SmartZIP RE Bulk Cleaning: Guide

Our SmartZIP RE Bulk tool allows you to export all (or a selection) of your address information. These can be verified and updated, then the results imported back into Raiser's Edge. To accomplish this there are two one-off tasks to complete, making the export and import's in Raiser's Edge. We also suggest creating an address attribute to store the status of your addresses.

These tasks use standard features of Raiser's Edge which most users will have access to although we do suggest you usually involve or pass this task to your Raiser's Edge administrator just due to their familiarity with the product.

Create an Address Attribute

To record the status of the address we recommend creating a new Address Attribute or type 'Text', 'Active', 1 per record called 'Address Validation Status'.

Creating the Query (Export)

Your first task is to export the bank relationship information from Raiser's Edge to Excel using a QUERY:

Go to Query > New Query
Select the query type 'Constituent' and click 'OK'
Select the records to be cleaned. As an example you may choose the criteria as below:
Set the output fields in all cases to the below (ORDER is important, please ensure the fields are exactly as per the picture):
IMPORTANT Note: If you work with NZ addresses please also export the NZ City and NZ Suburb fields after the State field and before Country
Save the query as 'SmartZIP Bulk Export'

Running the Export

When the user uses the above query to export data from Raiser's Edge they will:

Go to Query and open the 'SmartZIP Bulk Export'
Go to File > Export
Select 'Excel 97-2000 (XLS)' as the format and 'Export Now' (note the file location as they then need to open the file in Excel)

Creating the Import

Following a bulk SmartZIP process you will have a .imp file ready to be imported back into Raiser's Edge. To do this import please create a import as below:

Go to Admin > Import
Select 'Constituent Address' and click 'New'
On the General tab:

Select 'Update existing records'
Select your .imp file which will be in the same folder as the exported XLS file from the above export process
Select 'Create new table entries' to cope with counties and states that are missing from your Raiser's Edge database
The rest should be left at default values but for reference it should look as below:

Click 'Next' and leave the options at their defaults:
Fields should be mapped as below:
IMPORTANT: If working with NZ City and NZ Surburb in your Excel file they will need to be mapped after the State field in the above.
On the final tab we suggest you select to create an Exception file but the options are really down to yourselves.
Then save the Export as 'SmartZIP Bulk Import'
Finally click 'Update Now' to import the updated information back into Raiser's Edge

Notes

You may wish to review the file prior to import to correct any issues that might need manual intervention but you can also do this after the data is back in Raiser's Edge through use of the 'Address Validation attribute' field which has the overall status.

What do the results mean (Status codes)

These can be analysed in RE once the data has been re-imported. The Address Validation Status custom field on the address holds the status.

Using Google Places

The address could not be found/processed:

Not found (INVALID_REQUEST)
Not found (ZERO_RESULTS)

Could indicate an invalid address. A manual review is suggested.

The address was found but did not match fully:

Country does not match ...
Postal codes do not match ...
Start of address different ...

The address does not match with the retrieved address. We have not updated the address as we are not sure the correct one was retrieved. A manual review is suggested.

The address matches:

Verified - SmartZIP (Full match on address)
Verified - SmartZIP (without address lines) - (No address lines were returned in the search so the match was partial, still likely to be a valid address)

The address matched so no action is required. A cleaned version of the address has been imported based on the match.