3: Constituent import: Create a batch template
How to Import (VIDEO)
  1. Populate the appropriate templates in the solution:
    1. Individual_Import_Template.xlsx
    2. Organization_Import_Template.xlsx
Note: Follow these steps if you need to add multiple address lines when importing.
  1. Save the template files as .csv
  2. If you are importing individuals AND organizations that have relationships, make sure to import the data in the right order:
  3. Create the Batch Template for the import.
  4. Do the Organizational import first, then spouses (if they have their own record) then Individuals (with a link to primary business
    1. Go to Administration, then Batch
    2. Click on Batch Entry
    3. Click on Batch Templates from the Configuration menu on the left
    4. Click on Add to create a new batch template
    5. On the “Let’s Get Started” tab
      1. Name it something meaningful so you can find it
      2. Choose “Constituent Batch” for workflow name
      3. Choose “Constituent Batch” for Numbering scheme
    6. On the “Select Fields and Defaults” tab
      1. Batch type – select “Constituent Batch”
      2. Leave “Template” use as “Batch entry and Import”
      3. Add “Lookup ID” and any other fields that are in your import file. Check that you have included ALL fields you wish to import. Any fields that can have multiple values like phones, constituencies etc just have one entry, e.g. phone. When you go to map these “Collection” fields in the import you can match multiple fields, but there is just one field in the batch template
      4. You can make fields required on this tab
    7. On the “Specify Commit Options” tab you can select commit options
    8. “Set Permissions” tab. Don’t change anything on this tab
      1. On the “Confirm and Save” tab select save to save the batch and you should see your batch in the list of Batch Templates
Step 4: Constituent import: Import Process
  1. Create the Import process under Administration, then Import
    1. To create a new import process click Add
      1. Fill in a meaningful name (ex. Constituent Import Process)
      2. Click the button “Choose from local file” and browse to the import file
      3. Batch template – choose the one you just created in step 5
      4. Batch owner – Select your username
      5. Map the fields. Click on auto-map and then map the collection fields manually if necessary.
      6. Ex. To map phones select the phones line and then click on “Map Collection Field” button. Enter the number of phones then click on auto-map
      7. On the OPTIONS tab select “Add new entries” under code table fields and select “Quick Find” under search list fields if you are adding a primary business relationship or spouse record
      8. Click save when all fields are mapped
    2. To run the import
      1. Highlight the import and click “Start Import”
      2. Any exceptions will show on the Recent Status tab. You can fix the exceptions and run the import again. Note that the .csv file must be closed when you run the import
      3. Running the import creates a Batch. If you run the import multiple times you’ll have multiple batches so make sure you run the right one
Step 5: Constituent import:Commit the Batch
  1. Commit the batch (i.e. import the records into Altru) *NOTE THAT THIS WILL ADD ALL THE RECORDS INTO YOUR DATABASE AND CANNOT BE REVERSED. PLEASE ENSURE ALL DATA IS CORRECT IN THE BATCH BEFORE COMMITTING*
    1. Do a constituent search in Altru to verify that your constituents imported  (Constituents > Constituent search)
    2. Check the batch results
    3. Click on Commit and check the commit process parameters (check the box to “Create a selection” and give it a name)
    4. Click on Batch Entry and highlight your batch created from the import process
  2. Repeat steps 5 and 6 for other import files
  Constituent Update Batch Template.xlsx

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