Understanding the @EASE Import: an Overview

What is the purpose of the Import?

An import enables you to add or update data to your @EASE database.  An import might include new records or it might be existing records. Some records may already exist in @EASE but you are unaware they do.  The @EASE Import will compare what you are importing to what already exists in your database.

What can you import?

You can import:

  • a contact list and assign a contact quality as well as a company quality
  • address updates,
  • gifts entered through a web interface,
  • gifts entered through on a spreadsheet,
  • donations that have already been receipted or gifts to be receipted through @EASE. a registrant for a walk,
  • the donors who have gifted to a person who walks recording the walkers donor number on each record, or
  • golfers and their team name.

What you CAN NOT import … YET

            We have fields prepared for a pledge including account information but this is not yet ready for use.

Private and Corporate Imports

The import is set up to import a corporate or private record including either a quality or donation record if so desired.

A corporate or private record can include a link field, address fields matching the @EASE format, one phone number with phone type and an email with an email type.

A private record includes first, middle and last names.  A salutation is not listed as an input field but it is imported provided the salutation in the import file matches what is contained in the Salutation table.

A corporate record includes a company name and may have a contact with first and last name.  The contacts salutation is added if found in the input file but does not display. Again this is dependent on the salutation in the input file matching a salutation in the Salutation table.

Gift Import Information

@EASE enables the global assignment of:

  • a campaign based on an input campaign name,
  • a breakout code and
  • an acquired by value. 

Other fields include the amount, payment type, receipt or gift date, a receipt number if receipted by an external company, a mailing list field and a receipt message.  So all the fields you would normally use in a receipt enter in @EASE.

Donations are imported much like Pledge details.  The batch number and receipt date and date received are assigned at import time.  The Receipt Date is retained from the import data only when the imported donations have already been receipted through the website application.

What input formats are acceptable?

XML and CSV formats can be used to import data.

What to expect when you run an Import

Diligence is necessary when running an import.  Checking the first time followed by a final check before completing the import will ensure the quality of the data being entered.  Please remember the person running the import is responsible for its integrity. Patience and careful evaluation of the data will ensure a good result.