The Imports Team strongly recommends that you export or download all data from your former donor management system, whether or not you ultimately decide to send your files to them for assistance in the importing process. This allows you to have a complete archive of your former system, in the event that a field is overlooked during the import process.
In order to export your data from eTapestry, you will need to have enough competence with eTapestry to use both the Query and Report functions as you’ll need to a) build queries and b) load those queries using reports in order to download the data to CSV files.
In this guide, we outline exporting the following types of information, which are the most commonly used modules in eTapestry:
Accounts, which includes basic contact information
Journal, which includes all transactions (such as donations) as well as contact notes and activities
Exports should be saved as CSV files. For each different type of export, we have provided general instructions and field lists.
It is very important to note that no matter what fields you choose to pull in you always have the Account Number, so we can link the contacts between the files as well as reduce duplicates.
Feel free to include any of the custom fields you may have created to track information when you go through each export. Remember, Account = Contacts and Journal = Giving History.
Accounts
To begin, create a new Query.
Under "Starting Criteria", select the Base category.
Make sure that "All Accounts" is selected for "Query".
Under "Data Return Type", ensure that "Accounts" is selected
For "Criteria", select "Account Created Date > Custom Range", and enter a range from the earliest date that you began using eTapestry, to today's date.
Save your Query.
Create a new Report and select the following fields:
Account Number
Account Name (sometimes eTapestry will put your organization's name here!)
Account Type
Persona Type
Primary Persona
Role
Name Format (business/individual/family, etc.)
Prefix
First Name
Middle Name
Last Name
Suffix
Company Name and/or Organization Name
Short Salutation
Long Salutation
Address
City
State
Postal Code
Email
Phone - Fax
Phone - Mobile
Phone - Pager
Phone - Voice
NOTE: eTapestry may give you a warning regarding exporting this many columns into a PDF file. You can ignore this warning, because you will be exporting to into a CSV file instead.
Save this report, and then run the report with the Query that you saved in the previous steps.
Download the report as an Excel document (CSV).
Please note that the results may take several minutes to download, depending on the amount of data that you have.
Journal
To begin, create a new Query.
Under 'Starting Criteria", select the "Base" category.
Make sure that "All Journal Entries" is selected for "Query".
Under "Data Return Type", ensure that "Journal Entries" is selected.
For "Criteria", select "Journal Entry Date > Custom Range", and enter a range from the earliest date that you began using eTapestry, to today's date.
Save your Query.
Create a new Report and select the following fields:
Account Number
Account Name
Date
Received
Fund
Approach
Campaign
Gift Type
Check Number
Credit Card Type
Note
Gift Number
Fair Market Value
For reports including Pledges, please include these additional fields:
Pledges
Pledge Payoff Date
Original Pledge Outstanding Balance
Pledge Payment Frequency (or Frequency)
Pledge Write-Off Amount
For reports including Soft Credits, please include this additional field:
Linked soft credit account name
Save this report, and then run the report with the Query that you saved in the previous steps.
Download the report as an Excel document (CSV).
Please note that the results may take several minutes to download, depending on the amount of data that you have.