Import Types
During the import process, you select the type of information you want to import. The import type determines what information you can load into your database and what fields are required. You cannot change the import type for an existing import, so you must start a new import if you select the wrong import type.
Note: You cannot update existing data on gifts with any import type. To update existing information in your database, you must perform a mass update. For more information, refer to Mass Updates.
Account information
This basic import allows you to import new constituent accounts or update information for existing accounts in your database.
When you import accounts, make sure you key on Account Name and Persona Type to check for duplicate accounts. You should also key on either the Address or Postal Code field to make sure updates import to the correct existing accounts.
| Required Fields | Details |
|---|---|
| Account Name |
This field is required for all name formats. For Individuals, you can select to use auto-generated Data Entry Rules or map this field from your import file. |
| Country |
Select Country on Step 1 of the import process. Country does not need to be a column in your import file, but you should only include addresses from one country in your file. If you need to import addresses from other countries, create a separate import file and definition for each country. |
| Last Name (Individuals Only) | When you import accounts with Individual set as the name format, include Last Name as a column in your import file. |
| Name Format |
If you import accounts with the same name format, select a name format on Step 1 of the import process, so you do not have to include it in your import file. If you import accounts with different name formats, include the Name Format field as a column in your import file and specify Individual, Family, or Business for each account. |
| Persona Type |
If you import accounts with the same persona type, you can enter the persona type on Step 2 of the import process. If you leave the Persona Type field blank, the default persona type will be applied to all newly created accounts. If you import accounts with different persona types, include the Persona Type column in your import file and designate the appropriate type for each account. |
| Sort Name | This field is required for all name formats. For each Sort Name option, you can select to use auto-generated Data Entry Rules or map this field from your import file. |
Account information by account number
Use this import to update existing accounts using the account number. You must know and include the account number on the source file.
Note: To update or edit Name or Salutation fields for existing accounts, you will need to use another Account Information template since the Account information by account number template does not include these fields.
To see account numbers for a group of accounts, you can add the Account Number column to your query preview and export the results or create a custom report for a query of those accounts.
| Required Fields | Details |
|---|---|
| Account Number |
The Account Number column is required in your import file. |
| Country |
Select Country on Step 1 of the import process. Country does not need to be a column in your import file, but you should only include addresses from one country in your file. If you need to import addresses from other countries, create a separate import file and definition for each country. |
Account information with single gift
Use this import to create one-time gifts for new or existing accounts.
When you import gifts for existing accounts, make sure you key on Account Name to check for duplicate accounts by name. You should also key on either the Address or Postal Code field to make sure gifts import to the correct existing accounts.
Do not use this import to update existing gifts or to import recurring gifts or pledges.
| Required Fields | Details |
|---|---|
| Account Name |
This field is required for all name formats. For Individuals, you can select to use auto-generated Data Entry Rules or map this field from your import file. |
| Country |
Select Country on Step 1 of the import process. Country does not need to be a column in your import file, but you should only include addresses from one country in your file. If you need to import addresses from other countries, create a separate import file and definition for each country. |
| Date |
If you import single gifts with the same date, you can enter it in the Date field on Step 2 of the import process. If you import single gifts with different dates, you will need to include a Date column in your import file. |
| Fund |
If you import single gifts with the same fund, you can enter it in the Fund field on Step 2 of the import process. If you import single gifts with different funds, you will need to include the Fund column in your import file. |
| Last Name (Individuals Only) |
When importing Individual accounts, include Last Name as a column in your import file. |
| Name Format |
If your import file includes a group of accounts with only one name format, select a name format on Step 1 of the import process, so you do not have to include it in your import file. If your import file includes accounts with various name formats, include the Name Format field as a column in your import file and specify Individual, Family, or Business for each account. |
| Persona Type |
If all new accounts in the import file should have the same persona type, you can manually enter the persona type on Step 2 of the import process. If you leave the Persona Type field blank, the default persona type will be applied to all newly created accounts. If you import new accounts with various persona types, then include the Persona Type column in your import file and designate the appropriate type for each account. |
| Received |
If you import new gifts with the same received amount, you can enter it in the Received field on Step 2 of the import process. If you import new gifts with different received amounts, you will need to include the Received column in your import file. |
| Sort Name | This field is required for all name formats. For each Name Format option, you select to use auto-generated Data Entry Rules or map this field from your import file. |
Account information with single note
Use this import to add new accounts with a journal note.
