Fund and contact imports

• A fund is an amount of money set aside for a particular purpose, such as an award, a specific program, or endowed chair

• A donor contact is someone—usually on behalf of the original donor—who receives updates related to a fund (fund performance, recipients, impact statements)

• A recipient is someone benefiting from a donation (e.g., student, client, etc.)

Since contact imports require funds to already exist in the system, you'll want to start with your fund import:

1. Create a CSV file with the following columns:

   • Required:

     • A unique identifier for each fund

     • One or more columns to create a donor-friendly fund name

   • Recommended:

     • A written description or prospectus of the fund

     • Columns with various financial information (Beginning/Ending Market Values, Operating Expenses, etc.)

2. Make sure your import file meets the following criteria:

   • Comma-separated value files (CSV)

   • Encoded in UTF-8

   • Must contain column headers

   • Maximum size of 20 MB (if larger, compress the file using gzip)

   • No duplicate funds (determined by your unique identifier)

3. Go to Site, Settings, Fund Imports.

4. Select Choose File, then select your CSV file.

5. Select Preview File.

6. Select Create Import.

7. Wait a few minutes, then refresh the page. Your import should have a Status of failed.

Tip: For more details on import formatting, see Formatting requirements for import data.

1. Go to Site, Settings, Fund Fields.

2. At the top, you should see a message about unmapped import headers. Select Click here to create new fields.

3. Enter information about the field, including which Import Header to map to this field.

4. Select Create Field.

5. To learn more about working with fields, see Set up stewardship fields

1. Go to Site, Settings, Fund Imports.

2. Select Configuration.

3. Match your newly created fund fields to the following fields:

   • Match Imported Fund UID: Choose which fund field is used to match imported funds to existing funds in your system.

   • Fund Import Settings: Customize how funds appear in your system

     • Fund Name: Select one or more fields to create a donor-friendly fund name. For example, combining a Name field with a Department field would appear as Innovation Fund Engineering Department.

     • Fund Summary: Decide which field appears as a written description or prospectus at the top of funds in donor reports and the donor portal. To prevent formatting issues, the Fund Summary is the only extended text field allowed on funds.

4. Select Update Import Fields.

1. Go to Site, Settings, Fund Imports.

2. Select Choose File, then select your CSV file.

3. Select Preview File.

4. Make sure your preview looks as you expected, especially the Fund Status column. We recommend you preview the summary status of fund changes listed above the preview table.

   Tip: If you encounter an error, read about troubleshooting import issues.

5. Select Create Import.

6. Once you create your import, you may have to wait up to 24 hours before your import is fully processed.

   Tip: If you encounter an error, read about troubleshooting import issues.

7. Once your import's Status moves to succeeded, go to Stewardship, Funds, All Funds and make sure all your information imported correctly.

Once you've set up your fund import, you can start with your contact import:

1. Create a CSV file with the following columns:

   • Required:

     • A unique identifier for each contact (often their email address)

     • One or more columns to link contacts to funds (Fund UID corresponding to your fund import file)

       Tip: To include multiple values in a single column, use a | in between values.

     • A contact email address

     • One or more columns to create a contact name

   • Recommended:

     • Columns for various parts of a mailing address (street, zip, state)

     • Contact titles, prefixes, or suffixes

     • Preferred contact method

2. Make sure your import file meets the following criteria:

   • Comma-separated value files (CSV)

   • Encoded in UTF-8

   • Must contain column headers

   • Maximum size of 20 MB (if larger, compress the file using gzip)

   • No duplicate contacts (determined by your unique identifier)

3. Go to Site, Settings, Contact Imports.

4. Select Choose File, then select your CSV file.

5. Select Create Import.

6. Wait a few minutes, then refresh the page. Your import should have a Status of failed.

Tip: For more details on import formatting, see Formatting requirements for import data.

1. Go to Site, Settings, Contact Fields.

2. At the top, you should see a message about unmapped import headers. Select Click here to create new fields.

3. Enter information about the field, including which Import Header to map to this field.

4. Select Create Field.

5. To learn more about working with fields, see Set up stewardship fields

1. Go to Site, Settings, Contact Imports.

2. Select Configuration.

3. Match your newly created contact fields to the following fields:

   • Match Imported Contact UID: Choose which contact field is used to match imported contacts to existing contacts in your system (often email address).

   • Contact Import Settings: Customize how funds appear in your system

     • Name: Select one or more fields to customize contact names in your system and outgoing contact emails.

     • Address Block and Contact Salutation: Choose fields to fill in an address block and greeting that can be included in a donor cover letter. For more guidance, see Set up cover letter merge fields.

4. Select Update Import Fields.

1. Go to Site, Settings, Contact Imports.

2. Select Choose File, then select your CSV file.

3. Select Preview File.

4. Make sure your preview looks as you expected, especially the New Contact? column.

   Tip: If you encounter an error, read about troubleshooting import issues.

1. Go to Site, Settings, Contact Imports.

2. Select Choose File, then select your CSV file.

3. Select Create Import.

4. Once you create your import, you may have to wait up to 24 hours before your import is fully processed.

   Tip: If you encounter an error, read about troubleshooting import issues.

5. Once your import's Status moves to succeeded, go to Stewardship, Donors, Contacts and make sure all your information imported correctly.

To set up an automated import:

1. Go to Site, Settings, Import & Export Tools.

2. Under Import cURL Command Builder, enter information about your system.

3. Copy and use the relevant cURL commands for automated imports.

After implementation, you may need to add new information to your import file for donor contacts or funds.

To add new import fields, follow the same steps as your initial setup (though you'll likely skip step 3).

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.

For fund imports when deleting funds:

• If the import file has a bb_delete column, and a fund has any of the following values in that column — y, Y, Yes, ,t, T or True — the fund will be marked for deletion. Any other value, including blank values, will be considered False.

• In Blackbaud Stewardship Management, funds can only be marked for deletion when they do not have impact statements.