Importing and the "Primary Addressee Text" and "Primary Salutation Text" Exceptions - HELP!

Sara Gabriel · March 2020

Hello,

I'm a newbie to RE and need some advice. I've been trying to do my first-ever import and am getting exception errors that are baffling. I noticed on the import table for constituent imports that the Primary Addressee ID Number, Primary Addressee Editable, Primary Addressee Text, Primary Salutation ID Number, Primary Salutation Text, and Primary Addressee Editable are all required, conditionally. At first I had my import set up with the ID Numbers only. The import report gave me exception errors for the missing Texts, but not the missing Editables. I tried importing without any of those fields (which, honestly, I'd prefer to do since we don't do bulk mailings). Interestingly, when I tried importing with none of those fields, the only exception errors I got were for the missing Text fields (not the ID Numbers or Editable fields). I tried importing with the ID fields and the Editable fields set to "no". You would think if the Editable fields were set to "no" then the text fields would be irrelevant and shouldn't be required. But, this is not the case. I got another exception for the missing Text fields. Again, I'd prefer not to have to deal with any of these fields since we don't bulk mail, but apparently that's not an option. What am I missing here? If I'm setting Edit to "no", then why am I getting an exception for the Text fields? Any advice is greatly appreciated.

Madeleine Holdsworth · March 2020

Can you be a bit more specific as to what the current record conditions are? Do the current records have editable checked, and you're trying to change to not editable (you should try to have as few editable as possible. It will save you headaches w/these fields down the road). I think you need Constit ID, Primary Addressee Key, Primary Salutation Key, Primary Addressee Editable and Primary Salutation Editable set to FALSE. I think you also need to include the Key Indicator field. IWe did a massive addressee/salutation cleanup this summer, so I think I can help if you provide your different scenarios..

Sara Gabriel · March 2020

Madeleine, thank you for responding. I'm importing new constituents first. I've noticed that the woman who worked in my position previous to me set the primary salutation to editable, but not the addressee. Being tech-averse, she never bothered to learn import and made all record entries manually. So, I can't speak to whether she was consistent. What I really don't get, is why Primary Addressee Text and Primary Salutation Text are required if you're setting Editable to "no". Perhaps that's a question for Blackbaud support? However, I did try numerous variations except to set Editable to "yes" and then fill the Text fields with an addressee/salutation option that was not selected in the ID Number fields. I didn't try it because I know it will work, but it's not what I want to do. I'd like set Editable to "no" and then leave the Text fields blank or off the spreadsheet altogether. I have the rest of the import for the constituent bios set up correctly. I do see that you stated that the Editable needs to be set to FALSE. I'll give that a try and see what happens. Thank you, again, for your help. I've learned a lot of programs in my work life. This program is so clunky if I were to grade it, I'd have to give it a "D+" at best. ;-)

Madeleine Holdsworth · March 2020

For importing of new constituents, if you are importing brand new constituent records, you should need the Primary Addressee Editable nor the Primary Addressee Text feels. Those are conditional to include only if Editable = Yes. If you are in import, in the Fields tab, click on the link in the lower left corner, "click here for detailed field information". The grid of the required and optional fields comes up. There you can see that you don't need those fields if you are including the PrimAddrD and/or the PrimSalID. I think it should work. I use Importomatic to import new records in bulk so I don't have a lot of experience importing new constituent records in RE.

For existing records:

Primary Addressee Text and Primary Salutation Text are not required. if you want to change an addr/sal from editable to not editable, query out the records you want to change, using a criteria of Primary Addressee Editable = Yes OR Primary Salutation Editable = Yes. I also grouped by constituent codes to keep the results from being overwhelming, and continued querying out in groups. I've attached a sample of the file I used as a test which I just ran successfully. Using these fields, the records are then changed to non-editable and the updated addressee and salutation format of your choice is updated. Set your import parameters to Update existing records, Import records not found as new records. Use the Constituent ID, import file format is delimited (it should be a .CSV file).

Also, the Editable field values can be (below). However RE is quirky, to say the least. I have found better luck with True, False, as opposed to the other values. Who knows why?

Yes, No, True, False, Y, N, T, F

And CLUNKY does not even begin to describe this software....CUMBERSOME also comes to mind. Good luck!

JoAnn Strommen · March 2020

Sara, Madeleine Holdsworth‍ has given the steps you need. I agree with avoiding the 'editable' in whenever possible.

I just throw out a caution on changing add/sal from editable on existing records. I'm assuming your primary add/sal are just for the individual name of record holder. Are you using "Mr. William Smith,Jr" and "Mr. Smith"? As she said it will change add/sal to the format you select. You may be 100% fine with it. I'd watch for records with no title entered as you will just end up with a salutation of "Smith."

If your primary add/sal are with both spouse names be extra cautious as different format # is needed for instances of different last names.

Best wishes. Isn't clean up fun?

Importing and the "Primary Addressee Text" and "Primary Salutation Text" Exceptions - HELP!

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