You can use the File Uploader to update existing constituents in bulk, for example to change postcodes, genders, constituent types, or campaigns. This is different from cleaning constituent data, as it is designed for block updates to specific fields rather than general data tidy-up.
⚠️Important:
You cannot undo updates made by the File Uploader. Always prepare your data carefully before applying changes.
1. Before You Start
Review these key rules before preparing your file:
You cannot undo updates made by the File Uploader.
It is a good idea to download a list of the constituents you plan to update first.
If you need to reverse an update, you can then use another bulk update to restore the original values.
A maximum of 1000 rows per file (including the header row) can be processed.
Remove any columns from the worksheet that you do not want to update.
If a column exists in the worksheet and cells are empty, the corresponding field in Donorfy will be cleared.
Each constituent can only be updated once per file.
Duplicate entries for the same constituent will cause an error.
2. Prepare the Worksheet
Download the Donorfy Updates Data Preparation Template: Constituent Update.xlsx
Read the Important information text in the template, then delete that text from the worksheet.
Remove any columns you do not need – i.e. any fields whose values you do not want to change.
⚠️Important:
If a column remains in the worksheet but contains empty cells, the corresponding field in Donorfy will be cleared for those constituents.
Make sure there are no duplicate constituents within the file (for example, the same Constituent Number appearing more than once).
3. Add Data to the Worksheet
The File Uploader will locate the constituent to update using one of the following identifiers in each row:
Constituent Number
The number of the existing constituent in Donorfy that you want to update.
You can create and download a constituent list to obtain these numbers, then copy them into the worksheet.
Email Address
The uploader will attempt to match by email address.
Be aware that using this field may return multiple matches in some cases.
External Key
If you are using an External Key as an identifier, note:
If this is used in conjunction with another identifier (for example, Constituent Number) and the External Key is blank for some constituents in the file, then any existing External Key data stored for those constituents will be cleared.
If you use External Key together with another identifier, you must fully populate both identifiers for every row.
Fill in the columns with the new values you want for each field you are updating.
4. Individual vs Group Constituent Fields
The template includes some columns that are only relevant to certain constituent types:
Individual constituents
For example: personal contact details, title, first name, last name, date of birth, and other personal fields.
Group constituents (e.g. organisations, companies)
For example: Organisation Name.
Any data that is not relevant to the constituent type will be ignored. For example:
If you are updating an organisation and your worksheet includes personal address fields such as Personal_AddressLine1, Personal_AddressLine2, etc., those personal address fields will be ignored.
5. Empty Cells and Clearing Fields
How empty cells are handled is crucial:
If a column exists in your uploaded file but some cells in that column are empty, the File Uploader will clear the corresponding data for those constituents.
Remove columns for any fields you do not want to change.
Only include a column if you intend to update or clear that field.
📌Note: The uploader will not allow you to clear mandatory fields such as:
amounts, quantity, date received, campaign, payment method, product, and fund.
Before uploading, double-check that:
All data is correct.
Only the columns you intend to update are present.
You are happy for any blank cells in included columns to result in those fields being cleared.
6. Upload the File and Apply Updates
Once your worksheet is complete, save it as an Excel file (.xlsx).
Upload the file to Donorfy using the File Uploader.
Donorfy will check the file and report any issues.
If there are no blocking problems and you are happy with the checks apply the updates so the changes are written to the constituent records.
7. Correct Errors
After you upload a file, Donorfy will validate it:
If there are problems that prevent the data from being imported, a message will be displayed.
To correct the errors:
Follow the guidance in the error message.
Update your worksheet accordingly.
Re-upload the corrected file.
For detailed guidance, see the article Fixing Problems in an Uploaded File.
8. Archive or Unarchive Constituents in Bulk
You can also archive or unarchive constituents using the File Uploader.
Archive Constituents
To archive constituents in bulk:
Include the IsArchived column in your worksheet.
Set IsArchived to Yes for each constituent you want to archive.
Optionally include:
ArchivedDate.
ArchivedReason.
You may omit ArchivedDate and ArchivedReason if not needed.
⚠️Important: Do not upload a file that sets ArchivedDate or ArchivedReason without also setting IsArchived to Yes, as this can cause errors.
Archive reasons can be configured in:
Settings, Configuration, (Constituent) Reasons for cancel, lapse etc.
Unarchive Constituents
To unarchive constituents in bulk:
Include all three archived-related columns:
IsArchived.
ArchivedDate.
ArchivedReason.
Set IsArchived to No.
Leave ArchivedDate and ArchivedReason blank.