Import recipients

Recipient imports prepare your system for collecting impact statements. When you perform a successful import, your system creates:

  • Accounts for all new recipients

  • Blank impact statements—tied to a specific fund and opportunity—for all imported recipients

Note: All recipients in your system must come in through a recipient import. This process prevents unauthorized access to your system.

To create an import file, you need to create your data file and map import headers.

Create a data file

  1. Create a CSV file.

  2. Create your column headers. Though you can customize field names, column headers can only map to the available fields on the page:

    • Email Header (required): Used as the email address for the recipient

    • UID Header: Used as a unique identifier for the recipient. This will not populate as the UID on the user.

    • Fund Code (required if no fund auxiliary code present): Matches to the fund code on the fund and determines the fund to which an impact statement is matched

    • Fund Auxiliary Code (required if no fund code present): Matches to the auxiliary fund code on the fund and determines the fund to which an impact statement is matched

    • Award Amount: The award amount displayed to the recipient and donor, if that information is shared

    • Award Period: Used to organize awards and set up in Site, Configurations, Award Periods. For more information, see Set up award periods

    Note: Custom fields are not available for recipient imports.

  3. Populate your import file with recipient data.

    • By default, each recipient (matched by email address) can only have one impact statement associated with each opportunity (matched by fund code)

    • To upload additional impact statements for a recipient, match the recipient to a different opportunity

Map import headers

  1. Upload your import file.

    • Though this import will fail, it brings your headers in the system so they can be mapped

  2. At the top left, select the Configuration tab.

  3. Choose which headers map to each system field. If necessary, map one header to multiple fields.

  4. Select Update Settings.

After you perform these steps, the Status field will change to Active, indicating that your system is ready for future imports.

To upload an import file:

  1. Go to Site, Settings, Recipient Imports.

  2. Select Choose File and select your CSV file. Only CSV files are accepted.

  3. Select Create Import.

Once you finish this process, you should see a banner message as well as a new entry in Imported Files. Initially, your entry will say Enqueued. After a few moments, refresh the page and you should see Succeeded.

When you perform a successful import, your system creates new impact statements. These statements remain in the Queued category until the opportunity start date has passed.

You may experience occasionally import errors, usually indicated by the following statuses:

  • Failed: The system could not process your file. Usually, this error appears when you upload an incompatible file type (i.e., non-CSV)

  • Incomplete: The system processed part of your file. Usually, this error appears when a fund code does not match an existing fund in your site. If you check the logs, you’ll see an entry for Portfolio not found.

To see more details about import errors, locate the Import Logs column and select View.