Importing data into a new system can seem challenging. These tips should help in making the process go smoothly with importing your data to DonorDock.


Important Information for a Successful Import:


  • Do not change the column headers (formatting, spacing, naming convention), as this will cause issues with your import
  • The import file type must be CSV in order to import it into the DonorDock system
  • The import is limited to 10,000 rows per import job. Multiple imports of data are allowed
  • Review the allowed values for each field in the table below. Any field can be left blank and will be ignored during the import.


How are contacts matched to avoid duplicates?

There are several matching algorithms used to try and match up imported contacts and gifts. These algorithms run in this order, and if a match is found, it does not continue on searching through the list.


1. If a DonorId is provided in the import, and is a unique identifier for the donor, any future imports referencing that DonorID will be matched.

2. If an Account Number is provided in the import, the import will attempt to match the contact with an existing contact with the referenced account number.

3. If a contact is found with the same first name, last name and email address it will consider this a match.

4. If a contact is found with the same first name, last name and address line 1 it will consider this a match.

5. If a contact is found with the same first name, last name and mobile phone number it will consider this a match.

6. If a contact is found with the exact same organization or household name it will consider this a match.



Import File Format


Field Name
Description
Allowed Values
Requirement
DonorIdA unique ID for the donor. If importing from an external system, this can be the external ID. If re-importing contacts from DonorDock with bulk edits, this can be the DonorDock DonorId.AlphanumericOptional
ContactStatusIndicates status of a contact - active or archived.
Active:
Active
Archived:
Inactive, Archived
Optional (Defaults value is active)
AccountNumberThe account number for a contact. If the account number exists in DonorDock this can be used to import updates to existing contact records. Account number can be used for integration to accounting systems, or as a friendly ID. Account Numbers can be set to be automatically assigned in your organization settings.AlphanumericOptional
ContactTypeThe type of the contact (Individual, Organization).Individual - individual, 0, contact
Organization - organization, 1, business
Optional
(Default value is individual)
TitleThe honorific or job title of the donor you are importing.AlphanumericOptional
CompanyNameThe name of a business or organization that you are importing. If this value is filled, the imported donor will be marked as an organization, not an individual contact.AlphanumericOptional
AddresseeThe addressee is the format of the name in the address block on the letter. This would likely be used in mail merge applications.AlphanumericOptional
SalutationThe format of the name you want to use in greetings of your correspondence.AlphanumericOptional
FirstNameAn individual donor's first name.AlphanumericOptional
MiddleNameAn individual donor's middle name.AlphanumericOptional
LastNameAn individual donor's last name.AlphanumericOptional
SuffixFollows the name and provides additional information about the person. Examples would be Jr., Sr., PHDAlphanumericOptional
EmailThe email address of the donor.Valid emailOptional
Address1The first line of the donor's address.AlphanumericOptional
Address2The second line of the donor's address.AlphanumericOptional
Address3The third line of the donor's address.AlphanumericOptional
CityThe city of the donor's address.AlphanumericOptional
StateOrProvinceThe state or province of the donor's address.AlphanumericOptional
PostalCodeThe postal code of the donor's address.AlphanumericOptional
CountyThe county name of the contact's address.AlphanumericOptional
CountryThe country of the donor's address.AlphanumericOptional
Address1_2
The first line of the contact's second address.AlphanumericOptional
Address2_2
The second line of the contact's second address.
Alphanumeric
Optional
Address3_2
The third line of the contact's second address.
Alphanumeric
Optional
City_2
The city of the contact's second address.
Alphanumeric
Optional
StateOrProvince_2
The state or province of the contact's second address.
Alphanumeric
Optional
PostalCode_2
The postal code of the contact's second address.
Alphanumeric
Optional
County_2
The county name of the contact's second address.
Alphanumeric
Optional
Country_2
The country of the contact's second address.
Alphanumeric
Optional
MainPhoneThe home or primary phone for the contact.Valid phone numberOptional
BusinessPhoneThe primary business phone for the contact.Valid phone numberOptional
MobilePhoneThe mobile phone number for the contact.Valid phone numberOptional
SpouseFirstThe first name of the contact's spouse.AlphanumericOptional
SpouseLastThe last name of the contact's spouse.AlphanumericOptional
SpouseMobilePhoneThe mobile phone number for the contact's spouse.
AlphanumericOptional
SpouseEmailThe email address for the contact's spouse.Valid email
Optional
SpouseBusinessPhoneThe business phone for the contact's spouse.Valid phone numberOptional
DoNotSolicitA field that indicates that a donor does not want to be solicited.X
1
True
Y
Optional. Default is false
BadAddressA field that indicates that the contact's address is incorrect.X
1
True
Y
Optional. Default is false
DeceasedA field that indicates that a donor is deceased.X
1
True
Y
Optional. Default is false
UnsubscribedA field that indicates that the donor has unsubscribed. This will remove them from receiving marketing lists.X
1
True
Y
Optional.
Default is false
FaxThe fax number for the donor.Valid phone numberOptional
WebsiteThe website URL for the donor.Valid URLOptional
DescriptionA general description of the contact.AlphanumericOptional
AffiliationAny affiliation the contact may have.AlphanumericOptional
BadgesA comma-separated list of badges for this contact.Comma-separated listOptional
MarketingListsA comma-separated list of marketing lists for this contact.Comma-separated listOptional
HouseholdThe household the contact belongs to. If a matching household is found, the contact will be added to the existing household. If no match is found, a new household will be created.Alphanumeric
Optional
EmployerThe employer the contact works for. If a matching employer is found, the contact will be added to the existing employer. If no match is found, a new employer will be created.
AlphanumericOptional
OwnerThe email address of the DonorDock user you would like to assign this contact to.Email
Optional
GiftIdA unique ID for the gift. Can be an ID from an external system.AlphanumericOptional
CampaignThe name of the campaign that the gift is associated to. The import uses an exact name match to find an existing campaign. If not match is found, a new campaign is created.AlphanumericOptional
FundThe name of the fund that the gift is allocated to. The import uses an exact name match to find an existing fund. If no match is found, a new fund is created.AlphanumericOptional
AppealThe name of the appeal that the gift is associated to. The import uses an exact name match to find an existing appeal. If not match is found, a new appeal is created.AlphanumericOptional
GiftType
The type of gift that is being imported.Donation
EventTicket, Event, Event Ticket
Membership
Optional
PaymentTypeThe type of payment that is being imported.Check
Cash
CreditCard, Credit Card, CC
InKind, In Kind
Stock
Event Ticket, EventTicket, Event
Membership
Other

