RE NXT to EverTrue, Data Guide

We spoke with Bonny Morris, the Director of Annual Giving and Database Manager at Proctor Academy who manages the flow of data from Raiser’s Edge NXT to EverTrue. Bonny is responsible for ensuring her team works with the best, most up-to-date data in EverTrue and NXT.

Timing & Frequency of Imports

Bonny delivers updated data to EverTrue on a monthly basis, without missing a beat. She uses a recurring calendar notification to remind her when it’s time to pull a CSV to upload to EverTrue. In addition to monthly imports, set up a giving data import every two weeks. The constituent file may be split into different components, which allows you to import pieces of the file more frequently than others. Since giving data changes most frequently, we recommend refreshing this data at a higher frequency than other pieces. 

Our goal is to help you streamline this process so it takes no more than 45 minutes each time you run the file. This includes any manipulation (if needed) of your file and mapping the data in Console. (Please note that the inactive time of extracting the file from RE and EverTrue’s file processing time will vary based on the size of your file. We can’t control these times, but the good news is that you are free to work on other things during these inactive periods.)

Key Points for Generating CSV files

  • NXT is an overlay to the underlying RE database, so you can bypass the NXT interface when crafting your file. To do so, select the “open database view” in the upper right-hand menu after logging into NXT.
  • Bonny suggested keeping EverTrue’s Constituent Data Guide open as you craft your file. Raiser’s Edge has a lot of great, pre-built fields that EverTrue asks for. If there are fields in our guide that your database does not already have, talk with your implementation specialist or EverTrue support (genius@evertrue.com) to determine what’s best for your institution.
  • Pulling a file from Raiser’s Edge for EverTrue
    • RE may store only two-digit years. EverTrue added the ability to import 2 digit years based on feedback from RE users, so there is no need to manually manipulate the year field anymore!
    • Your RE instance may not have a separate field for primary indicators on Addresses, Phones, and Emails. EverTrue requires a primary email indicator when using our Online Giving product. Having a primary indicators improves searches and filtering for EverTrue end users, even if you’re not using Online Giving.
    • Using RE custom attributes on the constituent level is great for things such as EverTrue Roles. If your institution uses EverTrue Roles, consider making that an attribute for easy extract.
    • Based on the way RE stores Actions & Notes, you may find that a some data points we request for ingestion aren’t present. Not all of the fields EverTrue asks for are required unless you are implementing EverTrue’s Relationship Management module. In that case, please consult with an EverTrue Support representative (genius@evertrue.com) to talk through next steps.
    • RE allows spouses to be secondary objects without their own unique record and ID, which means that you may not be able to easily extract spouse information  from your database. This makes it difficult to ingest spousal data into EverTrue, since we require every constituent to have their own record with a unique ID. This will affect the number of records you’re sending to us and the depth of relationship information available in EverTrue. We recommend starting internal conversations about elevating spousal records if possible, while understanding this represents a big undertaking. In the modern advancement world, personalization is key and you may miss out on delivering the best possible stewardship and outreach experience if spouses do not have their own records.
  • In EverTrue’s data guide, we suggest names for each column header that are helpful when mapping your file into EverTrue’s Console. During creation of your file, RE will let you rename your fields (pre-export) so that those headers are in place for every extract.
  • Set up a query, which is dynamic, of constituents that you’re interested in ingesting into EverTrue. We suggest including all living and active records.
    • Your export file can then reference that preset query so you can quickly pull a full file export for EverTrue. To make things easier, stick with pulling full files each time, instead of attempting to pull incremental files. This will simplify the import process and maintain data integrity within the EverTrue environment.

Sample Export Control Report

If you want to see more from Bonny, here’s a guide she put together of all the fields she pulls from NXT to EverTrue.

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