Note: Before you proceed with the following instructions, back up your database. If you are hosted by Blackbaud, your database is backed up on a regular basis, and there is no need to contact us to request a backup.

With User Imports, you can import user information, such as data exported from The Raiser's Edge, to create new users in Blackbaud NetCommunity. In User Imports, you select the file to import and select whether to schedule the import for a later date. Only Administrators or users with Supervisor rights in Blackbaud NetCommunity can access User Imports.

Note: The import file must be a comma-separated values (*.csv) file, and its first row must contain the field names. To import the user information correctly, each record in the import file must contain the user's first and last name, email address, and System Record ID. You can also import user names and passwords for all users in the import file, or Blackbaud NetCommunity can automatically generate this information during the import. Be sure to carefully review the import file for errors before importing.
  1. Ensure you have a valid backup of both The Raiser's Edge and Blackbaud NetCommunity.
  2. From Users & security, click User Imports. The User Imports screen appears.
  3. On the action bar, click New User Import. The Properties screen appears.
  4. In the Name field, enter a name for the user import so Blackbaud NetCommunity users can quickly identify the information in User Imports.
  5. In the Description field, enter any additional information to identify the user import, such as an explanation of the users imported.
  6. Click Next. The User Import Wizard screen appears.
  7. Select the Upload File tab.
  8. In the Load File frame, in the File field, enter the path to the *.csv file to import. To map to the location of the import file, click Browse and use the Choose File screen. 
Note: At a minimum, the imported *.csv file must contain the constituent's first and last name, email address, and system record ID, and its first row must contain the field names. You can export a *.csv file of this constituent information from The Raiser's Edge. For information about how to export data from The Raiser's Edge, see The Raiser's Edge Query and Export Guide or the Export section of the help file in The Raiser's Edge.
  1. Click Upload. The Uploaded File Details frame and field mapping grid appear. 
Note: In the Uploaded File Details frame, the File Name field displays the selected import file. To import a different file, click Replace this file. The Load File frame appears.
  1. In the field mapping grid, the Import Field column displays the fields required to import users into Blackbaud NetCommunity. For each import field, in the File Field column, select the field of the import file from which to import information.
Note: When you upload an import file, the program automatically attempts to match field names in the import file with the fields required to import to users into Blackbaud NetCommunity. You can adjust the automatically mapped fields as necessary.
  1. In the Last Name and First Name fields, select the field names in the import file that contains the last and first name of each user.
  2. In the Email Address field, select the field name in the import file that contains the email address for each user.
  3. In the Username field, select the field name in the import file that contains the user name for each user or, to automatically generate user names, select the format to use for the user names, such as "<Last Name> <First Name>". Note: If you select a user name format, specify how the user name appears. In the includes and <First Name> includes fields, select whether to use all characters in the name or only the first specific number of characters. In the Separate <First Name> and <Last Name> with field, select the character to separate the first and last names in the user name. You can select to display a space, a period, a dash, or an underscore, or you can select to display no separation. Next to the Username field, the Sample field displays how user names appear with the selected format.
  4. To prevent duplicate user names, mark Ensure unique usernames. When you mark this checkbox, the program adds a number to the end of any user name that already exists in Blackbaud NetCommunity or is included elsewhere in the import file.
  5. In the Password field, select the field name in the import file that contains the password for each user or, to automatically generate passwords, select "<Autogenerate">. NOTE: IF YOU HAVE BEEN UPGRADED TO NetCommunity 7.1 OR HIGHER, YOU WILL NO LONGER BE ABLE TO ASSIGN PASSWORDS DUE TO UPDATED PCI COMPLIANCE GUIDES LINES THAT WERE IMPLEMENTED AS OF NetCommunity 7.1.
  6. In the The Raiser's Edge System Record ID field, select the field name in the import file that contains the system record ID for each user. Note that the System Record ID is not the same field as the Raiser's Edge Constituent ID.
 
  1. Select the Preview Import tab or click Next. The Preview Import tab appears. 
Note: If you exit the User Import Wizard screen after you upload an import file but before you add the import to the queue, you can return to the user import from User Imports. On the User Imports screen, the Status column for the import is blank. For information about how to view a user import, see View the tabs of a user import.
  1. In the Summary of Uploaded File frame, view the total number of records included in the import file and how many of those records are valid and how many contain exceptions.
  2. In the Filter List By frame, enter the exception status of the records to view. You can select to view all valid records, all exceptions, or all with a specific exception status. To view all records in the import file, regardless of exception status, leave the Status field blank. For information about the exception status, see User Import Exception Reasons.
  3. Click Go. In the grid, records in the import file that match the entered filter criteria appear. Make sure the fields are mapped correctly. In the Exception reason column, view the cause for any exceptions in your import file, such as "This record is already linked to a NetCommunity user". For more information about user import exceptions and their causes, see User Import Exception Reasons.
Note: The grid can display up to 50 records at a time. If you import more than 50 records, click Prev or Next to page through the results, or select the page number to view.
  1. Select the Import File tab or click Next. The Import File tab appears.
  2. In the Options for Processing Import frame, in the Process scheduling field, select when to process the user import. 
  • To add the user import to the queue immediately when you click Queue Import, mark Queue for processing.
  • To add the user import to the queue at a later date when you click Queue Import, mark Queue for processing on or after and, in the field, click the calendar and select the date to add the process to the queue.
  1. For Send email, select whether to automatically send an email to the new users added during the import.
  • To not automatically send an email to the new users, mark Do not send email after processing import.
  • To automatically send an email to the new users, mark Send email after processing import using the following email template and, in the field, select the template on which to base the email. To decide which template to use, consider the type of email you intend to send. The selections that appear are categories that already exist in Templates and have a data source of NetCommunity Users.
Note: Regardless of your selection for Send email, when Blackbaud NetCommunity imports the user information, it automatically creates a NetCommunity user email list that contains the new users added during the import. You can use this email list to send future email to these users.
  1. Click Queue Import. You return to User Imports. 
  • If, in the Options for Processing Import frame, you mark Queue for processing, Blackbaud NetCommunity imports the user information during the next scheduled user import process, as specified in Configuration.
  • If, in the Options for Processing Import frame, you mark Queue for processing on or after, Blackbaud NetCommunity imports the user information on or after the selected date, in accordance with the user import process settings selected in Configuration.

For additional information, refer to our User Import User Guide.