Cleaning your Constituent Data


This article explains how to import cleaned data relating to constituents using the File Uploader.

Cleaning Constituent is different from Updating Constituents data, in that the Updating of Constituent data is for block updating of fields, e.g. Post Code, Gender, Constituent Type, and Campaign. Whereas Cleaning Constituent is for updating the full constituent addresses rather than the singular fields or wider profile elements.


If you get your constituent data cleaned - e.g. by an agency - you should follow this process

  • Download your data from Donorfy as a constituent list
  • Send your data to an agency to be cleaned
  • Upload the cleaned data using the file uploader


You can use this to upload your data with Constituent Cleaned Data Template.xlsx, though please refer to the below descriptions for what can be updated and what to insert into each cell.


 Note that this type of upload cannot be undone

These are some more details about what you need to do 

Downloading the data

  • Create or use an existing constituent list - include any filters to select only the constituents you want to clean, make sure you include the number column as that will be needed when you upload the file.
  • Click the button to download the list - usually, it is best to set 'Only include the selected columns in the download' to yes
  • The download file will contain the constituent name information, the preferred contact details and any other columns you selected

What existing data can be cleaned?

You can change names and addresses as follows

  • For an individual constituent, you can change the title, first name, middle name, last name, suffix, formerly and also known as - any updated information must use these column headings in the spreadsheet:
    • Title - alternatively you can use Constituent_Title
    • FirstName - alternatively you can use Constituent_FirstName
    • MiddleName - alternatively you can use Constituent_MiddleName
    • LastName - alternatively you can use Constituent_LastName
    • Suffix - alternatively, you can use Constituent_Suffix
    • Formerly - alternatively you can use Constituent_Formerly
    • AlsoKnownAs - alternatively you can use Constituent_AlsoKnownAs

  • For constituents that are not individuals - e.g. companies etc - you can change the organisation name - use the column name OrganisationName, alternatively you can use Constituent_Organisation

  • If the constituent is an individual address, changes will be made to their personal contact details, otherwise, work contact details will be changed - these are the fields you can change:
    • Label name, salutation, house/building number, address lines 1 & 2, town county, country, postcode, main and alternate emails, main, other and mobile phone number, area, and region

  • Any updated contact information must use these column headings in the spreadsheet
    • PreferredOrganisationName
    • PreferredHouseBuildingNumber
    • PreferredAddressLine1
    • PreferredAddressLine2
    • PreferredTown
    • PreferredCounty
    • PreferredCountry
    • PreferredPostalCode
    • PreferredEmailAddress
    • PreferredPhone
    • PreferredMobilePhone
    • PreferredLabelName 
    • PreferredSalutation
    • PreferredAreaDescription
    • PreferredRegionDescription
    • PreferredRoleDescription 

  • Note that any country, area or region you use must already exist in your Donorfy settings

You can

  • set Channel blocking flags for Mail and Phone (email and SMS are not covered within this type of update - to update all Channels and other Preferences, you will need to use the process detailed here: Updating Channels & Purposes with the File Uploader )
  • Archive constituents - e.g. people who have gone away

Once your data has been cleaned you need to upload it into Donorfy

  • The cleaned data needs to be in an Excel spreadsheet, and the name of the worksheet should be 'Constituent Cleaned Data' - as per this example

  • Remove any columns which have not been changed - for example, if the only address data has been cleaned remove the constituent name information, phone numbers, and email addresses
  • You must have a column called Number which contains the constituent number for the constituent that should be updated
  • The remaining columns should have the names from the original download - e.g. PreferredAddressLine1 etc - as listed above
  • You should add new columns as follows
    • Update - if this column contains 'Yes' the constituent name, address, phone numbers or email addresses will be updated based on the values in the row - e.g. the new address should be in the Preferred Address columns
    • Set to Do Not Mail - if you cannot mail a constituent you should enter either Yes or a valid reason - e.g. Gone Away - into this column - this will be used to block the mail channel in the Preference Centre
    • Set to Do Not Phone - if you cannot phone a constituent you should enter either Yes or a valid reason - e.g. By Request - into this column - this will be used to block the phone and SMS channels in the Preference Centre
    • Archive Constituent - if you need to archive a constituent e.g. if they have died - you should enter either Yes or a valid reason - e.g. Deceased - into this column - this will archive the constituent
  • If the above columns are all empty then no updates will be made to the constituent in Donorfy
  • Your spreadsheet will look similar to this example 

  • Upload the file for checking
    • After checking you can download the file and review the updates that will be made -
      • rows with no update have an action of Ignore - for example, rows 2 to 4 in the image below 
      • rows that will be updated the status and action will be empty - for example, rows 5 to 6 in the example below


    • If there are problems with the file download it, open it in Excel and look for the columns with a red 'No Action' in the status column, the comment attached to the status column will give you more information - e.g.

    •  If the file is valid you can apply it which will update Donorfy from your Excel workbook,  this will update the constituent details and add a 'Data Cleaned' activity to the timelines 

 Note that this type of upload cannot be undone


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