Importing Data
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File Mapping

File Mapping is the feature within the Aegis CRM that enables the setup of repeatable import mapping profiles. Profiles function as templates that allow users to quickly match the imported data in columns (from CSV or full Excel file) to the record fields they will populate when imported in the Aegis CRM.

File Mapping Creation STEPS

In the Steps below, users will understand how to create a Mapping profile and leverage that profile in both the Batch Load and Standard Transaction Import Job functions.
  1. Click on the Data Center module, File Mapping sub-module.
  1. Users can Drag & Drop file Or Click to Select a File.
    • Drag & Drop – Users locate file in File Explorer folder and drag and drop onto screen.
    • Select a File – Users browse to location and click on file to add to screen.
  1. In the example below, the Click to Select file option has been selected for an Excel File.
  1. Once the file has been loaded, IF it is an Excel file, the user must indicate via the Select a Sheet dropdown, which Sheet will be used for the File Mapping.
    • If a CSV file is chosen, its values default and no selection is necessary.
    • Example – Donations Sheet.
  1. At the bottom of the sheet, users receive a preview of 3 entries from the Excel sheet to confirm that sheets layout is acceptable.
  1. Click on the Next button.
  1. The Mapping Info screen displays.
    • From here, users:
      • Create new, reusable Import Profiles
      • Map the displayed Source (Excel) columns to the desired Destination (Aegis CRM) fields via dropdowns.
    • To USE an Import Profile, users would go to either:
      • Batching>Batch Load for a one-off/ad hoc Import.
      • Schedule Imports>Standard Transaction Import Job for a scheduled import.
  1. Click the Add New button to create a new mapping Import Profile.
  1. In the Profile Name field, enter the desired name.
    • Example – Standard Donations
    • Best practice – Have each Profile Name be distinct: Conference Related, Telethon, etc.
  1. Click Save.
  1. Under the Import Profile field dropdown, the NEW Import Profile (Standard Donations) displays.

File Mapping Editing STEPS

Follow these steps to edit an existing File Mapping.
  1. Click on the Data Center module, File Mapping sub-module.
  1. Users need to Drag & Drop file Or Click to Select a File with which they want to replace the existing File Mapping.
    • Drag & Drop – Users locate file in File Explorer folder and drag and drop onto screen.
    • Select a File – Users browse to location and click on file to add to screen.
  1. Once the file has been loaded, IF it is an Excel file, the user must indicate via the Select a Sheet dropdown, which Sheet will be used for the File Mapping.
    • If a CSV file is chosen, its values default and no selection is necessary.
    • Example – Donations Sheet.
  1. At the bottom of the sheet, users receive a preview of 3 entries from the Excel sheet to confirm that sheets layout is acceptable.
  1. Click on the Next button.
  1. The Mapping Info screen displays.
  1. Click in the Import Profile dropdown and select the desired import profile to edit.
  1. Any new Destination Columns added by new Excel/CSV election that do NOT have values display as BLANK.
  1. Users will need to fill these out for the new version of this Importing Map.
  1. Once completed, click Save
  1. IF necessary, users should edit any Import Settings that require editing due to the new Excel/CSV configuration.
  1. Click Save and the Import Profile is updated.
NOTE: Users CANNOT edit the Import Profile Name. If absolutely necessary, users can contact Support to have those values edited.

Batch Load Imports

The Batch Load function is used in Aegis to create ad hoc or non-scheduled imports of data. It enables users to quickly upload information from CSV or Excel files into the Aegis CRM without having to do so through Rapid Entry or by utilizing the Data Center>Scheduled Imports>Standard Import>Standard Transaction Import Job.
It may be a better security setting for some organizations to provide access to users via the Batch Load under Batching so as to not have to make the Data Center module accessible by those same users.
Reviewing Batch Loads
When users click on the Batch Load sub-module, the Batch Load List defaults as visible. It clearly displays the Batches Load Number, Date, Fund and Expected Amount (if identified), and the Actual Amount, Expected Count, and Actual Count.
Users are also able to view the Batch details by clicking on the Eye icon in the far-left column across from row of the desired batch to review.

