PhilanTrack for Grantseekers – Historical Data Import Instructions
PhilanTrack® Online Grants Management Software
Historical Data Import Instructions
PhilanTrack for Grantseekers – Historical Data Import Instructions
Welcome to the PhilanTrack family! Below are instructions on how to format your historical grant data for easy import into PhilanTrack.
1. Importing Funders and Contacts
The PhilanTrack support team will work with you to import funders, funder contacts, and grants into PhilanTrack using Excel templates. There are
two import options:


One contact per funder,
Multiple contacts per funder.
In other words, if you have a single point of contact for each of your organization’s funders, follow the One Contact Per Funder instructions below.
If you have two or more contacts for any of your funders, follow the Multiple Contacts Per Funder instructions below.
One Contact Per Funder
If each of your funders has a single contact person, use one template for funder name, address and contact information (PhilanTrack-FunderImport-Template.xls), and one for grants that have been received from those funders (see below).
An explanation of the columns for the funders can be found below. Please do not change the column headers. Required fields are marked with an
asterisk below and highlighted in red on the Excel templates.
For the Type column, T=text (letters/numbers/characters); I=Integer (numbers only); B=Boolean (true/false); M=Money; D=Date.
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PhilanTrack for Grantseekers – Historical Data Import Instructions
PhilanTrack-Funder-Import-Template.xls
Field
Type
Description
Example
* external_funder_id
T
This field should uniquely identify the funder record being imported.
Assign your own unique IDs that make sense to you; it does not
matter what the ID is (it can be a combination of letters and
numbers), but each funder you list must have a unique ID. This is a
back-end field that you’ll also use in the grant import to connect
grants to the correct funders (see below). This field does not show up
in the user interface.
1234
funder_type
T
Type of funder record to import. Currently must be set to 'org'. We
will complete this column for you if left blank.
org
org_id
I
If you are new to PhilanTrack, please leave this blank. If you already
have funders in your PhilanTrack account, please, contact us to
request the IDs of those funders.
4567
* org_ein
T
Tax ID (EIN number) for the funder. If you provide the EIN, the
organization name and address fields will be imported from IRS
records. If you do not have the EIN, then the organization name
(org_name) and address fields (address1, city, state, postal_code)
are required. The EIN must be 9 digits and may contain a dash after
the first two digits.
13-3240109
or
133240109
* org_name
T
Funder name.
ABC Foundation
funding_priorities
T
A multi-line description of this organization's funding priorities, if
desired.
ABC Foundation supports
organizations that work with
underserved youth.
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PhilanTrack for Grantseekers – Historical Data Import Instructions
* address1
T
First line of address. Required unless org_ein is given, in which case
address fields will be pulled from the IRS database.
123 ABC Street
address2
T
Second line of address.
Suite 500
* city
T
City. Required unless org_ein is given, in which case address fields
will be pulled from the IRS database.
Boston
* state
T
If country is “United States” or “US” then the state must be a valid
state name or two-letter code. Required unless org_ein is given, in
which case address fields will be pulled from the IRS database.
MA
* postal_code
T
Postal/zip code. Required unless org_ein is given, in which case
address fields will be pulled from the IRS database.
02201
* country
T
Must be either a full country name or a two-letter country code.
Required unless org_ein is given, in which case address fields will be
pulled from the IRS database.
US
website
T
* external_contact_id
T
This field should uniquely identify each contact being imported.
Assign your own unique IDs that make sense to you. This is a backend field that you’ll also use in the grant import spreadsheet to link
contacts to grants (see below). This field does not show up in the
user interface.
C1
contact_is_executive_direct
or
B
Boolean: “TRUE” or “FALSE”. If field contains the value “true” then
this contact will be set as the executive director or primary executive
TRUE
©2015 Altum
URL of funder's website, if desired.
http://www.abcfoundation.org
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PhilanTrack for Grantseekers – Historical Data Import Instructions
level contact for the funder.
program_areas
T
Comma-separated list of program areas with which this contact
should be associated. This is useful particularly if your organization
has more than one grant from the same funder, and each grant has a
different primary point of contact. May be left blank to indicate a
global contact. Does not apply to executive directors, and will be
ignored for them.
education, curriculum
* grantee_contact_email
T
The email address of your internal contact person for this grant (i.e.,
the contact within your organization).
