Import Home Addresses

The Import Home Addresses routine updates all of the fields in the Home Address tab for a group of persons by importing these values from a file. The file can be in standard format or in a format created using an ad hoc query in Blackbaud's Enterprise CRM (BBEC) or The Raiser's Edge 7 (RE 7).

This function is useful for keeping the home addresses stored in GiftWrap current, as well as phone numbers, fax numbers and e-mail addresses .

The import file must meet the format specifications described in the Import file requirements section below.

1. Choose Utilities > Import Home Addresses in the Menu Bar.

2. Enter the parameters for importing address data from a file. There is help available on each field.

If you choose Standard as the File Format, also indicate whether the first line is a header (column headers strongly recommended).

If you choose BBEC home address import as the File Format, also select the Person Code that Lookup IDs are stored in and whether to import phone numbers.

If you choose RE7 home address import as the File Format, also select the Person Code that Constituent IDs are stored in and whether to import phone numbers.

3. Click .

4. Browse to the file whose contents you wish to import. Click Open.

5. Click Import. If you see an error log, see Notes below.

6. Once the import completes, a message will report how many records in the file were imported successfully and how many were not imported.

GiftWrap standard format

Import file requirements
Import Home Addresses can import data from a file that is in comma-delimited (.csv). Numbers should not include commas and any text value, such as an address line, must be contained in quotes if it includes a comma. The easiest way to save a comma-delimited file is to work in Excel and, when done, save the file as type .csv. When you save an Excel file in .csv format, Excel will automatically place quotes around any text value that contains a comma.

Each line in the import file should correspond to a separate person record in GiftWrap. Each line must contain a valid Address line 1, City, and either State and ZIP code or Country. In addition, each line of the import file must contain a value for at least one of the following that matches a value in a person record stored in GiftWrap: Person Key, Social Security Number, or Person Code.

In order for home address information to be imported, all person identifiers (Person Key, Social Security Number, or Person Code) supplied on the line must match the corresponding values in a person record in GiftWrap. Also, the modify date in the import file must be greater than the modify date currently stored for the home address. Import Home Addresses imports home address information only from those lines in the import file that meet these criteria.

Do not include a value in the Country field if the State field is filled in with a US state code.

Optional column headers
While column headers are not required by GiftWrap, we recommend that you include them in the file. Column headers can simplify proper formatting of the import file. They also make the file's contents easier to understand.

The column headers in the Import Home Addresses file can use any names you want, but should relate well to the field they label. For example, use a header such as PersonKey to label the Person Key field. You can use uppercase or lowercase letters in the column headers. As with all records in the file, each header must be separated by a comma.

File format
Each line of the import file must be laid out in the following order:

Person Key, Social Security Number, Person Code 1, Person Code 2, Person Code 3, Person Code 4, Address line 1, Address line 2, City, State, Zipcode, Country, Phone, Fax, E-mail, Modify date

For example, a line containing a Person Key of "123", an Address line 1 of "123 Main Street," a City of "Springfield," a State of "MA," and a ZIP code of "02313"

would look like this in comma-delimited format :

123,,,,,, 123 Main Street,, Springfield, MA, 02313,,,,,

The same line, without the Person Key but with a Social Security Number of "123-45-6789" and a modify date of "9/30/2004" would look like this:

,123-45-6789,,,,,123 Main Street,,Springfield,MA,02313,,,,,9/30/2004

A three line file might look like this, for example:

,123-45-6789,,,,,123 Main Street,,Springfield,MA,02313,,,,,9/30/2004

,987-65-4321,,,,,10 Oak Street,,Springfield,IL,60634,,,,,9/30/2004

,555-55-5555,,,,,23 First Street,,Springfield,CA,94856,,,,,9/30/2004

Each line of the file is evaluated independently. Although it is typical for all lines of an I mport Home Addresses file to use the same value(s) to identify each person record, they don't have to. One line could use the Person Key , while another line uses Social Security Number .

Modify Date format requirements: The modify date must be expressed in mm/dd/yyyy or m/d/yyyy format. You may express July 1, 2009 as "7/1/2009" or "07/01/2009". The date must be valid: the month cannot exceed 12, the day cannot exceed the maximum days in the indicated month, and the year must be within 1800-9999.

