How to use import to update Scanned Documents Exist field on Declarations

How to globally update scanned documents exist flag on declarations

If you use Blackbaud Gift Aid (BBGA) optional module in Raiser’s Edge then you may want to globally update the Scanned documents exist checkbox on declarations of constituents who have scanned declarations.

Note that the tax claim process is not dependent on this checkbox being ticked.

When the Keytrack  has been sent and processed by Blackbaud, the BBGA reports are updated on the BBGA web site.  See how to view scanned images for the steps to access the web site.

On the web site, click on Reports and the following reports may be available.
Additional Gift Aid Supporters – this is a spreadsheet of declarations that have been scanned by Blackbaud but no information on these declarations was included in the Keytrack that you supplied.
If no discrepancies found between the declaration information you provided in the Keytrack and the images that have been sent to Blackbaud to be scanned, then the Report on the BBGA web site will show as “No files found”.

If the report exists and the declarations do not exist in Raiser’s Edge, you should either add the declarations manually or via import .
If importing the declarations then the field CTDScannedDocsExist should be included in the import file.  To tick the Scanned documents exist box on the declaration being imported, this field should be set as either Yes, True, Y or T.

See the Import User Guide for more information.
This guide is available on our web site –
http://www.blackbaud.co.uk/files/support/guides/re7uk/importUK.pdf

Alternatively the guide can be access in Raiser’s Edge via Help, User Guides.


All Documents List – this is a spreadsheet for all the declarations forms supplied by you.  Note that not all are “valid” and those that are suspect will appear on the At Risk Report, also available via the BBGA web site.

The declarations that should be considered in the import to update the Scanned documents exist checkbox are those where the Gift Aid Description equals Yes, No or Single Gift.
Yes declarations are those where the pays tax equals Yes,
No is where the pays tax equals No
Single Gift are declarations which are for a specific gift rather than being open ended / enduring.

Therefore suggest that these are extracted from the All Docs List to a new spreadsheet and saved.

In Raiser’s Edge complete the following steps –

  1. Create a constituent query of those constituents with declarations. For example the criteria could be Declarations, Declaration Start Date not blank.  This is because the Start date is a required field on Declarations.
  2. In Admin, Import, create a new Constituent Declarations import.
    1. On the General tab select the following options – 
      1. What do you want to do – Create import file
      2. Include all records – change to include selected records and pick up the query created in item 1 above.
      3. Include selected fields – can leave as this option or change to include all
      4. Import file – specify the name and location of the file to be created outside Raiser’s Edge
      5. What ID field do you want to use – Constituent ID
      6. Format – delimited
    2. On the Fields tab – 
      1. If you have selected to include all fields on the General tab then all fields will be listed on the Fields tab
      2. If you have selected to include selected fields, then please ensure that Constituent ID, Declarations Import ID and Scanned Documents Exist fields are selected from the Available Fields list on the left hand panel to be included in the fields in the file being created and are listed under the Raiser’s Edge fields on the right hand panel.
    3. Click Create Now to create the file outside Raiser’s Edge.
 

Once the data has been exported it needs to be “matched” to the extract of the All Docs list that you created.  Typically we would advise that the reference no on the All Docs List is matched to the Constituent ID on the Raiser’s Edge export file.

If you prefer, you can match on other fields in addition to the constituent ID. For example
Dec Date on All Docs List would be matched to  CTDDeclareStart on the Raiser's Edge export file to match declaration start date
Gift Aid Description on All Docs List would be matched to  CTDConstitPaysTax on the Raiser's Edge export file to match Pays Tax


Note: There may be issues matching on the declaration start date as there are some instances where the declaration is signed but not dated and Blackbaud therefore have to make a “guesstimate” on the start date.  This may differ from the start date for the declaration that has been added in Raiser’s Edge.

Where a match is found, the CTDScannedDocsExist field should be set as either Yes, True, Y or T in the file exported from Raiser’s Edge.
We suggest that this is the only field updated by this process as the declaration in Raiser’s Edge has been added by you or your colleagues, most likely at the time it was received from the constituent.

When all updates to the Raiser’s Edge export file are completed, save it as a CSV file with a new name, in preparation for importing back into Raiser’s Edge.

Note: Before you proceed with the following instructions, back up the database. If your organisation integrates multiple Blackbaud products, refer to the Additional Requirements section of the backup solution.
Carefully read all of the instructions listed below before proceeding.

To import the updated file back into Raiser’s Edge you would –

  1. In Admin, Import, create a new Constituent Declarations import.
    1. On the General tab select the following options – 
      1. What do you want to do – Update Existing Records
      2. Validate Data only –  should be ticked
      3. Import file – specify the name and location of the CSV file to be imported back into Raiser’s Edge
      4. What ID field do you want to use – Constituent ID
      5. Format – delimited
    2. On the Fields tab – 
      1. On the right hand panel ensure the fields in your import file are mapped to the correct Raiser’s Edge fields.
      2. Fields can be manually mapped via the Available Field list on the left hand panel, if required.  Typically this is only needed if the field name in the header row of the import file does not match the field name expected by Raiser’s Edge.
    3. On the Summary tab – 
      1. Create an exception file of records not updated and name this C:\Exceptions.txt
      2. Create output query of records updated
      3. Create a control report
    4. Click Validate Now
    5. When the file validates check the control report for any exceptions.  These exceptions should be resolved and then validate the file again.
    6. When you are happy with the validate process and ready to proceed to update the records in Raiser’s Edge, remove the tick from Validate Data Only on the General tab and click Update Now
  2. When the update is complete, the query created during the import process can be used to spot check the constituents’ declarations.


Note: When this process is complete we advise that you review the At Risk Report available on the BBGA web site.  This lists declarations that we cannot confirm are valid, for whatever reason, and therefore you may want to check if these are present in Raiser’s Edge and do one of the following

  1. If you believe the declaration is valid then please e-mail the constituent ID, name and image ID (from the AtRiskList_Details tab) to Laura.Hayes@blackbaud.co.uk confirming why you believe this is valid and should be “removed” from the At Risk report.
  2. If you believe that the declaration is correctly included on the At Risk report as invalid then please ensure that the declaration is not present in Raiser’s Edge via the Declaration Information button on Bio 1.  You may have to contact the constituent again on this to ask that they complete a new declaration form.  This is most important if this is the only declaration on file for the constituent and you may have already claimed tax.

 

Environment

 Raiser's Edge 7

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