Before you proceed with the following instructions, back up the database. If your organization integrates multiple Blackbaud products, refer to the Additional Requirements section of the backup article.
Note: These steps will NOT break any links between the old preferred address and any relationships that share the address. This means that other records that share the preferred address will now be linked with the former address. If you want to add a new preferred address, update a linked spouse (or relation) with the new address, and retain the old address as an alternate, refer to Can I add a new preferred address to a constituent record and keep the old address as an alternate?.
The Preferred Address (PrefAddr) field in the import data file determines whether an address is considered the preferred address.
- If importing a new address with the PrefAddr set to Yes, this address becomes the preferred and the current preferred address is automatically moved to an alternate address.
- If updating an existing alternate address with the PrefAddr set to Yes, this alternate address becomes the preferred and the current preferred address is automatically moved to an alternate address.
- NOTE: The Business Rule to set a default type for alternate address when copying preferred to alternate will NOT take effect. The business rule only takes effect when the address is copied to alternate from the tool bar's Address > Copy preferred address to alternate option. See How to copy a preferred address to alternate and default the address type for more information.
Carefully read all of the instructions listed below before proceeding. If you are new to importing, also refer to How to import - the basics of importing (BB58904).
- Create a data file or use an existing file.
View a sample data file (7newpreferred.csv), which imports a new preferred address onto Angela Diresta's record and marks the existing School Residence address as preferred on Mark Adamson's record in the sample database. You may need to widen the columns to view all of the information in a column. The sample file was tested in version 7.80.1122. Other versions may vary slightly in the available fields.
You can save the file in any delimited format or in fixed length. However, this example and the sample data file are in CSV format.
- Include the following fields in your import data file (for a sample file, which includes all of these fields, refer to step 1 above).
ImportID**, AddrImpID, PrefAddr, AddrType, AddrLines, AddrCity, AddrState, AddrZIP
The ImportID field, in bold italics is required by The Raiser's Edge. The AddrImpID field, in italics is conditionally required:
- The AddrImpID is only required when updating existing alternate addresses as the preferred address. When doing this, the AddrImpID is the address import ID of the alternate address.
- If you are importing new addresses as the preferred, you can populate the AddrImpID field. If you do, ensure that it is a unique ID that is not currently used in the database.
* Although headers are not required in The Raiser's Edge, we recommend using them. Otherwise, you must manually map the fields in the data file to the corresponding fields in The Raiser's Edge.
- Corresponding Field Names
Import ID**, Address Import ID, Preferred Address, Address Type, Address Lines, Address City, Address State, Address ZIP
In Excel, use Text as the column type for any field with leading zeroes. Otherwise, Excel drops the leading zeros.
Refer to the Constituent Fields and Constituent Address Fields sections of the Import Guide (PDF) for a list of available fields (layout table) and for what each is used. You can also access the layout table from the Fields tab in the import parameters.
- In Import, select Constituent from the Constituent category. Click New and select the following parameters. For more information on what these parameters mean, refer to How to import in The Raiser's Edge 7 - The Basics of Importing (BB58904).
- What do you want to do? Update existing records
- What file do you wish to import? Browse to the import file
- How do you want the system to identify existing constituents? Use the Import ID**
- What is the format of this import file? Delimited
File Layout Tab:
- Field Separators and Text Qualifiers: Comma, Quotation
- Import Field Names: Field names are on the first line of the import file
- Sample Import Format: Verify the first few rows of the import file
In the Import Fields frame, verify that all rows in the Field to Import column are correctly mapped to the corresponding field in the Raiser's Edge Field column.
We recommend marking all available checkboxes. At the very least, mark the Create control report option.
** When creating a data file (steps 1 and 2), you can use the constituent ID or Social Security number instead of the import ID for the unique identifier. Use the same field in the How do you want the system to identify existing constituents? frame in Step 4.
Note: In Excel, use Text as the column type for Import ID or Social Security number. Otherwise, Excel drops the leading zeros.