Feeds: Step-by-Step Guide

How to Import a Feed

The beauty of the Admire Feed is that once you set it up properly for the first time you can subsequently reuse the feed for additional spreadsheets coming from the same source without doing additional setup.

Uploading the file:

• Select from the left-hand menu, to the the Import Feed screen.

• Click from the top right of the feeds section.

• If the is a first time new feed click .  Otherwise you can search for a previous feed with the search bar or via scrolling.

• Depending on what kind of data you are trying to import, you need to select either:

  • Accounts: Data spreadsheet with account information only.

  • Donations: Data spreadsheet with account and financial information (pledges/payments).

    

• The Import Accounts/Donations screen will pop up.  The bar on top will move along accordly, as you complete the setup.

• Drag and drop the .csv or .xlsx file into the indicated box or click to choose the file from your computer.  Make sure the file is closed before you attempt to upload it.

  Matching Fields:

  • The column headers of your spreadsheet will automatically fill in the column called Imported Field.

  • Choose the correct Admire Field from the dropdown list next to each Imported Field.

    • Each field that gets mapped tells Admire something.

      Examples:

      • Having a Last Name field tells Admire to look for an account match with this Last Name or create a new account with this Last Name.

      • Using an Entity field will tell Admire that this donation should be associated with an Entity.

      • A field on your spreadsheet called Installment Create Scheduled Payments is telling Admire that some on the donations in the spreadsheet may be need to be set up as installments.

    • Many of the fields will get automatically mapped.

    • You can type in the empty box to search for the field you need.

    • You can uncheck any imported field that isn't required to prevent it from being imported.

    • Use the arrows to expand each Required Fields section below, to see the one that is relevant to you:

      Account Import Required Fields: (Use the arrow at the right to expand.)

      Importing Accounts:

      • Account ID

        OR

      • Last Name

      • Title or First Name

      Importing Individuals:

      • Last Name

      • Title or First Name

      • You can choose between mapping a general ‘Individual Name’ (for any gender) or mapping separate ‘His Name’ and ‘Her Name’ when columns are split by gender.

      Importing Entities:

      • Entity Name

      Donation Import Required Fields: (Use the arrow at the right to expand.)

      All Donation Imports:

      • Donation Date

      • [Campaign] Name - can be set as preset to include feeds in stats, so only use on spreadsheet if donations are coming from multiple campaigns.

      Importing Pledges:

      • Pledge Amount - if importing installments or just pledges, if importing payments too only need payment amount.

      Importing Payments (including Credit Card/Installments/Recurring Schedules):

      • Payment Amount - if this amount is the same as Pledge Amount, you only need Payment Amount not both.

      • Payment Method - does not need to be on spreadsheet (only if feed has multiple payment methods) and can be set as a preset in the next step.

      Importing Credit Card Payments:

      • Credit Card Last Four Digits - this allows Admire to store the credit card while being PCI Compliant.

      • Credit Card Token or Payment Ref Number - this allows Admire to bill the payment in the future, it is a string of code coming from the processor.

      • Credit Card Token Gateway - either with mapping or set as a preset, it means which Gateway processed this credit card.

      Importing Installments:

      • Installment Qty - how many portions should the pledge be divided into.

      • Installment Total - the sum total of all the donation portions.

      Importing Recurring Schedules:

      • Recurring Schedule Interval - how often the donations should recur, options are days, weeks, months or years.

      • Recurring Amount - the donation amount that should recur on the set schedule.

      • Credit Card required fields as listed above ONLY if:

        • Payment fields are mapped

        • “Recurring Schedule Pledge Only” is NOT mapped

    • At the bottom of the screen, you'll see the required fields that haven't been selected yet, and they will disappear once you select them.

      

  • If your spreadsheet is missing a required field, you will need to close out of this screen, adjust your spreadsheet and start over.

    PREFILL ALL: The following Required Fields can be set as presets during the next step:

    • Campaign

    • Method (Payment Method)

      You do not need to add these columns to the spreadsheet if they are missing.

  • Choose once all the fields are mapped appropriately.

  • Expand this section below to view the list of all possible fields:

    Possible Non- Required Fields for Matching : (Use the arrow at the right to expand.)

    Account Related Fields:

    • Apt

    • City

    • Country - use for accounts not in the USA

    • Home Phone

    • State

    • Street Address

    • Zip

    • Association Name

    Entity Related Fields:

    • Entity Apt

    • Entity City

    • Entity Country

    • Entity Email Address

    • Entity State

    • Entity Street Address

    • Entity Type

    • Entity Zip

    Individual Related Fields:

    • Her Cell

    • Her Email Address

    • Her Maiden Name

    • His Cell

    • His Email Address

    • Individual Cell

    • Individual Email Address

    • Individual Maiden Name

    Donation Related Fields:

    • Batch ID -  this field generates from the credit card processor and tells Admire which batch it belongs to.  Admire will check if we already have the batch in the database and add payments to the batch or create new ones accordingly.

    • Batch Name - this can be set as a preset on the next screen.

    • Credit Card Exp Month

    • Credit Card Exp Year

    • Credit Card Type

    • Installment Create Scheduled Payments - True or False field, telling Admire if it should create payments for the installment schedule

    • Installment Do Not Bill Scheduled Payments - True or False field, telling Admire if it should attempt to bill the future scheduled payments when due.

    • Installment Interval - how often the installments should be scheduled for, options are days, weeks, months or years.

    • Payment Auth code - code from processor confirming that the payment went through.

