Getting Started: 

To begin, you will need to set up a few user defined fields in your eTapestry database that will accept your Auctionpay data.

1. Account Type
The Account Type field will be used to mark whether an account is for an Individual or a Business. If your database already contains a field that is used to record Account Type data, you can use that field to merge in your Auctionpay Account Type data, as long as the field contains the two values Individual and Business. If your database does not already contain an Account Type field, please do the following:

  1. Click the Management tab.
  2. Under Database Configuration, click User Defined Fields.
  3. Click on the category where you would like to store this field (if you prefer, you can create a new category by clicking the Add a New Category link).
  4. Once inside a category, click Add New User Defined Field in the Tasks menu.
  5. On Step 1, type in the name as Account Type, set the Data Type to Text, then click Next.
  6. On Step 2, mark the check box next to Constituents, then click Next.
  7. On Step 3, do not choose any values, simply click Next.
  8. On Step 4, set the Display Type to Allow assignment of only one item, then click Next.
  9. On Step 5, type in Individual in the Name field, then click Add Value. Next, type in Business in the Name field, then click Add Value. Please be certain that these values are spelled correctly and do not contain any extra spaces.
  10. Click Save and Finish to save the field

2. Spouse Name 
The Spouse Name field is a text field used to record the name of the account’s spouse. If your database already contains a text field that you use to record this type of information, you can use that field. If not, please do the following:

  1. Click the Management tab.
  2. Under Database Configuration, click User Defined Fields.
  3. Click on the category where you would like to store this field (if you prefer, you can create a new category by clicking the Add a New Category link).
  4. Once inside a category, click Add New User Defined Field in the Tasks menu.
  5. On Step 1, type in the name as Spouse Name, set the Data Type to Text, then click Next.
  6. On Step 2, mark the check box next to Constituents, then click Next.
  7. On Step 3, do not choose any values, simply click Next.
  8. On Step 4, set the Display Type to Text Box, then click Next.
  9. Click Save and Finish to save the field

3. Phone Type – Voice 2
eTapestry contains a system defined field for Phone Type and allows you to create a number of different values for recording different types of phone numbers. For the Auctionpay Integration, you will need a phone type field value for recording a secondary phone number. If your database already contains a phone type field that you use to record this type of information, you can use that field. If not, you can set up a Phone Type field value called Voice 2 by doing the following:

  1. Click the Management tab.
  2. Under Database Configuration, click User Defined Fields.
  3. Click Phone Type Code.
  4. In the Name field, type in Voice 2, then click Add Value.
  5. Click Save and Finish to save the new value.

4. Paid?
An optional field for the Auctionpay integration is the Paid field. The file that you will export from Auctionpay contains data regarding whether a donation was monetary or In Kind – the monetary donations are listed as Paid – y, while the In Kind donations are listed as blank in the Paid column. In eTapestry, this information is not essential to record, as you can query and report on the Gift Type to show whether the donation was monetary or In Kind. However, if you’d like to record the Paid field data from Auctionpay in your eTapestry database, here’s how you can create a field for that:

  1. Click the Management tab.
  2. Under Database Configuration, click User Defined Fields.
  3. Click on the category where you would like to store this field (if you prefer, you can create a new category by clicking the Add a New Category link).
  4. Once inside a category, click Add New User Defined Field in the Tasks menu.
  5. On Step 1, type in the name as Paid?, set the Data Type to Text, then click Next.
  6. On Step 2, mark the check box next to Transactions, then click Next.
  7. On Step 3, do not choose any values, simply click Next.
  8. On Step 4, set the Display Type to Allow assignment of only one item, then click Next.
  9. On Step 5, type in y in the Name field, then click Add Value. Next, type in Business in the Name field, then click Add ValuePlease be certain that you type in this value exactly as listed and do not type in any extra spaces or capitalize it.
  10. Click Save and Finish to save the field


Exporting eTapestry Data
In order to update your Auctionpay software with your current eTapestry account data, you will need first export the data from eTapestry. You can set up a report definition for this by doing the following:

  1. Click Reports
  2. Click on the category where you would like to store your Auctionpay Report definition.
  3. Once inside a category, click New Report in the Tasks menu.
  4. For Basic Information, type in the Name as Auctionpay Report; you can leave the other options in this section at their default settings.
  5. In the Available Fields drop-down menu, select the category Account Fields. From that category, click on the following fields:
    • Account Number
    • Name
    • Sort Name
    • Persona Type
    • Address Line 1
    • Address Line 2
    • City
    • State
    • Postal Code
    • Short Salutation
    • Long Salutation
    • Email
  6. Next, choose the category Phone Type Fields. From that category, click on  the following fields:
    • Phone – Voice
    • Phone - Voice 2
  7. Next, choose the category User Defined Fields: Persona. From that category, click on  the following fields:
    • Envelope Salutation.
  8. Next, choose the category User Defined Fields: Account. From that category, click on  the following fields:
    • Account Type
    • Spouse Name
  9. Next you will need to reorder your fields by dragging and dropping them into this order:
    • Account Number
    • Name
    • Sort Name
    • Account Type
    • Persona Type
    • Envelope Salutation
    • Spouse Name
    • Phone – Voice
    • Phone – Voice 2
    • Email
    • Address Line 1
    • Address Line 2
    • City
    • State
    • Postal Code
    • Short Salutation
    • Long Salutation
  10. Finally, you can set up your report to sort the names alphabetically by clicking the plus icon next to Sort Name, and then clicking the A icon.
  11. When you have finished setting up your report, click Save.

