How to Save Time and Import Data
Avoiding the Manual Entry Haze
Do you want to create a process for importing data, but need some help to get going? You’ve come to the right place.
I think every fundraiser has had a day where they were sat down with a spreadsheet and told to enter gifts/donor information/event attendees/etc. into your database. Then when we got up, much later, we didn’t ask how many hours had passed but how many days. Numbers still danced behind our eyes and the tab key on our keyboard would never be the same.
While I am sure some enjoy the data entry process it is not a lot of people’s favourite thing and almost all Donor CRMs have ways to speed it up or better yet avoid it! The most common method of doing this is using Import functionality. A system that lets you take Excel/CSV files that have already been created and point the data into the correct data fields such that everything only takes a couple of button presses.
Getting Imports Up and Running
While this sounds magical when you are first introduced to the idea, I think a lot of us have experienced how much work and thought it takes to get Importing Processes off the ground. This might be true, but I can tell you that it is worth the effort!
Once you have done the heavy lifting you are left with a set of steps that can simplify data entry every single time you are tasked with it. So how does one lift?
1. Define your Matching Criteria
We all hate duplicate records it makes reporting difficult, mailing more expensive, and frankly makes our jobs harder. The only way to avoid duplicates when importing records is to have a clear set of criteria for how you can tell when a row in your Excel sheet matches a record in the system. There are three gold standards when it comes to matching donor information:
System ID – If you can match records using the unique ID strings that databases generate that is the most accurate way to match individuals bar none!
Email – While a step below system IDs the fact that every email must be a unique value lets you use them as pseudo ID numbers when connecting records. Combine this with names for the most accuracy!
Name + Postal Code – While name and postal code are both too weak to work as their own identifiers combining them allows for a great degree of accuracy. On average Canadian Postal Codes contain around 20 households, this means the likelihood of overlapping names within that small sample size is very low.
Note: While some Import functions don’t support matching there are free alternatives out there. Additionally, there are organizations like Sentinel Consulting that can create data transformation templates for you!
2. Map your Data Fields
The next thing to do is to ensure you know how each of the columns in your Excel file will flow into your database. Every field in a database has a specific type of data that it will accept. Some of these include:
Text – A general open field that is the most forgiving.
Numbers – Will only accept numeric values.
Table – Will only accept values from a specific list of values. (I.e., Credit Card, Cash, or Cheque, but not Money)
Yes/No – Will only accept Yes or No as a value.
Date – Will only accept a date as a value, sometimes only in a specific format.
By knowing what type of data your field will accept and what columns you have available in Excel you can build out a map for where each value will go.
3. Always test your Data
Before importing your data into your database always test your data.
One way is to use the built-in validation step present in most Import tools that will let you see how your data will come across.
Another way is to start by only importing a couple of records to test the process before importing the rest of the data. It is much easier to fix 2 records than it is to fix 2,000.
4. Keep it Consistent!
Once you have found a methodology that works document it and keep your process consistent!
Ensure that each new Excel file is in the same format and contains the same columns as before.
Save copies of the matching criteria and data mapping that you did so that you can apply them to each new import.
Designate a file folder where you can save the import files so that you will have a running record outside and inside of the system of what has been entered.
A Free and Easy Importing Option
This part goes out to my fellow Raiser’s Edge Users. If you are using a different Donor CRM, we would be happy to talk with you about the options that are available to you. But for those working with RE (Raiser s Edge), I am happy to introduce you to Importacular!
The Benefits of Importacular
This is a free Importing tool for RE that comes as a default plug-in for anyone hosted by Blackbaud servers.
It is amazing at helping with Consistency! When you set up an import you can save all the steps that need to be taken as a template. That way you never have to redo any of the set-up work.
You can create custom Matching Criteria that work off more than Constituent IDs. This is savable to templates.
You can use an easy code-light feature to translate data. Avoiding issues where data types do not match. This is also savable to templates.
You can import directly into gift batches! Now when you bring gifts into your system they can live in the same space as every other gift you process. Making finance and you happier.
Learn more about what Importacular offers here. Watch a set of short tutorial videos walking through its features here.
Conclusion
I hope this article provides you with a good framework for how to set up an importing process. That way more of us can avoid the Manual Entry Haze.
If anything in this article has peaked, your interest and you want to learn more, please feel free to reach out for a free consultation. We have worked with many organizations helping to build out a consistent and easy Importing Process that can sometimes even be automated.
If you would like us to tackle a data or process problem you have encountered or wondered about please let us know here.
Sentinel Consulting is a consulting firm that focuses on helping non-profits strengthen their operational efficiency. We speak the same language as our clients because we were all fundraisers at some point in our careers.