The Data Import Tool allows you to import batches of Donor and/or Registrant records into an existing Event within e2RM.
Importing data into e2RM has several benefits:
- Issue electronic tax receipts for donations that have been processed outside of e2RM (note: receipts & 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 & Relationships Tab by importing data collected offline.
This article will review how to import using CSV 1.1 and 1.2 is listed below
How to import using CSV 1.1
Step 1 Create your Import File
Create your file using the template provided in the admin console. 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.
Tip: The EventID is the Export EventID that you specified when creating the event. You can find this in the Event Summary section under Edit Information.
Registration Imports and Donation Imports have been separated for ease of use, but can also be included in one file.
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 the format you are uploading. Most often, the type is CSV 1.1
- Next, click Browse to search for your file on your computer
Tip: After clicking the Next button, the application transfers the import data file to the server and validates that its contents conform to the selected file format before advancing to the next step. If the validation fails, an error message will appear on this page and you can correct the situation by choosing the correct file format or by specifying a different import data file.
Step 3 Import the File
Beside Event, select “Events are specified in the import file” and select Import.
This page illustrates your historical imports, as well as the status of your most recent.
- 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.
- ImportError: The import was in the correct format but some piece of information was mismatched. For example: EventID. Click View Details to review the ImportError.
Tip: To ensure that imported donations receive a tax receipt:
- Enter the donors full address (Including: HomeAddressLine1, HomeCity, HomeProvince, Home PostalCode, HomeCountry)
- Enter the donor’s email address under 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 registrants using CSV 1.2
Importing via CSV 1.2 allows for organizations to add offline registrants to their organization while also creating login credentials. It’s a different way to mass upload offline registrants who do not wish to go through the online form to register. Also with 1.2, the organization is able to answer User Defined Fields for the offline registrants accordingly.
- User Defined Field – a custom question that can be added into the Artez system that captures additional information that isn’t asked via default in Artez. Can be asked to Donors, Individuals, and Team Captains for their entire team.
- Constituent ID – 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
1.1 Open a fresh blank copy of the CSV 1.2 document
- To download this, click here.
1.2 Fill out the CSV 1.2 document in the proper format.
- Please use the following document as a reference guide as to how the fields need to be added.
- NOTE: Individuals, Team Members, and Team Captains are to be added in separate documents until more testing can be done to allow for this to take place in one file. Each link is an example of each type of registration.
1.3 Be sure to save the Export file in a CSV format.
1.4 In Artez, click on the Import Data tab.
- On first page, click Next
- File Format – CSV 1.2
- Click Choose File and add your document to the page.
- Click Next
- 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.
- It is Best Practice to always do a sample import first on the organization of one registrant to make sure that your fields are correct and that everything is being mapped correctly. It is easier to manually update 1 bad registrant than 1,000.
1.5 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. Be sure to check if a username has been created, if the permission questions have been answered and any UDFs are also answered.