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CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 CRM Upload Guideline.

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Presentation on theme: "CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 CRM Upload Guideline."— Presentation transcript:

1 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 CRM Upload Guideline

2 Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Topics Covered 1.Simple, Fast Constituent Import 2.Goals 3.Preparing to Upload 4.General Rules 5.Mapping Your Data to the DonorCommunity File Requirements 6.Mapping Constituent Data 7.Mapping Contribution Data 8.Uploading Data 9.Summary Contents = Go to Topic

3 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Simple, Fast Constituent Import DonorCommunity Constituent Import File – The Simplest, Fastest Way! –The simplest form of import that you can perform is for Individual constituents. –The minimal data required is Constituent, Type, First Name and Last Name –Constituent is a required column – its value will be an address, and is mandatory If an address already exists in your CRM or appears more than once in your import file, the existing CRM data will be updated and the last duplicate row found will be used to update the values. For constituents without a valid , assign a unique pseudo- that can help identify these constituents for later update and prepare special campaigns to update their data. Example: etc. –Type is a required column and for this simple import its value must be Individual –First Name and Last Name are required. –Simply create an Excel file that contains a sheet with the four column names Constituent, Type, First Name and Last Name in Row #1, then add your data in each column and save your file. Then logon to your site, go to CRM, click on Upload and perform the simple steps to upload your data! Have more complex data like addresses and phones? Please continue this series >> Back to Contents

4 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Goals  Goal #1 - Maximizing the value of your CRM Successful Constituent Relationship Management (CRM) begins with good data 1.Your CRM data can help you leverage the DonorCommunity platform to deepen relationships with those who share the vision of your cause 2.Your CRM data can help you maximize the lifetime value of your constituents 3.Your CRM data can help improve the quality of communications with your constituents 4.Your CRM data can help identify new opportunities for constituent development efforts 5.Your CRM data can help you work smarter and more efficiently, not just harder Back to Contents

5 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Goals  Goal #2 – Successfully importing data Successful imports depend on understanding the file format requirements and the rules that apply for data to be imported. 1.Success begins with good preparation 2.Success depends on following the rules for data to be imported Back to Contents

6 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Preparing to Upload Summary of Preparation Steps 1.Understand your data 2.Sync your data values with your allowed CRM values (Parameters) a)Modify the values in your data to be imported to match defined Parameter values. b)Add new values in your CRM using the Parameters module, if applicable (authorized admin users only). 3.Cleanse your data a)Correct misspellings, fill in missing data, define unique psuedo values for missing addresses, etc. 4.Map your data to the DonorCommunity Import File requirements a) address is the primary record key Back to Contents

7 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Preparing to Upload 1.Using your CRM effectively involves understanding your data –The data you have already acquired or want to acquire only has value if it can be understood, organized and analyzed. –The data you have already acquired or want to acquire only has value if it can be understood, organized and analyzed. It must be sortable, searchable and able to be grouped or organized into smaller sets of data. For instance, knowing that you have 5,000 donors offers little value for understanding how to increase your donor base unless you understand how, when and under what form of interaction your current donors best respond. –To understand your data, look at your current fields and the values found within those fields. For example, if you have different address types (home, business, other, etc.), you will need to define those address types in the DonorCommunity CRM as one of the allowed "Parameters" and then include the allowed type in your import file. As another example, if you have different types of constituents, such as donors, board members or volunteers and you want to identify them by their type of role, the allowed role types must be defined in the DonorCommunity CRM using the Parameters tool BEFORE you include these values in the import file and perform your import. Back to Contents

8 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Preparing to Upload Understand your data: –Here is an example export file from another application that contains constituent data. Look for key types of data. In the example below, we see two types of addresses. Appears to be personal addresses Sample file exported from another application You also have business addresses In this example, analyzing the data helps you understand that you have more than one address type. To maximize the value of your data, you need to be able to identify the address type in the DonorCommunity CRM. How is this accomplished? Go to the Constituent entry page and click the Address Type dropdown to see allowed values that you can use in your import file! Other information types to consider: Types of phone numbers, types of constituents (their roles), types of relationships between constituents, types of contributions, etc. Back to Contents

9 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Understanding information types currently in your DonorCommunity CRM: –Since the descriptive labels you will use in your import file MUST match the values in the DonorCommunity CRM, it is helpful to know how to easily view the allowed labels. Preparing to Upload Then locate and click the Create New button found above and to the right of the Constituent grid. Simply logon to your site and navigate to the CRM module and select Constituents. Back to Contents The dropdown list items and data are representative only and may not match your site.

