Guide to Automated Imports Setup (for Family Communication and Parent Giving Customers)

CampusESP supports nightly sFTP imports for Family Communication and Parent Giving customers. Our platform integrates with donor management systems for Parent Giving, meets data sync needs for large institutions, and automates the process of importing new incoming families each fall.

NOTE: This guide is super helpful (of course!), but the Customer Success Team is here to help you enable this feature and set it up to fit your needs. Please let your Customer Success Manager or Account Manager know if you'd like to enable this feature and we can work with you to get your implementation in our queue!

To set up an automated user import, go to Admin, click on the Users tab, and then click on the User Imports subtab. To create an automated recurring import, click on the New User Import button on the top right.

Under the heading "Files to Import," click the radio button labeled “Automated recurring import.” Define an import name in the Schedule Name box (e.g. Admitted Class of 2027) and set a specific file path in the sFTP File Path field (e.g. “/outgoing/new_users.csv”) that you want to automate the import from. Then, use the Schedule this file dropdown menus to schedule the import frequency. You can select weekly, monthly or daily and your preferred day of week/month for the import. Click the “Next, Verify File” button at the bottom of the page when you are ready to proceed.

Once the sFTP file path is verified as valid, you will be able to preview your data. When you are ready to continue, click the “Next, Select User Settings” button at the bottom of the page.

NOTE: If you do not yet have a file available on your sFTP, you can still process with defining the rules for the import.

You will now select your User Settings. 

• Use the dropdown menu under Campuses (may also be labeled as "Groups/Family Groups/Parent Groups") to select one or more organizations for your users to be loaded into. 
• Under the Communities heading, you will see the default communities new users will automatically be loaded into. You also have the option to select additional communities for these users to be loaded into. 
• Select any Community Matching Rules to be applied during import.
• Determine what you would like to do with any users who are already in the platform by checking any of the boxes under the Existing Users heading. 

Before continuing to Email Settings, you have the option to Set Up Rules. Click the “Optionally, Set Up Rules” button at the bottom of the page to create new community matching rules for this import. These rules help move users into specific communities by matching values in your import file with values specified by the rules here. Click the “Add New Rule” button to get started.

A pop-up window will appear. The rules are column-based, so the existing column headers in the file will pre-populate in the "For the column" dropdown menu (e.g. email, first_name, last_name, etc.). You also have the option to add a Custom Column for any column you intend to add in the future (e.g. family_income). Once you select the column, you will then select the condition for the "When the value" section (e.g. matches) and enter the column value (e.g. high). Click the “Add Criteria” button.

For more complex rules, you also have the option to create a multi-conditional rule, so you can create additional columns (e.g. family_income and donation_status) for a specific rule. After you select the column(s) and value(s) criteria, you will instruct the system what to do with the user (e.g. join community Target Donors).

There are also two Advanced Settings that you can apply to your import rule:

• If column values no longer follow this rule, leave community.
• After applying this rule, stop processing additional rules for this column.

Click “Create Rule.”

Once you click the “Create Rule” button, the rules will be set up and organized like columns. Click the “Continue to Email Settings” button when you are finished creating import rules and ready to proceed.

On this page, you will select the email that new users should receive by default, and you can also send yourself a sample email. If you don’t see the email you’re looking for, you can create a custom email with our Email Designer. 

You also have the option to set up email rules on this page. If you have different emails you want to send to specific new users, you can set up email rules to tailor your welcome. For example, if you have users in the family_language column of your import and the value matches Spanish, you can specifically send them a Spanish welcome email. If no email rules apply, the Default welcome email will be sent. Click the “Finish Import Setup” button at the bottom to view the Import Summary.

You will see the Import Setup Summary on the left showing the Automation Schedule and User Settings Summary, and a basic Rules Summary on the right.

After one import runs, you will see the most recent File Summary for that import on the right above the Rules Summary section. You can still use the tabs at the top to retroactively edit any of the rules you've set up in the past. For example, you can add more rules, change the welcome email, see the import history, etc.

If you click the button at the bottom labeled “Back to User Imports,” you will be taken to the general User Imports landing page. 

Because we have set schedules that run at a specific time, each schedule has a specific table designated for them under the Automated Import Schedules heading that allows you to click into it and update anything you want to. 

All the individual imports that have run will populate below under the All Completed Imports heading. You can use the All Imports dropdown on the right to select whether you want to view All Imports, One-time Imports, or Automated Imports.