Reviewing Batch Load STEPS

  1. Click on the Eye icon next to the desired Batch.
    • Load Number 10 will be used for this example.
  1. Observe the Details of the Batch.

Batch Load Info Section

Displays previous information from Batch Load List: Load Number, Date, Expected/Actual Amount, Fund Id, Load Name, Expected/Actual Count, and Batch Category.

Batch Load Transactions Section

Displays the actual Transaction records for this Batch. Users can see important details including the Contribution Type, Date, Invoice Number, Donor ID, Donor Name, Fund, Appeal, Segment, and Amount. Users can also clearly see linked fields for both the Invoice Number and Donor ID.
  1. Clicking on the Invoice Number takes users into the Transaction record and related Invoice information for the record.
  1. Clicking on the back browser button returns users to Batch Load View screen.
  1. Users can also Edit the Batch Load Info by clicking on the Edit button in the center of the screen.
  1. Users may need to update the Name, Expected Amounts, or other information before processing the Batch
  1. Users can also choose to Import additional transactions to this Batch. These steps will be covered as part of Adding New Batch Loads in the next section.
  1. Click Cancel to exit the Batch Load Edit screen.
  1. Click the back browser button to return to the Batch Load List screen.

Adding Batch Load STEPS

  1. Click on the +Add New Batch Load button at the top of the Batch Load List screen.
  1. The Batch Load Edit and Info screen displays.
  1. Users should name the Batch Load with a convention that provides them basic information about the Batch.
  1. In this example the Batch Load Name will be 4-1-24 Transactions, with the following values in the additional fields:
    • Default Batch Date – 04/01/2024
    • Batch Category – Cash/Check General
    • Expected Amount – $500.00
    • Expected Count – 5
    • Default Fund – 11000-000-000
  1. Once Save is clicked, the Edit/Import buttons become available.
  1. Clicking on the Import button enables users to Drag and Drop file/Or click to select a file.
  1. The …select a file option takes the user to a Browse window.
  1. User then browses and select the desired file.
  1. Once the file is selected, the user can click the Next button IF the file is a CSV file. If the file is an Excel file, they must identify which Sheet to select in the Select a Sheet dropdown.
  1. Clicking on the Next button takes the users to the Confirmation screen
  1. On the Confirmation screen, users can view a preview of the first three transactions that are to be imported to confirm the desired format.
  1. Clicking on the Next button takes users to the Mapping Info screen.
  1. At the Mapping Info screen users can:
    • Create and Save an Import Profile – See File Mapping Creation STEPS on page 6 of this manual for instructions.
    • Create a One-off Map of the imported Data.
  1. In this example, user will leverage an Import Profile created previously under the Data Center>File Mapping sub-module.
    • It IS highly recommended that users leverage Import Profiles to save time in importing.
  1. Click on the Import Profile and select the desired saved profile.
    • For this example, the Donations Import File is selected.
    • All Destination Column values AND Import Settings load from the Profile.
  1. Click on the Validate and Load button.
    • This loads the data into the system and creates the Transactions.
  1. Users will receive a Success Message.
  1. Click on the Batching module>Batch Load sub-module.
    • There is NO back button; users have to return via the Navigation menu.
  1. Click on the Eye icon and view the updated Transactions.
  1. The Batch Load Info and Batch Load Transactions load for the Import.
IMPORTANT: Imports can be complex – the importing of different Transaction Types, Import Settings adjustments, Naming conventions used, and the creation of Import Profiles, differ from import to import.

FTP Site Setup

FTP (File Transfer Protocol) enables clients to set up secure internet transmission and storage of data files to be imported on a common FTP server. Access can be granted for as many designated users as the client desires. FTP is most often used when importing data via the Data Center>Standard Imports and most specifically for Standard Import Transactions. It can also be used for Solicitation and Refund imports although these files are, on average, less frequently imported. It can be optionally used with Batch Loads but is not available for Custom Imports.

