You can import timeline entries into Donorfy using an Excel file.You can either begin with Donorfy’s Data Preparation Template or use your own file, provided it contains the required fields.
Before You Start
You will need an Excel (.xlsx) file containing:
Information about each timeline item you want to add.
Details that allow Donorfy to match the item to an existing constituent or enough data to create a new constituent.
Prepare Your File
Option A: Use the Data Preparation Template
Navigate to Data Management, then select File Upload.
Click Download Template.
Remove any worksheets you do not need.
Enter your timeline data into the remaining worksheet(s).
Ensure you include:
Constituent identifiers (see Matching Timeline Entries to Constituents below), or
Full details to create a new constituent.
Option B: Use a File from Another Source
If you prefer to use an exported file (e.g. from an agency), ensure:
Columns match Donorfy’s required fields.
You have constituent identifiers or constituent information.
Match Timeline Items to Constituents
Every timeline entry must be matched to the correct constituent. Donorfy attempts to match using the following items in order:
Constituent Number.
External Key.
Email Address.
Phone Number.
As soon as a match is found, remaining identifiers are not checked.
After upload, Donorfy will add a Status column showing the match results for each row.
Check Your Data
Donorfy automatically validates the uploaded worksheet.
Any invalid or missing values are highlighted in red.
A comment in the cell explains what needs to be corrected (e.g. invalid product name, missing date).
You must correct all issues before the file can be applied.
⚠️ Important:
Do not change number formatting. For example, if donation amounts are changed to “Accounting” format, values may import incorrectly (e.g. as pence/cents instead of pounds/dollars/euros).
Fix Data Problems
If a row matches more than one constituent:
Choose one of the following options:
Specify the correct Constituent Number
Add it to the Constituent Number column and set the Action to Import, orCreate a new constituent
Set Action to Add New Constituent (only works if enough constituent data is included).
If Donorfy cannot find a matching constituent:
If the row includes:
A Constituent Type.
At least one other piece of identifying information (name, email, phone, etc.).
Donorfy will create a new constituent and add the timeline item to their record.
Rows with data issues
These will be set to Ignore until the issues are corrected.
Recheck the File
After correcting your data:
Delete the Status and Action columns added by Donorfy.
Upload the file again to re-run validation.
Doing this ensures you are working on a clean, error-free file.
Apply the File
When the file has passed all checks:
Click Apply.
Donorfy will add all rows marked as Import to the relevant constituents’ timelines.
Any rows still marked “Ignore” will not be imported.
Adding More Constituent Information
Timeline worksheets do not include every possible constituent field (e.g. Date of Birth is not present on the Donation worksheet).
If you need to add additional data when creating new constituents:
Copy the required column(s) from the appropriate constituent worksheet in the Data Preparation Template (e.g. Individual Constituents).
Paste into your timeline worksheet before uploading.
📌Note: When uploading Activities and a match is found, no contact details will be updated or added for existing constituents, only the Activity will be added to the Timeline.
Existing Constituent details can be updated via the Constituent Update process.