10 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Understanding information types currently in your DonorCommunity CRM: –Simply click on the dropdowns in the Constituent form (or Contribution form) to see the allowed values. Preparing to Upload The Mailing field allows Yes or No values when imported. Click to view the currently allowed Address Type values Back to Contents The dropdown list items and data are representative only and may not match your site.

11 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Understanding information types currently in your DonorCommunity CRM: –There are two types of Parameters or values - System fields/values and Custom fields/values Preparing to Upload The Mailing field is an example of a System field/value. You cannot change these values. Address Type is a Custom field/value. You can manage these values using the Parameters admin tool under the CRM module. If a field on a form does not appear in the Parameters admin area, then you can safely assume it is a system field. Back to Contents The dropdown list items and data are representative only and may not match your site.

12 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Understanding information types currently in your DonorCommunity CRM: –Contribution entry page - System fields/values and Custom fields/values Preparing to Upload Type of Gift is a Custom field/value. You can manage these values using the Parameters admin tool under the CRM module. Your contribution import data must match one of these values! If a field on a form does not appear in the Parameters admin area, then you can safely assume it is a system field. A Custom field/value. The dropdown list items and data are representative only and may not match your site. Back to Contents

13 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Adding/Editing Parameters currently in your DonorCommunity CRM (you must have appropriate admin rights to access this area!) : –Navigate to the CRM module and select Parameters. Preparing to Upload Think of Parameters as custom Fields and Values. The menu items and data are representative only and may not match your site. Back to Contents

14 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Adding/Editing Parameters currently in your DonorCommunity CRM (you must have appropriate admin rights to access this area!) : –Click on Constituent Roles to view defined Roles. You cannot delete a Role, but you can remove it from the visible list by changing its Active value to "No". Click on an item row to view its detail. Preparing to Upload These are the Roles currently defined. If Active = Yes then the item will be visible in dropdown lists The menu items and data are representative only and may not match your site. Back to Contents

15 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Adding/Editing Parameters currently in your DonorCommunity CRM (you must have appropriate admin rights to access this area!) : –This is the detail view. Click on the Update button (lower right) to edit the item. –You can change the name, add a description or change the Active flag as needed. All records that use the current name will reflect the new name after you save changes. Preparing to Upload The menu items and data are representative only and may not match your site. Back to Contents

16 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Adding/Editing Parameters currently in your DonorCommunity CRM Ex: Role Type Values (you must have appropriate admin rights to access this area!) : –This is the list view. Click on the row to edit the item or click Create New button to add. –You can change the name, add a description or change the Active flag as needed. All records that use the current name will reflect the new name after you save changes. Preparing to Upload The menu items and data are representative only and may not match your site. Back to Contents

17 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Parameters Summary: –Address types, phone number type, types of constituents (their roles), types of relationships between constituents, types of contribution are examples of CRM values that must exist in your CRM database BEFORE you include the values in your import file and perform your import. NOTE: The above list is NOT a complete list. –To see the currently defined values, simply go to the Constituent or Contribution entry page and view the values in the dropdowns for each field. –Only authorized admin users can access and edit Parameters and their values. –If you do not see a value in your DonorCommunity CRM that exists in your data to be imported, you MUST either change your data to be imported to match an allowed CRM value or add the desired value to your CRM using the Parameters module. NOTE: If you try to import data that requires a valid CRM value and that data is incorrect in your import file, the affected constituent record will NOT be imported. Preparing to Upload Back to Contents