    • Payment Check Number

    • Payment Generate Letter - True of False field, this can be checked off as a preset on the next screen.  It tells Admire whether or not Letters should be generated for these donations.

    • Pledge Tags - can be prefilled on the next screen.

    • Recurring Schedule End Date - the date when the recurring donation should stop.

    • Recurring Schedule Pledge Only - True of False field, telling if the recurring donation should only be a pledge or pledge with payments.

    • Recurring Schedule Qty - how many times this donation should recur in the future.

    • Source Name - this can be preset in the next screen, where these donations came from example: website, Paypal, phone system etc.

• Feed Settings:

  

  • Import Name:

    • In this last part of the setup process you will need to choose a name for your feed.  Bear in mind that feeds are reusable to choose one that is appropriate.

    • Type the name for the feed in the Import Name box.

  • Automatically Match and create pledge:

    • Toggle on/off these amazing Admire features to simplify and streamline your import processes.  Dark purple is on / Light grey is off.

      • Auto match account when an exact match is found - this feature allows Admire to compare your current database with your feed and automatically match and import data for accounts that are highly relevant and accurate matches

      • Create account when none is found - this feature will create new accounts from the feed that do not match anything in your database and then import the data onto the newly created account.

    • Once you choose to Automate any aspect of the matching accounts process a pledge will automatically be created when matching.  Therefore you can choose to STOP this process in the following scenarios with these options:

      • Hold for review when matching pledge is found - if there is a matching account but that account has a matching pledge it will hold it for you to review and will NOT import the feed data until you give the okay.

      • Hold for review when open pledge is found - if there is a matching account but that account has an open pledge it will hold it for you to review and will NOT import the feed data until you give the okay.  You will be able to apply the new payment to the old pledge.

  • Prefill All:

    • This section allows you to choose data to prefill for all the accounts on your feed.  The available options are intuitively based on what kind of import you are doing, so if an option in these screenshots are not displaying on your Admire, it is due to the nature of your feed.

      • Campaign:

        • Prefill your campaign here so it will set this as the campaign for all the data and does not have to be column on your spreadsheet.  

        • This field is only required for a Donation Import.

        • If your feed includes donations from multiple campaigns, set up your spreadsheet with a campaign column and match the field in the above step (Matching Fields) NOT here.

      • Source - This is an optional field which allows you to keep track of where different data is coming from, examples of Sources are: Mailing, Website, Dial in phone system.

      • Pledge Tag - An optional field where you can tag your pledges.

      • Method - This field is only required when doing a Donation - Payment Import (not for Donation - Pledge Import).  

        • If your feed includes donations from multiple payment methods (ex. cash & check), set up your spreadsheet with a method column and match the field in the above step (Matching Fields) NOT here.

      • Batch - Optional field that can place all payments from this feed into one batch.

      • Send Payment Letter - checking off this option will mark all the payments to receive either a receipt or payment acknowledgement letter.

  • When done click .

  • You should see the following pop-up:

    

  • Clicking will open the Matching Accounts Screen in a new tab.  Learn about Account Matching here.

Uploading to Existing Feed:

Once you already setup an import as a feed it is very simple to Upload more of the same spreadsheets to it.

• If the feed was used recently it should be displayed on the Import Feed Screen and you can click on that feed.

• Alternately, you can click the first button to search for a feed.

• Use the search bar to find the feed you wish to upload to or scroll through the list.

  

• Click the button in that feeds' box to upload a new spreadsheet to it without re-doing the mapping and settings.

• If the spreadsheet you are loading to the existing feed is missing some of the previously mapped fields you will get an error.

  .

  • If this occurs you can choose to either .

    • Go back to the spreadsheet and make sure that all the columns that were in the first time when you mapped it are there.

• Viewing/Editing a Feed:

  • Use the button to access the Feed Settings.  You can then view the settings and/or make changes.

  • To view how the fields were mapped, click the dropdown arrow next to the amount of fields mapped and it will display.

• You cannot edit a feed with unmatched records; attempting to do so will trigger this error:

  

Feed Errors:

What is really nice about the New Admire Import Feeds is that if there are problems with your spreadsheets and errors are generated the problems are clearly spelled out.

Upload Data Errors

• If an uploaded spreadsheet is missing fields that the original feed had the following error will appear:

• If a field in the first row is not formatted correctly, Admire assumes that this entire column may have been mapped incorrectly or is is not formatted correctly:

Review Data Errors:

• Data Errors display in the Review Data Errors Screen.

  • Each line represents a record on your spreadsheet that has a formatting error in it.

  • The column header with the error has a symbol and the error is italicized in red.

  • You can choose to either:

    • Take care of this at a later date by clicking out of the screen.  The Feed will then display with the error .

    • Correct the data by typing in valid data, example: typing in 9/2/24 in here:

      

      • Then click

    • Delete the record with the on that row.

    • Download a spreadsheet with only the records with errors, delete them from the current feed by choosing the option at the bottom,.  Then you can edit all the errors directly on the newly downloaded spreadsheet.  Once the errors are resolved there, upload it to the same feed.

  • Once you resolve all errors you can click Done.

• Examples of Data Errors:

  • If there are formatting errors on records the error is italicized in red along with the original data underneath, within the row.

• If the row in the spreadsheet is missing a required field.

• If the value entered is not a valid option from the database, examples: AccountID is invalid, Payment Method does not exist.

• If the value you entered does not really make sense based on other fields, it will warn you that the data will be disregarded.  Example: you are importing check and you put in data connected to credit card payments.