Importing Using External IDs (Alias Types in RE)

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Amelia Ketzle
Amelia Ketzle ✭
Fifth Anniversary Facilitator 2 Name Dropper Photogenic
in Blackbaud Raiser's Edge NXT®: General Discussion
Hi, all - 


I hope this hasn't already been answered.  I did look through the Import-related topics and didn't find my answer, but there are a million of them!  (Popular topic, I guess.)


I'm interested to know if data can be imported (matched) into RE using another shared ID for constituents besides the three listed in the RE Import Guide (Constituent ID, Import ID, and SSN).  We have a need to import data sometimes from our university's HR database, and they have their own ID.  We have their ID stored in our database (RE), but they don't have our ID stored in theirs.  So to match to existing records for import, we really need to be able to use a different Alias Type to match on.  Does RE not allow for this in any way?  This seems extremely limiting, but maybe I missed how to do this.  If not through Import, perhaps there is some other tool we could utilize to the same end? 


I look forward to any suggestions you all might have.  It's clear from perusing this Community that there are some very knowledgeable and helpful people on here!
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  • Jenny Marquardt
    Jenny Marquardt ✭
    Ninth Anniversary Facilitator 2 Name Dropper Photogenic
    Amelia Ketzle‍ I also have external IDs that I use.  What I have done is created an attribute with that ID number and let the system create it's own ConsID, Import ID.  It works well for us.  The only extra step I have to take is to create a query of the external IDs before importing and see if a RE record already exists.  Hope this makes sense.  If you have any questions please let me know.  I'll be interested to hear from others on what they do too.
  • JoAnn Strommen
    JoAnn Strommen ✭✭✭✭✭
    Ancient Membership Facilitator 4 Name Dropper Photogenic
    If you are importing new records what Jenny suggests should work.


    If you are updating existing records I'm fairly certain you will need to match on one of the 3 ID's.


    Workaround I did: I did this annually several years ago as our employee ID was data in a renamed field on Bio 2. I'm trying to remember my process I did this annually several years ago as our employee ID was data in a renamed field on Bio 2. I'm trying to remember my process. Create a query with HR ID  one of and paste in your list of HR IDs from the file you received. Then export these employees with an output of one of the 3 ID's and the HR ID. Export name to be sure it's correct is good idea. Add a blank column for RE ID to your HR file.Basically merge that export spreadsheet with your list from HR.  I know I always highlighted data in second sheet so I could easily sort/see. If you have the correct records in both files you can sort using several criteria into top half of list without RE ID and bottom half with ID and copy and paste RE ID on lines without that contain data you want to import. Then removed lines without data to import. Haven't done it for a while but it did work fairly smoothly.  


    Just an idea.
  • Deb Dressely
    Deb Dressely ✭
    Ninth Anniversary Facilitator 1 Name Dropper Photogenic
    If you use Omatic - We have used Alias as a place to store the alternate ID.  Create your type - employee id, patient id, membership id, etc. and Import-O-Matic will match on alias and let you know if there is a match. 
  • Amelia Ketzle
    Amelia Ketzle ✭
    Fifth Anniversary Facilitator 2 Name Dropper Photogenic
    Thank you all for the suggestions.  Jenny Stephens‍ - it sounds like you're suggesting storing the HR ID in Attributes and then exporting all records with that attribute to compare to my HR file externally before I import into RE (using the Import ID).  Sounds like a good work-around.  We have our HR IDs stored in Alias, but I imagine the same can still be done.

    JoAnn Strommen‍ - I'm think I followed your suggestions.  I still haven't actually used Import for anything myself, I've just taken the classes, but I think I've used a process similar to what you describe in the past for other file manipulation needs.  I guess what I'm wanting to do is not so much import new records or import updates to existing records, as match to existing records.  For example, we may need to identify a list of employees of a specific college (which we would get from our HR database).  We would like to match those using our HR ID to existing records in our alumni database (RE), and obtain their RE Constituent ID.  Once we have the list of Constituent IDs for the employees of interest, we could create a solicitation list, or a report, or whatever we may need to do based on the data stored in RE.  Does this make sense? 

    Dan Snyder‍  - Thanks for that suggestion.  I have not used VLOOKUP before.  It sounds like a cool function!  I will have to try it out.  The wonders of Excel are never-ending!  :)

    Deb Dressely‍  - Thanks for that idea, too.  I don't know if we have Omatic or not.  I'll have to ask my supervisor.  It does sound like a cool tool, and it's good to know it matches on Alias!
  • Jenny Marquardt
    Jenny Marquardt ✭
    Ninth Anniversary Facilitator 2 Name Dropper Photogenic

    Deb Dressely:

    If you use Omatic - We have used Alias as a place to store the alternate ID.  Create your type - employee id, patient id, membership id, etc. and Import-O-Matic will match on alias and let you know if there is a match. 

    Deb Dressely‍ great idea!  I do have Omatic so this sounds like a great thing for me to do.  I will keep it on my list of things to do as we have been doing it a different way for over 20 years.  Thank you for the idea!

  • JoAnn Strommen
    JoAnn Strommen ✭✭✭✭✭
    Ancient Membership Facilitator 4 Name Dropper Photogenic
    Amelia, if you have their HR ID's in RE, you can create a query based on "field with HR ID" > one of...  You can use that query for reports. Sounded like you're thinking an extra step is needed to have a query with RE ID.  If they all have HR ID you can use that query. If exporting it, just output RE ID so you have that to use for import.  Import is when you need to have one of the ID fields.


    If I'm misunderstanding, ignore. :) 

     
  • Dariel Dixon 2
    Dariel Dixon 2 ✭✭✭✭✭
    Seventh Anniversary Facilitator 4 Name Dropper Photogenic
    Don't forget if you're not using the SSN, I believe that field can be renamed and used for another purpose.  If this is a field that will be used for importing regularly, I'd consider using this field after renaming it.  That may make more sense than creating a brand new attribute, if you aren't using that field.

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