Importing Graduates into RE7

Problem Description :

Instructions on importing a RE7 File

Resolution :

Importing Grads into Raisers Edge

Submitted by troys on Tue, 2005-09-06 18:56.

Data Preparation

Location of Banner Data Import SQLs: Go to CSD Folder on D:\ drive of Hawk server >> TRACY >> SQL >> Blackbaud_RE7 Stuff

Use SQL 'graduate list for blackbaud.sql' and 'graduate EDUCATION list for blackbaud.sql'

Run SQL (Graduate and Education) in SQL Navigator using the correct year. Export the data into an MS Excel file. Prepare data fields by deleting the row number from the Excel file and making sure data has been exported correctly.

Run and import the graduate file first. Then run the education two year and education 4 year and import after graduates are imported.

Save as CSV fiel.

A few fields you will need to insert data manually using Excel.

For the constituent (graduate) data file, ADDIMPORTID needs to follow the format AYYYY-800, AYYYY-801, AYYYY-802,….. where YYYY is the 4 digit year.

There are 2 ADDIMPORTID fields and both need to be populated with the format specified above. Use the excel format copying function by typing in the format in the first 2 rows, selecting both row columns, and then clicking on the bottom-right corner of the data cell (row 2) and dragging down until you reach the last row of the data file. This will copy the data with the correct format, giving each record a unique ADDIMPORTID. Also do PHONEIMID.

NOTE: CONSID (Constituent ID) is automatically created during Raiser's Edge import and therefore should be left blank. If you are doing a second load for a semester be sure to use another set of numbers - different from the first load.

You will also need to populate the EDIMPRTID for both files. USE EDYY501. They must be unique. If you do fall and spring you need to check the fall files before populating to make sure you use unique ids.

Look at file from the past to see what they should look like.

KEYIND

IMPORTID

TITL1

LASTNAME

FIRSTNAME

MIDNAME

SSN

GENDER

PRIMADDID

PRIMSALID

BIRTH_DATE

ADDRIMPID

PREFADDR

ADDRTYPE

ADDRLINES

ADDRCITY

ADDRSTATE

ADDRZIP

PHONEADDRIMPORTID

PHONEIMPID

PHONETYPE

PHONENUM

CONSID

CONSCODE

CATTRCAT

CATTRDESC

A141600

Ms.

Abbott

Crystal

Lucas

258632471

Female

4/23/1978

A141600

Yes

HOME

150 Tudor Way

Senoia

30276

AA141600

PH141600

Home

7704685267

Alumni

Record Source

Banner

A141601

Mr.

Abrahamsen

Frank

William

595199129

Male

12/28/1991

A141601

Yes

HOME

2670 Old Jackson Rd.

Locust Grove

30248

AA141601

PH141601

Home

6784475095

Alumni

Record Source

Banner

A141602

Ms.

Adams

Amber

Michelle

252870959

Female

3/22/1993

A141602

Yes

HOME

667 Cardinal Dr

Monticello

31064

AA141602

PH141602

Home

4049254392

Alumni

Record Source

Banner

A141603

Ms.

Adams

Georgette

Olasubomi

36622193

Female

1/26/1991

A141603

Yes

HOME

200 Southland Drive I-2

Barnesville

30204

AA141603

PH141603

Home

4045193753

Alumni

Record Source

Banner

A141604

Ms.

Adamson

Debra

Marie

264538782

Female

10/4/1962

A141604

Yes

HOME

495 Rose Ave.

Barnesville

30204

AA141604

PH141604

Home

7703143929

Alumni

Record Source

Banner

A141605

Ms.

Afari-Dwamena

Yaw

257733035

Female

4/17/1986

A141605

Yes

HOME

6354 Forest Haven Drive

Riverdale

30274

AA141605

PH141605

Home

4043960829

Alumni

Record Source

Banner

A141606

Mr.

Agyemang

Hayford

672382494

Male

8/28/1992

A141606

Yes

HOME

3841 Deer Creek Drive

Powder Springs

30127

AA141606

PH141606

Home

7704398504

Alumni

Record Source

Banner

A141607

Ms.

Alexander

Brittany

Dexter

260836787

Female

9/18/1992

A141607

Yes

HOME

108 Southgate Blvd

McDonough

30253

AA141607

PH141607

Home

7703893382

Alumni

Record Source

Banner

A141608

Ms.

Alexander

Claudia

Adele

252798374

Female

4/13/1981

A141608

Yes

HOME

1042 Whitfield Walk

Zebulon

30295

AA141608

PH141608

Home

7705675689

Alumni

Record Source

Banner

A141609

Mr.

Alexander

Devante

256858900

Male

10/30/1992

A141609

Yes

HOME

PO Box 365

Meansville

30256

AA141609

PH141609

Home

7705679295

Alumni

Record Source

Banner

For the education data file, you will need to follow the same process as described above for the EDUIMPORT field. EDUIMPORT needs to follow the format YYED500, YYED501, YYED502,….. where YY is the 2 digit year.

Save the files as .csv data files. You will need to import a two year degree and a four year degree file. If you are doing a second load for the year you will need to make the import ID's different than the first import.

Steps to Import Graduates in Raisers Edge

Note: Do constituent import first then do the education import

Go into the Blackbauds Hosted Portal

Go to The Content TAB

Click on the file folder and then you will be promted to log in to the ftp. Use same supervisor login as before

put in/19917 and hit go to go into that folder

click on upload file and find files you created to upload.

Go Back to the Application tab and log into RE

Select Admin >> Import in Raiser's Edge - I find the import file from a previous year and choose it and just change the file settings

Under the General tab, select the import file (.csv).

Use the duplicate criteria for new records option. Use the Import ID for the primary key. (Note: For the education import use the SSN)

Under the Fields tab, make sure fields specified in Raiser's Edge matches the fields in the import file.

Next, before you import the data make sure you have selected the options to create an exception file, an output query, and a control report in order to see what problems might have arisen from the data import.

Lastly, look over the exception report and make sure the data was imported correctly.

I do this twice. 1st to import new records and 2nd to update exisiting records.

Revision Date : 1/26/2017

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