How can I send or email a data file to my Fundraising Company?

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How can I send or email a data file to my Fundraising Company?

PROBLEM: You've hired a fundraising company to oversee your new Capital Campaign Pledge Drive, and they've asked you for a data file or your members.

SOLUTION: Most fundraising companies will ask for your data in a Comma Separated Value (CSV) file format.  They'll probably want your member's name, address, phone number, salutation, and perhaps some contribution information.  Here's how you can produce that data file:

From CMS Contribution, click Process | Merge/Export File | New Report | give it a name, such as Data for Fundraising Company and click OK.

From the Merge File Selection Screen, click into Member Status and Participation Status and remove those people you do not want the Fundraising Company to contact.  For example, you may want to remove the codes for Deceased and Transferred/Moved, etc.  Click OK.

NOTE: Member Status is a User-Defined field.  Your codes may appear different than the ones displayed below.

Click the checkbox at Field Names in First Record located in the lower left corner of the screen.

If the Fundraising Company requests contribution information per member, click the Specify Additional Contribution Fields button located in the lower right side of the screen.

Click the down arrow at Column 1 and choose YTD Contributions and choose your fund or leave it at All Funds.

Click the down arrow at Column 2 and choose Contrib 1 Year Ago (to pull last year's contributions) and choose your fund or leave it at All Funds.  

Select any other columns of information to print on the file that the Fundraising Company requests.

Click OK.

Click into the File Destination and change it to read:


Click the Output File button on the right side of the screen.

Once complete, click OK | Cancel and exit out of CMS.

Open your email and create a new mail message.  Click Insert | File Attachment.

Click the down arrow at Look In and choose your Local Disk C: drive (or network drive letter if on a network) | double click the CMS4WIN folder.

Scroll down the listing of file names and choose CMSDATA.CSV and click Insert.

Type in the Fundraising Company's email address and type in any subject and/or message you'd like.  Click Send.


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Last Modified:Wednesday, September 10, 2008
Last Modified By: Scott Dobovsky
Type: How To
Level: Intermediate
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