18 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Preparing to Upload Always start with clean data –Look for misspellings and missing or invalid key data and correct. invalid missing – use a unique pseudo such as where x is a number Northweat or Northwest?missing State Stevn or Steven? Sample file exported from another application missing City Back to Contents

19 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 General Rules DonorCommunity Constituent Import File Format Rules –The supported import file versions are a.csv, an.xls (Excel ) or an.xlsx Excel (2007/2010) file. –All rows in your import file that pass our validation rules will be imported. If an invalid row is encountered, it will be communicated to you in the log file and the import process will continue to import all remaining valid rows. –Header column names must strictly comply with the labels indicated in this guideline. The import file column names are listed in the screenshots that follow. Please pay attention to their format (some are case-sensitive, some have spaces between words – First Name is not the same as firstname or first_name) and use the column names as they appear in this Guideline. Back to Contents

20 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 General Rules DonorCommunity Constituent General Import File Rules –Constituent address is mandatory Every constituent row must include an address For constituents without a valid , assign a pseudo- that can help identify these constituents for later update and prepare special campaigns to update their data. Example: etc. –Staff member is optional If a constituent is not assigned to a staff member (left blank), only CRM USERS (staff members) with admin rights will be able to access these constituents. –Use Upload Constituents option to add new constituents and/or to update phones, addresses, roles, preferences and additional information (demographics) If constituent’s exists in your CRM, the process will update its information. If constituent’s is not found the constituent will be added. Phones and addresses are optional, columns can be excluded or fields left blank, but if any phone or address information is included all of the required phone or address columns must include data. –Values in the Import file must match system or custom parameters (constituent type (Individual or Group), phone type, address type, countries, states, etc.) Back to Contents

21 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 General Rules DonorCommunity Constituent Import File Rules –Here are the rules for the Constituent column (primary – valid format): 1.The address serves as the record key and primary address. 2.To update an existing record, you must specify a address that already exists in your CRM database. If your intent is to update an existing record and you use a different address than the existing address associated with an existing record, a new record will be created (subject to validation rules) and you will end up with an additional record for a given constituent rather than one record. Existing addresses include the primary address and any additional addresses for a given constituent. 3.If an address in the import file is not found in your database, a new constituent record will be created if the record data in the import file passes validation. 4.Only one address is allowed in a single cell of the import file. 5.Quotation marks and carriage returns are invalid characters and will prevent the record from being imported. If your import fails and the data looks good, it is recommended that you open your import file in Excel and expand your row height and look for multiple values in a single cell. 6.Blank values are not allowed, and those records with blank Constituent values will not be loaded. 7.Invalid formats are not allowed and those records with invalid Constituent formats will not be loaded. 8.If an address for a new Constituent is not known, create a pseudo address, but you must make certain the address does not already exists in your CRM database or in another row of your import file. Using a consistent naming convention will help you manage pseudo addresses and makes it easier to locate them in your database to correct the record with the actual address. Example: where xx is a number. 9.When using a pseudo , it is recommended that you include the Mailing column and set the record's value to No to reduce the number of rejected s when sending out an campaign. Back to Contents

22 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 General Rules DonorCommunity Constituent Import File Rules –A Type column (represents the type of Constituent) is required for all rows. The only valid Type values are Individual or Group. If Group is the specified value, then the Group Name column must contain a value and that value must match one of the values specified in your Parameters for Constituent Groups (log in, go to CRM, select Parameters, select Constituent Groups to add, or edit). Example of Group Names can be: Business, Foundation or Other. Add or edit the Parameter values to match those in your import file, or modify the values in your import file to match the defined values in your database before you perform your import. Mismatched values will cause the individual record to not be imported and will be reported in your log file –First Name and Last Name are mandatory for constituents that have Type = Individual, optional for Group Constituents. When First or Last Name is not available, use a convention you will be able to manage in order to update this information at a later time that is also friendly for online marketing. Example: First=Friend, Last= . –The Column named Mailing is optional, and if not included it will default to Yes. This column indicates that the constituent will be enabled for the Online Marketing module to receive s. If you are using pseudo- s, set the value under the column MAILING to No until you have time to correct the constituent record. Back to Contents

