In This Article:

    Data Sync - Import

    In This Article:

      This menu option allows you to import existing data into DonorPro. The file must be a comma-delimited file, with a file extension of .csv. Commercial spreadsheet software can typically produce this type of file. The first row of data in this file must contain column names that DonorPro will use to convert your data. For Individual imports, DonorPro requires at least the First Name and Last or Org Name columns. Organization imports require at least the Last or Org Name column. All other columns are optional. Columns may appear in any order in your file. The column names must match the spelling below exactly. Extra columns will be ignored. DonorPro’s Data Sync Import is meant to be used with constituent information only, donation information will not be imported.

      Select "Update existing addresses only" to update address information on existing constituents. This feature would typically be used after you have sent a mailing list to a commercial mailing vendor, and that vendor returned a file with corrected addresses and Delivery Point Codes ("DPCs"). This feature requires that a Constituent ID column exists in the import file, and that this column contains valid Constituent IDs. Invalid IDs will be ignored.

      Recognized Column Names (Custom Fields)

      DonorPro will recognize any column name that matches the field name that you’ve assigned to Custom Fields on the main constituent and My DonorPro screens. Custom Date fields must be in the format appropriate for the selected country. Custom Checkbox fields recognize “Y” for checked, and “N” for unchecked. Custom Dropdown values must be a value that you have already defined in your Dropdown field.

      The other recognized column names include:

      Title, First Name, Middle Name, Last or Org Name, Name Suffix, Maiden Name, Nickname, Address Prefix 1, Address Prefix 2, Address Line 1, Address Line 2, Address Line 3, City, State, Country, Postal Code, Postal Code Suffix, DPC, Gender, Birth Date, Deceased Date, Email, Contact Name, Phone Country Code, Phone and Address ID.

      1. Choose File, Data Sync, and then Import from the main menu.               

      2. Choose a file using the Import button.                                                       

      3. Select whether this file contains Individual constituents or Organizations. If you select Organization, you must specify an Organization Type.                                                        

      1. If desired, select a Group to which all imported constituents will be assigned.                           

      2. Select Update existing addresses only to update address information on existing constituents. This feature would typically be used after you have sent a mailing list to a commercial mailing vendor, and that vendor returned a file with corrected addresses and Delivery Point Codes ("DPCs"). This feature requires that a Constituent ID column exists in the import file, and that this column contains valid Constituent IDs. Invalid IDs will be ignored.                                                               

      3. Select the country to establish the appropriate editing for dates, phone numbers and postal codes. All Date Fields reflect the date format for the country you selected by going to Tools, Options, Other country dropdown box. For instance, if you select “Singapore”, then all date fields will expect and display a format of “dd/mm/yyyy” instead of “mm/dd/yyyy”. This may be changed to import setting from other records.

        NOTE: When entering a date for import, you must use the full four digits. (i.e. 2009) If you use only two digits, the year will not appear as expected.

      4. Select the Next button in the bottom right corner of the screen to continue. There will be a pause as your import is processing. Your ability to open very large files may be limited by the capabilities of your PC. Break larger files into multiple smaller files if necessary.

      5. The data from the selected file will be displayed. Select the checkbox next to any record that you do not wish to import.

      6. Select the Next button.

      7. Select the checkboxes to designate the fields that you wish to represent a duplicate constituent. For example, if you select only Last or Org Name, then any record on the input file that matches a Last or Org Name on the database will not be imported.

      8. Select Next to continue.

      9. Select Process to begin processing the selected records. A Status will appear in the window as each record is processed.                                                                           

      10. When processing is complete, you will be able to Copy it to the clipboard, Save it to a file, or Print the status. NOTE: Select Cancel to cancel processing if necessary.

      11. When the processing is complete, select the Finish button.

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