[email protected]
* first_name
T
First name of Funder contact
Sally
* last_name
T
Last name of Funder contact
Funder
title
T
Funder contact title or role within organization.
Program Officer
* email
T
Funder contact’s email address. Must be a syntactically valid email
address.
[email protected]
phone
T
Funder contact’s phone number. Must include area code, number
and optional extension (###-###-#### or ###-###-####, ext. ###).
International numbers should include country code, (+## #### ###).
123-456-7890
fax
T
Same format as phone above.
123-456-7891
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PhilanTrack for Grantseekers – Historical Data Import Instructions
cellphone
T
Same format as phone above.
123-456-7892
prefix
T
Prefix to be used
Ms.
suffix
T
Suffix for this contact
Ph.D.
Multiple Contacts Per Funder
If your funders have two or more contact people, use one template for funder name and address information (PhilanTrack-Funder-ImportTemplate.xls), one template for contact information for your contacts at each funding organization (PhilanTrack-Funder-Contacts-ImportTemplate.xls), and one for grants that have been received from those funders (see below).
An explanation of the columns for each file can be found below. Please do not change the column headers. Required fields are marked with an
asterisk below and highlighted in red on the Excel templates.
For the Type column, T=text (letters/numbers/characters); I=Integer (numbers only); B=Boolean (true/false); M=Money; D=Date.
PhilanTrack-Funder-Import-Template.xls
Field
Type
Description
Example
* external_funder_id
T
This field should uniquely identify the funder record being imported.
Assign your own unique IDs that make sense to you; it does not
matter what the ID is (it can be a combination of letters and
numbers), but each funder you list must have a unique ID. This is a
1234
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PhilanTrack for Grantseekers – Historical Data Import Instructions
back-end field that you’ll also use in the grant import to connect
grants to the correct funders (see below). This field does not show up
in the user interface.
funder_type
T
Type of funder record to import. Currently must be set to 'org'. We
will complete this column for you if left blank.
org
org_id
I
If you are new to PhilanTrack, please leave this blank. If you already
have funders in your PhilanTrack account, please, contact us to
request the IDs of those funders.
4567
* org_ein
T
Tax ID (EIN number) for the funder. If you provide the EIN, the
organization name and address fields will be imported from IRS
records. If you do not have the EIN, then the organization name
(org_name) and address fields (address1, city, state, postal_code)
are required. The EIN must be 9 digits and may contain a dash after
the first two digits.
13-3240109
or
133240109
* org_name
T
Funder name.
ABC Foundation
funding_priorities
T
A multi-line description of this organization's funding priorities, if
desired.
ABC Foundation supports
organizations that work with
underserved youth.
* address1
T
First line of address. Required unless org_ein is given, in which case
address fields will be pulled from the IRS database.
123 ABC Street
address2
T
Second line of address.
Suite 500
* city
T
City. Required unless org_ein is given, in which case address fields
Boston
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PhilanTrack for Grantseekers – Historical Data Import Instructions
will be pulled from the IRS database.
* state
T
If country is “United States” or “US” then the state must be a valid
state name or two-letter code. Required unless org_ein is given, in
which case address fields will be pulled from the IRS database.
MA
* postal_code
T
Postal/zip code. Required unless org_ein is given, in which case
address fields will be pulled from the IRS database.
02201
* country
T
Must be either a full country name or a two-letter country code.
Required unless org_ein is given, in which case address fields will be
pulled from the IRS database.
US
website
T
©2015 Altum
URL of funder's website, if desired.
http://www.abcfoundation.org
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PhilanTrack for Grantseekers – Historical Data Import Instructions
PhilanTrack-Funder-Contacts-Import-Template.xls
* external_funder_id
T
This should be the same funder ID that was used in the funders
template to identify the funder with which this contact is associated
1234
* external_contact_id
T
This field should uniquely identify each contact being imported.
Assign your own unique IDs that make sense to you. This is a backend field that you’ll also use in the grant import spreadsheet to link
contacts to grants (see below). This field does not show up in the
user interface.
C1
contact_is_executive_director
B
Boolean: “TRUE” or “FALSE”. If field contains the value “true” then
this contact will be set as the executive director or primary executive
level contact for the funder.