Blackbaud Enterprise CRM (BBEC) format

Populating GiftWrap person records with BBEC Lookup IDs
In order to be able to update GiftWrap home addresses with address information stored in BBEC, GiftWrap must be able to match Lookup IDs stored in BBEC against Lookup IDs stored in GiftWrap. BBEC Lookup IDs may be stored in any of the four Person Code fields available in each GiftWrap person record. Once you have decided which Person Code field you will use for storing BBEC Lookup IDs, however, you must use that Person Code field every time.

BBEC Lookup IDs are maintained manually in GiftWrap. Each time you add a person record in GiftWrap whose home address you want to be able to maintain using a BBEC import file, you need to identify the Lookup ID for the person's record in BBEC and enter that number in the appropriate Person Code field in the person's GiftWrap record.

If you are setting up your data in order to use the BBEC home address import for the first time and have a long list of Lookup IDs that you need to add to GiftWrap, contact PG Calc Customer Service to learn how we can help you with this task.

Producing a GiftWrap home address import file in BBEC
You use a BBEC ad hoc query to produce a new GiftWrap home address import file. You create it once, then you can save it and reuse it as often as you wish.

To create the BBEC ad hoc query

To produce a GiftWrap home address import file using a saved BBEC ad hoc query:

1. On the Home Page, choose Analysis - Ad-hoc query search.

2. Enter the first several letters of the query name, then click Search.

3. A list of all the ad-hoc queries with names that match the letters you entered will appear. Click the name of the ad-hoc query that creates a GiftWrap home addresses import file.

4. If you wish to see the results of the query before saving them to a file, click the yellow bar in the Results pane.

5. Click in the upper right corner of the Results pane, then choose Download to CSV.

6. Click the export.csv button that now appears in the lower left corner of the Ad-hoc Query tab. The import file will open in Excel in csv format.

7. Click , then save the file with the name and in the folder of your choice.

Blackbaud's The Raiser's Edge 7 format

Populating GiftWrap person records with RE 7 Constituent IDs
In order to be able to update GiftWrap home addresses with address information stored in RE 7, GiftWrap must be able to match Constituent IDs stored in RE 7 against Constituent IDs stored in GiftWrap. RE 7 Constituent IDs may be stored in any of the four Person Code fields available in each GiftWrap person record. Once you have decided which Person Code field you will use for storing RE 7 Constituent IDs, however, you must use that Person Code field every time.

RE 7 Constituent IDs are maintained manually in GiftWrap. Each time you add a person record in GiftWrap whose home address you want to be able to maintain using a RE 7 import file, you need to identify the Constituent ID for the person's record in RE 7 and enter that number in the appropriate Person Code field in the person's GiftWrap record.

If you are setting up your data in order to use the RE 7 home address import for the first time and have a long list of Constituent IDs that you need to add to GiftWrap, contact PG Calc Customer Service to learn how we can help you with this task.

Producing a GiftWrap home address import file in RE 7
You use a RE 7 ad hoc query to produce a new GiftWrap home address import file. You create it once, then you can save it and reuse it as often as you wish.

To create the RE 7 ad hoc query

To produce a GiftWrap home address import file using a saved RE 7 ad hoc query:

1. On the Home Page, choose Analysis - Ad-hoc query search.

2. Enter the first several letters of the query name, then click Search.

3. A list of all the ad-hoc queries with names that match the letters you entered will appear. Click the name of the ad-hoc query that creates a GiftWrap home addresses import file.

4. If you wish to see the results of the query before saving them to a file, click the yellow bar in the Results pane.

5. Click in the upper right corner of the Results pane, then choose Download to CSV.

6. Click the export.csv button that now appears in the lower left corner of the Ad-hoc Query tab. The import file will open in Excel in csv format.

7. Click , then save the file with the name and in the folder of your choice.

Notes:

· If you see an error log, we recommend that you fix the errors in the file that it identifies, then run Import Home Addresses again.

If you click Continue, Import Home Addresses imports all valid records in the file and ignores all invalid records in the file.

You can print the error log or save the log in a file that you can print or review later.