Getting Started with SFTP Data Automation

Here at EverTrue, we offer the ability to automate data transfers from your CRM. We highly encourage your organization to pursue this option if available to you. Fundraisers rely on up-to-date, accurate data. More frequent data updates mean more dollars for your team. 

We suggest using SFTP (Secure File Transfer Protocol) if your database supports scheduled exports, or if your institution's IT team will be scripting the CSV file and can create a job to run the file on a schedule (be sure to contact your database vendor about options you might not be aware of). SFTP allows you to send data files to EverTrue on a recurring basis and works with Windows, Mac, or Linux. We recommend you send us compressed files (.gzip or .zip) for a safer file processing experience.

  • Note: This article covers the process of automating data from your CRM to EverTrue. If you are interested in scheduling automated data exports from EverTrue to your CRM, take a look at our dedicated help article to learn how! When automating data flows in both directions, exports from EverTrue must be loaded into your CRM first before sending files from your CRM back to EverTrue.

Setting up SFTP with Data Manager

Step 1. Complete a Manual Import

Complete a manual import and field mapping of your CSV data files in Data Manager to ensure everything is configured correctly prior to automating transfers. If you need guidance on what fields to include, check out our field reference guide. Should you find any issues with your import, contact genius@evertrue.com.

  • Note: A manual import is required before imports via SFTP can be processed. After completing the remaining setup steps, imports should run automatically following the one-time manual import. 

Step 2. Request SFTP Credentials 

Contact your Implementation Partner to request SFTP credentials if you are still in the implementation process. If you've finished implementation, request these credentials from EverTrue Support at genius@evertrue.com.

  • Note: If you have a public key you would like to use, please let your Implementation Partner or EverTrue Support know. 

Step 3. Schedule File Exports from Your CRM to EverTrue

Set up a scheduled export of those same CSV data files from your CRM into an internal secured server drive/shared space for your organization. To fully automate the transfer process, the export from your CRM must also be automated.

  • Note: We highly recommend completing this step to fully automate the transfer process. If you would prefer not to set up scheduled exports of these files, let your Implementation Partner know. If you are no longer in implementation, contact EverTrue Support at genius@evertrue.com
  • Note: This goal of this step is to set up scheduled exports out of your CRM, not to be confused with setting up scheduling exports out of EverTrue. Remember: if automating data flows in both directions, exports from EverTrue must be loaded into your CRM first before setting up SFTP data automation. 

Step 4. Connect to Your SFTP Uploads Folder & Deliver Your Files

Use an SFTP client or other method to connect to your EverTrue Uploads SFTP folder and deliver your files. Start with your Constituent file, then deliver any subsequent files (e.g. Gift Transaction, Proposal, Interaction, Portfolio Assignment).

  • Note: Make sure to use EverTrue's SFTP file naming conventions to properly name each file so that the platform correctly processes your data. For example, an Interaction file name must end in .interactions.csv for EverTrue to process it as an Interaction file.
  • Note: If you need to test your credentials or simply send a one-time file, we recommend using an SFTP client such as WiSCP, Filezilla, or Cyberduck.
  • Note: Automatic importing must be enabled for your first imports to automatically process. We will configure this for you in Data Manager's backend. If you do not see your imported files, email your Implementation Partner or EverTrue Support at genius@evertrue.com to let them know you are ready to begin auto-processing files. Once enabled, subsequent files will automatically import if the file format is recognized (based on your previously-established mapping).

Step 5. Review Your Imported File for Errors

Log in to Data Manager and confirm the mappings after your first file transfers have been picked up (typically within a few minutes of delivery). Your mappings should be set from your initial manual import completed in step 1, but double-check to make sure you're happy with how things transferred. 

  • Note: If the file headers for your import change to a set we do not recognize (in either order, names, or number), you will need to re-map and manually process your file. Changes to your file format will turn off automatic importing to protect your data from unintended changes. You will need to contact our EverTrue Support at genius@evertrue.com to turn automatic importing back on.

Setting up SFTP with Console

Step 1. Complete a Manual Import

Complete a manual import and field mapping of your CSV data files in Console to ensure everything is configured correctly prior to automating transfers. If you need guidance on what fields to include, check out our field reference guide. Should you find any issues with your import, contact genius@evertrue.com or review our error guide.

  • Note: A manual import is required before imports via SFTP can be processed. After completing the remaining setup steps, imports should run automatically following the one-time manual import. 

Step 2. Request SFTP Credentials 

Contact your Implementation Partner to request SFTP credentials if you are still in the implementation process. If you've finished implementation, request these credentials from EverTrue Support at genius@evertrue.com

  • Note: If you have a public key you would like to use, please let your Implementation Partner or EverTrue Support know. 

Step 3. Schedule File Exports from Your CRM to EverTrue

Set up a scheduled export of those same CSV data files from your CRM into an internal secured server drive/shared space for your organization. To fully automate the transfer process, the export from your CRM must also be automated.

  • Note: We highly recommend completing this step to fully automate the transfer process. If you would prefer not to set up scheduled exports of these files, let your Implementation Partner know. If you are no longer in implementation, contact EverTrue Support at genius@evertrue.com
  • Note: This goal of this step is to set up scheduled exports out of your CRM, not to be confused with setting up scheduling exports out of EverTrue. Remember: if automating data flows in both directions, exports from EverTrue must be loaded into your CRM first before setting up SFTP data automation. 

Step 4. Connect to Your SFTP Uploads Folder & Deliver Your Files

Use an SFTP client or other method to connect to your EverTrue Uploads SFTP folder and deliver your files. Start with your Constituent file, then deliver any subsequent files (e.g. Gift Transaction, Proposal, Interaction, Portfolio Assignment).

  • Note: Make sure to use EverTrue's SFTP file naming conventions to properly name each file so that the platform correctly processes your data. For example, an Interaction file name must end in .interactions.csv for EverTrue to process it as an Interaction file.
  • Note: If you need to test your credentials or simply send a one-time file, we recommend using an SFTP client such as WiSCP, Filezilla, or Cyberduck.
  • Note: Automatic importing must be enabled for your first imports to automatically process. We will configure this for you in Console's backend. If you see your files in Console paired back to a Continue Import status, confirm the mappings and click Import to manually process the first delivered files. You can then email your Implementation Partner or EverTrue Support at genius@evertrue.com to let them know you are ready to begin auto-processing files. Once enabled, subsequent files will automatically import if the file format is recognized (based on your previously-established mapping).

Step 5. Review Your Imported File for Errors

Log in to Console and confirm the mappings after your first file transfers have been picked up (typically within a few minutes of delivery). Your mappings should be set from your initial manual import completed in step 1, but double-check to make sure you're happy with how things transferred. 

  • Note: If the file headers for your import change to a set we do not recognize (in either order, names, or number), you will need to re-map and manually process your file. Changes to your file format will turn off automatic importing to protect your data from unintended changes.
  • Note: Imports sent via SFTP will still send out a notification when complete. Notification settings can be found within Console's Notifications page. If notifications are enabled, you will also receive alerts when imports are interrupted. All imports will also be listed in Console's Past Uploads table.

Step 6: Enable Auto-Deletion

To finish setting up SFTP data automation, enable auto-deletions in Console for Full imports. Please notify EverTrue Support or your Implementation Partner with written consent to enable this feature. 

  • Note: Though this step is not a requirement, we recommend completing it if you'd like your SFTP process to be completely automated when importing Full imports.

For any other questions reach out to EverTrue Support at genius@evertrue.com.

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