Upload IDs Custom Reports

1. Navigate to the Reports page and click Upload IDs in the left-side menu.
2. Select profile_id or funit_id from the Upload ID Type drop-down menu.
   • To run a report of all IDs that are not on the list, switch the Modifier to Is Not.
      
3. Click Choose File and upload an ID list.
    
4. Click Apply Report Filter to generate the report.
    

Upload Profile IDs

When profile IDs are imported, a new profile custom report will be generated with Profile Id and Name fields. Click edit to add more fields to the report from Available Fields. Any Bulk Action from the left-side menu can be applied to this custom list of profiles because the Profile Id field is included in the report.

Upload Fund IDs

When fund IDs are imported, a fund custom report will be generated with the Funit Id field. Click edit to add more fields to the report from Available Fields. Any Bulk Action from the left-side menu can be applied to this custom list of funds because the Funit Id field is included in the report.

Additional Upload ID options are available in Checks, Donations, Grants, Invoices, Notes, Opportunities, Tasks, and Vouchers custom reports. The process for generating these reports is done from within a custom report for that object area. These steps demonstrate how to create an Upload IDs report from a Grant report, but can be applied to other object areas using the ID field. 

1. Navigate to a custom report for Grants and click Filter.
2. Enter Grant Id in the search field.
3. Click the Grant Id field to filter the report.
    
4. Click Choose File.
    
5. Upload a CSV file containing one column with a header of grant_id and a list of grant ID numbers to filter the report by.
   • To run a report of all IDs that are not on the list, switch the Modifier to Is Not.
6. Click Apply Report Filter.

Refer to the table below for CSV column header formatting for other common Upload ID reports:

Leading or trailing spaces or line breaks in a column header or any of the cells in a CSV can cause an error when uploading.

An example error message that may display:

If this occurs, remove any space that comes before or after the cell's value within the CSV, save, and try the upload again.  

 

Scenario: Organizations often need to review their last three years of donors when preparing year-end giving campaigns. These donor lists frequently include charitable giving accounts, and many organizations record a donation advisor in the donation advisor field for each gift credited to these accounts. Organizations may want to include these donation advisors in their year-end campaigns.

The Add to Campaign bulk action within a donations custom report will not capture these donors because it pulls profile IDs from the charitable giving accounts, not the donation advisors. Instead, the Upload IDs feature can be used to set up a Profile Type that provides an easy and repeatable way to segment these donors.

Create a Custom Report

To add the donation advisors to a Profile Type, use Upload IDs to isolate those profiles in a profile custom report. First, create a report that shows donation advisor profile IDs for donations made in the last three years.

1. Navigate to the Reports page and open an existing donations report, or create a new custom donations report.
2. Add all applicable fields:
   • Donation Id
   • Donation Date
   • Name – The profile name where the donation was recorded.
   • Donation Amount
   • Fund Name
   • Advised
   • Advise Profile Id – The profile Id for the donation advisor.
   • Advisor Name
     • The three donation advisor fields (Advised, Advised Profile ID, and Advisor Name) provide the data needed to identify these profiles for an Upload IDs report.
3. Click on the Donation Date filter.
   
    
4. Enter the donation date range of the desired time period.
   • In this example, the report is filtered to the last three years of donations.
     
     
      
5. Click Apply Report Filter.
6. The report is now filtered within the date range needed. Next, apply an additional filter to isolate the report to only advised donations.
7. Click Filter.
   
    
8. Search and click Advised in the Filter By section.
   
   • The Advised field is a yes/no type of field; if a donation has a donation advisor identified, this field will show a Yes value in it. This is a quick way to filter the donation report to only advised donations. 
9. Click the Yes radio button and then click Apply Report Filter.
10. This report now lists all advised donations from the last three years and shows the IDs of the donors selected as donation advisors.
    • Donation advisors may appear multiple times within the report if they have more than one donation that they directed from their charitable giving account over the three year period.
       
11. Add any other applicable filters.
12. Click Export and note where the downloaded file has been saved.
     

Create the Upload IDs File

1. Navigate to the Reports page and click Upload IDs in the left-side menu.
2. Review the File Instructions:
   • The file must be in plain CSV format, not Excel.
   • The file must only contain one column.
   • A column header is required, and must match the id field name being uploaded. e.g. profile_id

There is not an existing template to download. Using the exported donations report, the Advise Profile ID numbers will be copied into a new, blank CSV file. Use that CSV file for the Upload IDs function. 

Prepare the Upload IDs CSV

1. Open a new Excel file blank worksheet, save it as a CSV, and name it: Advised Donations Profile Upload IDs.
2. Add profile_id in the first cell of the first column of the worksheet.
   • Format the text in all lowercase with an underscore between the words. Be sure there are no spaces before or after profile_id.
   • CommunitySuite will map this field to the Profile ID field of the records to be isolated into the report.
     
      
3. Open the exported donations report.
4. Select all of the Advised Profile Ids in the column and copy them.
   • Do not include the Advise Profile Id header, just copy the number values in the column.
      
5. Paste the Advised Profile Ids in the first column of the CSV file, below the profile_id row.
   
    
6. Verify the file is saved as a CSV file type, then save and close the file.  

Upload IDs into CommunitySuite and Add to a Profile Type

Follow the Upload IDs steps at the beginning of this article to upload the CSV with an Upload ID type of: profile_id.

Once the CSV is uploaded, a custom report will display with only the IDs of donation advisors from the last three years and not any of the charitable giving account IDs.

Notice that the Upload IDs report on profiles only includes profiles once in the list.

 

The list of profiles can now be bulk added to an existing Profile Type.

1. Click Bulk Action in the left-side menu.
2. Click Add Profile Type.
   
    
3. Check the box of the profile type to which the profiles will be added, and click Add to Profile Type.
   
   
    
4. Click Yes on Confirm Report Display.
   

The profile type is now available to add donation advisors from the last three years to a campaign mailing for year-end giving. If you wish to also include the spouse and household profiles of those donors, this is an option that can be selected when adding to the campaign.