Importing Donors into Silent Partner
If you have a large number of donor names and their contact details in a spreadsheet that you would like to add to the Silent Partner database, you might find it more convenient to import them in bulk as opposed to entering the new names one-by-one manually.
NB!
- It is important to have the first and last names in separate columns; the same would apply to the city, province and postal code; if there are phone numbers, either the area code needs to be in a separate column from the phone number, or the area code needs to be present in a very consistently structured format.
- The import process will be quite a bit easier if your original file has column headings.
- From the Excel spreadsheet you need to save the file in CSV format. To do this, you would click File, then Save As, and from the format options, select “CSV (comma delimited)”.
We strongly recommend doing a backup just prior to the import in case something goes wrong.
Once you have your CSV with donors ready, from the green screen in Silent Partner, go to "Maintenance → Import data".
1. Select “Import New Names/Addresses”, then fill in the remaining fields: Specify whether the incoming file includes Headers or not; indicate the date and phone format, and choose your CSV to import:
1. Select “Import New Names/Addresses”, then fill in the remaining fields: Specify whether the incoming file includes Headers or not; indicate the date and phone format, and choose your CSV to import:
The incoming file should not contain commas in the headers as they might break the import.
2. Next, you would need to assign ("map") the fields of data from the incoming file (on the left) to the corresponding Silent Partner fields (on the right):
Keep working your way through the list until all the columns you want imported have been matched. Click OK.
3. You will then be presented with a dialog where you could set the default values for incoming donors, if applicable (so that all the newly added donors would get the same owner/source/mail codes, donor type, etc);
3. You will then be presented with a dialog where you could set the default values for incoming donors, if applicable (so that all the newly added donors would get the same owner/source/mail codes, donor type, etc);
4. In case your information is written in all caps, the system will fix this for you based on your selection. If this is not needed, please click Done:
5. The import process will begin. For each detected duplicate, Silent Partner will present the following window:
With the options to take action at the bottom of the window:
Add this name: will add the name immediately
Add this name and any other possible duplicates without asking again: this will let the computer automatically add this name and all other possible duplicates for subsequent donors without asking again
Reject this name: if it is a duplicate entry, please select this option
Reject this name and any other possible duplicates without asking again: this will let the computer automatically reject this name and all other possible duplicates without asking again (possible duplicates for this and subsequent incoming donors);
Only process additional data (Connectors, Our Tags) for selected donor: Will just apply to My Tags, Connectors etc.
When Silent Partner completes the process, it will inform you that your import was successful and present the number of added donors.
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