23 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 General Rules DonorCommunity Constituent Import File Rules –You may include Phones and Addresses, however, these are optional –If you choose to include an Address, here are the rules to observe : The following columns are all required if importing an address: Address Type, Country, State, City, Zip and Street Address. For the Zip Code column you may use a pseudo zip code if the real zip code is unknown, but blanks are not allowed. HINT: If you don't know the zip code, then use a zip code of so you can easily search and retrieve records for correction. The Country column and a valid value is required. In most cases, the Country value for a record in your import file will be United States. Hint: You can view valid countries in the Constituent module under Constituent | Create New or Update. The value for Address Type must match one of the values defined in the CRM (system values): 1.Billing 2.Business 3.Home 4.Other 5.Personal The Address Type column can be blank if you do not want to import address information for a specific row. We do not allow you to import blank addresses. If you intend to "remove" an address, you must do so within the CRM admin area - this cannot be accomplished by the import process. Back to Contents

24 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 General Rules DonorCommunity Constituent Import File Rules –If you choose to include a Phone Number, here are the rules to observe: 1.To import a phone number, a Phone Type column and value and a Phone Number column and value are required. Neither one can be blank, so a Phone Number value without a Phone Type value will not import. 2.Phone Type values must match one of the values defined in your CRM database. 3.Phone Number values must only be numeric and must NOT contain any hyphens, spaces or other characters. Ten digits are required. 4.Two phone numbers are NOT allowed in a single cell. You can create a second row in your import file and change the second Phone Type to a different value so the two numbers are added correctly. 5.Again, if you have a Phone Type value then you must have a value for Phone Number. 6.Extensions are not allowed in the Phone Number field. Back to Contents

25 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 General Rules DonorCommunity Constituent Import File Rules –If you choose to include Role information, here are the import rules: 1.When importing a Role Type, you must also include a Role Value column and the Role Remarks column - these three columns are required to import Role data and only the Role Remarks column can be blank. 2.When importing a Role, you must specify a valid Role Value that matches one of the values already entered in the CRM that you defined. Login and navigate to the CRM module, then select the "Parameters" menu item on the left and then select the "Constituent Roles Values" item in the list. The allowed values that correspond to the allowed "Constituent Role Type" are displayed in the Name column on the displayed list. To be clear, the values in your import file for Role Type and Role Value must match one of the pairs of values for "Constituent Role Type" and "Name" respectively, as displayed in the "Constituent Roles Values" list. 3.If you want to import a value that is not currently in this list, you must first add it to the parameters list accessing your CRM as CRM Administrator. Back to Contents

26 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 General Rules DonorCommunity Constituent Import File – Final Steps –Final Steps to prepare your Constituent import file: 1.Unhide all columns and rows in Excel and delete any unused columns to the right of your data and a handful of rows below your data to remove any extraneous characters or values. 2.In Excel for Windows, select all rows and columns of data, copy the selected area, then right click over the selection and choose Paste-Special, then select Values Only (Excel 2007) or Paste Values (Excel 2010) to remove any formulas or hidden formatting that might interfere with the import process. If using Excel for Mac, select all data, copy, then select paste special and select paste values. 3.Re-select all rows and columns of data and format all cells as Text. 4.Delete any extra worksheets. Only one worksheet is allowed in an Excel version import file. 5.Save your file as an.XLS/.XLSX version file or as a.CSV file. Back to Contents

27 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 General Rules DonorCommunity Contribution Import File Format Rules –The supported import file versions are a.csv, an.xls (Excel ) or an.xlsx Excel (2007/2010) file. –All rows in your import file that pass our validation rules will be imported. If an invalid row is encountered, it will be communicated to you in the log file and the import process will continue to import all remaining valid rows. –Header column names must strictly comply with the labels indicated in this guideline. The import file column names are listed in the screenshots that follow. Please pay attention to their format (some are case-sensitive, some have spaces between words – First Name is not the same as firstname or first_name) and use the column names as they appear in this Guideline. Back to Contents

