Notes: 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 article.

Be sure to carefully read all of the instructions before proceeding. If you are new to importing, also review How to import

If you are importing action notepads onto existing action records, refer to How to import constituent action notepads.

  1. Create a data file or use an existing file.

    View a sample data file (7ActionsWithNotes.CSV), which imports an email action on Joseph Diresta's record. The action is marked as Completed and includes an action notepad of 'Thank you note'. You may need to widen the columns to view all of the information in a column. The instructions below work whether you are importing a new action or updating an existing one.

    For more information on importing actions or action notepads, refer to: Note: The sample file contains all of the required fields. Your actual import file should contain, at a minimum, all of the fields from the sample file. 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.
  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 an constituent action import. Some of the fields in italics are required conditionally. For example, the action import ID is only needed if updated existing actions. 
    • Headers ImportID*, ACImpID, ACDate, ACComplete, ACCompleteDate, CANoteImpID, CANoteDate, CANoteType, CANoteAuth, CANoteDesc, CANoteNotes, CANoteTitle
    • Fields Constituent Import ID*, Action Import ID, Action Date, Action Completed?, Action Complete Date, Constituent Action Notepad Import ID, Constituent Action Notepad Date, Constituent Action Notepad Type, Constituent Action Notepad Author, Constituent Action Notepad Description, Constituent Action Notepad Notes, Constituent Action Notepad Title  
    Note: In Excel, use Text as the column type fields with a leading zero. 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 Action Fields sections of the Import Guide for a list of available fields (layout table) and for what each is used. In versions 7.5 and above, you can also access the layout table from the Fields tab in the import parameters.
  4. In Import, select Constituent Action from the Action node. 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.

    General Tab:
    • What do you want to do? Update existing records  
    • Options Import records not found as new records
    • What file to 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:
    • Field Separators and Text Qualifiers: Comma, Quotation
    • Import Field Names: Field names are on the first line of the import file
    • Sample Import Format: Verify the first few rows of the import file
    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.

    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.