ProDon:Importing Donations

Importing Donations

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CAUTION : This document is for VERSION 5 of Prodon. To go to the document for version 4, click here.

WARNING : This document is currently being edited/revised, it is possible that some parts are missing or obsolete.

Introduction

The Online Donation module allows donors to make donations directly through the Web.

In order for donors to make donations, a website must first be created and configured. The creation of the online donation website includes the configuration of the website home page as well as the creation of different Web forms. Each Web form is attached to a donation occasion, so that Internet users can subscribe online to the fundraising activities of the organization, or make a donation directly through the Web.

Moreover, when an Internet user makes a donation or subscribes to an activity from a Web form, ProDon automatically adds him or her to the database during the import of the donations. The import process allows you to import into ProDon all the data of the Web form completed by donors. 

Information of the Donations to Import Window

It is possible to activate the display of a window notifying you of the donations to import when opening ProDon, you can then configure the frequency at which this window should appear while using ProDon. To activate and configure the frequency at which it should be displayed, see points E and F of the "Miscellaneous" section of the "Preferences" document.

This window automatically appears if new donations have been made on the IMakeAnOnlineDonation website or if they need to be imported.

A: The  button turns to blue when new donations have been made on the test website since the last viewing of the "Import management". To view and import these new pending donations, click on the  button.  NOTE: To delay the treatment of the donations, click on the " OK" button at E.	B: The  button turns to blue when donations have been made on the test website and when these donations have been viewed from the "Import management", but not imported immediately. To view and import the donations, click on the  button.
C: The button turns to blue when new donations have been made on the production website since the last viewing of the donations from the "Import management". To view and import these new donations as well as the pending ones, click on the  button. NOTE: To delay the treatment of the donations, click on the " OK" button at E.	D: The button turns to blue when donations have been made on the production website and when these donations have been viewed from the "Import management", but not imported immediately. To view and import the donations, click on the  button.
E: The " OK" button allows you to delay the treatment of the pending donations and to close this window.	NOTE: After clicking on the button at A, B, C or D, this window opens. Then, follow the instructions to learn how to import donations.

Importing Donations

To import donations, first go to the "Web form management". 

To do so, click on the "Configuration" menu, then select the " Web forms" option.

After clicking on " Web forms", this window opens.

A: To import the donations made on the IMakeAnOnlineDonation website, click on the button.

Selection of the Form Type to Import

You must then choose the forms to import.

After clicking on the  button, this window opens.
A: This option allows you to import the donations made on the test website. CAUTION: It is not possible to import the donations made on the test website and the ones made on the production website at the same time. Only one box, either A or B, can be checked. NOTE: The "0" indicates that no new donation have been made since the last viewing of the "Import management".	B: This option allows you to import the donations made on the production website. CAUTION: It is not possible to import the donations made on the production website and the ones made on the test website at the same time. Only one box, either A or B, can be ckecked.  NOTE: The "3" indicates that 3 donations have been made since the last viewing of the "Import management".
C: This option alllows you to import pending donations as well as new donations made since the last viewing of the "Import management". NOTE: If the checkbox at A is checked, as well as this one, it is possible to import all the donations that have been made on the test website since the last viewing of the "Import management". If the checkbox at B is checked, as well as this one, it is possible to import all donations made on the production website since the last viewing of the "Import management".	D: This option allows you to import the donations that have already been viewed from the "Import management". CAUTION: If new donations have been made since the last viewing of the "Import management", select option C instead. NOTE: If the checkbox at A is checked, as well as this one, it is possible to import pending donations made on the test website. If the checkbox at B is checked, as well as this one, it is possible to import pending donations made on the production website.
E: Allows you to refresh the time remaining in the session of the last user who has begun completing a Web form. NOTE: It is possible to import donations even if a donor is currently completing a form. If the time is not "0", the donation entered will be imported in the next donation import.	F: The button allows you to configure certain import options. After clicking on this button, the "Import" tab of the home page opens. Follow the instructions to learn how to configure the options.
G: After selecting the desired options, click on the " OK" button.

After clicking on the " OK" button of the previous window or on the button of the information of the donations to import window, this window opens.
A: It is the list of forms for which imports have already been made into ProDon. NOTE: The "Number of rows to process" field indicates the number of donations to import for each form. In this example, donations have been made only for the AGT form.	B: After selecting the line of the form for which donations must be imported at A, click on the button. NOTE: It is not possible to import donations from different forms at a same time, only one line can be processed at a time.

Preliminary Analysis

Prior to performing the import, an analysis of the forms completed on the IMakeAnOnlineDonation website must be done.

After clicking on the button, this window opens.
A: It is the list of donations to import for the form selected in the previous window.	B: Click on the button to analyse the donations at A.

After clicking on the button and the analysis is done, this window opens.

Click on the " OK" button.