After you have set up your Auctionpay report, you can use it any time you need to export data for a group of accounts by taking the following steps:

  1. Click Reports 
  2. Click on the category where your Auctionpay Report is located.
  3. Click Run Report below the Auctionpay Report
  4. Select the category and query that contains the accounts you want to export
  5. Under Delivery Options, set the Report Format to CSV File - Email
  6. Enter your email address into the Delivery Email field if it is not already listed
  7. Click Submit
  8. When the excel file arrives in your inbox, save it on your computer.

 
Importing Auctionpay Data into eTapestry
For organizations who utilize eTapestry’s Advanced Import Module, you can run two types of imports to bring data from Auctionpay into eTapestry. 

Account Information Import
The Account Information import allows you to import account data, such as name and contact information, to create new accounts in your eTapestry database. This type of import should be done after an event to create new accounts within your eTapestry database for walk-ins and last minute entries into your Auctionpay Event Software. This allows you to create the eTapestry account and eTapestry account number, which you can then export from eTapestry to upload into Auctionpay.

You will need to setup an Account Information import template, which you will then use each time you need to create new accounts in eTapestry for accounts that were initially created in Auctionpay. For the initial setup of the Account Information import, please do the following:

  1. On the Management tab
  2. Click Import.
  3. Click on the category where you would like to store your Auctionpay Account Import template. 
  4. Under the Tasks menu, click New Import.
  5. In the Name field, type in Auctionpay Account Information Import.
  6. Set the Select the Type of Information to Import option to Account Information.
  7. Click Browse next to the Select File to Import field; search through your computer’s stored files to locate the file from Auctionpay that you would like to import to eTapestry, and double click on it.
  8. Click Next
  9. On step 2 (Map Your Import File) you will designate into which eTapestry fields the data from your Auctionpay file should be imported. When you’re first creating the import template, it will only show three fields – Persona Type, Account Name, and Sort Name, so the first step will be to choose the rest of the eTapestry fields needed. You can do this by clicking the Import another eTapestry Field link.
    • This opens a window where you can click on more eTapestry fields to add them to the import template. The fields that you will need to add to your template are (fields are listed as Category – Field Name):
      • Account Fields – Account Number
      • Account Defined Fields – Account Type
      • Persona Defined Fields – Envelope Salutation
      • Account Defined Fields – Spouse Name
      • Phone – Voice
      • Phone – Voice 2
      • Account Fields – Email, Address, City, State, Postal Code, Short Salutation, Long Salutation
  10. Next, choose the columns from your Auctionpay file that should be mapped into each of those eTapestry fields. To map a column into a field, click the mapping icon to the right of the each field and select the column from your file. For example, first you will map the Persona Type column from your Auctionpay file into the Persona Type eTapestry field.
  11. Map the columns from your file into the rest of the eTapestry fields accordingly. In the Address field, you will need to map in both Address Line 1 and Address Line 2 by doing the following:
    • Click the mapping icon next to Address.
    • From the Select Import Field window, click Address Line 1.
    • Scroll to the bottom of the Select Import Field window to reach the Special Characters section. In that section, click New Line. This places the characters “\n” in the Import Data column, which tells eTapestry to put the information following those characters on a separate line in the field.
    • Finish the Address field mapping by clicking Address Line 2.
  12. When you have finished mapping the import fields into the eTapestry fields, you need to choose a Key. The Key is what tells eTapestry how to check for duplicate accounts that might already exist in your database. Mark the check box next to Account Number to make it your Key.
  13. Click Next.
  14. On step 3 (Preview) you can preview the accounts that you are about to import. Please be sure to verify on the Preview step that the account data has been correctly mapped into the appropriate eTapestry fields. If you need to adjust your mapping, you can click Back to return to step 2.
  15. Click Next.
  16. On step 4 (Possible Duplicates Report) view which accounts, if any, match up to existing accounts in your eTapestry database based on Account Number. If any of the accounts in your file come up as possible duplicates, you will need to designate how eTapestry should import the data for those accounts:
    • Merge will keep all of the data on the existing account intact, and for any empty fields on the existing account, it will merge data into those fields according to your mapping.
    • Replace will replace data on the existing account with data from the fields in your import file. 
    • Create will create an entirely new account using the data in your import file.
    • Skip will cause the import to completely skip that line in your import file – that data will not be imported and the existing account will not be altered.
  17. After you have finished choosing the actions that you would like eTapestry to take for each potential duplicate account, click Next to run the import. Once that process has begun, it cannot be stopped or reversed; please be certain that you’ve chosen the correct options for your import prior to beginning the import.