| Required Fields | Details |
|---|---|
| Account Name |
This field is required for all name formats. For Individuals, you can select to use auto-generated Data Entry Rules or map this field from your import file. |
| Country |
Select Country on Step 1 of the import process. Country does not need to be a column in your import file, but you should only include addresses from one country in your file. If you need to import addresses from other countries, create a separate import file and definition for each country. |
| Date |
If you import notes with the same date, you can enter it in the Date field on Step 2 of the import process. If you import notes with different dates, you will need to include a Date column in your import file. |
| Last Name (Individuals Only) |
When importing Individual accounts, include Last Name as a column in your import file. |
| Name Format |
If you import accounts with only one name format, select a name format on Step 1 of the import process, so you do not have to include it in your import file. If you import accounts with various name formats, include the Name Format field as a column in your import file and specify Individual, Family, or Business for each account. |
| Note |
If you import accounts with the same note, you can enter it in the Note field on Step 2 of the import process. If you import accounts with different notes, you will need to include a Note column in your import file. |
| Persona Type |
If you import accounts with the same persona type, you can enter the persona type on Step 2 of the import process. If you leave the Persona Type field blank, the default persona type will be applied to all newly created accounts. If you import accounts with various persona types, then include the Persona Type column in your import file and designate the appropriate type for each account. |
| Sort Name | This field is required for all name formats. For each Name Format option, you select to use auto-generated Data Entry Rules or map this field from your import file. |
Account information with single contact
Use this import to add new accounts with a journal contact item.
| Required Fields | Details |
|---|---|
| Account Name |
This field is required for all name formats. For Individuals, you can select to use auto-generated Data Entry Rules or map this field from your import file. |
| Contact Method |
If you import journal contact items with the same contact method, you can enter it in the Contact Method field on Step 2 of the import process. If you import journal contact items with different contact methods, you will need to include a Contact Method column in your import file. |
| Country |
Select Country on Step 1 of the Import process. Country does not need to be a column in your import file, but you should only include addresses from one country in your file. If you need to import addresses from other countries, create a separate import file and definition for each country. |
| Date |
If you import journal contact items with the same date, you can enter it in the Date field on Step 2 of the import process. If you import journal contact items with different dates, you will need to include a Date column in your import file. |
| Last Name (Individuals Only) |
When importing Individual accounts, include Last Name as a column in your import file. |
| Name Format |
If your import file includes a group of accounts with only one name format, select a name format on Step 1 of the import process, so you do not have to include it in your import file. If your import file includes accounts with various name formats, include the Name Format field as a column in your import file and specify Individual, Family, or Business for each account. |
| Note |
If you import journal contact items with the same note, you can enter it in the Note field on Step 2 of the import process. If you import journal contact items with different notes, you will need to include a Note column in your import file. |
| Persona Type |
If all new accounts in the import file should have the same persona type, you can manually enter the persona type on Step 2 of the import process. If you leave the Persona Type field blank, the default persona type will be applied to all newly created accounts. If you import new accounts with various persona types, then include the Persona Type column in your import file and designate the appropriate type for each account. |
| Sort Name | This field is required for all name formats. For each Name Format option, you select to use auto-generated Data Entry Rules or map this field from your import file. |
| Subject |
If all new accounts in the import file contain the same subject, you can enter the subject on Step 2 of the import process. If you import new accounts with Can be manually typed in on Step 2 of the import process if all new contacts should be set to the same Subject otherwise include this column in your import file. |
Account information with a single Mass Interaction
Use this import type to add or update accounts with a Mass Interaction. When you select to import accounts with a mass interaction, an account is updated for each row in your import file. All the accounts you import will then be associated with the single Mass Interaction created by the import.
