In order to successfully export your data from Raiser’s Edge, you must first be comfortable enough with the platform to use both the Query and Export functions. This is required as you’ll need to:
- Build queries, and download outputs from those queries
- Build individual exports, and be able to download outputs from those exports
In this walkthrough, we’ll outline the steps required to export the following information, which we expect to be the most commonly required information as well as the most useful for the modules within Keela:
- Constituent name and contact information
- Gift and pledge information, as well as the pledge instalment and payment information
It is highly recommended that all exports (either from the Export or Query section) are saved in CSV format. This allows for Raiser’s Edge to export all columns within a single file. For each different type of export, you’ll find a general walk-through below.
Creating your Query
In order to prepare for your export, it is necessary to first create a query. We recommend that you follow these steps:
- First, you may be required to create multiple queries - therefore in the Query section of Raiser’s Edge, create a Query Folder titled, “Keela Import Queries”.
- Create a query with all the constituents that you wish to export. In most cases, you will want to export your entire contact database - including inactive and deceased constituents
- Create a ‘Constituent Query’.
- Be sure that the options to include ‘Inactive’, ‘Deceased’, and ‘No Valid Address’ constituents are selected.
- The ‘Output’ of this query should include the following fields:
- System Record ID
- Constituent ID
- Import ID
- Sort Name
- Key Indicator
- Last Name
- First Name
- Organization Name
- After verifying the output fields, run the query. Save the query (we recommend choosing a simple name, for ex. ‘Keela-masterlist’) and export to a .CSV file.
Constituent Name and Address
From within Raiser’s Edge, select the Export button, and then click-on New Export.
Now, choose to export selected constituents and select the query created in the previous step (above).
After selecting the previously created query, select ‘Next’, and you will be taken to a screen where you can define the Output of the export - essentially, choosing and verifying the fields that are to be exported.
We recommend including the following fields from the appropriate sections:
- Constituent Information section (you’ll need to expand the area to see a full list of available fields)
- System Record ID
- Constituent ID
- Key Indicator
- Organization Name
- Last Name
- First Name
- Middle Name
- Maiden Name
- Title
- Gender
- Birth Date
- Addressee section
- Primary Salutation
- Preferred Address section
- Address Line 1
- Address Line 2
- City
- State/Province
- ZIP/Postal Code
- Country
Phones and Emails
To begin the process of capturing Phone and Email data, you will need to leave the Export area and navigate to the ‘Query’ section of Raiser’s Edge. Here, you will create a new ‘Constituent Query’.
- Within the Tools Menu, there will be a section labelled ‘Query Options’ which offers advanced options for your query. Select the ‘Record Processing’ tab, and then the ‘select from query’ box. Here, you will choose the query you had previously built (i.e Keela-masterlist)
- In the criteria section, you will need to select the ‘Phone number’ field, underneath the Preferred Address heading
- To only capture the constituents that have data listed in the ‘Phone number’ field, be sure to select the ‘not blank’ option
- Note: Email addresses are also stored in the Phone number fields within Raiser’s Edge, so this in theory will export both pieces of data
- The ‘Output’ of this query should include the following fields:
- Address Line 1
- Address Line 2
- City
- State/Province
- ZIP/Postal Code
- Country
- After verifying the output fields, run the query. Save the query, and export to a CSV file.
Gift and Pledges
Unlike the steps above, you will need to begin by navigating to the Export function within Raiser’s Edge, and create a new Export. You will need to export Gifts, and capture data based on the initial Query you created (e.g. 'Keela-masterlist').
The fields that we recommend you export are as follows:
- From the general gift area (typically the name your had given your Export in the output area)
- System Record ID
- Fund
- Appeal
- Campaign
- Currency Amount
- Gift Amount
- Gift Date
- Gift Type
- Tribute Description
- Pay Method
- Reference
By now, you will have the necessary data files for you to successfully import your data into Keela. To learn more about importing data, head to our Importing Data Articles.