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Data Importer - Advanced Upload File Mapping

Updated

* As of February 2nd we’ve launched Guided Import—a new AI-powered experience designed to take the guesswork (and the frustration) out of data mapping. We recommend you start your data import journey there! For ongoing imports and advanced use cases, our Manual Field Mapping option remains available.

Once you’ve decided on your file structure and prepared your files, you’re ready to map your data to GiveCampus fields and run your first import.

The first time you use the Data Importer, you’ll configure how your files map to GiveCampus fields. After that, you can simply upload updated files on a regular basis—no need to repeat the mapping unless your file format changes.

Order of Operations

  1. Prepare your files
  2. Create a file configuration in GiveCampus
  3. Upload a test file (<100 rows)
  4. Run your first full import
  5. Send updated files regularly (ideally daily or weekly; SFTP can automate this)

Step 1: Set Your Constituent ID Settings

  1. Go to your School Dashboard → Data Import.
  2. Open the Data Management tab.
  3. Set your Constituent Identifier settings (e.g., expected character length for IDs).

Step 2: Create a New File Configuration

  1. In the File Configuration tab, click Add New CSV Configuration.
  2. Complete the required fields
    1. File Name (case-sensitive)
      • Use whatever your CRM naturally exports or add a simple file name like “Constituents.csv” or “Gifts.csv”
      • Date stamps are optional—if included, they’ll appear as asterisks in the configuration.
    2. File Encoding
      • Most CRMs export in UTF-8, which we recommend for widest character support.
    3. Constituent ID

Step 3: Map Your Columns to GiveCampus Fields

  • Click the relevant data type (e.g., Constituent, Gift).
  • In each GiveCampus field, type the exact column header from your CSV file (case-sensitive).
  • You can map the same column to multiple GiveCampus fields if needed.
  • You can combine Constituent and Gift data in one file, but best practice is separate files.

Step 3a: Data Transformations

Transformations let you send data in one format and have GiveCampus adjust it automatically:

  • Date → Fiscal Year: Convert gift dates to fiscal years without adding a separate column.
  • Replace: Reformat values (e.g., replace “A’22” with “2022”).

Step 3b: Defining Unique Fields

Unique fields deduplicate future imports:

  • Common choice: Transaction ID for gifts.
  • Can combine fields (e.g., Transaction ID + Gift Type) if needed.
  • If a match is found, non-unique fields will be overwritten with the latest data.

Step 3c: Additional Gifts or Designations

  • Additional Designations: Multiple funds tied to a single Transaction ID (most common).
  • Additional Gifts: Multiple gift columns for one constituent row (less common; requires knowing the maximum gifts per record).

Step 4: Save and Test Your Configuration

  1. Click Save File Configuration.
  2. Upload a test file (same format as your full file but <100 rows).
  3. Review results:
    • Errors appear in the “Errors” section—fix and re-upload.
    • If no errors, enable the configuration

Step 5: Run Your First Import

  1. Click Enable Configuration and Import Files.
  2. Choose your full file and click Import File(s).

Step 6: Check Status and Review Statistics

  • Go to Imported Files in the left navigation to see all uploads and their status

  • Click the Status link for details on records added, updated, or errored.

  • If importing solicit codes, map them in School Dashboard → Settings → General Settings to control which codes block emails, texts, or Smart Appeals.

 

FAQ

FAQs

How often do I need to configure my files?
Only once, unless your file structure changes.

How often should we send files?
Weekly is a good starting point; daily is best for accuracy. SFTP can automate this.

Should I send full files or just new data?
Always send full files. GiveCampus updates existing records and adds new ones automatically. Even for small changes to a few records should be done using a full file import. 

What if I want to upload a specific set of constituents for an outreach/ personalization/ texting etc?
You will still upload full files using your existing configurations! Just make sure anyone you want to include is included in your upload. Then you can use the segment options built into each tool to create the group of people you want to interact with. 

How many configurations should I have?
You should only have one configuration for each datatype. You can either create one configuration for each section, or combine multiple datatypes into a single configuration, but a single datatype should never be included across multiple configurations.

How do I update a record?
To update a record, just make sure that data is updated in your CRM and export your same full dataset. Then upload either using the School Level Data Importer or SFTP. GiveCampus will automatically detect changes and import. 

How do I delete a constituent or gift record?
You can delete constituent records or gift records from School Dashboard > Data Imports > Data Management. The 'Example file' section will provide instruction on how to format your csv to delete each data type. 

How does this interact with Volunteer Management (GC VM) data?
If using both VM and the Data Importer, the Data Importer is the source of truth for donor status and ID matching.

 

Glossary

  • File Configuration – Mapping between your CRM file columns and GiveCampus fields.

  • File Import – An uploaded file processed by the Data Importer.

  • Transformation – Automatic formatting changes during import (e.g., date → fiscal year).

  • Unique Field – Field(s) that identify a record as unique for deduplication.

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