On the Map Your Import File step, in the Mass Interaction values tile, you can complete the Date, Method, Subject and Note fields. The values you enter in these fields will be the same for all imported accounts. Select Next to preview your import.
From the Mass Interaction values tile, you can also select to copy over the values previously used by the import to create the Mass Interaction.
Note: If you are reusing an import template, you will be prompted with the option to link the accounts in your current import file to the previously created Mass Interaction. This option will not appear if the previously created Mass Interaction has been deleted.
Account information with single declaration
Use this import type to enter new accounts with a Gift Aid declaration. For more information about the United Kingdom's Gift Aid program, see Gift Aid.
This import type is only available for customers in the United Kingdom who need to import Gift Aid declaration. You must select the United Kingdom as your locale under user preferences in order to see this import option. For more information about user preferences, see User Preferences Page.
| Required Fields | Details |
|---|---|
| Account Name |
This field is required for all name formats. For Individuals, you can select to use auto-generated Data Entry Rules or map this field from your import file. |
| Confirmation Date |
If you import declarations with the same confirmation date, you can enter it in the Confirmation Date field on Step 2 of the import process. If you import declarations with different confirmation dates, you will need to include a Confirmation Date column in your import file. |
| Country |
Select Country on Step 1 of the import process. The country does not need to be a column in your import file, but only include addresses from one country in your file. If you need to import addresses from other countries, create a separate import file and definition for each country. |
| Date |
If you import new declarations with the same date, you can enter it in the Date field on Step 2 of the import process. If you import new declarations with different dates, you will need to include a Date column in your import file. |
| Last Name (Individuals Only) |
When importing Individual accounts, include Last Name as a column in your import file. |
| Name Format |
If you import accounts with only one name format, select a name format on Step 1 of the import process, so you do not have to include it in your import file. If you import accounts with various name formats, include the Name Format field as a column in your import file and specify Individual, Family, or Business for each account. |
| Persona Type |
If all new accounts in the import file should have the same persona type, you can manually enter the persona type on Step 2 of the import process. If you leave the Persona Type field blank, the default persona type will be applied to all newly created accounts. If you import new accounts with various persona types, then include the Persona Type column in your import file and designate the appropriate type for each account. |
| Sort Name | This field is required for all name formats. For each Name Format option, you select to use auto-generated Data Entry Rules or map this field from your import file. |
| Valid From |
Can be manually typed in Step 2 of the import process if all new declarations should be set to the same Valid From date, otherwise include this column in your import file. |
Account information with single recurring gift schedule
Use this import to add accounts with a recurring gift schedule. Recurring gift schedules added through this import default to manual processing, and the first payment is not applied through the import.