SoftCreditAmountThe dollar amount of the soft credit.Valid decimal value that is greater than or equal to 0 or blank
Optional
GiftAmountThe dollar amount received for the gift.Valid decimal value that is greater than or equal to 0
or blank
Optional
PledgedAmount
The dollar amount pledged.Valid decimal value that is greater than or equals to 0 or blankOptional
NoDeductibleAmountThe non-deductible portion of the gift.Valid decimal value that is greater than 0
or blank
Optional
CheckDateThe date of the check.Valid date value or blank. Date format
should be mm/dd/yyyy
Optional
DateThe date the gift was received.Valid date value or blank. Date format
should be mm/dd/yyyy
Optional
DepositDateThe date the gift was deposited.Valid date value or blank. Date format should be mm/dd/yyyyOptional
PaymentIdA payment identifier, such as a check number or credit card transaction id.AlphanumericOptional
TributeDescriptionA description if the gift was a tribute. If this item contains data, the gift will be marked as a tribute.AlphanumericOptional
TreatAnonymousShould the gift be treated as anonymous.True, False
Optional. Default is false
ExceptionA field that let you explain any unique circumstance or exception for a donor. This can also be used to provide your team instructions on how to engage a donor.AlphanumericOptional
TrackingCodeAny tracking code for this gift.AlphanumericOptional
PaymentNoteAny notes for this payment or gift.AlphanumericOptional
MembershipTypeThe membership type name of this is a membership. The import uses an exact name match to find an existing membership type. If no match is found, a new membership type is created.AlphanumericOptional
MembershipStartThe start date of the membership.Valid date value or blank. Date format
should be mm/dd/yyyy
Optional
MembershipEndThe end date of the membership.Valid date value or blank. Date format
should be mm/dd/yyyy
Optional


How to import a file

  1. Download the import file template from the DonorDock imports page.
  2. Fill your data into the template, making sure to note the valid values and matching functionality found above. Save the file to a known location on your computer.
  3. Click the Upload Files button and navigate to the template file that you saved.
  4. The file will show pending during the import process. There is no need to stay on this page during the import.
  5. Once complete, the system will show how many of each record type was imported, along with any errors. If any errors occurred during your import, contact DonorDock support to assist.


A video on importing data