Uploading related gifts

In this article:

• Introduction
• Terminology for related gifts
• Overview of how related gifts are uploaded
• Required fields
• Scenario 1 - Uploading from a single spreadsheet where the gift and related gift are in different rows
• Scenario 2 - Uploading from a single spreadsheet with both records in one row (Gift IDs are present)
• Scenario 3 - Uploading from a single spreadsheet with both records in one row (Gift IDs not present)
• Scenario 4 - Uploading separate spreadsheets

Introduction

“Related gifts” refers to the concept of entering a gift to a nonprofit in a constituent’s gift record (the constituent who gave the gift [cash/assets] to the nonprofit) while also entering a related gift in another constituent’s record who should be thanked for the gift (because of their role/relationship to the constituent who made the gift). 

Throughout this article, “the gift,” “gift,” or “gifts” will mean the actual cash/asset given (which can be followed through to a bank account as revenue), and “related gift” or “related gifts” will refer to markers added to records for the sole purpose of stewardship of relationships (acknowledging the gift(s)).

NOTE: No related gift will ever flow through to any bank account as revenue.

One example is a family foundation where all family members who sit on the Board of that foundation should be soft credited (a type of related gift) for the grant (the gift) received from the foundation. If there are five family members and a grant for $10,000, $50,000 will be added as soft credits—$10,000 per family member.

NOTE: Remember, the total of related gifts can amount to far more than the gift itself.

Another example is entering a peer credit (a type of related gift) in the record of a person who was key to soliciting the gift from their friend/acquaintance.

In LGL, gift records count toward totals in campaigns, funds, appeals, and events, but related gifts do not. Related gifts are displayed in a constituent record to help you properly steward (thank) people for how they’ve helped raise funds.

• Read more about related gifts 

You can upload related gifts using the Flex Importer from a spreadsheet or pair of spreadsheets.

NOTE: If you are mapping tribute gifts, follow these instructions instead of the guidance in this article.

Terminology for related gifts

Throughout LGL and in this article, we refer to various terms, or data field names, that you will use for the uploading and tracking of related gifts. See the table below for descriptions of these terms.

Overview of how related gifts are uploaded

Required reading: Before attempting to upload related gifts, you must read and understand Gift entry: Soft credits and other related gifts before proceeding.

As with manual entry (outlined in the required reading), importing related gifts must follow a two-step process:

1. The gift must exist (it can be created during import but must be created first) in LGL; then and only then,

2. The related gift must be created and connected to the gift that exists or is created in

   Step 1

NOTE: You will not be able to connect related gifts to existing gifts in LGL without providing either the LGL Gift ID or the External Gift ID for the existing gift in LGL in your import data.

During manual entry (as shown in the required reading), LGL does the work of connecting the gift and related gift for you. However, during import, you must provide data that will allow the connection between the gift and the related gift to be created. This connection is made by providing import data that tells LGL, “I am a child gift (related gift) that has a parent gift (the gift). My parent’s gift ID is this unique value: 128713. My related gift type is 'Soft Credit'.” If there is no LGL Gift ID or External Gift ID of 128713 in LGL, this effort will fail and no related gift will be set up.

Required fields

Required fields for importing related gifts are Gift Amount, Gift Date, Gift Type (Soft Credit, Peer Credit, Matching), and Parent Gift ID (or External Parent Gift ID in place of Parent Gift ID). 

Gift Amount must be a numerical value and cannot contain text. Gift Date must have a 4-digit year, and the best format to use in your import sheet is YYYY-MM-DD; for example, 2024-02-26.

Scenario 1 - Uploading from a single spreadsheet where the gift and related gift are in different rows

In this scenario, the gift(s) and related gift(s) are included in the same spreadsheet but are in separate rows. The gift does not already exist in LGL; it is being created first in the import. 

The gift is indicated with a gift type of “Gift”, and the related gift is indicated by a gift type of “Soft Credit”. Note that there is a column for the External Gift ID and External Parent Gift ID. The matching IDs from these fields are the mechanism that links the related gift to the gift. 

Upload the import file in the Flex importer, and map the fields as follows. 

NOTE: Since a related gift cannot be created without its parent gift being saved first, the import record preview will show an error. This is a temporary issue having to do with previewing an import that contains both gifts and their related gifts. In such cases, if the parent gift record appears in the import file before (in an earlier column than) its related gifts, errors will not present after the import is accepted. This will be illustrated in the “Record preview” example below. 

