The NeonCRM Import Manager allows you to import multiple types of data in a single spreadsheet. Most commonly, you may want to import a spreadsheet that contains account data (such as names, emails, and phone numbers) alongside transaction data (such as donations, memberships, and/or event registrations).
When importing account and transaction data in the same spreadsheet, NeonCRM will split the process into two steps: the account import and the transaction import.
The screenshot below shows a mock spreadsheet with both account and donation data. Each row contains an account and a donation.
To begin the import, navigate to Tools > Import Manager, then click on New Import.
On the first screen, give your import a Title, then select the appropriate option for Does your spreadsheet contain an Account ID column? For more information about importing data with IDs from another system, please see this guide.
Once you have selected all options, click Save and Continue.
On the next screen, select the appropriate checkboxes for each data type that you are importing. In this case, we are importing accounts and donations. Click Save and Continue.
On the next screen, you can upload your spreadsheet and select the appropriate settings for your data. Click Upload data.
On the next screen, you will be asked to either choose an existing mapping or create a new mapping for this import. You will be able to save a mapping for future use once it has been created. This is useful if you will be regularly importing data in the same format. In this case, we will create a New Mapping.
On the next screen you will be asked to map your account data only. Once you have completed the account import, you will be asked to map the transaction fields. Map your account fields, then click Add Column(s) To Account.
Note that you will then receive a pop-up message asking if you would like to proceed. Select Yes, because as the pop-up message notes, you will be able to map your transaction columns in later steps.
On the next page, you will be asked to map values for the fields that you mapped on the previous page. For example, if you mapped a State/Province field, NeonCRM will then ask you to match State names appearing in your data to State names in NeonCRM. NeonCRM will attempt to auto-match these items. Once all values have been matched, click Next.
On the next page, you will have the option save your mapping if you are planning on importing data in the same format in the future. Then, click Import your data.
You will receive a message that your account import is complete. To continue with your transaction import (in this case, donations), click Import Donations.
Now that the account import is complete, NeonCRM will prompt you to import your transactions. Again, you will be prompted to choose an existing mapping or create a new mapping for your donations. In this case, we will create a New Mapping.
Next, you will be prompted to select the Import Linking ID. NeonCRM has created a temporary ID called TrackingColumn to link the accounts that you imported with the transactions that you are currently importing. Click Next.
On the next screen you will be asked to map your transaction data. Map your transaction fields, then click Continue.
On the next page, you will be asked to map values for the fields that you mapped on the previous page. Once all values have been matched, click Next.
On the next page, you can choose to save your mapping if you are going to import data in the same format in the future. Then, click Import your data.
You will then receive a message that your donation import is complete. These accounts and their associated transactions can now be found in your system.
If you elected to send a Donation Appreciation letter to the mail merge queue for each imported donation, you will be informed how many were successfully sent.