FTP DEMO

With access to FTP, users now have a secure location to store their data files. An overview of how FTP site access works, the structure of the FTP, and how to upload a file for importing is covered in a demo of an existing site in the following steps.
  1. From the Access menu (Upper right-hand corner of Aegis CRM), click on the FTP button.
  1. From the FTP button dropdown, select the ftp1.bernardsolutions.com option.
    • NOTE: The ftp.mybernard.com site is used for Aegis Queries and Reports storage and is NOT used for Imports.
  1. The Client Login page will display.
    • Users can follow the left-hand instructions to request an Account from Support if attempting initial entry.
  1. If users have already received access, they can enter a User Name and Password and click Sign In.
  1. Users land on the File Manager>Home screen.
    • From this location, users view EITHER:
      • Files previously uploaded for one type of Import
      • File Folders to differing types of Imports
  1. In this Demo, the user has folders for different types of Imports: Refunds, Solicitations, and Transactions.
  1. Clicking on the Transaction File Folder takes users to the Files this user has available for Standard Transaction Imports.
  1. No files are currently uploaded
  1. To add files to upload into the FTP, the user clicks the Add Files button.
  1. Users then Browse to the file location and select the desired Files.
    • In this scenario users must upload BOTH a Details and Transactions File.
  1. Click the Open button to Add the files.
    • Users can also Drag and Drop the files as desired.
  1. A File Preview will display below the Uploaded area.
  1. Users must click either the Start Upload button to upload ALL files displayed in Preview OR click the Start button to the right of each file listed to upload the files individually.
    • Users can also Cancel the Operation and or Clear all or Individual files.
  1. Once the files are uploaded, they display in the File area and are available for upload into the CRM.
  1. Users can set up the Imports from the Aegis CRM site to pull the latest file automatically from this location on a scheduled basis.
IMPORTANT:  The Required File format for any Aegis CRM Import is very specific. When setting up an initial Import of ANY Import Type – Transaction, Solicitation, or Refund – user should ask the Support team for the appropriate templates.

Standard Import Jobs LANDING PAGE

Standard Import Jobs are found under the Data Center module, Scheduled Imports sub-module, under the Standard Import tab.
From this page users can interact with three sections: the New Import Job, Current Jobs, and Jobs with Summary Information.

New Import Jobs enables users to create a New Refund, Solicitation, or Transaction Import Job.

  • EACH of these jobs are covered in separate sections following this area in lieu of an overview here.
Current Jobs enables users to view the jobs that are still in process or on schedule to occur or continuously run. Users can also view and edit the job Settings, Schedule, can Clone the job, and Deactivate if necessary.
Jobs With Summary information enables users to view past jobs and their summary information. There is no editing available.

Current Jobs OVERVIEW

  1. Click on the Data Center module, Scheduled Imports sub-module.
  1. Click on the Standard Import Tab.
  1. Observe the top, Current Job section – all current jobs are displayed here.
    • In this example a recurring Transaction Import job is displayed complete with columns:
      • Job Type
      • Description
      • Created By
      • Schedule
      • Last Run Time
      • Next Run Time
      • Date Created
  1. The FAR RIGHT TWO Columns enable users to Edit and modify the Job.
  1. Clicking on the Settings link enables users to edit the Import Settings if desired.
  1. Clicking on the Schedule link enables users to edit the Job’s timing if desired
  1. Clicking on the Clone link enables users to create an exact Copy of the Import Settings, bypasses that screen, and takes the user to the Schedule pop-up.
  1. Clicking on the Deactivate button ends the current Job’s activity and ceases its Schedule.
    • NOTE the clearly indicated warning – You WON’T be able to reactivate it.

Jobs With Summary Information OVERVIEW

  1. Click on the Data Center module, Scheduled Imports sub-module.
  1. Click on the Standard Import Tab.
  1. Observe the second section – Jobs With Summary Information – all past, completed jobs are displayed here.
    • In this example a recurring Transaction Import job is displayed complete with columns:
      • Job Type
      • Description
      • Created By
      • Status
      • Date Completed
      • Records Processed
      • Errors Found
      • Dropped Records
      • Records Imported
  1. At the END of each row is an information icon – – which when clicked displays Summary information regarding the job:

