Data Management
Importing data (file uploads), cleaning data and bulk deletion of constituent data
Using the File Uploader
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Importing data into Donorfy - overview
The File Uploader What is it and what does it do? The File Uploader is an inbuilt facility that allows you to import data quickly and efficiently in a standardised way. So, whether you are populating your Donorfy system for the 1st time, adding mo...
Robin Fisk -
Tips and things to avoid when using the File Uploader
In the File Uploader Overview you will have found out the purposes it can be used for, who has access, what can be uploaded and suggested course of building your data uploads. To help you upload data with minimal errors and as quickly as possible...
Graham Bell -
How to upload, Check the File and Complete the Upload
Using File Upload Once you have your data as clean as possible (remember junk in will result in either errors within the file upload, or data inconsistencies on records, which in turn can lead to reporting problems and potential problems with ...
Graham Bell -
Using External Keys when you are Importing Data
An external key is an id or key value that is already assigned to your constituents e.g. from an existing database you have. If can be useful to bring in the external key when you import constituents into Donorfy as you can then use the external ...
Ben Brett
File Upload (Importing Data)
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Updating the Data Preparation Template
You can update (or refresh) the data preparation template by going to Data Management | File Upload and pressing the Update Template button - this button is on the top right of the File Upload box. This will rebuild the Data Preparation Template i...
Ben Brett -
Importing Constituents
These are the steps needed to import Constituents. Download the Donorfy data preparation template from Data Management | File Upload - this is an Excel workbook. Copy your constituent data into the rows in the appropriate worksheet and columns in...
Ben Brett -
Creating connections between existing constituents using the file uploader
When you upload a file of constituents you can create connections between the new constituents in your file and existing constituents in your Donorfy this article explains how to do that. However if you want to create connections between existing ...
Ben Brett -
Creating connections & beneficiaries links using the file uploader
Creating connections between constituents When you upload a file of constituents you can include information in the columns below to create a connection between existing constituents and the constituents that will be added by the file upload If yo...
Ben Brett -
Importing Donations (Transactions)
You can import donations (Donorfy calls them Transactions) using Donorfy’s Data Preparation Template. This template is available to download within Data Management > File Upload Prior to downloading the template ensure you refresh it by clicking o...
Graham Bell -
Uploading Soft Credits
This article explains how to upload soft credits using the File Uploader. A soft credit is a link between a transaction, typically a donation, and another constituent in Donorfy. To create the Soft Credits both the Transaction to establish the lin...
Ben Brett
File Upload (Updating Data)
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Updating Constituents using the File Uploader
This article explains how to update existing constituents using the File Uploader. Updating Constituents is different from Cleaning Constituent data, in that the updating of constituents is for block updating of fields, e.g. Post Code, Gender, Con...
Ben Brett -
Updating Channels & Purposes with the File Uploader
You can use the file uploader to update channel and purpose permissions for existing constituents these are the steps you need to follow. Note that this type of upload cannot be undone Download the data preparation template and find the Channel a...
Ben Brett -
Updating Tags and Channels with an Upload File
You can upload (import) a file and use it to Add or remove tags from existing constituents, or Allow or block communication channels for existing constituents Note - Updates to channels made via this importer do not get recorded in the Prefere...
Ben Brett -
Updating Transactions using the File Uploader
This article explains how to update existing transactions using the File Uploader. The transactions you want to update are identified by the transaction number. A transaction has two (or more) transaction numbers - one relating to the Payment part...
Ben Brett -
Updating Activities Using the Uploader
You can use the file uploader to update existing activities - for example, if you want to record if someone attended an event you held. Important You cannot undo updates made by the file uploader.It is a good idea to download a list of the Activi...
Ben Brett -
Updating Recurring Payment Instructions
This article explains how to update existing recurring payment instructions (RPI) using the File Uploader. Updating an RPI is different from Upgrading an RPI. If you have run an Upgrade Campaign asking people to increase the amount they give you u...
Ben Brett
Other types of Import Files
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Importing & Reconciling Standing Order Files
If your bank can provide you with a file of Standing Order payments in a format known as BACS Standard 18 - example shown below - you can match them to Recurring Payment Instructions in Donorfy as follows. If you cannot get a file in this format s...
Ben Brett -
Importing CAF Payment Files
If this is the first time you have imported a CAF file you should go into Settings (see this) search for Payment Methods and add a new payment method called 'CAF' Each time you download a file from CAF you will need to open it in Excel and add the...
Ben Brett
Data Cleaning
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Duplicates - Overview
What is a duplicate? When Donorfy detects that a constituent has very similar details to another constituent, Donorfy will raise this as a possible duplicate. This means they might be the same person or organisation. Enabling or disabling the chec...
Mark Eastwood -
Duplicates - Single Matches
The Duplicates process separates single matches from multiple matches so that you can merge duplicate records quickly. The single matches display all of the results where the target constituent (right side) only has one matched constituent. Thes...
Graham Bell -
Duplicates - All Matches
Where there are many potential duplicates found for a single constituent profile, these are then added to the All Matches section. The All Matches section displays 10 duplicate sets on a single page and will notes how many potential duplicates ...
Graham Bell -
Duplicates - Auto merge
An auto merge feature in Duplicates is available to help to reduce the amount of time spent assigning items to merge. This can be switched on from Settings > Configuration > Duplicates Settings The auto merge feature will merge matches that have b...
Graham Bell -
Bulk Deletion of Constituents
Please Note - Once deleted these Constituents cannot be restored The Bulk Delete option under Data Management can be used to removed archived constituents from your Donorfy, you must be an administrator to access the bulk delete option can arc...
Ben Brett -
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. Po...
Ben Brett
Triggers
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Triggers - Overview
Triggers are a powerful component in Donorfy which allows you to define custom behavior when specific events happen, such as a new constituent being added. Triggers are available to both Essential and Professional Plans as follows: Essentials - a ...
Mark Eastwood -
Creating a Trigger
Creating a Trigger is done from within Data Management on your navigation bar: Data Management > Triggers Click on the + button to start creating your trigger. Add a name for your new Trigger and select the Type of system event which will ini...
Graham Bell -
Trigger Conditions
Conditions allow you to specify in what instance a Trigger should run. For example, you may wish to initiate a Mailchimp automation when you receive a new donation, but only if that donation is over X amount. Conditions are optional, and all of ...
Graham Bell -
Trigger Actions
A Trigger Action is the end result of what your Trigger is to do. An action can be set up to initiate a Support Journey (MailChimp automation), to add to a messaging service such as Slack, or to inform another process. To add a new Action click...
Graham Bell
Data Management FAQs
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Damaged or Unreadable Upload File
If Donorfy has a problem reading a file that you have uploaded you will see message similar to the examples below To fix this problem you should start Excel and Open the workbook you originally uploaded Remove any worksheets that you are not us...
Ben Brett -
Ignoring Duplicate Warnings when Uploading a File
When you upload a file containing constituents Donorfy checks whether the people in the file are already in the database - if there are matches you will see a message similar to the one shown below You can download the file to review the matches ...
Ben Brett -
Fixing Problems in an Uploaded File
After you upload a file Donorfy will check it - if there are problems which prevent the data in the file being imported the file will be displayed similar to the example below To see details of errors of you need to Download your file. When you...
Ben Brett -
Undoing a File Upload
You can undo a file upload - this will remove all the data added by the file upload. Important if you undo a constituent import then any data you have added to the constituents since the import - e.g. transactions added to the timeline - will als...
Ben Brett