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Civi batch data entry tool build out
Closed, ResolvedPublic4 Estimated Story Points

Description

We would like to use the batch data entry tool for entering certain types of gifts into Civi. Currently our team does the data entry for matching and DAF gifts into a spreadsheet and then imports that into Civi. Using batch entry would allow for better data hygiene, QC, and quicker entry.

Currently relationship links are automatically created upon import (employee/employer for matching and Owns the donor advised fund for DAF). I'm not sure if this is something that would need to be built out in batch entry or if this happens another way, but we want to ensure this would still happen using batch entry. Please advise!

Event Timeline

Discussion w/ @Eileenmcnaughton "if you create a soft credit that is less than 3 months old on a contact of type workplace giving or matched gift then an employer relationship is created - regardless where you do that from (the 3 months old is just precautionary" "the 3 months old is based on the contribution date - ie the idea was that if you were importing a batch of old contributions for some reason it might not be prudent to change the employer."

Background on DAF imports: For the DAF the relationship link isn't through the soft credit, but through the field 'owns the donor advised fund' so it differs from the matching. The soft credit for DAF doesn't need to be linked, it records the bank institution the gift came through. 'Owns the Donor Advised Fund' is a relationship link on the contact record.

Ok - so it looks to me like the field you are referring to is not a 'real' CiviCRM field but a pseudofield in the import? ie you have a column in your import like 'Owns the Donor Advised Fund' and put the organization name in there

so the question I guess is whether we can have a pseudofield in the batch import and create the relationship off that - or whether we will need to create a 'real' field to be filled in in the batch import

I'm gonna try creating a 'real field' on staging to try out

OK - I've created a custom field on staging that extends the Contribution & allows selection of an organization - if selected it creates the relationship - @MDemosWMF have a go at using this custom field & if it seems like the right track we can build it out as a solution

@Eileenmcnaughton I am on staging in the batch data entry page, but I'm not seeing the new field when I start a new batch for entry - can you share a screenshot of what I'm looking for? Thanks!

It looks like I hadn't deployed the field yet - it should be there now

image.png (425×1 px, 19 KB)

It probably still needs to be added to the fields here https://civicrm.frdev.wikimedia.org/civicrm/admin/uf/group/field#/?uf_group_id=24 - it looks like you configured those ?

@Eileenmcnaughton I've added this to the profile fields on staging for contribution batch entry. It shows up in the list of fields, but not when I go to the batch data entry. There us a pop up as well that seems related:

Screenshot 2024-04-24 at 3.08.15 PM.png (190×708 px, 34 KB)

@MDemosWMF arg - it's because I made the field auto-complete - but I feel like that's the right type of field ?- I'll see if I can bully it

Change #1025489 had a related patch set uploaded (by Eileen; author: Eileen):

[wikimedia/fundraising/crm@master] Port s://github.com/civicrm/civicrm-core/pull/30082

https://gerrit.wikimedia.org/r/1025489

Thanks @Eileenmcnaughton I see the field now! I also added 'soft credit type' so we can continue to mark that in Civi especially now that it is tied to TY suppression. I will test this tomorrow!

Change #1025489 merged by jenkins-bot:

[wikimedia/fundraising/crm@master] Port https://github.com/civicrm/civicrm-core/pull/30082

https://gerrit.wikimedia.org/r/1025489

@Eileenmcnaughton I just tested this and it worked on staging! I did notice that the relationship created was "Donor Advised Fund is Managed by" but it should be "Owns the Donor Advised Fund." Can this be changed? You can see my test gift submitted through batch entry on CID 47095239.

I know you mentioned that emails don't send on staging - is there a way to see that it would send in normal circumstances on production? Or we just have to wait to test this once it's live?

Hi @MDemosWMF I've updated it to 'owns the donor advised fund' - can you re-test

We probably do have to wait for prod to test the thank yous

@Eileenmcnaughton I tried again, but got a "Duplicate relationship" error. I tried to screenshot most of it:

Screenshot 2024-05-01 at 5.19.24 PM.png (1×2 px, 911 KB)

@MDemosWMF I've fixed on staging now - I did notice I have to refresh to see the relationship

@Eileenmcnaughton Great! All looks good after testing again on staging.

XenoRyet set Final Story Points to 4.