After your initial integration setup, your team may add new custom fields in Raiser's Edge — a "Giving Society" level, a "Legacy Society" flag, a volunteer interest indicator, or any other custom attribute. These new fields don't automatically appear in Almabase. You need to tell Almabase to look for them, select them, and pull in the data.
This is a quick process — typically under ten minutes — and doesn't require any technical knowledge. You're essentially saying "Hey Almabase, RE has a new field. Here it is, and here's the data I want to bring over."
There are three milestones to complete when adding a custom field from Raiser's Edge:
Adding the field to profiles — so the field shows up on constituent profiles in Almabase
Pulling data to populate the field on constituent profiles on Almabase — so existing RE values appear in that field
Setting up sync rules — so ongoing changes flow between RE and Almabase the way you want
Note: For a custom field to sync between Almabase and Raiser's Edge, it must originate from Raiser's Edge. Fields created only in Almabase cannot be linked to RE. If you've created a custom field in Almabase and need it in RE, first create the matching field in Raiser's Edge at the constituent level, then follow the steps below to rescan, select, and pull the data.
How It Works
Milestone 1: Adding the field to profiles
It involves rescanning your database, selecting the field, and — if the field has predefined options — choosing which options to bring in.
Rescan your database
Almabase learns about available RE fields when it scans your database. If a field was added after the initial scan, Almabase doesn't know it exists yet.
Go to Settings → Database → Connect Database
Click Rescan to tell Almabase to check your RE instance for any new fields
Wait for the scan to complete — this usually takes a minute or two
After the rescan, the new field will be available for selection.
Select the new field
Once the rescan is complete, you need to tell Almabase which field you want to bring in.
Click on Select Fields
A modal will appear asking "Which fields would you like to have on Almabase?" — browse to find the new RE field you want to add
Check the box next to it
Click Proceed with selection (This may take a minute to load after you click Proceed.)
Select data types (for fields with predefined options)
If the custom field you just added has predefined options in RE — such as a dropdown, checkbox, radio button, or similar field type — there's one more selection step.
Click on Select Data Types
Find the custom field you just added — it will appear here only if it has predefined options
Select the options you want to pull into Almabase
Click Proceed
If the field is a plain text field (no predefined options), you can skip this step — it won't appear in Select Data Types.
At this point, the field is on Almabase profiles. You can open any constituent profile and see the new field — though it won't have any values yet. That's what the next milestone is for.
Milestone 2: Pulling data to populate the field on constituent profiles on Almabase
The field exists on Almabase profiles, but it's empty. To populate it with the values that already exist in Raiser's Edge, you need to run a one-time data pull.
Go to Settings → Database → Sync Data
Click One-time data pull
You'll see three options — choose Only update (since you're adding values to the newly created field on existing profiles, not creating new records)
Select the list or query that contains the constituents you want to update
In the entity selection step ("Select entities you want to pull data for"), check only the custom field you just added to keep the pull focused
Click Proceed and let the pull session complete
The system will populate each constituent's profile with the new field value from RE.
Milestone 3: Setting up sync rules
While the pull is running (or after it completes), you can review and adjust the sync rules for your new field. Sync rules control how ongoing changes flow between RE and Almabase.
Go to Sync Rules
Find the new custom field in the entity sidebar
You'll see sync rules organized into two directions — RENXT → Almabase and Almabase → RENXT — with categories for New, Update, and Delete actions
Use the Switch button to toggle between the two directions
Review and adjust the rules for each direction as needed
If you want changes to only flow one way — for example, RE to Almabase but not back — set the Almabase → RENXT direction to Don't Update for that field.
Verify the field appears correctly
After the pull completes, spot-check a few profiles:
Open a few constituent profiles in Almabase
Check that the new field appears with the correct value
If the field is blank on profiles where you expected data, verify that those constituents actually have the field populated in RE
FAQs
Do I need to rescan every time a new custom field is added in RE?
Yes. Almabase doesn't automatically detect new fields in RE. A rescan tells the system to check for updates to the available field list. It's a quick process and doesn't affect existing data or sync rules.
Will rescanning affect my existing field selections or sync rules?
No. A rescan only discovers newly available fields. It doesn't change or remove any of your existing field selections, sync rules, or data.
What's the difference between Select Fields and Select Data Types?
Select Fields is where you choose which RE fields to bring into Almabase. Select Data Types is an additional step for fields that have predefined options — like dropdowns, checkboxes, or radio buttons. It lets you choose which of those options you want to pull into Almabase.
Can I use the new custom field in Almabase emails as a merge tag?
Yes. Once the field is selected and populated, it becomes available as a merge tag in email communications. You can personalize emails based on the custom field value — for example, including a donor's giving society level in a stewardship email.
What if I want the field visible on profiles but don't want it to sync back to RE if someone edits it in Almabase?
Go to Sync Rules and set the Almabase → RENXT direction to Don't Update for that field. This means RE data flows to Almabase, but any edits made on the Almabase side stay in Almabase and don't affect the RE record.
I rescanned, but I don't see the new field in Select Fields. What should I do?
Please reach out to Almabase support — our team can help you troubleshoot why the field isn't appearing and get it resolved quickly.