Batch Data Tool

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Note: You will have the ability to use these Batch Entry Forms multiple times.

Example - You could set up one Batch Entry Form for inputting new records from rallies or sign-up sheets. You could create another for entering large amounts of donation checks at one time.

A "batch" is a group of contact/contribution information that is entered at the same time, or comes from a common source, such as a stack of paper forms.

1. Enter a title.

2. Choose the number of entries you want to appear on a single page on the Entry Form.

In the Personal Data Entry and Contribution Data Entry sections, place checkmarks in the applicable columns for each field:

• Properties form: This form collects identifying information about the Batch. This form always includes a Batch Code (an ID number) and a Description prompt. Check the boxes in this column to indicate any additional fields you may want to collect to identify the batch.  This is where you set the batch code and any default settings. (Example - If all of your constituents are from Iowa, you can set the bundle so that the State value is always set to IA. This means you don’t have to type the IA each time you enter a new record.)
   
• Entry form: This form collects contact/contribution data. Check the boxes in this column to indicate which fields you want to collect on the form.
   
• Confirm form: This form allows changing row data, but its main purpose is to display enough information to help you decide if a row is a new contact or whether it should be merged into an existing contact record. Under each row, this form displays existing contacts (if any) that appear to be the same person. When merging, there are several merge options. Contributions, if collected, are always added, not merged. Check the boxes in this column to indicate which fields you want to display to help you decide whether to merge or add.
   
• Post form: This form transfers confirmed data rows into your Databank. For each row, it creates a new contact, or updates an existing contact in accordance with the selected merge option. Check the boxes in this column to indicate which fields you want to display on the form to help you know what you're posting.
   

• Default Value: Any default values you enter will be pre-filled on the Entry form.

   

If you scroll down towards the button of the page you'll be able to select the properties for the contribution data entry.

Fill out the default information as needed and click Submit.

1. Click on the Entry tab

2. Enter data according to batch setup.

3. Click Save to finish and save your work.

4. Click Save & New Page to enter in a new page of data.

5. Click Save and Confirm if you are finished and have Confirm permission. This will take you to the confirmation step

The confirm step includes de-duplication so you can prevent new records from being added where contacts already exist. (It is possible to assign the confirmation step to a staff contact other than your data entry person. Use User Permissions to set this up.)

1. Attribute the new information as a New Record 

2. If the database suspects that a record in a batch is a duplicate, you will have the option to attribute the new information to an Existing Record. If you choose to attribute it to an existing contact, select one of the following from the pull down list:

•    Leave existing data unchanged - Any new data entry will be ignored and not posted

•    Add data to existing blank fields

•    Update with new non-blank data - Indicates information has been added 

•    Overwrite all fields even where new data is blank Information. Data you enter here supersedes all information previously-entered for this contact

3. If you are done, click Save

4. If, when you’ve confirmed a record, you wish to continue data entry, click Save & New Page 

5. If you want to delete the entry entirely, click Delete Selected