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Tips for Successful Data Updates in GC Volunteer Management

Updated

Updating Your GC Volunteer Management Constituent Data

You can update your GC Volunteer Management (VMS) dataset anytime by uploading new data files to GiveCampus via SFTP (Secure File Transfer Protocol). GiveCampus automatically checks the SFTP for new files as frequently as once per hour, and new data is populated within the VMS. The ingestion process can take several hours, depending on file size.

Data Update Guidelines

Updated data should be a full refresh of your existing dataset (e.g., an updated version of your Foundational Data Set containing all data for all constituents). GiveCampus will detect and update any added, changed, or removed data.

To ensure successful data ingestion, files must:

  • Maintain a consistent format and structure matching your GC Volunteer Management configuration.
  • Include the exact same column headers as previous files (View expected headers under Settings > Data Import Files).
  • Use consistent formatting for all data entries.
  • Follow the established naming convention, including the date in the file name matching the upload date.

Note: Files that do not match the expected structure and format will not be ingested. If you need to reconfigure your VMS to accommodate changes (e.g., adding/removing fields, changing header/column names), this can be done once every 90 days. Reconfiguration typically takes several weeks and requires your involvement. Contact vms@givecampus.com to discuss reconfiguration.

Monitoring Imports

You can monitor your import runs in GC VM > Imports on the left-hand sidebar under Received Files and Import Runs.

  • Received Files: Lists all files successfully received by GiveCampus via SFTP. If a file doesn't appear here within a few hours of submission, contact support@givecampus.com to investigate.
  • Import Runs: Shows all files imported into GC VM. Click on any import run to see details on the imported files, the number of updates, and any errors. Files with no new information won't be listed under Import Runs.

Handling Import Failures

Failed Rows:

  • Rows may fail to process due to formatting errors. Admins with “Import Run Failure Notifications” enabled will receive an email about the failure. To view failed rows, go to Imports > Import Runs and click on the specific import run. Resolve the issues in your next file export to process the rows successfully. For more details, review the data formatting guidelines.

Failed Files:

  • If a file fails entirely (e.g., due to a column header mismatch or encoding error), GiveCampus will disable your importer. Admins with “Import Run Failure Notifications” enabled will receive an email detailing the issue. Refer to Settings > Data Import Files to view the expected configuration. After fixing the files, re-upload them via SFTP and re-enable your automated importer using the link provided in the email.

Import Failure Notifications

School admins handling data refreshes should enable "Import Run Failure Notifications" to receive alerts about import issues. To enable notifications:

  • Go to the Administrators tab.
  • Next to an Admin's name, under the "Import Run Failure Notification" column, click "No" to toggle it to "Yes."

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