| Required Fields | Details |
|---|---|
| Account Name |
This field is required for all name formats. For Individuals, you can select to use auto-generated Data Entry Rules or map this field from your import file. |
| Country |
Select Country on Step 1 of the import process. Country does not need to be a column in your import file, but you should only include addresses from one country in your file. If you need to import addresses from other countries, create a separate import file and definition for each country. |
| Date |
If you import recurring gift schedules with the same date, you can enter it in the Date field on Step 2 of the import process. If you import recurring gift schedules with different dates, you will need to include a Date column in your import file. |
| First Installment Date |
If you import recurring gift schedules with the same first intsallment date, you can enter it in the First Installment Date field on Step 2 of the import process. If you import reccuring gift schedules with various first installment dates, you will need to include a First Installment Date column in your import file. |
| Frequency |
If you import recurring gift schedules with the same frequency, you can enter it in the Frequency field on Step 2 of the import process. If you import reccuring gift schedules with different frequencies, you will need to include a Frequency column in your import file. |
| Fund |
If you import recurring gift schedules with the same fund, you can enter it in the Fund field on Step 2 of the import process. If you import recurring gift schedules with different funds, you will need to include the Fund column in your import file. |
| Installment Amount |
If you import recurring gift schedules with the same installment amount, you can enter it in the Installment Amount field on Step 2 of the import process. If you import recurring gift schedules with different installment amounts, you will need to include the Installment Amount column in your import file. |
| Last Name (Individuals Only) | When importing Individual accounts, include Last Name as a column in your import file. |
| Name Format |
If your import file includes a group of accounts with only one name format, select a name format on Step 1 of the import process, so you do not have to include it in your import file. If your import file includes accounts with various name formats, include the Name Format field as a column in your import file and specify Individual, Family, or Business for each account. |
| Persona Type |
If all new accounts in the import file should have the same persona type, you can manually enter the persona type on Step 2 of the import process. If you leave the Persona Type field blank, the default persona type will be applied to all newly created accounts. If you import new accounts with various persona types, then include the Persona Type column in your import file and designate the appropriate type for each account. |
| Sort Name | This field is required for all name formats. For each Name Format option, you select to use auto-generated Data Entry Rules or map this field from your import file. |
Single gift by account number
Use this import type to add a Gift Aid declaration to existing accounts using the account number. For more information about the United Kingdom's Gift Aid program, see Gift Aid.
This import type is only available for customers in the United Kingdom who need to import Gift Aid declaration. You must select the United Kingdom as your locale under user preferences in order to see this import option. For more information about user preferences, see User Preferences Page.
| Required Fields | Details |
|---|---|
| Account Number |
The Account Number column is required in your import file. |
| Date |
If you import gifts with the same date, you can enter it in the Date field on Step 2 of the import process. If you import new gifts with different dates, you will need to include a Date column in your import file. |
| Gift Aid Declaration Type |
If you import gifts with the same type, you can enter it in the field on Step 2 of the import process. If you import gifts with different funds, you will need to include the column in your import file. |
| Confirmation Date |
If you import declarations with the same confirmation date, you can enter it in the Confirmation Date field on Step 2 of the import process. If you import declarations with different confirmation dates, you will need to include a Confirmation Date column in your import file. |
| Valid From |
Can be manually typed in Step 2 of the import process if all new declarations should be set to the same Valid From date, otherwise include this column in your import file. |
Single note by account number
Use this import to add a journal note to existing accounts using the account number. You must know and include the account number on the source file. To see account numbers for a group of accounts, you can add the Account Number column to your query preview and export the results or create a custom report for a query of those accounts.
| Required Fields | Details |
|---|---|
| Account Number |
The Account Number column is required in your import file. |
| Date |
If you import gifts with notes that have the same date, you can enter it in the Date field on Step 2 of the import process. If you import gifts with notes that have different dates, you will need to include a Date column in your import file. |
| Note |
If you import gifts with the same note, you can enter it in the Note field on Step 2 of the import process. If you import gifts with different notes, you will need to include the Note column in your import file. |
Single contact by account number
Use this import to add a journal contact to existing accounts using the account number. You must know and include the account number on the source file. To see account numbers for a group of accounts, you can add the Account Number column to your query preview and export the results or create a custom report for a query of those accounts.
| Required Fields | Details |
|---|---|
| Account Number |
The Account Number column is required in your import file. |
| Contact Method |
If you import contacts set to the same contact method, you can enter it in the Contact Method field on Step 2 of the import process. If you import contacts with different contact methods, you will need to include a Contact Method column in your import file. |
| Date |
If you import contacts with the same date, you can enter it in the Date field on Step 2 of the import process. If you import new contacts with different dates, you will need to include a Date column in your import file. |
| Note |
If you import contacts with the same note, you can enter it in the Note field on Step 2 of the import process. If you import contacts with different notes, you will need to include the Note column in your import file. |
| Subject |
If you import contacts with the same subjects, you can enter it in the Subject field on Step 2 of the import process. If you import contacts with different subjects, you will need to include a Subject column in your import file. |
Single Mass Interaction by account number
When you select to update existing accounts with a Mass Interaction using the account number, all accounts you include in your import will then be associated with the single Mass Interaction created by the import.
