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DON’T PANIC!!!!

Here’s what you need to know...

This update guide will help you enable your team for success in 2018 and ensure that everyone is using up-to-date information inside the EverTrue Platform for FY2018 Planning.

Time to complete:

20mins.–2hrs. MAX (depending on your gift data configuration)

Completion date:

Ideally by August 1st (to prepare for FY2018 Roadmapping)

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Why is this update important?

for you and your organization

Why it’s important

The EverTrue Platform works best for you and your organization when the data it runs on is up-to-date, accurate, and complete.

What happens if you ignore this update

That depends. But you’ll probably be fielding questions from your team like: “It’s FY2018, why don’t I see that in Core?”, or worse...
Your gift officers will look like grumpy cat.

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What you need to do (the big picture)

Your specific step-by-step may vary but here’s the overview

Update your import file mapping:

It’s time to create a new FY2018 Giving Total Field

But first, check your file format

You might have to edit the format of your EverTrue CSV import file.
More on this later...

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Ready to get into it?

Start the clock, here we go...

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Different setups, different fixes

Instructions will vary based on how you’ve built your import file

The most important variable factor is data sourcing

Data Sourcing: from where in your database are the gift totals included in your import CSV

Sourced by specific date parameters

ex: GTGiftTotal2018 will always contain the total of all gifts made between July 1, 2017 and June 30, 2018

Sourced from a relative year total in your CRM

ex: GTGiftTotal2018 comes from ‘FY_1 Total’ or ‘fy0_total’

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Choose your own adventure...

Where do you source your Annual Giving Totals from?

What do your headers look like?

Relative Year Totals

Specific Year Headers

ex: Current FY Totals =

“GTGiftTotalFY2017”

Relative Headers

ex: Current FY Totals = “GTGiftTotalFY1”

Specific Year Totals

...and headers?

Click here for instructions

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Relative Headers

You’ve got ‘em!

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The Problem with Relative FY Sourcing

FY2018 Totals in your import

2017 Gift Totals in GivingTree

are mapping to

...looks like we’ve got to remap

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Remapping in Console

Tedious, but easy...

Import an up-to-date csv file

you can even re-import your most recent upload file

Your mapping will have saved

but it’s wrong!

You need to

create a Gift Total 2018 field
shift mapping of all annual totals by one year

Process the Import
Almost done!

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New Headers, New Mapping

Let’s make our lives easier...

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The Problem with Relative FY Sourcing

FY2018 Totals in your import

2017 Gift Totals in GivingTree

are mapping to

...looks like we’ve got to remap

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First: We need to Align Labels and Data in Your File

Does your source not match your header? Let’s fix that.

Does your ‘GTGiftTotal2017’ column come from [current FY total] in your database?

Meaning, it contains FY2017 total on 6/30/17, but in a report run on 7/1/17 that ‘2017’ column contains FY2018 totals

How to fix:

We recommend editing your extract program so your headers reflect the relative year fields from which you are sourcing these data points.

Yes, we know some of you were explicitly told not to do this in the past. What can we say? We’re better at what we do now.

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Remapping in Console

Like a walk in the park—just a really long park.

Import a fresh csv file with your fancy new headers
Map all of your headers
In the Giving tab of the Importer

create a Gift Total 2018 field
map “FY1_Total” (or your equivalent) to that new field
map the rest of your Annual Total headers accordingly

Process Import
Almost done!

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Specific Year Sourcing

Accurate, but Incomplete

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Specific Year Sourcing

FY2017 Gift Total will always be a rollup of gifts made between July 1, 2017 and June 30, 2018

Your headers match the specific (fiscal) years you’re referencing, right?

Nice! Just making sure. But where’s 2018?

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Edit your Export Format

You got this!

Add FY2018 Gift Total column

Total of all gifts made between 7/1/2017 and 6/30/2018

Save this export/report/layout format so that you can run it again for data refreshes
Export and save your .csv file

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Import your File in Console

Additional Header, New Mapping to save

Choose your new file to import
Double check all mapping
Did your new FY2018 Total Column map?

hint: it’s in the Giving tab of the importer
GTGiftTotal2018 may have auto-mapped
You may need to create a Gift Total 2018 field

Process your import

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Looking ahead

You’re good to go

Maintain your header formatting (list and order) and your mapping will save

Help us make this easier in the future

Take 2 minutes to fill out this form:

http://goo.gl/forms/4Ypmx55FeujlKEvU2

Your answers will help us and your users to better understand your data

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