Contents
Introduction
Standard System Usage
Preparing for Export
Name and Address
Phones and Emails
Constituency Codes
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 the system to use both the Query and Export functions as you’ll need to:
- a) build queries and download outputs from queries
- b) build exports and download outputs from those exports
Standard System Usage
This guide provides instructions for exporting standard modules and data in the Raiser's Edge system including the files defined below. You are responsible for the scope of data migrated into your new Neon system. This guide does not include instructions for exporting additional modules or custom data, including but not limited to: Constituent Notes, Attributes, Gift Notes, Memberships or Events. You must submit files for any data that you want imported into your new Neon system. Consult your database provider for assistance in exporting any data. Contact your Nonprofit Sales Consultant for questions.
Standard System Usages data files:
- Name and Address: biographical fields and contact information
- Phones and Email: primary phones, phones types and emails
- Constituency Codes: codes on constituent accounts
- Relationships: household contacts and other linking relationships
- Gift and Pledges: donation transactions and pledges
- Pledge Payments and Installments: pledge payments, installments and write-offs
- Soft Credit and Tribute Information: donations with a soft credit, honor or memory recipient
Custom or Non-standard System Usage
If your organization is using additional modules or custom setups, you need to submit those files if you want them included in the data evaluation.
Preparing for Export
We recommend the following steps for the export process:
- In the Query section of Raiser’s Edge, 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.
- Include inactive constituent
- Include deceased constituents
- Include constituents with no valid address
- Query type = “Static”
- In section “1: Criteria” selection check the filters:
- In the section “2: Output” section, expand the Constituent Information section and select the following fields
- System Record ID
- Constituent ID
- Constituent Import ID
- Key Indicator
- Last Name
- First Name
- Organization Name
- Run the query and save as “NeonCRM-all records”
Name and Address
- From the main screen, select the menu item Export
- Select the menu item New Export
- When selecting the constituents to include, select the original query that you saved (NeonCRM-all records)
- From the Output section select the following fields:
- Constituent Information (expand the section area to see the list of available fields):
- System Record ID
- Constituent ID
- Key Indicator
- Inactive?
- Organization Name
- Title 1
- First
- Middle Name
- Last Name
- Suffix 1
- Gender
- Birth Date
- Maiden Name
- Nickname
- Deceased?
- Deceased Date
- 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:
- System Record ID
- Constituent ID
- Last Name
- First Name
- Gender
- Prefix
- Phone Number 1
- Phone Number 2
Phones and Emails
- In the Query section, create a new Constituent Query
- In the Tools Menu, select the “Query Options”
- Select the tab labeled “Record Processing”
- Choose the box “select from query”
- 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)
- 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
- 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
Relationships
Note: Relationships cannot be self-imported into NeonCRM. For more information on limitations of self-import, please view the Preparing to Import Constituent Data guide.
Click on the Export menu item, and then click the ‘New Export’ button. Use the “Selected Records” choice and choose the Query you built in the setup phase.
Note: you will be asked how many relationships you want to export per constituent. Choose a reasonable value; we recommend 5-10. Do not add extra fields; this will cause the number of columns to grow exponentially and produce missing data or unmanageable files.
Add the following fields to the Output area:
- Constituent Information section (expand the section):
- 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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