On the Map Your Import File step, in the Mass Interaction values tile, you can complete the Date, Method, Subject and Note fields. The values you enter in these fields will be the same for all imported accounts. Select Next to preview your import.
From the Mass Interaction values tile, you can also select to copy over the values previously used by the import to create the Mass Interaction.
Note: If you are reusing an import template, you will be prompted with the option to link the accounts in your current import file to the previously created Mass Interaction. This option will not appear if the previously created Mass Interaction has been deleted.
Single declaration by account number
Use this import type to enter new accounts with a Gift Aid declaration. For more information about the United Kingdom's Gift Aid program, see Gift Aid.
This import type is only available for customers in the United Kingdom who need to import Gift Aid declaration. You must select the United Kingdom as your locale under user preferences in order to see this import option. For more information about user preferences, see User Preferences Page.
| Required Fields | Details |
|---|---|
| Account Number |
The Account Number column is required in your import file. |
| Date |
If you import gifts with the same date, you can enter it in the Date field on Step 2 of the import process. If you import new gifts with different dates, you will need to include a Date column in your import file. |
| Gift Aid Declaration Type |
If you import decarlations with the same type, you can enter it in the field on Step 2 of the import process. If you import declarations with different funds, you will need to include the column in your import file. |
| Confirmation Date |
If you import declarations with the same confirmation date, you can enter it in the Confirmation Date field on Step 2 of the import process. If you import declarations with different confirmation dates, you will need to include a Confirmation Date column in your import file. |
| Valid From | Can be manually typed in Step 2 of the import process if all new declarations should be set to the same Valid From date, otherwise include this column in your import file. |
Single recurring gift schedule by account number
Use this import to add a recurring gift schedule to existing accounts using the account number. You must know and include the account number on the source file. To see account numbers for a group of accounts, you can add the Account Number column to your query preview and export the results or create a custom report for a query of those accounts.
Recurring gift schedules added through this import default to manual processing, and the first payment is not applied through the import.
| Required Fields | Details |
|---|---|
| Account Number |
This field is required for all name formats. For Individuals, you can select to use auto-generated Data Entry Rules or map this field from your import file. |
| Date |
If you import recurring gift schedules with the same dates, you can enter it in the Date field on Step 2 of the import process. If you import recurring gift schedules with different dates, you will need to include a Date column in your import file. |
| First Installment Date |
If you import recurring gift schedules with the same first intsallment date, you can enter it in the First Installment Date field on Step 2 of the import process. If you import recurring gift schedules with different first installment dates, you will need to include a First Installment Date column in your import file. |
| Frequency |
If you import recurring gift schedules with the same frequency, you can enter it in the Frequency field on Step 2 of the import process. If you import recurring gift schedules with different frequencies, you will need to include a Frequency column in your import file. |
| Fund |
If you import recurring gift schedules with the same fund, you can enter it in the Fund field on Step 2 of the import process. If you import recurring gift schedules with different funds, you will need to include the Fund column in your import file. |
Update recurring gift schedule
Use this import to update the installment amount for existing recurring gift schedules. You must know and include the journal entry reference number for the recurring gift schedules you want to update.
You can only update recurring gift schedules that are processed manually. Recurring gift schedules that are configured to process automatically cannot be updated via import.
| Required Fields | Details |
|---|---|
| Installment Amount |
If you update all existing recurring gift schedules with the same installment amount, you can enter it in the Installment Amountfield on Step 2 of the import prcoess. If you update existing recurring gift schedules with different installment amounts, you will need to include an Installment Amount column in your import file. |
| Journal Entry Ref |
The Journal Entry Ref column is required in your import file. To view the journal entry ref for existing recurring gift schedules, you can create a custom report. Under Report Columns, select Journal Fields from the drop down menu and click Entry Ref. |