28 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 General Rules DonorCommunity Contribution Import File Format Rules –Know the rules for importing Constituents! A minimal set of constituent data is necessary to import Contributions. Constituent, Type, First Name and Last Name are required. –You can upload Constituents and corresponding Contributions in one step or using separate upload files –You can also split the information into two parts - constituent data that you upload first, then contribution data –Contributions require related Constituent data (Constituent, Type, First Name and Last Name), and specific gift information including Contribution Name, Type of Gift, Payment Option, Designation, Amount, and Acceptance Date –For contribution imports, Payment and Recognition information are optional –The process will identify and reject duplicate contributions when constituent, type of gift, amount and acceptance date match. This prevents duplicate entries if the same file is uploaded several times. –Constituent info is updated when importing Contributions, so make sure Constituent values are correct every time! Back to Contents

29 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 General Rules DonorCommunity Contribution Import File – Final Steps –Final Steps to prepare your Contribution import file: 1.Unhide all columns and rows in Excel and delete any unused columns to the right of your data and a handful of rows below your data to remove any extraneous characters or values. 2.In Excel for Windows, select all rows and columns of data, copy the selected area, then right click over the selection and choose Paste-Special, then select Values Only (Excel 2007) or Paste Values (Excel 2010) to remove any formulas or hidden formatting that might interfere with the import process. If using Excel for Mac, select all data, copy, then select paste special and select paste values. 3.Re-select all rows and columns of data and format all cells as Text. 4.Delete any extra worksheets. Only one worksheet is allowed in an Excel version import file. 5.Save your file as an.XLS/.XLSX version file or as a.CSV file. Back to Contents

30 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Mapping Your Data 1.Understand the relationship between Constituent data and Contribution data. Constituents: Additional Information* Field1 Field2 Other Contributions: Designations Types of Gifts Recognition Preferences* Payment Preferences* Address* Phones* Relationships* Roles* Group Types corporate/business Preferences* * Optional Fields Back to Contents

31 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Mapping Constituent Data Required field Specify constituent If not available create a unique pseudo for later update. Example: where x is a number. The psuedo must not already exist in the database if you are intending to add a new Constituent record. Staff must exist in your CRM before import. It is optional If Type=Individual this field must be blank. If Type=Group then the Group Name value is required and the value used here must already be defined in your Parameters. Required field The only allowed values are Group or Individual. Names of Columns, when used, must match the names shown here or the import will fail. For Constituent imports, Constituent, Type, First Name and Last Name are the absolute minimal required columns. First and Last are mandatory for Individuals, optional for Group Company Name is mandatory for Group constituents, optional for Individuals The Mailing value here is used by the Online Marketing module. The default value is Yes. You should set to No for constituents with pseudo s. You exclude constituents from campaigns by specifying a value of N or No. This value is easily changed in DonorCommunity. First and Last are mandatory for Individuals, optional for Group. For Group constituents First and Last can be considered primary contacts. Prefix, Middle Name and Suffix are optional. Back to Contents

32 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Mapping Constituent Data Phone info is optional. To load, Phone Type and Phone must both be included. Phone Type must match CRM values. If same type loaded several times, it will be updated every time. Addresses are optional. To load, the following are all required: Address Type, Country, State, City, Street Addres, Zip Code. Address Type values in your import file must also match existing parameters in your CRM. If same Address Type for a given constituent is loaded several times, the last set of values will be reflected in the CRM. Additional Information fields are optional. To load must include Additional Information and Additional Information Value fields Names of Columns, when used, must match the names shown here or the import will fail. For Constituent imports, Constituent, Type, First Name and Last Name are the absolute minimal required columns. Back to Contents

33 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Mapping Constituent Data Roles are optional. To load, Role Type and Role Value are mandatory. Values must also match existing parameters in your CRM. Relationships are optional. To load, Relationship Type and Other Constituent are mandatory. Names of Columns, when used, must match the names shown here or the import will fail. For Constituent imports, Constituent, Type, First Name and Last Name are the absolute minimal required columns. Back to Contents

