Need HELP with importing! Is there an importing EXPERT in this forum who doesn't mind mentoring a little?

Sara Gabriel

Hello!  I'm a newbie to Raiser's Edge.  I've been taking the online training classes and reading/collecting Blackbaud Knowledgebase articles since December or so.  The person who "managed" the Raiser's Edge database previous to my coming on board made very little effort to understand the program (super tech averse). I've been tasked with learning the program and writing up policies and procedures as they pertain to the organization.  This organization does its fundraising through events and grant writing only.  Of course, we also get folks who send in gifts unsolicited because they support the mission.  We don't run campaigns or have specific funds or send out appeals.  So, it should be a fairly easy endeavor to establish guidelines and I'm definitely getting it done.  Problem is, importing data into this program is a cumbersome, convoluted affair!  I don't know if anyone else feels this way, but the process is beyond ridiculous.  So, I'm now at the point where I've been trying to complete a Constituent import from an event we had last year.  (The Directors held off on having all data from last year input into RE since they suspected it was being done incorrectly.) The CVS spreadsheet has over 400 names on it.  The only information on this spreadsheet is the name of the donors (some have RE records, some do not), the name of the solicitors, the dates the gifts were given, the amount of the gifts, and the donors' email addresses.  I understand that this spreadsheet must be broken down into several imports (so ridiculous!) and that those imports will require extra information that is not on the spreadsheets.  Here is where I am stumped at this time (and, please know that I have contacted RE reps through chat and all they do is direct me to Knowledgebase articles which is not always helpful with specific questions):  I keep getting exceptions in regards to importing the email addresses.  So, I am wondering if it's even possible to import an email address on a new constituent record when you do not have a physical address to import?  Am I understanding correctly that in order to import a phone number or email address that one must have an address import ID?  If so, is there any way around this if you have no address to import?  Also, is there a trick to grabbing all the Address Import IDs for the existing constituents without looking them up one by one?  Also, I am somewhat confused regarding the use of certain fields for importing addresses, phone numbers, and email addresses. I'm thinking I have my test Constituent import set up incorrectly.  Wondering if an importing Guru would be willing to take a quick look at it.  It's only 4 constituents long (two with records, two without) as I'm in practice mode.  HELP!  I NEED A RAISER'S EDGE MR. MIYAGI!  (Or MRS./MS!) Thank you!

Elizabeth Perron

Moved to the Raiser's Edge Community to get more eyes on the request.

Mark Guncheon

I can help but I’m done for the week.

 

Imports are difficult because you don’t do
them that often. The key is testing so having a test file is
good.

 

Address import ID is something you usually
create when you do the import.

 

I would suggest we start at the beginning.
Send me a list of all spreadsheet column headings you have from the
event. Not having an address is not impossible but it’s something
you need to look into correcting with your next event.

 

When adding new constituents, I do a bio
import and a phone/email import. The bio import creates the import
id for the constituent which you can use in the phone/email. I
prefer to use the constituent ID which is also created when you add
a new constituent.

 

I probably won’t look at my emails until
Monday so expect a response to anything you email me then.

I imported over a million prospect ratings two
weeks ago! Talk about FUN!

 

 

Mark C.
Guncheon, bCRE-PRO

Development IT
Analyst

5008 Monument
Avenue, 2^nd Floor | Richmond | VA | 23230

(m)
804-338-5557

 

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Sara Gabriel

Mark, 


Thank you so very much for your reply and willingness to assist!  You can't imagine what a relief it is to be able to access help on this community forum.  To your point about acquiring addresses in the future:  That had been my thought, too.  When I shared it with the Assistant Director - who coordinates all of our events - she stated that when folks donate online (in connection with an event) they are not always willing to fill in several fields to make a donation.  That's why we ask only for their name and their email address.  I may have to push this point a bit harder.  Anyway, if there is a work-around, I would love to become familiar with it. 


Just an FYI, I generally work Tuesday through Thursday, so if I seem slow to reply, that's why.  If it's easier to communicate through email, my work email address is: sara.gabriel@sungatekids.org.  


I will attach the field headings for my practice import spreadsheet.  I'm sure I've made a glaring mistake.  I look forward to your feedback.  


Sara


P.S.  I've set these field headings up to import both new and existing constituents together.  I've been told by a Blackbaud Rep that I can do that.  However, I'm wondering if it would be better to import new and existing separately?

Austen Brown

Hi Sara Gabriel‍ - There is a great Import User Guide through Blackbaud that lists out every field required field for import - you can find other guides like this one by going to www.blackbaud.com > Training and Support > How-To Documentation > Raiser's Edge > User Guides.  I am more than happy to answer any questions you have about importing - feel free to DM me.  

