The File Uploader can add or remove Tags, and it can add Tags with extra fields. It cannot directly update existing Tags with changed or additional information on constituent profiles. To update data on existing Tags, you export the Tag data, prepare it in Excel, and then re-upload it using the Tags and Tags With Extra Fields templates.
1. Understand the Approach
Because existing Tags cannot be edited directly via the File Uploader, the update process works by:
Exporting all constituents with the Tag and its current data.
Copying that data into the Tags With Extra Fields upload template.
Adding the new or changed information into the appropriate Tag fields.
Filtering the file so it only contains records that actually need updating.
Using the Tags / Tags With Extra Fields templates with the File Uploader so the Tags are removed and then added back with the extra data.
The steps below focus on preparing the file that will add the Tag back with the additional information.
2. Create a List of Tagged Constituents
Create a Constituent Tag List that includes all constituents who currently have the Tag(s) you want to update.
In the data output view for the list, add:
Any custom fields used on the Tag.
Other relevant fields such as: Start Date, End Date, Campaign, Notes, Constituent Number.
Download the list to Excel.
You now have a spreadsheet containing all the Tag records and their existing data.
3. Copy Data into the Tags With Extra Fields Template
Open the File Upload Template for Tags With Extra Fields.
Copy the data from your downloaded list into the Tags With Extra Fields template, making sure each column lines up with the correct field (Tag name, constituent identifiers, Tag custom fields, dates, campaign, notes, etc.).
In the template, insert any additional data that needs to be added into the Tag’s extra fields.
🤓Tip:
When you add new information to a row, give that row a fill colour in Excel. This makes it easy to identify which records have changed.
4. Filter for Only the Records That Need Updating
Once you have entered all the new Tag data and coloured the updated rows:
Use Sort by Colour in Excel.
Sorting by colour will move all the coloured rows (i.e. the ones with new or changed Tag data) to the top of the sheet.
Review the rows:
Remove (delete) all rows that do not have colour (these are the constituents whose Tags do not need updating).
After deleting all non-coloured rows, you are left only with the Tag records that require the additional data.
Highlight all the remaining coloured rows and set their fill back to no colour, so the worksheet is clean.
5. Rename the Worksheet and Save
Rename the worksheet tab to Tags.
Save your spreadsheet.
📌Note: At this stage, this file can be used in the process that removes the existing Tags.
After the Tags have been removed, open your spreadsheet again.
Rename the worksheet tab to Tags With Extra Fields.
Save your spreadsheet again.
You now have a Tags With Extra Fields worksheet containing only the Tag records that need the new or updated data.
6. Upload the File to Donorfy
Open the File Uploader in Donorfy.
Upload the spreadsheet containing the Tags With Extra Fields worksheet.
Follow the usual upload process:
Check the field mappings.
Review any validation messages.
When you are happy with the checks, apply the upload.
When the upload is completed, the Tag and the original data will be added back to each constituent profile, along with the additional information you needed to add.