Standard Transaction Imports

Standard Transaction Imports are found under the Data Center module, Scheduled Imports sub-module, under the Standard Import tab. They are the most commonly executed imports in the Aegis system which is why they are covered first in this section.
Standard Transaction Imports enable users to import Transactions that are taken client via third-party software. The import then ties the Transaction details to an existing Appeal Campaign/Record created INSIDE the Aegis CRM.
NOTE: If an Import Load fails, users must RENAME the Import file in FTP once corrected, or the system will NOT accept the file

Standard Transaction Import STEPS

  1. Click on the Data Center module, Scheduled Imports sub-module
  1. Click on the Standard Import Tab.
  1. From Select the Type of Import – choose Standard Transaction Import Job.
  1. Click on the Create New Import button.
  1. Users should review each of the Import Setting sections on the following pages for a Standard Transaction Import.
    • The most common fields are highlighted & used in the screen examples.

Solicitation Imports

Solicitation Imports are found under the Data Center module, Scheduled Imports sub-module, under the Standard Import tab.
Solicitation Imports enable users to import all the details of an Appeal Campaign created OUTSIDE of the Aegis CRM. This import would build all relevant records: Donors, Appeals, Transactions, Batches, etc. in the CRM.

Solicitation Import

  1. Click on the Data Center module, Scheduled Imports sub-module
  1. Click on the Standard Import Tab.
  1. From Select the Type of Import – choose Solicitation Import Job.
  1. Click on the Create New Import button
  1. Users should review each of the Import Setting sections on the following pages for a Standard Transaction Import.
    • The most common fields are highlighted & used in the screen examples

Refund Imports

Refund Imports are found under the Data Center module, Scheduled Imports submodule, under the Standard Import tab.
Refund Imports are for the issuing of refunds to clients because of a situation requiring a large group of donors to be refunded their money; the cancellation a scheduled event with registrations paid, termination of benefits with promised reimbursement, etc.

Refund Import STEPS

  1. Click on the Data Center module, Scheduled Imports sub-module
  1. Click on the Standard Import Tab.
  1. From Select the Type of Import dropdown- choose Refund Import Job.
  1. Click on the Create New Import button

Custom Import Jobs LANDING PAGE

Custom Import Jobs are found under the Data Center module, Scheduled Imports sub-module, under the Custom Import tab.
Current Jobs enables users to view the jobs that are still in process or on schedule to occur or continuously run. Users can also Run Now or Deactivate if necessary.
Custom Import History enables users to view past jobs and their summary information. Users can also run the Error Report from the link at the end of the report. There is no editing available.

Current Jobs OVERVIEW

  1. Click on the Data Center module, Scheduled Imports sub-module.
  1. Click on the Custom Import Tab.
  1. Observe the top, Current Job section – all current jobs are displayed here.
    • In this example a recurring Transaction Import job is displayed complete with columns:
      • Job Type
      • Description
      • Created By
      • Schedule
      • Last Run Time
      • Next Run Time
      • Date Created
      • Run Now
      • Deactivate
    • Many times, a Custom Import can be processed very quickly and often
      jumps directly into the Custom Import History and skips the Current Jobs section.

Custom Import History OVERVIEW

  1. Click on the Data Center module, Scheduled Imports sub-module
  1. Click on the Custom Import Tab.
  1. Observe the second section – Custom Import History – all past, completed jobs are displayed here.
    • In this example a recurring Transaction Import job is displayed complete with columns:
      • Import Type
      • Description
      • Status
      • User Name
      • Date Completed
      • Records Read
      • Records Processed
      • Errors Found
      • Dropped Records
      • Errors Found
      • Error Report
  1. Clicking on an Error Report link will send an Excel file summary to the downloadable area of the browser. Users can then click or download that file to read the results. BELOW is an example of an Error Report re: missing Donor
    Names or Company from an attempted New Names import.

Create New Names - House

Custom importing a list of names is found under the Data Center module, Scheduled Imports sub-module, under the Custom Import tab.
Creating New Names – House imports are for the importing of a list of names that they have gathered or received from a third-party source that they want to import as Donors or Prospects into the Aegis CRM.