TRUE
program_areas
T
Comma-separated list of program areas with which this contact
should be associated. This is useful particularly if your organization
has more than one grant from the same funder, and each grant has a
different primary point of contact. May be left blank to indicate a
global contact. Does not apply to executive directors, and will be
ignored for them.
education, curriculum
* first_name
T
First name of Funder contact
Sally
* last_name
T
Last name of Funder contact
Funder
title
T
Funder contact title or role within organization.
Program Officer
* email
T
Funder contact’s email address. Must be a syntactically valid email
address.
[email protected]
phone
T
Funder contact’s phone number. Must include area code, number
and optional extension (###-###-#### or ###-###-####, ext. ###).
123-456-7890
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PhilanTrack for Grantseekers – Historical Data Import Instructions
International numbers should include country code, (+## #### ###).
fax
T
Same format as phone above.
123-456-7891
cellphone
T
Same format as phone above.
123-456-7892
prefix
T
Prefix to be used
Ms.
suffix
T
Suffix for this contact
Ph.D.
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PhilanTrack for Grantseekers – Historical Data Import Instructions
2. Importing Grants
PhilanTrack-Grants-Import-Template.xls
Use the grants template for grants that have been received from funders imported with the process above (PhilanTrack-Grants-Import-Template.xls).
An explanation of the columns for the funders can be found below. Please do not change the column headers. Required fields are marked with an
asterisk below and highlighted in red on the Excel templates.
For the Type column, T=text (letters/numbers/characters); I=Integer (numbers only); B=Boolean (true/false); M=Money; D=Date.
Field
Type
Description
Example
* program_area
T
Must match an existing program area in PhilanTrack. You can add
Program Areas by clicking “settings” in the upper right hand corner of
PhilanTrack, then “Program Areas,” then “Add Program Area.”
Education
* external_grant_id
T
This field should uniquely identify each grant being imported. Assign
your own unique IDs. This is a back-end field that does not show up
in the user interface.
G1
* external_funder_id
T
The ID of the funder with which this grant is associated. This is the
field you assigned in the funder import spreadsheet, and should
uniquely identify a funder in the funder import spreadsheet.
1234
* external_funder_contact_id
T
The ID of the funder contact with which this grant is associated. This
is the external_contact_id field you assigned in the funder import
spreadsheet or in the funder contact import spreadsheet.
C1
* grantee_contact_email
T
The email address of your internal contact person for this grant.
[email protected]
* amount
M
Amount of the grant you received. Decimal place is optional. No
dollar signs please.
1000 or 1000.00
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PhilanTrack for Grantseekers – Historical Data Import Instructions
amount_requested
M
Amount that you had requested, which can be the same or different
from the amount you actually received. Decimal place is optional.
No dollar signs please.
1500 or 1500.00
* grant_date
D
The date the grant was awarded to your organization, for your record
keeping purposes. Format as mm/dd/yyyy.
01/01/2013
* start_date
D
The start date of the grant period. Can be the same as the grant date
unless the grant is specifically for a different period. Format as
mm/dd/yyyy.
01/01/2013
* end_date
D
The end date of the grant period. If there’s no specific end date, a
year from the start date works well. This date range will determine if
the funder is listed as Current or Inactive within PhilanTrack. Format
as mm/dd/yyyy.
01/01/2014
* grant_name
T
This field appears as “Grant Title” within PhilanTrack. Give the grant
a title here.
After School Programming 2013
grant_number
T
Use this field if you have an internal numbering system for grants
you’d like to track within PhilanTrack.
ABC-ASP-13
description
T
This field appears as “Grant Purpose” within PhilanTrack. Enter a
longer description of the grant here.
This grant will support after
school programs for underserved
middle school students.
* grant_type
T
The type of grant, based on the Foundation Center’s grant
taxonomy. Choices are: Annual campaigns, Building/renovation,
Capital campaigns, Conferences/seminars, Continuing support, Debt
reduction, Emergency funds, Employee volunteer services,
Employee-related scholarships, Equipment, Fellowships,
General/operating support, In-kind gifts, Management development,
Matching/challenge support, Program development, Program
evaluation, Program-related investments/loans, Publication,
Research, Scholarship funds, Scholarships to individuals, Seed
money, Sponsorships, or Technical assistance. Choose only one.
Program development
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PhilanTrack for Grantseekers – Historical Data Import Instructions
notes
© Altum 2015
T
Any additional notes you want to include about this grant. Can be
multiple lines.
ABC indicated continuing support
may be possible depending on
outcomes of this grant.
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