34 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Mapping Contribution Data Payment Preference and Recognition Preference are optional. For Contribution imports, we require Constituent minimum data plus: Contribution Name, Type of Gift, Acceptance Date, Payment Options and schedule, Designation & Amounts. Names of Columns, when used, must match the names shown here or the import will fail. For Contribution imports, Constituent, Type, First Name, Last Name, Contribution Name, Type of Gift, Acceptance Date, Payment Options, Payment schedule, Designation and Amount are the absolute minimal required columns. Back to Contents

35 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Uploading Data 3.Click Execute Upload to perform the import process into your CRM. 4. Select the type of import log file you wish to view then click on the Download link to View results (check logs) During setup only, data that you import can be removed or cleansed. You upload your files here... After uploading, you perform the actual import by clicking on the Execute Upload button and then view your result logs here... STEPS: 2.Click Choose File to select the import file located on your computer and click Upload to upload the file. 1. Specify the type of import file to upload, either Contributions or Constituents. Back to Contents

36 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Uploading Data DonorCommunity Upload – Final Steps –Review your log file 1.Download and review the related log file to confirm all of your data imported as expected. 2.For those records that do not import, review the data for problems – it's usually due to mismatched Parameter values or missing dependent data or invalid column names in your import file. 3.Correct the errors and re-upload your file. Back to Contents

37 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 [INFO] :12:37,101 - Loading constituents. [INFO] :12:37,101 - [INFO] :12:37,108 - Constituent not found, will create. [INFO] :12:37,129 - Constituent: created! [INFO] :12:37,336 - Constituent created. [ERROR] :12:37,336 - Missing Additional Information. Not added. [ERROR] :12:37,336 - Missing Role Type. Role not added. [ERROR] :12:37,336 - Missing Relationship Type. Relationship not added. [ERROR] :12:37,336 - Missing Phone Type. Phone not added. [ERROR] :12:37,336 - Missing Address Type. Address not added. [INFO] :12:37,336 - Loading constituents. [INFO] :12:37,336 - [INFO] :12:37,344 - Constituent not found, will create. [INFO] :12:37,358 - Constituent: created! [INFO] :12:37,565 - Constituent created. [ERROR] :12:37,565 - Missing Additional Information. Not added. [ERROR] :12:37,565 - Missing Role Type. Role not added. [ERROR] :12:37,565 - Missing Relationship Type. Relationship not added. [ERROR] :12:37,565 - Missing Phone Type. Phone not added. [ERROR] :12:37,565 - Missing Address Type. Address not added. [INFO] :37:23,383 - Loading constituents. [INFO] :37:23,383 - [INFO] :37:23,393 - Constituent not found, will create. [INFO] :37:23,397 - Constituent: not created! Uploading Data Sample Import/Upload log file: This record failed to be imported – why? "donor" is not a valid Constituent Type This is the data to be imported Indicates the Constituent was successfully imported Back to Contents

38 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Summary DonorCommunity General Import Process –Set Parameters in your CRM to match your needs, including Group Names, Additional Information/Demographics, Gift Types, Designations –Load at least one online (manually) to ensure all parameter values needed are setup properly –Split file to avoid duplicates (optional) –Upload your files and check logs –Contact us for support. We are glad to help and guide. Back to Contents

39 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Summary DonorCommunity Constituent Import File –Constituent address is mandatory –Can be associated to an existing staff –Can be used to add new constituents and/or update –Can add/update phones, addresses, roles, relationships –If constituents exists in your CRM, the process will update the information. If constituent is not found, a new constituent will be added –Phones and addresses are optional, columns can be excluded or fields left blank. Back to Contents

40 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 Summary DonorCommunity Contribution Import File –Include Constituent information, rules indicated in previous slides apply. –Payment and Recognition information is optional –All other fields are required –The process will identify and reject duplicate contributions when constituent, type of gift, amount and acceptance date match. This prevents duplicate entries for files uploaded multiple times. Back to Contents

41 CRM Upload Guideline Powered by DonorCommunity TM DonorCommunity eLearning Series v1.2, February 2012 If you need any assistance, please contact us at Back to Contents


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