Bulk Editing Records with Imports

Sometimes you may need to update records in DonorDock in bulk, such as adding missing addresses to contacts, updating gift information, or adding completion notes to activities. Instead of editing each record individually, you can export the existing records, make your changes in Excel, and import the updated file back into DonorDock.

You can use bulk update imports for Contacts, Gifts, and Activities. The key to a successful update is including the unique ID for the existing record so DonorDock can identify which record to update.

Before You Begin

Keep the following tips in mind when using imports to update existing records:

• Update imports cannot be undone in the same way as an import that creates new records. If incorrect information is imported onto existing records, you will need to prepare and import another file containing the corrected information.

• Do not modify the record ID fields included in your export. These IDs allow DonorDock to identify the exact records to update.

• Check your spreadsheet for duplicate IDs before importing. Avoid having the same Donor ID, Gift ID, or Activity ID listed on multiple rows. If the same record appears more than once, it may be updated multiple times during the import, with the final applicable row determining the resulting information.

• Only include fields you intend to work with whenever possible. Exporting a smaller report with only the fields you need can make the spreadsheet easier to review and map during import.

Tip: If you only need to add Badges, Marketing Lists, or Gift Tags in bulk, you may also be able to complete the update directly from a report without using an import.

Step 1: Run and Export a Report

1. Navigate to Reporting > Reports.

2. Open an existing report or create a new report containing the contacts you want to update.

3. Include the fields you plan to update in the report.

4. Export the report.

When you export a Contact report from DonorDock, the Donor ID is included in the export. This ID uniquely identifies the Contact record and should be used when importing your updated spreadsheet.

Gift report exports include a Gift ID column that uniquely identifies each Gift record. Depending on the export, this column may appear at the end of the spreadsheet.

Activity report exports include an Activity ID that uniquely identifies each Activity record. This ID allows DonorDock to update the existing Activity during import.

Removing unnecessary report columns before exporting can make editing and import mapping easier. However if you do so, keep in mind that GIft Imports still require Gift Date, Payment Type, and Gift Amount on an import, even if just updating existing gifts so these 3 columns should remain.

Step 2: Update the Spreadsheet

Open the exported file in Excel and make the necessary changes.

For example, you may:

• Add missing addresses

• Update phone numbers

• Add or correct email addresses

• Update other Contact information

Keep the Donor ID unchanged.

When you're finished updating, save the spreadsheet.

Step 3: Import the Updated File

1. Return to DonorDock.

2. Open the Settings menu.

3. Select Imports.

4. Upload your updated spreadsheet.

5. Select the appropriate import option.

6. During field mapping, confirm that the exported Donor ID column is mapped to the Donor ID field in DonorDock.

7. Complete the import.

Mapping the Donor ID ensures DonorDock updates the existing Contact instead of creating a new Contact record.

Creating a Report for a Bulk Update

If you do not already have a report containing the records you need to update:

1. Navigate to Reporting > Reports.

2. Click + Create.

3. Select a Contact, Gift, or Activity report.

4. Add filters to identify the records you want to update.

5. Select the fields you need for your bulk update.

6. Click Run Report.

7. Review the results and export the report.

Using a report as the starting point for your bulk update helps ensure the correct DonorDock record IDs are included before you make changes and re-import the file.

Updating Contact Owners

If you are using a bulk update import to change the Owner assigned to Contact records, there is an important difference between the Owner information shown in reports and the value required by the import tool.

In DonorDock reports, the Owner column displays the friendly name of the team member assigned as the Contact Owner. However, the import tool identifies team members by email address, not by name.

If you are specifically updating Contact Owners:

1. Open the Contact report you plan to export.

2. Click the Columns icon on the right side of the report.

3. Search for and add the Owner Email column.

4. Uncheck the standard Owner column if you do not need it.

5. Export the report.

6. When preparing and importing your updated file, use the team member's email address in the Owner Email field.

   

What a Bulk Update Import Cannot Do

Bulk update imports are useful for changing or adding information to existing records, but they can't handle every type of bulk change.

A bulk update import cannot:

• Delete Contact, Gift, or Activity records.

• Remove the value from an individual field. If a mapped cell is left blank in your spreadsheet, DonorDock leaves the existing value unchanged rather than clearing it.

• Update archived records. Imports do not match against archived records, so you cannot update archived Contacts through a bulk import.

For example, if a Contact currently has a phone number and the Phone Number cell is blank in your update spreadsheet, the import will not remove the existing phone number. The value already stored on the Contact will remain unchanged.

Need to Remove Data in Bulk?

If you need help bulk-deleting Contacts, Gifts, or Activities, first run and export a report containing the specific records you want removed.

Then open a support ticket and attach the exported report so our team can review the request. Contact DonorDock Support at support@donordock.com.