Judy Spigarelli

Mark Guncheon‍, you are always so helpful!  I love that the community is so quick to respond.

Mark Guncheon

Thanks, Judy. Nice of you to say. Always glad to help.

Madeleine Holdsworth

I always keep new vs existing records separate in my imports.  I think it's cleaner, but that's just me.  As far as importing the email address with a new constituent import, I don't think you can do that.  If you look at the message at the bottom of an import screen, where it tells you to click for more info, it tells you the fields you can import with each type of import, whether the fields are mandatory for new or existing records, etc. It should say "Click here for more information on Constituent imports".  I find that extremely helpful.  Once you have your constituents imported, you have to then use the Constituent Phone import to update the records with the email address.  You can use create import list to get a file of the constituents you just created, or just query/export them out. If you have Importomatic you can import addresses, emails etc while creating the new constituent record (I did an import of this nature last week with Importomatic).  Also, last year I presented Importing at a local user group. My segment was on import updates, not new imports, but maybe it will help you out.  If you have questions, feel free to reach out.  PS, the knowledgebase is definitely clunky and I've had to go back and forth a lot to find things but there is some useful info there on importing.  It just takes persistence to suss it out!

Dariel Dixon

Understanding import will make your exports better.  I think you'll get it together, but don't get frustrated.  Everything will come down to your level of confidence.  


You can import an email address with the new constituent import, provided you have proper fields (addressimportID, PhoneImportID, Phone Number, Phone Type).  


Depending on the complexity of the import, it makes sense to break them up.


It's worth considering that your process may create duplicates, if there is no address or email address on file.  Since you don't have an address on file, there may not be enough information to determine if there is an existing record.  You may want to mention this to your director for the next time.  You won't know for certain until you finish this import.


If you don't have an address import ID, you'll be creating a new address record.  This doesn't matter if you have new constituents, but if your import doesn't pick up that their is a record already, it will be null and void to get the information ahead of time.  There is a good possibility that you may have to merge records if duplicate records are created from the import.  And, that would not be the complete end of the world either.

JoAnn Strommen

Just a clarification - yes, you can import emails as part of new constituent import.  It was part of import I ran on Friday via RE import process. 

Austen Brown

Sara Gabriel‍ - As long as you build your import file out in advance, you can import a wide variety of information at the same time.  See the attached image, for the types of fields at can be included in one import file.  It should be noted, as others have said above, the more fields you have, the more columns are required, and the more complicated your import becomes.  


When I add new constituents, I add the information that will populate their Bio/Org 1, Bio/Org 2, Address, Add/Sal, and Attribute Tabs all in one go.  This does result in a very complex import, but it works for me. 

Sara Gabriel

I'd like to thank everyone for your most awesome help!  If I have any questions about your suggestions, I'll reply.  Our office has been closed up for the week due to the virus.  It may be so for a while.  Stay safe everyone!   Sara

Jen Mackinder

I haven't read all of the responses, but this is my two cents - I would learn how to use VLOOKUP in Excel (you can save the file as a .csv when you're done making edits) - it will be your best friend.  VLOOKUP saved my life when I took over our database.  Here's the thing - you don't want to import a bunch of dups into the database and if your primary key (constituency code or import id) is not meaningful it's going to be virtually impossible to figure out who should be added as new and who should be added as an update.  I would first export all of your current constituents, create a new primary key that is meaningful (e.g. concatenate first name, middle name, last name, address1) then on the csv you with the new constituents do the same - add a column and concatenate first name, middle name, last name, address 1).  Sort both of your sheets by the new key and use VLOOKUP to show you who is (possible update) or is not (most likely new unless they moved).  This will at least give you a starting point.  Also, once you have completed your first import you can use that as a template forever and it's not too bad after that.  I'll attach one I've used  

Katie Cagney

Just to say I agree with Jen - Vlookup, Trim, Concatenate, Left & Right and Proper are lifesaver excel formulae that really help when working with data in excel.

Dawn Barnes

@Mark Guncheon do you, or someone you know, or anyone in this group know of someone/some company that does importing for hire? We are in need of exporting loads of info from multiple documents, in various formats and varying information. I'm just totally unsure of where to begin and looking for an expert to hire.

Mark Guncheon

@Dawn Barnes You can reach me at mark_guncheon@bshsi.org. I would be glad to help you.

Cindy Shanks

@Sara Gabriel you will need to add Address Import ID for both email and phone. It's easy to do, reach out if you still need help.

Alex Wong

@Cindy Shanks
Unless she is using an older version of RE that still has phone and email “assoicated” with an address, she will not need address import id for importing phone and email

Angel Lawrence

@Sara Gabriel
This looks like its an older post but if you are still in need of assistance you can reach out to me at lawrena01@ah.org