Accept the import. When the gift record is created and saved, the related gift will be successfully created (with no errors).

Scenario 2 - Uploading from a single spreadsheet with both records in one row (External Gift IDs are present) 

In this scenario, the data is being loaded into LGL as a single spreadsheet with the gift and related gift record data in the same row. The gift has not yet been created in LGL. In this example, the related gift is a soft credit. 

Note that there is a column for both gift record types and a column for the Gift ID (in this case, the External Gift ID).  

In the event that a gift has multiple related gifts, you will need to have a row in your import spreadsheet for each related gift. The inclusion of the External Gift ID will prevent duplicate gift records from being created. The External Gift ID is listed in this import file, but the External Parent Gift ID is not, so it will need to be set as part of the import. 

Upload the file in the Flex Importer. Map the fields as follows. Be sure you map the fields associated with the related gift to the Constituent #2 record (boxed in red in the screenshot below). 

In the related gift amount mapping, click the add rule dropdown menu (indicated by the arrow in the screenshot above) and select Set defaults. Set default rules for the related gift so that the External Parent Gift ID is copied from the import file’s Gift ID field and the “Gift date” field is copied from the import file’s “Gift Date” field as shown in the screenshot below. Then click the Update rules button.

The updated mapping should look like this. 

The record preview for the import will show the two constituent records. The gift record will appear under the Constituent #1 record, and the related gift will appear under the Constituent #2 record. Accept the import. 

Scenario 3 - Uploading from a single spreadsheet with both records in one row (Gift IDs not present) 

In this scenario, the data is being loaded into LGL as a single spreadsheet with the gift record and related gift as a soft credit in the same row. Gift data has not been previously imported into LGL, and the spreadsheet does not include Gift IDs. The External Gift ID and External Parent Gift ID will be created as part of the import process. 

Upload the file using the Flex Importer. Map the fields, making sure that those associated with the related gift are mapped to the Constituent #2 record (boxed in red in the screenshot below). 

To create an external Gift ID, click the add rule dropdown menu (see the arrow in the screenshot above) for one of the Constituent #1 gift record fields and select Set defaults.

Set default rules for the “External gift ID” field. Select the Copy from source field dropdown and choose Import Row ID as the source field it is copied from. Then click the Update rules button.

Next select the add rule dropdown menu for one of the mapped Constituent #2 gift fields and set defaults for the “Gift date” and “External Parent Gift ID” fields. 

Set the default gift date for the related gift by copying from the source field for “Gift date” in your import file. 

Select the Add another default button to add a default for the “External Parent Gift ID” field. Select copy from source field and select the Import Row ID option. Then click the Update rules button. 

The updated mapping and record preview should look as follows. 

Scenario 4 - Uploading separate spreadsheets

In this scenario, you will import the gift and the related gift in separate spreadsheets. The gift will be imported and mapped first to create the gift record in LGL. This example will demonstrate how to use the gift record’s LGL Gift ID as the related gift’s Parent Gift ID (which is why the spreadsheet does not yet contain a Gift ID field).

Once the file has been uploaded in the Flex Importer, the fields should be mapped as any standard gift record. Preview the records and accept the import. 

After the import has been accepted and completed, navigate to the Fundraising tab in your LGL account. Search for the gift records that were created by your import using the search. Export the results.

In the export, include the necessary fields to help identify your gift information, such as constituent name, gift date, amount, and most importantly the LGL Gift ID. 

You now have the LGL Gift ID field for the gift record. Use that information and add it as the LGL Parent Gift ID for the corresponding related gifts in your second import file. 

An example import file of related gifts is shown below. Note that this import file contains columns for Gift Type and LGL Parent Gift ID, which will make the mapping process more straightforward.

Upload the related gift import file and map the fields. Make sure the Gift Type and LGL Parent Gift ID fields are mapped. 

The record preview will show the related gift type and the Parent Gift ID. 

Once you accept the import, the related gifts will be connected to the gift records that were previously imported.

NOTE: If the import file contains an external gift ID for the gift, this can be mapped to the "External Gift ID" field in LGL in the first import file. That ID can then be added to an External Parent Gift ID column and mapped to that field in LGL in the second import file, eliminating the need to search and export gift records to find the LGL Gift ID.