How to Import Offline Donors or Registrants

Let's Learn

• What is the difference between CSV 1.1 and CSV 1.2
• How to import offline donations using CSV 1.1
• How to import offline registrants using CSV 1.2

The Data Import Tool allows you to import batches of donor and/or registrant records into an existing event within Artez.

Importing data into Artez has several benefits:

• Issue electronic tax receipts for donations that have been processed outside of Artez (note: receipts and emails will be issued according to your tax receipt settings)
• Handle partial tax receipting requirements by importing donor records with the appropriate charitable donation portion of your ticket price.
• Get a complete view of your entire Event in the Reports and Relationships tabs by importing data collected offline.

What is the difference between CSV 1.1 and CSV 1.2

Registration Imports and Donation Imports have been separated for ease of use, but can also be included in one file.

• CSV 1.1 is used to import offline donations.
• CSV 1.2 is used to import offline registrations while also creating login credentials. 

How to import offline donations using CSV 1.1

Step 1: Download the sample CSV Import File and the Mandatory and Optional Field Guide then create your Import File.

Be sure to create your file using this template and guide.  It is important when populating your file, that you follow strict formatting rules as defined in the below documents. For example, dates must be entered in the format provided.

Helpful Tip! The Event ID is the Export Event ID that you specified when creating the event. You can find this in the Event Summary section under Edit Information.

These files are available on the Import Tab.

Step 2: Upload the file

When you are ready to import, select Next.

• Beside File Format, select CSV 1.1
• Next, click Browse to search for your import file on your computer and click Next

Important Tips!

• If there is an error with your document’s formatting, the process will be interrupted and a notification will appear on the screen near the top under the navigation bar. Please look at your file again and verify that all fields are correct.  You may need to fix the errors and reupload the file.
• It is best practice to always do a sample import first.  Choose one donor to make sure that your fields are correct and that everything is being mapped correctly. It is easier to manually update one incorrect record than 1,000 records.

Step 3: Import the file

Beside Event, select the correct event and then click Import.

Import History

This page shows your past imports, as well as the status of your most recent import.

• Pending: The import is still being inserted into the database.
• Completed: The import has successfully been inserted into the database. Click View Details to review your imported data in the Relationships Tab.
• Import Error: The import was in the correct format but some piece of information was mismatched (e.g. Event ID.) Click View Details to review the Import Error.  If you see an error, that means the record was not imported.  You will need to create a new import file with that record, fix the error and then import that record. 

Tips: To ensure that imported donations receive a tax receipt:

• Enter the donor's full address (Including: HomeAddressLine1, HomeCity, HomeProvince, Home PostalCode, HomeCountry)
• Enter the donor’s email address in the HomeEmailAddress column
• Enter “One-Time On-Line” as the DonationType
• Enter “Succeeded” as the DonationStatus
• Ensure that your Tax Receipt emails are enabled for all applicable donor types (this is done at the event level, through the Events tab)

How to import offline registrants using CSV 1.2

Importing using CSV 1.2 allows you to add offline registrants to your organization while also creating login credentials for the registrant. It’s a good option to mass upload offline registrants who do not wish to go through the online form to register. Also with CSV 1.2, the organization is able to add User Defined Fields answers for offline registrants. 

• User-Defined Field is a custom question that can be added into the Artez system that captures additional information that isn’t asked via the default fields in Artez. These questions can be asked to Donors, Individuals, and Team Captains for their entire team.
• Constituent ID is a unique number that is generated for every donation and registration within Artez. For Imports, Constituent IDs are used when asked for Solicitor IDs and Team Captain ID.

Important Information! The email “Registration Confirmation - Imported” MUST be enabled.  After the import, the registrant is sent an email to login by setting a password.  

Step 1: Download the sample CSV Import File and the Mandatory and Optional Field Guide and use them to create your Import File.

Be sure to create your file using this template and guide.  It is important when populating your file, that you follow strict formatting rules as defined in the below documents. For example, dates must be entered in the format provided.

Helpful Tip! The Event ID is the Export Event ID that you specified when creating the event. You can find this in the Event Summary section under Edit Information.

Step 2: Fill out the CSV 1.2 document in the proper format.

• Important Note! Individuals, Team Members, and Team Captains are to be added in separate import files.  Team Captains must be imported first to create the team before team members can be imported.  

Step 3: Be sure to save the Export file in a CSV format.

Step 4: In Artez, click on the Import Data tab.

• On the first page, click Next
• Choose File Format – CSV 1.2
• Click Choose File to upload your import file
• Click Next

Important Tips!

• If there is an error with your document’s formatting, the process will be interrupted and a notification will appear on the screen near the top under the navigation bar. Please look at your file again and verify that all fields are correct.  You may need to fix the errors and reupload the import file.
• It is best practice to always do a sample import first.  Choose one registrant to make sure that your fields are correct and that everything is being mapped correctly. It is easier to manually update one incorrect registrant than 1,000 registrants.

Step 5: Spot check your import

• Once the import is complete, you can click on History // View Details once the import is completed to see an itemized list of all the records you added.
• Click View Details in Relationships to check over what you imported or compare via the Snapshot report. Be sure to check if a username has been created, permission questions have been answered and UDFs have answers.