Required permissions for Constituent Sync are as follows 👇
Environment Admin Access
Security Groups - Full Rights/View Only permissions
There are three scenarios to pay attention to when pulling constituent data from Raiser's Edge to Almabase.
Initial Data Pull
Step 1: Authorize Connection
Navigate to Settings > Database to connect Raiser’s Edge NXT with Almabase. Refer to this article to successfully connect both platforms.
Step 2: Select User Connection
Go to the "Connection to RENXT" dropdown.
Pick the Blackbaud user connection set up in Step 1.
This facilitates the sync between the two systems.
Once it successfully connects, the red dot next to the field name will turn green.
Step 3: Scan your database
Select "Start Scan" to analyze your database fields.
This includes understanding how your default and custom fields have been organized for your constituents.
Note that it can take some time to complete.
There won't be any constituent data exchanged during this stage.
After scanning, choose the specific data types to pull into Almabase.
Step 4: Setup your Database on Almabase
Type in your school name as it appears in Raiser’s Edge
You can include different versions separated by commas.
Names listed here will be used to identify when constituents studied or worked at your institution.
It will also help differentiate between the constituent's primary education at your organization and other education.
Choose the Solicit Code for email preferences.
Solicit codes are a constituent's rules of contact (such as not calling after 8:00 p.m. or on weekends).
This helps tailor communication to honor their requests.
Pick the database fields from Raiser's Edge that you wish to pull into Almabase. It will form the structure for every constituent profile you pull into Almabase.
Step 5: Review a sample profile
To review a profile, select "Review a Profile" and pull in a constituent record.
To pull a single record, click on 'Select Record' and search for a record using their name/system record ID on RENXT.
Note: In the "Review" tab, select "What should I review?" for key points to check. It's advised to review at least five sample records before starting the full data pull.
Step 6: Pull Data into Almabase
Create a List in RENXT containing all the constituents you wish to add to Almabase.
Before clicking "Start Import," ensure you have completed all necessary steps as indicated on your screen's checklist.
Click on the "Start Import" button.
Choose "Create/Update Records," then Click "Next."
Pick the List name you created on Raiser's Edge.
Select which Data Entities to pull.
Assign an internal name to the List.
Decide the upload method from the dropdown menu. There are three options:
Create and update: Update existing and create new constituents if it doesn't exist.
Only create: Create new constituents only if they don't already exist.
Only update: Update constituents only if they already exist.
Verify the fields you wish to extract.
Click "Pull Data into Almabase."
This may take hours, depending on the amount of data.
Error Resolution and Resyncing
Once the data pull is complete, any errors will be listed under the "Sync Data" tab.
To fix errors:
Records with similar errors are grouped together. Fix these in your database and click "Resync Constituents."
Individual errors are listed separately. Read the error message, correct it in Raiser's Edge, and click "Resync."
Performing Subsequent Data Pulls
After the initial pull, settings from Steps 1-4 are saved. For future data pulls, directly proceed to this step to quickly import new constituent data.
Pulling Individual Constituent Data
If you only need to import a few constituents, there's no need to create a list on Raiser's Edge NXT.
Step 1: Navigate to the 'Review' tab
Go to Sync Settings > Review tab
Step 2: Select Record
Click on the 'Select' Record' button.
Search for the constituent by either name or the system record ID from Raiser's Edge NXT to directly pull them into Almabase within seconds.
Please write to us at help@almabase.com or through the Intercom Chat 💬 if you have any queries or concerns😄.