You can use this Auctionpay Account Information Import each time you need to import account information from Auctionpay into your eTapestry database. After the initial setup, the import template will remember your field selections, mapping, and key.  All you will have to do each time is simply choose the file you would like to use and the actions you want eTapestry to take for duplicate accounts.


Account Information with Single Gift
The Account Information with Single Gift import allows you to import gifts that were originally entered in the Auctionpay Event Software into eTapestry. To help keep from creating duplicate account records in eTapestry, each of the accounts for which you’re importing gifts should already have an eTapestry account number; this allows you to use the account number field to match up the data you’re importing to the correct existing eTapestry account. If your gift import file contains accounts with no account number, please refer to the section on the Account Information Import for steps on how to import the data to create accounts for those entries.

To import gift information using the Account Information with Single Gift import, please do the following:

  1. On the Management tab
  2. Click Import.
  3. Click on the category where you would like to store your Auctionpay Gift Import template. 
  4. Under the Tasks menu, click New Import.
  5. In the Name field, type in Auctionpay Gift Import.
  6. Set the Select the Type of Information to Account Information with Single Gift.
  7. Click Browse next to the Select File to Import field; search through your computer’s stored files to locate the file from Auctionpay that you would like to import to eTapestry, and double click on it.
  8. Click Next
  9. On step 2 (Map Your Import File) you will designate which eTapestry fields the data from your Auctionpay file should be imported. When you’re first creating the import template, it will show only seven fields – Persona Type, Account Name, Sort Name, Date, Received, Fund, and Gift Type - so the first step will be to choose the rest of the eTapestry fields needed. You can do this by clicking the Import another eTapestry Field link.
    • This opens a window where you can click on more eTapestry fields to add them to the import template. The fields that you will need to add to your template are (fields are listed as Category – Field Name):
      • Account Fields – Account Number
      • Account Defined Fields – Account Type
      • Persona Defined Fields – Envelope Salutation
      • Account Defined Fields – Spouse Name
      • Phone – Voice
      • Phone – Voice 2
      • Account Fields – Email, Address, City, State, Postal Code, Short Salutation, Long Salutation
      • Gift Fields – Note
      • Gift Defined Fields – Paid? (This is optional; if you’ve chosen not to track this field in your eTapestry database, you can leave it out of the import template.)
      • Gift Fields – Gift In Kind Sale Value, Check Number, Check Date, Credit Card Number, Credit Card Expiration Date
  10. Mark the check box next to Account Number to make it the Key for your import’s duplicate checking.
  11. Next, choose the columns from your Auctionpay file that should be mapped into each of those eTapestry fields. To map a column into a field, click the mapping icon to the right of the each field and select the column from your file. Please see the Account Information section for examples of mapping the Persona Type field and Address field.
  12. Please note the following regarding mapping for this import:
    • The Date column in your file should be mapped to both the Date and Check Date fields
    • The Package Name column should be mapped to the Note field
    • The Value column should be mapped to the Gift In Kind Sale Value field
    • For the Credit Card Number field, type in XXXX
    • For the Credit Card Expiration Date field, type in 12/2015
  13. Click Next.
  14. On step 3 (Preview) preview the gifts that you are about to import. Please be sure to verify on the Preview step that the account and gift data has been correctly mapped into the appropriate eTapestry fields. If you need to adjust your mapping, you can click Back to return to step 2.
  15. Click Next.
  16. On step 4 (Possible Duplicates Report) view the list of existing accounts in your eTapestry database that match up to accounts in your file based on Account Number. If the data in your file is correct and you’ve successfully completed the mapping, then all records in your import file should come up as possible duplicates. This will be indicated at the top of the Possible Duplicates Report in the Import Statistics Report section – the number of Lines in Your Import File should equal the Number of Matches.
  17. The action for each duplicate should be set to Merge by default. Please leave the action set to Merge.
  18. When you are ready to run the import, click Next to begin the import process. Once that process has begun, it cannot be stopped or reversed; please be certain that you’ve chosen the correct options for your import prior to beginning the import.

You can use this Auctionpay Gift Import each time you need to import gifts from Auctionpay into your eTapestry database. After the initial setup, the import template will remember your field selections, mapping, and key.  All you will have to do each time is simply choose the file you would like to use each time and verify that all records match up to existing accounts.


A note on the import process:
It is not essential to run the Account Information import first to create the accounts and associated account numbers in eTapestry. If you prefer, you can just run the Gift import and allow the Gift import to create new accounts for any records that do not already have an eTapestry account number. However, if any of those new accounts have more than one gift listed in your gift import file, eTapestry will create multiple accounts for those individuals – one for each gift listed in the file – and you will need to manually merge those duplicate accounts together. If you follow the processes listed above and create eTapestry accounts for all records first, then the gift import will successfully match up each row in your file to the correct account using the account number, and it will not create duplicate records in your database.