Data Import for DTD Volunteering

This article walks through the data import process for Double the Donation's volunteering module.

Data Import 

Instructions for Completing a Data Import

Step 1. Add New Records
Step 2. Upload and Map CSV File
Step 3. Map Companies
Step 4. Review Import Summary
Step 5. Send Emails

Undoing a CSV Import

Updating Records through Data Import

Import History

Error Reporting

FAQs:

Data Import 

You can manually upload volunteer registrations into Double the Donation Volunteering by using a CSV file. This feature is useful if you have any offline or historical volunteer registrations and like to import those volunteer registrations into the volunteering module so automated corporate volunteer incentive emails are sent to those volunteers. The data import feature is now a two-step process where you can import the CSV File and then select which email streams you'd like to send corporate volunteer incentive emails to. You also view an import history that includes: 1) the Total number of volunteer registrations imported, 2) the Total number of volunteer registrations that failed to be imported, and 3) the Total number of volunteer registrations that are duplicates and won't be imported.

Instructions for Completing a Data Import

In your Volunteering Standard module, navigate to Data Import/Export --> Data Import. 

Follow the steps below to navigate through the import wizard. At the bottom of each step, you will have the ability to:

1. Track your progress using the progress bar

2. Proceed to the next step using the blue button

3. [At some steps] Start your import over using the grey button

4. Preview the next step using the text above the progress bar

Step 1. Add New Records

Select "Add New Records". (Note: the ability to update existing records will be available in a later release).

Step 2. Upload and Map CSV File

Upload file

Drag and drop your CSV file, or click the upload box to select your file from your computer.

Instructions for the CSV File that you want to import include following the same formatting as the sample CSV File within your account. The columns in your CSV file MUST match that of the sample CSV file, or the volunteer registrations and mappings will not be correct. To view the sample CSV file, click on "View sample CSV File." 

 

The columns that need to be included in the CSV file include: 

1. Identifier

2. Campaign Name

3. Email

4. Phone Number

5. First Name

6. Last Name

7. Company Name 

8. Registration Timestamp (Please note: The date needs to be formatted as MM/DD/YYYY or YYYY-MM-DD. See "FAQs" below for more information.)

9. Event Timestamp (Please note: The date needs to be formatted as MM/DD/YYYY or YYYY-MM-DD. See "FAQs" below for more information.)

You must include the column titles just like the sample CSV file.

Confirm file

Once your file has been uploaded, you can confirm that it is the right file by checking the name of the file and the number of records found:

Map fields

When you have confirmed that the right file was uploaded, it's time to map the fields in your CSV file to the fields in Double the Donation Volunteering.

If you have used the exact column headers in your CSV file as in the sample CSV file, Double the Donation Volunteering will automatically map your fields for you. If your CSV file headers do not match the sample CSV file exactly, you will need to manually map your fields using the table presented to you:

Preview records

Once your fields are mapped correctly, select "Preview Records" to review the first 1-10 rows of your file. Correct any improperly mapped fields at this time, then select "Preview Records" again to confirm. When you're happy with your preview, move on to the next step.

Step 3. Map Companies

Double the Donation Volunteering will map any company names based on whether the company is included in our volunteering database. The system will also provide a confidence score indicating how closely the plain text company name in your CSV import file matches the company name(s) in the Double the Donation volunteering database.

You can keep or not keep the company name for each entry.  We recommend referring to the score to guide you, keeping any company names equal to or above 15. Please review all suggestions, as exceptions happen. While you can individually check and uncheck each entry, you can also use the "Threshold" text entry field to check all entries meeting or exceeding a specific score or use the "Uncheck All" button to start over.

If the "DTD Best Guess" column displays "Reasonable best guess not found"  or does not display the company you wish to map to that record, you can manually select the company you wish to assign to the record. Select the "Manually Select Company" button, and a company search tool will appear. 

Use the search tool to select the correct company.

If you selected the wrong company, use the "Clear Manual Selection" hyperlink to reset your search.

To learn more about Mapping Companies, see this article.

Import data

Once your mapping is complete, select "Import Data."

Step 4. Review Import Summary

Your data is now in your Double the Donation Volunteering! Please review the summary below. If there are significant errors to resolve, select "Download errors" in the "Details" column for more information. If you are happy with your import summary, move to the next step.

Step 5. Send Emails

Undoing a CSV Import

If you've imported a CSV Import by mistake, you can undo a CSV file after importing it. Click on the "Undo" button in red. See below:

Import History

You always can view your organization's import history. Navigate to Data Import/Export --> Import History.

Error Reporting

If there was an error with your CSV upload, you can view any errors by downloading your error report. To download the error report, navigate to "Import History," and then to the column titled "Details." Locate the row of your import, and select the "Download errors" link in the "Details" column.

When you select the "Download errors" link, a CSV file will download. This file is a replica of the file you uploaded, along with an additional column, called "error-message," appended as the last column to the right. The possible values in that column are:

1. duplicate - The donation identifier already exists in Double the Donation Matching. This record will not be imported. [Only applicable if you're uploading a new file, not updating records.]
2. not found - The donation identifier does not exist in Double the Donation Matching. This record will not be imported. [Only applicable if you're updating records, not uploading a new file.]

FAQs:

Q: Why is my CSV file failing to import? 

A: One reason your CSV file may fail to import is if you are missing a column. The following columns must be included in the CSV file:

• Campaign
• Identifier
• Amount
• Email
• First Name
• Last Name
• Timestamp

If your file still fails to upload, please reach out to support@doublethedonation.com to find a solution.

Q: What happens if I upload timestamps using an incorrect format?

A: If your timestamp is not formatted the same as the timestamp in the sample file, your file will still be imported (as long as there are no other issues with the file). The following will also occur:

1. All incorrectly formatted timestamps will be changed to the date and time you uploaded your file.
2. All rows with incorrectly formatted timestamps will be marked with errors in your error download file.

If you see this timestamp error, we highly recommend undoing your import, fixing the format of your timestamps, and reuploading. This is the best way to ensure all records in Double the Donation Volunteering are accurate.