Exporting Data from The Raiser's Edge

NOTE: This guide includes export instructions for the most common data in this system. You may be using additional modules or storing additional data that is not discussed here, but will need to be exported in order to import into your new NeonCRM system. Please consult the documentation of your current database for more information.

Contents

Introduction
Preparing for Export
Name and Address
Phones and Emails
Constituency Codes
Attributes
Relationships
Gifts and Pledges
Pledge Installments and Payments
Soft Credits and Tributes

Introduction

In order to export your data from The Raiser's Edge, you will need to have enough competence with RE to use both the RE Query and RE Export functions as you’ll need to a) build queries and be able download outputs from those queries and b) build, separately, exports and be able to download outputs from those exports.

In this guide, we outline exporting the following types of information, which are the most commonly used modules in The Raiser's Edge:

  • Constituent name and contact information
  • Constituency codes, relationships, and attributes
  • Gift and pledge information
  • Pledge installment and payment information
  • Soft credit and tribute information

Exports (whether from the Export section or the Query section) should be saved as CSV files, to allow RE to export all columns in a single file. For each different type of export, we have provided general instructions and field lists. Please do not add more fields than we suggest as this can result in extremely large and unmanageable export files from RE.

Preparing for Export

We recommend that you take the following steps to set up for the export process:

  • In the Query section of RE, create a Query Folder titled NeonCRM. This is useful for storing any queries that you need in one place.
  • Create a query with all the constituents that you wish to export. We recommend you choose to create this query as a “Static” query rather than a “Dynamic,” as it may speed up your export processes. (Note: we strongly recommend that you export your entire database including inactive and deceased constituents.)
  • Create a Constituent type Query.
  • Leave the criteria empty but be sure to leave the options turned on to include “inactive,” “deceased,” and “no valid address” constituents. Define the “Output” of this query to include the following fields (be sure to include these from the Constituent, not from the spouse or any related constituent):
    • System Record ID (also known as CnBio_System_ID)
    • Constituent ID (also known as CnBio_ID)
    • Import ID
    • Sort Name
    • Key Indicator
    • Last Name
    • First Name
    • Organization Name
  • Run the query, save it (choose something easy like “NeonCRM-all records”) and export the results to a CSV file. Please be sure the column headers are retained and reflect the actual field names - this export may take some time.

Name and Address

Click on the Export tab/button/menu from within RE, and then click the New Export button. Next, choose to export selected constituents and select the query that you saved in the previous step (i.e. NeonCRM-all records), then hit Next. This should take you to a screen where you can define the Output of the export. Please include the following fields from the appropriate section:

  • Constituent Information section (expand that area to see the list of available fields):
    • System Record ID (also known as CnBio_System_ID)
    • Constituent ID (also known as CnBio_ID)
    • Key Indicator
    • Inactive?
    • Organization Name
    • Last Name
    • First Name
    • Middle Name
    • Maiden Name
    • Nickname
    • Title 1
    • Title 2
    • Suffix 1
    • Suffix 2
    • Gender
    • Birth date
    • Deceased?
    • Deceased Date
    • Anonymous?
    • Spouse ID
    • Marital status
  • Addressee/Salutation section:
    • Primary Addressee
    • Primary Salutation
  • Address > Preferred Address section:
    • Address Line 1
    • Address Line 2
    • City
    • State
    • ZIP
    • Country
    • Type
    • Seasonal From
    • Seasonal To
  • Spouse > Biographical section (expand section to see fields):
    • System Record ID (also known as CnBio_System_ID)
    • Constituent ID (also known as CnBio_ID)
    • Last Name
    • First Name
    • Gender
    • Any contact information, such as Phone, Email, etc.

Phones and Emails

  • In the Query section of RE (leave the Export area), create a new Constituent Query
  • In the Tools Menu there should be a “Query Options” section which opens some advanced options for your query. Select the tab labeled “Record Processing” and choose the “select from query” box, then find the “NeonCRM-all records” query you built in the setup phase.
  • In the criteria section, choose the “Phone number” field (Note: You will need to look for this field underneath the "Preferred Address" heading. Also, Raiser's Edge stores email addresses in phone number fields so this is the process you use to export both phone numbers and email addresses) and choose the “not blank” option. This should limit your output to constituents who have values in the phone number field.
  • In the Output section, choose the following fields:
    • System Record ID (also known as CnBio_System_ID)
    • Phone Number
    • Phone Type
  • Run and save the query. It will be normal to see the System Record ID repeat in rows as every time there is a phone number it will create a row..
  • Output the query to a CSV file