Importing a List of Names STEPS

  1. Click on the Data Center module, Scheduled Imports sub-module.
  1. Click on the Custom Import Tab.
  1. From Select the Type of Import dropdown – choose Create New Names – House.
  1. The Create New Names – House Details sections displays.
Select the Batch Appeal (REQUIRED) – If the input record does NOT have an Appeal value, or the Appeal indicated cannot be found in the Aegis CRM, this Appeal will automatically be assigned to the new record. Users can adjust these values through Rapid Entry after the import is complete.
Select the Default Origin Source (REQUIRED) – If the input record does NOT have an Origin value, or the Origin indicated cannot be found in the Aegis CRM, this Origin will automatically be assigned to the new record. Users can adjust these values through Rapid Entry after the import is complete
Select the Batch Fund – If the input record does NOT have a Fund value, or the Fund indicated cannot be found in the Aegis CRM, this Fund will automatically be assigned to the new record. Users can adjust these values through Rapid Entry after the import is complete.
Process Conditional Responses – Selecting Yes means that any appeal provided in the data file which has conditional acknowledgements configured will cause those Acks to be triggered automatically once the batch is saved and closed. Select No to suppress all Acknowledgments.
Select the Batch Channel – (REQUIRED) Select the Channel to which to associate the import.
Select the Batch Save State – Select the Batch saved in a Pending or Closed status.
Select the Batch Category – Users can select the Batch Category to which they would like to associate the import.
Select the Product Warehouse – Leave blank: NOT required for New Name Import.
File Source – Whenever a New Names file is imported, the Upload a single file radio button should be selected.
  1. Click on the Select File button
  1. Browse to the desired File and click Open to upload.
  1. Click the Next Step> button.
  1. The File Mappings screen displays. Users must map the:
  1. Click on the Submit button at the bottom of the page.
  1. Users receive the following message:
  1. Click OK.
  1. User is returned to the Custom Import page.
  1. Click on the Refresh All Lists button.
  1. If file submitted correctly, under the Custom Import History section, users will see No Error Report value under the far right column for their file.

Append Info to Existing Names

Importing Info that will Append to a list of names is found under the Data Center module, Scheduled Imports sub-module, under the Custom Import tab.

Appending Existing Names STEPS

  1. Click on the Data Center module, Scheduled Imports sub-module.
  1. Click on the Custom Import Tab.
  1. From Select the Type of Import dropdown – choose Append Info to Existing Names.
  1. File Source – Click the Upload a single file radio button
  1. Click on the Select File button.
  1. Browse to the desired File and click Open to upload.
  1. Click the Next Step> button.
  1. The File Mappings screen displays. Users must map the:
  1. Click on the Submit button at the bottom of the page.
  1. Users receive the following message:
  1. Click OK
  1. User is returned to the Custom Import page.
  1. Click on the Refresh All Lists button.
  1. If file submitted correctly, under the Custom Import History section, users will see No Error Report value under the far right column for their file.

Make Inventory Adjustments

Making Inventory Adjustments is found under the Data Center module, Scheduled Imports sub-module, under the Custom Import tab.

Inventory Adjustments STEPS

  1. Click on the Data Center module, Scheduled Imports sub-module.
  1. Click on the Custom Import Tab.
  1. From Select the Type of Import dropdown – choose Make Inventory Adjustments.
  1. File Source – Click the Upload a single file radio button.
  1. Click on the Select File button.
  1. Browse to the desired File and click Open to upload.
  1. Click the Next Step> button.
  1. The File Mappings screen displays. Users must map the:
  1. Click on the Submit button at the bottom of the page.
  1. Users receive the following message:
  1. Click OK.
  1. User is returned to the Custom Import page.
  1. Click on the Refresh All Lists button.
  1. EVEN IF file submitted correctly, under the Custom Import History section, users WILL STILL see an Error Report value listed under the far right column for their file – HOWEVER – this actually is a confirmation that the Inventory was successfully updated.
  1. Click on the Error message – it will auto-populate a downloaded Excel file – open the file – it indicates the import was Successfully adjusted.
  1. If users navigate to the imported Inventory Product, open it, and go to the Adjustments tab, they should also see confirmation via a new entry showing an Imported Adjustment for the correct amount.

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