Click Task > Online Form Submissions and choose Donations
This brings up the Online Forms Import Wizard.
This Wizard has four general steps.
- Download new submissions. This downloads the online submissions to your computer.
- Auto Match submissions. Here the program will automatically attempt to match up submissions to records in your database.
- Review the matched records. Here you can review what the first step did, make adjustments and optionally manually edit data in CMS.
- Import the data.
Click Next and Previous to move forward and backwards in the Wizard steps.
These steps are now described in more detail with screenshots.
- Download Submissions
When coming to this tab, a list of your forms will be displayed including the number of submissions pending download. Click Download to initiate the download process.
- Auto-match Submissions
In the step, the System goes though all the submissions and matches them up to your database. Matches are done based on Last Name and partial Address. Because the Address field is used in matching up the submissions, it is important that you make this field Visible and Required on your forms in order for this to work properly.
At times, a match won't be made because of a misspelling in the name and/or address in CMS or in the submission. In a rare case a submission will be incorrectly matched up (if you have two contacts with the same last name with similar addresses). This is where the next step comes in.
- View Submission Details and Match Records
This is a very important step in the Wizard and should not be overlooked. It will determine how the information submitted will end up in your database.
- Previous/Next Submission buttons
If you have downloaded multiple submissions, use these buttons to move between the submissions. Each submission should be reviewed to ensure that the automatic match up process in the previous step was done correctly.
- Auth Number
Displays the authorization number if the credit card was already charged online (using Instant Charge). If the card has already been charged, you cannot edit the amounts.
- Online Form Submitted
This is the Contact Info (name, address, phone, email and credit card) information that was submitted online.
- Matched CMS Record
This is the Contact info in your database that the Wizard matched the submission to.
If this area is blank, this means that the Wizard did not match the submission to any record in your database.
- Select Match
Click this button to select a (different) contact in your database for this submission. In the window that comes up, you can search by Name, Address, Phone or Email.
- Un-match button
Click this button to un-match the submission from the matched record. Do this if the Wizard (or you) matched the submission to an incorrect match. Submissions that are not matched will cause a new Contact to be created in your database when the Import is completed (last step).
- Update Match buttons
Click any of these buttons to update the data in your database for the matched record displayed. You can do this for the entire contact clicking the large black arrow button, or do it for any of the detail info (such as email address only). Do this if the submitted record (which is matched to a Contact in your database) contains some information that you don't have or you have differently.
The Add/Replace option in CMS (Program Setup > Options > Custom tab) will determine what happens if this contact already has a phone/email. Using Add is safer because you won't loose the original information you have if the phone/email submitted is different; it will simply be added as an additional phone/email.
- Import the Data.
Simply click the Finish button. The Wizard will automatically add the contact for unmatched records and add the Donation. If the card was already charged, a bill will be created and payment applied. Where the card was not charged, a bill will be created with the credit card scheduled to be charged. The pending charge will come up along with all your scheduled (recurring) charges.