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Importing donation data into Salesforce

Non-profit organizations frequently need to import donations from CSV data. Usually the columns in the CSV data bear no resemblance to the fields in the Salesforce objects to which they should be mapped. For example, you might be given a single CSV file containing one record for each donation, carrying the donor's name, phone number and other personal information, the donation amount, close date and status. With Apsona for Salesforce, you can import this data into your database without resorting to splitting your data or using VLOOKUP.

In the case of the Non-Profit Success pack, you have to import this data into three separate target objects in Salesforce: the Contact object which contains the contact fields, the Donation object for the amount and donation-related fields, and the Opportunity Contact Role object which links the other two objects. This is because the Non-Profit Success Pack links donations to contacts via contact roles. (If you are using Common Ground, you need only import into Donors and Donations, because the Donation object has a lookup to the Donor object.)

For the Non-Profit Success Pack, you can import such data into your Salesforce database in three phases, one for each target object: First the Contact object, then the Donation object, and finally the Opportunity Contact Role object. The reason for this ordering is that, at the end of each phase, Apsona for Salesforce provides you an "echo" CSV file containing the exact data you provided as input to that phase, but with two additional columns containing the status information (success or failure) and the record id of the added record. You can then use the output CSV file of each phase as input to the next phase. (See the import documentation for details on the import wizard.)

Phase 1: Import the Household information. You do this via the import wizard in the Household tab, which you can access by clicking Tools - Import/update in the Households menu. In this phase, provide the input CSV file to step 1 of the wizard, and select the appropriate de-duplication choices. For instance, you might choose to treat Household records as distinct when they have different mailing street, mailing city, mailing zip code addresses. In step 2 (set up fields), map (only) the Household information columns of your input CSV file to the corresponding Household fields in Salesforce. For any column containing non-household information, map it to "(Do not import)". Complete the import in step 3 of the wizard,  and download and save the resulting CSV file by choosing the "All records" option. This CSV file will contain two additional columns for the status and the Household ID values.

 

Phase 2: Import the contact information. You do this via the import wizard in the Contacts tab, which you can access by clicking Tools - Import/update in the Contacts menu. In this phase, provide the input CSV file to step 1 of the wizard, and select the appropriate de-duplication choices. For instance, you might choose to treat Contact records as distinct when they have different last names and e-mail addresses. In step 2 (set up fields), map (only) the contact information columns of your input CSV file to the corresponding Contact fields in Salesforce. For any column containing non-contact information, map it to "(Do not import)". Complete the import in step 3 of the wizard,  and download and save the resulting CSV file by choosing the "All records" option. This CSV file will contain two additional columns for the status and the Contact ID values.

 

Phase 3: Import Donation information. Navigate to the Donations tab and click Tools - Import/update. Use the CSV file saved in Phase 2 as input, and map the donation-specific columns to fields in the Donation object. You will need to create an Organization Name field, which is likely the first and last name of the contact. Map the Organization name field available in the drop down of available fields. This will tie up the Donation to the Contact role and also set the Primary field to Yes. When you complete this phase, download the output CSV as in the previous phase. You well have two more columns containing status information and the Donation record IDs. 

Note: There could be duplicated Account/Organization names, but Apsona will not import those, instead you will receive a reject CSV file which can be used to figure out which donations were not imported (you can either manually import those donations OR import them after filling in the correct  Organization ID). Taking the Donations that were imported, there will be two more columns of data.

[We are grateful to Ashima Saigal of Database Sherpa for helping clarify this documentation.]