Importing In Raiser's Edge

Great reminders.

Are there any scenarios where using the RE import module is preferable to using a partner service like Omatic? 

Thank you for the tips. Import is becoming less scary to me, but I still need all the help I can get!

My favorite import is the simplest one. It imports constituent IDs and that is all it does. This allows me to import a seemingly no-limit list of IDs. How often do you get a list of IDs in a spreasdsheet for which a goft officer or someone else wants further information or wants to add an appeal or an attrubute. What the import does is create a static query that I can then use for reporting or adding those appeals and attributes.

Hi everyone. Thank you to those of you who attended today. As there were about 200 of you, and one of me, I couldn't get to all of the questions you asked today. As promised I'm publishing my responses to unanswered questions here.

Also, I stand corrected. Blackbaud University Day is in addition to bbcon fees. My bad on this.

My organization chooses to have all spouses on one constituent record.  Are you going to give tips on how to avoid duplication?  For example if the import file is adding a new record for Jane Smith, but John Smith is already in RE with Jane as the spouse, how do I catch that with the import?
 
Chris>> If you have both spouses on one constituent record (ie. Not two main constituent records), you will need to manually inspect the import data file. Also, make sure if you’re updating records that you maintain your naming convention policies and procedures. My 2 cents on this: if each spouse is affiliated with your organization in separate ways, it can’t hurt to have separate constituent records. I know I could split the room on this topic…
 
How do you know what fields are required for each type of import?
 
Chris>> A good way to know is looking at each record type. If it’s a required field in the record, it’ll be required for the import. Also remember that ImportID, and Key Indicator are both required fields. ImportID exists on every record type.
 
Is there an example of how to add the preferred address on to the Spouse address.  we have not updated the spouse address in the past we have always used the Bio1 Preferred address?
 
Chris>> First let me say that if you’re happy with this, you’re fine to maintain your current practices. I do support having correct information in the best place, which is typically the spouse address. You would need to remap that information into the Spouse address. First export the address you want to move from the Bio1 preferred address (use import). Then make sure you have everything you need in your CSV file. You’ll need to make sure you have an ImportID field for the spouse address. You may or may not be able to get away with using the same ImportID as you had for the preferred address (depends if there’s a spouse address already in existence). You’ll also need to make sure you have the spouse record ImportID. Import into the spouse address.
 
Is this a preferred way to add constituents over constituent batch entry?
 
Chris>> If you already have all the data, use import. If you are typing it in, then use constituent batch (or import).
 
Do you create the import ID number and add manually (during an import)?
 
Chris>> The only time you would create an ImportID is when you’re importing new records. If you’re updating existing records, you need to ensure you have the correct ImportID in your import file.
 
Do ImportIDs need to be unique?
 
Chris>> Yes. I think I had an example where many ImportIDs were identical, and that would lead to possibly overwriting data in the same record. Be careful out there friends!
 
In terms or ImportID conventions, Blackbaud University had a great suggestion of using your initials followed by a 1-2 letter code for the type of record being imported, the date, and a unique number.  For example, if I was importing gifts I might start with RRBG17080160001 and go from there.
 
Chris>> Good suggestion.
 
So the Import ID number is not specific to each record that's being imported or added to? There's just one number for the entire import?
 
Chris>> Sorry if I confused this during the webinar. Each record has a unique ImportID.
 
Is there a credit card company that imports online gifts directly into RE? I have to enter gifts in gift batch now.
 
Chris>> No. Reason: in order to maintain PCI-compliance the full credit card number is encrypted and is not passed through an import. That said, this should be in the works with Blackbaud Merchant Services.
 
I noticed your excel had a coding for the phone field rather than the actual phone number.  How does that import?
 
Chris>> Each phone number has a phone type and phone number, so make sure you have this information stored in separate fields in your data file.
 
Where can I find a template for an event with event details, registrations, linked gifts, etc.?
 
Chris>> While I don’t have an import template readily available, here’s what fields you’d typically see in your data file:
 
- Event Import ID
- Registrant Import ID (create a new value if you’re importing new registrants)
- Registrant Biographical Information
- Any registrant fields you’d like to import: invitation, participation type, status, attended, etc.
- Registration Fees Info (these are the fields in the participant record): Amount paid, type, etc.
- Gift Import ID + Any other gift fields you’d like to import: Amount, Fund, Solicitor, etc.
 
Order of import:

1. Make sure you have the event set up first.
2. Import the gifts in before importing registration fees fields.
3. Participant Biographical information (and if you intend to have them linked to constituent records, import the constituents first).
4. Registration fields

So now you can see why partner importing tools are used!
 

I am looking forward to the webinar!

But you can use the Extension feature in Import to import duplicates of most fields, including Constituent Code.  Extra caution is needed, especially with Attributes that have multiple fields that need to have the same Extension.