Constituency Codes

  • Repeat the steps outlined above for Phone numbers until you reach the criteria section
  • Leave the criteria section blank as most installations of RE require assigning at least one constituency code
  • In the Output section, choose the following fields:
    • System Record ID (also known as CnBio_System_ID)
    • Constituency (may be labeled Constituent Code Description)
  • Run and save the query. As with phone numbers, it will be normal to see a row for every constituent code (the System Record ID should repeat).
  • Output the query to a CSV file

Attributes

  • Repeat the steps outlined above for Phone numbers until you reach the criteria section
  • In the Output section, choose the following fields:
    • From the Constituent Information section (expand that area to see the list of available fields):
      • System Record ID (also known as CnBio_System_ID)
    • Attributes section (expand); for each type of attribute you wish to export (be sure to exclude inactive and unused attributes; trying to export them all when few are actually used/useful causes delays and may incur additional charges) choose the following field:
      • Description

Relationships

Note: Relationships are not able to be self-imported into NeonCRM. For more information on limitations of self-import, please view the Preparing to Import Constituent Data guide.

To export these items you will need to use the RE Export module (not an output from a query as above). Click on the Export tab/button/menu from within RE, and then click the New Export button. For consistency, please use the “Selected Records” choice and choose the Query you built in the setup phase.

Note: For both relationships and attributes you will be asked how many want to export per constituent. We recommend choosing a reasonable value. The max is 99, but usually something around 10 or 20 is plenty. Also, it is vital that you do not add extra fields from what we describe as each time you do so the number of columns grows exponentially.

With your first newly created Export (see above) add the following fields to the Output area:

  • From the Constituent Information section (expand that area to see the list of available fields):
    • System Record ID (also known as CnBio_System_ID)
    • Relationships section (expand); for each type of relationship you wish to export (typically most just export the “Individuals”) choose the following fields:
      • Constituent ID (sometimes Bio ID or just ID), Reciprocal, Relationship, Is Constituent?
      • Is Head of Household?
      • Include First Name, Last Name, and any other contact fields that you may have used for non-account relationships (these non-account relationships are denoted by Is Constituent? = No)

Gifts and Pledges

As with the previous export, to start this process, click on the RE Export function, and create a New Export. Here, instead of Constituents, you want to export Gifts, and then pull records based on the initial Query created in setup.

Fields to export:

  • From the Constituent Information section (expand that area to see the list of available fields):
    • System Record ID (also known as CnBio_System_ID)
  • From the general gift area (usually falls under the name you give your Export in the output area), choose the following fields:
    • System Record ID (also known as Gf_Gift_ID)
    • Anonymous?
    • Fund
    • Appeal
    • Campaign
    • Check Date
    • Check Number
    • Currency Amount
    • Date 1st Pay
    • Gift Amount
    • Gift Date
    • Gift Subtype
    • Gift Type
    • Tribute Type
    • Tribute Description
    • Installment Frequency
    • Pay Method
    • Reference

Pledge Installments and Payments

Again, start this process by clicking on the Export tab/button/menu from within RE, and then click the New Export button. This will also be a Gift record export.

Note: We recommend exporting 20 installments and 5 payments per installment. This of course depends a bit on your data, but this should cover most cases with a bit of room.

Fields to export:

  • From the general gift area (usually falls under the name you give your Export in the output area), choose the following fields:
    • System Record ID (this refers to the main gift’s System Record ID), Constituent's System Record ID (and/or possibly their Constituent or Bio ID)
  • From the Installments area:
    • System Record ID (refers to the installment’s System Record ID), Amount, Balance, Date
    • From Installments > Payments:
      • Amount
  • From Installments > Payments > Payment Gift:
    • System Record ID (refers to the payment’s System Record ID)
    • From Installments > Write-offs:
      • Amount

Soft Credits and Tributes

Click on the Export tab/button/menu from within RE, and then click the New Export button. This will also be a Gift record export and you should continue using the Query you built in the setup phase to ensure consistency of information.

Note: Here we recommend exporting 10-20 Soft Credits and 10-20 Tributes per Gift.

Fields to export:

  • From the general gift area (usually falls under the name you give your Export in the output area), choose the following field:
    • System Record ID (this refers to the main gift’s System Record ID)
    • Constituent's System Record ID (and/or possibly their Constituent or Bio ID)
  • From the Soft Credits area:
    • System Record ID
    • Constituent ID (allows connection to a constituent)
    • Amount
  • From the Tributes area:
    • Tribute > Tribute Constituent Record:
      • System Record ID
      • Constituent ID
      • Tribute Type
      • Tribute Description
      • Tribute
      • Name

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