Constituent Data (Contact Card) Import File Layout

• If a user in your database already has a value for a field, and the user is also in your import job, you can enter an upward ^ symbol (also known as a caret, hat, control, up, chevron, or wedge) as a value. This symbol instructs the import to delete the corresponding data from the database.

• Data import can be used to bulk remove data from some fields. Each import type's File Layout Help button details which fields of data can be removed in bulk.

• It may be billable if you need Blackbaud to remove inaccurate data in bulk.

• Validate your data before processing to ensure any issues are resolved prior to the data being imported.

• Data import files are processed within a few minutes if there are less than 5,000 records. Files with over 5,000 records will be processed overnight.

The purpose of the General User import is to create constituents in the database and populate their biographical information. User records must be created before roles can be assigned. The General User import can also be used to update constituent information for existing users.

What records can be uploaded?

All constituents can be uploaded using the General User import. The following role types are excluded from the User Role import:

• Past Employees

• Managerial Roles

Biographical information can still be updated for the constituents using the General User Import.

Note: For a list of acceptable countries, a platform manager or list manager (users with the Manage list category task) can access a list by going to Core and selecting Reporting, Manage lists, Manage basic and advanced lists, List Templates. In the Template Category field, select "Lookup." In the Lockup grid in the Country lookup row at the far right, select Run. A list of acceptable countries displays.

Warning: If a field is blank the existing data is ignored. To delete data in a specific field, use the ^ symbol.

Scheme 1

Use Scheme 1 to import general user information, such as name, address, and profession data based on the host ID. Required fields are: host_id, firstname, lastname.

Scheme 2

Use Scheme 2 to import general user information, such as name, address, and profession data, based on the user ID . Required fields are: user_id, firstname, lastname.

The purpose of the Relationship Building import is to form relationships between constituents once they have been added to the database.

There are two types of relationship imports: Peer and Hierarchical. Each of these imports have unique file requirements, which are defined below. Users are matched on Host ID OR User ID, First Name, and Last Name, so each import has two layouts.

Relationships:

• Users will have relationships with other constituents established through the Relationship Building import.

• Relationships with and between students will assign role, such as: Parents, Grandparents.

• The Relationship import files can create relationship links between users, such as spouses or step-parents or siblings or other active relationship types.

Scheme 1

Use Scheme 1 to import peer relationships, based on the host ID . Required fields are: peer1_rel_type, peer1_host_id, peer1_firstname, peer1_lastname, peer2_rel_type, peer2_host_id, peer2_firstname, peer2_lastname.

Scheme 2

Use Scheme 2 to import peer relationships, based on the user ID . Required fields are: peer1_rel_type, peer1_user_id, peer1_firstname, peer1_lastname, peer2_rel_type, peer2_user_id, peer2_firstname, peer2_lastname.

Scheme 3

Use Scheme 3 to import hierarchical relationships, based on the host ID . Required fields are: adult_rel_type, adult_host_id, adult_firstname, adult_lastname, child_rel_type, child_host_id, child_firstname, child_lastname, resides_with.

Scheme 4

Use Scheme 4 to import hierarchical relationships, based on the user ID . Required fields are: adult_rel_type, adult_user_id, adult_firstname, adult_lastname, child_rel_type, child_user_id, child_firstname, child_lastname, resides_with.

The purpose of the User Role import is to assign constituents the appropriate roles once they’ve been added to the database. Both constituent roles (Faculty, Non-Teaching Staff, Student, Alum, etc.) and employee/volunteer managerial roles (Activity Leader, Advisor, or Dorm Supervisor) can be assigned with this import.

Each of these imports have unique file requirements, which are defined in the associated links below. Users are matched on Host ID OR User ID, First Name, and Last Name, so each import has two layouts.

Roles:

All constituents will also be assigned the All School role when added through the general user import.

Users can also be assigned additional roles through the Role Assignment data import. These roles include:

• Employees

• Students

• Alum

• Friends

• Others

• Past Students

Scheme 1 - Employees

Use Scheme 1 to import employee role information based on the host ID . Required fields are: host_id, firstname, lastname, role_description, appointed_date.

