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Exporting Data from Donor Management
Exporting Data from Donor Management
Updated over a week ago

Looking to export out some (or all) of your donor records from your Donor Management system? Not sure where to start to make sure you're including the fields or data that you need?

Not to worry - we've created a quick, step-by-step guide on how to export out either contact or donation records from Donor Management below!

Exporting Contact Records

First, click on the "Contacts" tab on the left sidebar.

Once the page has loaded, locate the "Select All" checkbox, located right above the first contact record on the page.

Not sure? The checkbox will say "Select All" if you hover over it with your mouse.

Next, locate the "Bulk Actions" dropdown menu (below the "Create Filter" button).

From the Bulk Actions menu, you can then select the option to "Export."

When a pop-up window appears on your screen, please select all relevant fields on the left-hand box that you'd like to include in your export, including any donation custom fields you have created. (You can also give your export a name, to help locate it more easily in the future.)

If you are looking to export all of the data, be sure to select all of the available fields.

Next, click on the "Export" button at the bottom of the pop-up window.

There is an option on this screen to "export as households." This option will only provide an export of data on those found within a household, and will exclude other contacts (such as organizations, businesses, etc.) Please be mindful when selecting this option!

The page should then reload and display your export history. From this page, you should locate the specified export (which should be listed at the top of the page).

Next, click on the "Actions" button next to the specified export, and select "Download" from the drop-down menu.

Your file should now download to your computer or device as a .CSV file, and you will be able to access and open it to review the data accordingly.

Exporting Donation Records

First, click on the "Giving" tab on the left sidebar.

Once the page has loaded, locate the "Select All" checkbox, located right above the first giving record on the page.

Next, locate the "Bulk Actions" dropdown menu (below the "Create Filter" button).

From the Bulk Actions menu, you can then select the option to "Export."

When a pop-up window appears on your screen, please select all relevant fields on the left-hand box that you'd like to include in your export. From this pop-up window, you also have the option to name your export file.

If you are looking to export all of the data, be sure to select all of the available fields. We strongly recommend that you include these fields, as well as any donation custom fields you have created:
• Donor/Purchaser ID

• Donor/Purchaser Type

• First Name

• Last Name

• Primary Email

• Mobile Phone

• Address

• Address 2

• City

• State

• Zip Code

Next, click on the "Export" button at the bottom of the pop-up window.

There is an option on this screen to "include soft credits." We strongly recommend checking this option if you have soft credits that you would like to be included in your export, as they will not be listed in the export otherwise.

The page should then reload and display your export history. From this page, you should locate the specified export (which should be listed at the top of the page).

Next, click on the "Actions" button next to the specified export, and select "Download" from the drop-down menu.

What if I can't find the options to export? Why can't I export data from Donor Management?

There are two common reasons that you may not be able to export data from Donor Management - either the records you wanted to export haven't been selected, or your admin role doesn't have the permissions to access the exporting tool.

Records Haven't Been Selected

In order to export data, you'll need to select all of the records you'd like to include in that export. If the "Export" option is grayed out when you select "Bulk Actions," it means that there is no data selected.

Admin Role Doesn't Have Correct Permissions

Only "Supervisor"-level or "Staff"-level admins in Donor Management have access to export data into the platform - so you may want to check your "admin" role (or have someone with "supervisor"-level access check for you!

You can check your admin role by clicking on your name in the bottom-left corner of Donor Management, and selecting "Profile."

Once the page re-loads, your role will appear under your name on your profile. If it says "Viewer," "Recorder," "Accountant," or "Staff-Limited," you won't be able to export files, and you'll need to work with one of your "Supervisor" or "Staff" colleagues to download those records (or upgrade your permissions).

Unfortunately, our Support team is unable to change roles for an admin, as we don't have a way to verify what level of access you may need. You'll need to ask someone at your organization with Supervisor-level access to edit your access level to the system, if any changes need to be made.

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