Validation of Yellow Codes and Verification of Duplicates

After clicking on the " OK" button, the status of the imports, as well as the clients' become visible.
A: It is the import status of the Web form. If the status is green, this means everything is in order, the form has been completed correctly. If the status is yellow, this means there is a warning. In that event, the warning is written at D and H. View the warning, then correct or validate it. If the status is red, this means there is an error. In that event, the error is written at E and I. When the status is red, contact Logilys. If the status is yellow and green, this means a warning has been validated. In that event, the warning is written at D and H. To validate a warning, double-click on the line of the form that contains the warning, follow the instructions of points H, I and J of this section. NOTE: To see a few examples of what can cause a yellow code, click here.	B: It is the status of the client to import. If the client's status is "D", this means the client to be imported is a duplicate of a client in the database. Therefore, there will be no client file created. In that event, the client's UCN is written at C and a comment saying that a duplicate has been found for this client is written at F. If the client's status is "P", this means the client to be imported is a potential duplicate of a client in the database. It is recommended to validate whether it is a new client or a duplicate who should be merged by double-clicking on the line. In that event, a comment saying that a potential duplicate has been found is written at F. If the client's status is "N", this means the client to be imported is a new client. In that event, a new client file is created with all the information entered by the donor when he or she completed the Web form.
C: If the donor was already part of the database, his or her UCN would be entered in this field. NOTE: A UCN is entered in this field when letter "D" is entered at B.	D: When the status of a Web form is yellow, a warning is written in this field. NOTE: The warning of the selected line is also visible at H.
E: When the status of a Web form is red, an error is written in this field. NOTE: The error of the selected line is also visible at I.	F: When the client's status is either "D" or "P", a comment is written in this field. NOTE: The comment of the selected line is also visible at G.
G: When the client's status is "D" or "P", a comment is written in this field. NOTE: The comment of the selected line is also visible at F.	H: When the status of the Web form is yellow, a warning is automatically written in this field. NOTE: The warning of the selected line is also visible at D.
I: When the status of the Web form is red, an error is entered in this field. NOTE: The error of the selected line is also visible at E.	J: Click on the  button to import the donation and client information once all yellow codes have been validated and duplicates checked. After clicking on the  button, follow these instructions.

The import status can be yellow for several reasons, here are the most frequent ones:

• There is missing information to search for duplicates.
  
• The expiration date of the credit card with which the donor made his or her donation will expire this month.
• The credit card with which the donor made his or her donation has expired.
  

After double-clicking on a line from the previous window, this window opens.
A: This is the client's information which was opened by double-clicking on it. NOTE: The information below is also the one entered by the donor when he or she completed the Web form.	B: It is the information of the client who is the duplicate or the potential duplicate at A. The "Suggestions" tab suggests other potential duplicates. NOTE: The information below is also the one of the client who is the duplicate or the potential duplicate at A.
C: By checking this chekbox, a new client will be created in ProDon. The imported information will be the one at A, this is the information that has been entered by the donor when he or she completed the Web form.	D: The button allows you to merge client A with  client B. By clicking on this button, field "Line No." at B will be automatically entered in the box next to "#2" at A. ProDon will merge these two clients and will keep the information at A. NOTE: It is possible to manually modify the information at A, if desired.
E: The button allows you to search for a client in the database, in order to merge him or her with the client at A.	F: The button allows you to search for a client among the ones to import in order to merge him or her with the client at A.
G: The button allows you to cancel the merge of the client at A client with the client at B or with a client from the database or a client among the ones to be imported.	H: This checkbox allows you to validate a yellow code. By checking this checkbox, the yellow code will become green and will therefore become available to be imported.
I: After forcing a new client at C, validating the client at H or merging the client, click on the " Confirm edit" button.	J: This button allows you to validate the client at A and then display the client of the list. By clicking on this button, the checkbox at H will automatically be checked for that client.

Importing Donations

After clicking on the button, this window opens.

This window contains a message asking if a data backup should be performed before the import. It is important to perform a data backup before importing data since it is an irreversible operation. To continue with the import process if a backup has been performed, click on the " Yes" button. To stop the import process in order to perform a data backup, click on the " No" button. NOTE: After clicking on the " No" button, ProDon returns to the "Import management".

After clicking on the " Yes" button, this window opens.

This window contains a message informing you that the forms with a red or a yellow code will not be imported. To continue with the import process, click on the " Yes" button. To stop the import process, in order to validate yellow and red codes, click on the " No" button. NOTE: After clicking on the " No" button, ProDon returns to the "Import management".

After clicking on the " Yes" button, this window opens.

Click on the " OK" button.

After clicking on the " OK" button, all donations to be imported disappear.

Close this window to return to the "Import management".

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Document name: ProDon:Importing Donations
Version : 4.6.9.6

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