Scheme 2 - Employees

Use Scheme 2 to import employee role information based on the user ID . Required fields are: user_id, firstname, lastname, role_description, appointed_date.

Scheme 3 - Students

Use Scheme 3 to import student role information based on the host ID . Required fields are: host_id, firstname, lastname, level_description, school_year_label, grade_level_desc, enroll_date.

Scheme 4 - Students

Use Scheme 4 to import student role information based on the user ID . Required fields are: user_id, firstname, lastname, level_description, school_year_label, grade_level_desc, enroll_date.

Scheme 5 - Alumni

Use Scheme 5 to import alumni role information based on the host ID. Required fields are: host_id, firstname, lastname, role_description, class_of.

Scheme 6 - Alumni

Use Scheme 6 to import alumni role information based on the user ID. Required fields are: user_id, firstname, lastname, role_description, class_of.

Scheme 7 - Others

Use Scheme 7 to import other role information, such as trustee roles, based on the host ID. Required fields are: host_id, firstname, lastname, role_description.

Scheme 8 - Others

Use Scheme 8 to import other role information, such as trustee roles, based on the user ID. Required fields areuser_id, firstname, lastname, role_description.

Scheme 9 - Past Student

Use Scheme 9 to import past student role information based on the host ID. Required fields are: host_id, firstname, lastname.

Scheme 10 - Past Student

Use Scheme 10 to import past student role information based on the user ID. Required fields are: user_id, firstname, lastname.

Scheme 1

Use Scheme 1 for importing candidate role assignments based on the host ID. Required fields are: host_id, firstname, lastname, enter_year, level_description, grade_level_desc, candidate_status, checklist, current_role.

Scheme 2

Use Scheme 2 for importing candidate role assignments based on the user ID. Required fields are: user_id, firstname, lastname, enter_year, level_description, grade_level_desc, candidate_status, checklist, current_role.

The User Education import allows you to import user education records for constituents. If a constituent has more than one education record they can be included in the file more than once. The import will perform a record update if it finds an exact database match on both ‘school’ and ‘grad_year’ for a user, otherwise it will insert a new record.

Scheme 1

Use Scheme 1 for importing user education data based on the host ID. Required fields are: host_id, firstname, lastname, school.

Scheme 2

Use Scheme 2 for importing user education data based on the user ID. Required fields are: user_id, firstname, lastname, school.

The purpose of the address & salutations import is to import the constituent's appropriate addresses, address types, mailing address, and salutations once they’ve been added to the database

* Any address types in the file other than what is listed below will Fail Validation:

• Home
• Home 2
• Business/College
• Summer
• Winter

Scheme 1

Use Scheme 1 for importing address and salutation data based on the user ID. Required fields are: user_id, firstname, lastname, address_type.

Scheme 2

Use Scheme 2 for importing address and salutation data based on the host ID. Required fields are: host_id, firstname, lastname, address_type.

The Phone Number import allows you to associate phone numbers other than home phone to constituents in the database.

* Any phone types in the file other than what are listed below will fail validation:

• Home

• Home 2

• Business/College

• Dorm

• Wireless

• Home Fax

• Business Fax

• Summer

• Winter

Scheme 1

Use Scheme 1 for importing phone numbers based on the host ID. Required fields are: host_id, firstname, lastname, phone_type, phone_number.

Scheme 2

Use Scheme 2 for importing phone numbers based on the user ID. Required fields are: user_id, firstname, lastname, phone_type, phone_number,.

Scheme 1

Use Scheme 1 for importing citizenship and resident information based on the host ID. Required fields are: host_id, firstname, lastname.

Scheme 2

Use Scheme 2 for importing citizenship and resident information based on the user ID. Required fields are: user_id, firstname, lastname.

Scheme 1

Use Scheme 1 for importing a secondary host ID based on the host ID. Required fields are: host_id, firstname, lastname, secondary_host_id.

Scheme 2

Use Scheme 2 for importing a secondary host ID based on the user ID. Required fields are: user_id, firstname, lastname, secondary_host_id.