Excel Import – 2 – Column Mapping

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Step 2: The column mapping step allows you to tell DonorSnap where to put each specific column of data in your Excel in DonorSnap.

  • If you do not map a column, that column of data will simply be ignored in the import process.
  • If your column heading exactly matches a DonorSnap field name, the system will automatically map the column to it’s appropriate DonorSnap field.
  • The type of data you can import into a field and its size is listed next to the DonorSnap field if it has yet to be mapped to a field in your spreadsheet.  For example, Email2 is a DonorSnap field that is a 255 Character long text field.  You can import any type of data of special characters into a text field.  Conversely, an Integer or Money field can only have a valid number in the import cell.  If there is not a valid number you’ll receive a message in a subsequent step and that record will not be imported.

To map columns that have not been automatically mapped, click on the appropriate DonorSnap field name in the right side list and drag it over to the matching field name in the left side grid and drop it.  You will know it was successful if the field name appears in the DonorSnap name column.

Unlike other DonorSnap pages, you do not need to save your work before navigating to the next step.  This is a dynamic form that is constantly saving itself each time you make a change.  Consequently, it is a little bit slower to accomplish drag and drop operations.

Special Step for Mapping Activity Records or Contact Updates

When importing activity records (Donations, Notes, Volunteer, etc..) or updating any type of records, DonorSnap needs to know specifically how to link your import data with the appropriate Contact that already exists within DonorSnap.  On the bottom of the screen there is a section for matching “key” fields between your Excel spreadsheet and the DonorSnap Contact records.

Each Contact record within DonorSnap has a unique key which is called “ContactIPK”.  This number is assigned to the Contact when it is first created and stays the same throughout the life of that Contact record.  You can always be assured of a proper match if your input spreadsheet includes the ContactIPK and you properly link that to DonorSnap.  You don’t need to use ContactIPK… There is another field labeled ImportKey which is a field that can be imported with new Contacts when using the Excel import tool to load your contacts.  Organizations transitioning from another automated Donor Management system may already have key numbers assigned to their contacts.  They should import these keys into the “Import Key” field within DonorSnap to enable the importing of activity records from the old system.

In addition to the two special fields set up in DonorSnap, the organization can create or set up its own key field in one of the User Defined fields.  The requirements are that each Contact record will require a unique value in this User Defined field to properly accomplish the matching.  If more than one Contact share the same User Defined field value, then it is not possible to import a record into either of those Contacts since DonorSnap will not be able to determine which record to attribute the import to.  A client may want to use this approach if they happen to have an alternative number assigned to each Contact that has been created by a third party.  For example, an Performing Arts organization may utilize a ticket broker to sell tickets to their events.  The ticket broker may have their own unique number for each of the ticket buyers.  This number can be loaded into DonorSnap so that you can automatically upload ticket sales into the database.

When updating activity records (e.g. donation, interaction, notes, etc.), you must use the appropriate IPK field to the type of records you are updating. For example, when updating existing donation records, you must have the DonationIPK field in the first column of your spreadsheet. You can not use any other field to update activity records.

On the bottom of the screen you’ll find two dropdown boxes.  The first shows the list of field names from your spreadsheet.  You’ll need to specify which column contains your key record.  In the second dropdown box, you’ll need to link your field to the appropriate field within DonorSnap.

 

Next steps:

Excel Import Overview Video
Excel Import – 1 – File Import
Excel Import – 2 – Column Mapping – You are here
Excel Import – 3 – Validate
Excel Import – 4 – Review
Excel Import – 5 – Load Data

Last Updated On July 27, 2018