Data Export Tips

Basics

What is a data evaluation?

Through a data evaluation, our team of data experts review and assess your historical data. We can determine what data can be imported into NeonCRM, make high-level recommendations, and provide a cost estimate for professional import.

Data Structure

What data should I submit for a data evaluation?

Submit all data you want to bring into Neon from your old database. The exact number and type of spreadsheets you export will vary based on what system(s) your data is coming from, and your organization’s specific usage.

Don’t send spreadsheets you don’t want to import into Neon. Ask yourself when the last time the data was updated, how often you use it, and what you use it for. If you aren’t sure what should be imported or don’t understand the data, send it anyway and let us know. Additional context about your data helps us provide a more thorough estimate with a faster turnaround. Our Professional Services team will look at the data and make recommendations on what isn’t a good fit for Neon.

Account IDs or Linking IDs are important when you export multiple spreadsheets. This is a unique identifier assigned to each piece of data, and helps us to understand your data. If your data is being exported from a single database, this should be easy to include. IDs are better than no IDs, but don’t worry if you don’t have IDs. Our team can still help you with your data.

We typically see the following spreadsheets:

• Accounts: This is the basic demographic information about the individuals and organizations in your database (names, contact information, custom fields, etc.). Accounts might also be called contacts or constituents.

Example data. Your data may look different.  

• Transactions: At minimum your export should include the transaction date, amount, and what the transaction was for, with each unique transaction on a separate row. You may be able to export a separate spreadsheet for each type of transaction:
• Donations: Donation date, donation amount, campaign, fund, tender type, tribute information, etc. If your organization has pledges or soft credits, they might be included in this spreadsheet.

Example data. Your data may look different.

• Memberships: Membership level, start date, end date, cost, etc.

Example data. Your data may look different.

• Event registrations: Event name, event date, cost, ticket type, etc.
• Store purchases: Product name, purchase date, amount, etc.
• If your transaction data is all in one spreadsheet, that’s okay. We can still work with it, it just may make your import a bit more complicated.
• Relationships: Links between one or more people or organizations (such as employer, spouse, sibling, etc.)

Your data may include more (or less!) than what is outlined above. You know your organization best. Think of what other important fields you currently track that you want to import into Neon, and include that data in your export.

What format should I submit the data in?

We prefer .xlsx or .csv files. In most databases, you can run a report or query to get this data, and export it into an Excel spreadsheet. You will likely export a separate spreadsheet for each type of data (accounts, transactions, relationships, etc.).

Some databases will allow you to do a full database export. This is typically only useful for organizations with complex databases and a large volume of data. Full database exports produce many spreadsheets, some of which you may not need.

Different file types or full database exports may delay our evaluation process and make it more difficult to give you accurate information. Start by running a report and exporting the data you need, and talk to your Nonprofit Sales Consultant if you have difficulty.

How do I send you the data?

We know that pulling data from your current system isn’t always easy. In fact, data in general can be complicated, hence why we provide professional imports.

Your Nonprofit Sales Consultant will provide you with a secure space where you can login and upload your data for review. If you’re having difficulty pulling data, check with your consultant as we may have some guides or other resources that we can provide to help.

General Notes

Don’t be scared if your data isn’t formatted this way or if you aren’t sure what each spreadsheet is. Our team of experts will dig into your data, we’ve probably seen it all at this point!

You should not try to clean up your data before you submit it. When we evaluate the data, we can provide any suggestions for cleaning and reformatting, if needed. Most of the time when clients clean their data themselves, it makes it more difficult (and expensive) to import.