You can use external references (sometimes called external keys) from third-party systems to help match imported items to the correct constituent in Donorfy. Once set up in your field mappings, these external references are stored and reused whenever you import the same file format again.
1. Understand External References
An external reference or external key is an identifier allocated by a third-party system (for example, your online donation platform or CRM).
When you include this identifier in your import file and map it correctly:
Donorfy stores the external reference against any new constituents created from that file.
The next time you import a file with the same format and mapping, Donorfy can use the external reference to match imported items to existing constituents.
2. Configure External References in Field Mappings
When you create or edit field mappings for a file format:
Go to the field mappings area for your import file format.
Identify the field in your file that contains the external reference or key from the third-party system.
In the mapping setup, specify that this field is the External Reference / External Key.
Save your field mappings for that file format.
From this point on, any imports using this saved mapping will treat the specified field as the external reference.
3. How External References Are Used on Future Imports
When you import a file using a saved mapping that includes an external reference:
If the import creates a new constituent, Donorfy stores the external reference or key for that constituent.
When you later import another file of the same format:
Donorfy checks the external reference or key in each row.
If the external reference is already linked to an existing constituent, any related items (for example, donations) are added to the timeline of that constituent.
Example
You import a file of donations from a third-party system and create a new constituent for one of the donors.
Donorfy saves the external reference from that file against the new constituent.
Next time you import a donation file of the same format, Donorfy checks the external reference:
If it finds a match, the new donation is added to the existing constituent’s timeline, rather than creating a duplicate constituent.