Welcome to the Donor Fuse file upload system! To ensure accurate data imports, prevent mistakes, and support custom workflows, we’ve implemented new requirements and recommendations for uploading files. Please read below for the latest process and tips.

To protect your data and streamline imports, we’ve addressed the following challenges:

• Duplicate Uploads: Preventing accidental double-imports of the same file.
• Section Misplacement: Ensuring you upload the right file type to the correct section (e.g., donations can’t be uploaded in payments).
• Account Mix-ups: Making sure files aren’t uploaded to the wrong organization if you have access to multiple accounts.
• Column Layout Changes: Supporting changes in data structure, including custom fields, so you always upload files matching the latest requirements.

Every file you upload must follow a specific naming convention. This ensures files are imported into the correct place and prevents errors.

Filename format example:

1224_txn_v2_f1_20250813123.xlsx

What each part means:

• 1224 — Account number (your unique organization ID)
• txn — File type (e.g., txn for transactions)
• v2 — File version (increments if the layout changes)
• f1 — Custom fields version (increments if custom fields change)
• 20250813123 — Timestamp (guarantees uniqueness and prevents duplicates)

Note:
Files will not upload unless the filename matches this structure.

Always download a sample file from Donor Fuse before uploading.
This guarantees you have the latest column layout, naming format, and custom fields reflected in your file. If you (or your admin) update custom fields or if system columns change, you’ll need to download a new sample file to get the current version.

1. Duplicate Prevention:
   • The system blocks any attempt to upload the same file twice. Each upload must have a unique timestamp in the filename.
   • Downloading a sample file always gives you a fresh timestamp.
2. Section Enforcement:
   • Files can only be uploaded to the appropriate section. For example, you cannot upload a donation file into the payments section.
3. Account Confirmation:
   • If you have access to multiple organizations, Donor Fuse checks that the account number in your filename matches the account you are uploading to—protecting against cross-account mistakes.
4. Column Layout Awareness:
   • Any changes to the column layout (from the system or from custom field changes) require a new file version. Outdated files will be blocked and must be updated.
   • There are no pop-up alerts for layout changes. If your upload is blocked, simply download a new sample file and use that as your template.
5. Processing Locks:
   • If a file is still processing, you cannot re-upload it until the process is complete.

Q: What should I do if my upload is rejected?
A: Download a new sample file from the appropriate section. This ensures your file matches the latest layout and naming requirements.

Q: Can I use an old file template if nothing changed?
A: Only if the file version and custom fields version are still current. When in doubt, download a fresh sample.

Q: I manage multiple organizations. How do I ensure I upload to the right account?
A: Make sure the account number in your filename matches the organization you are uploading to. Downloading a sample from the correct account section will always generate the right filename.

• Always use the sample file as your template.
• Never rename or alter the filename structure.
• Check you are in the correct organization and section before uploading.
• Update your template if you change or add custom fields.

If you encounter issues or have suggestions, please contact support. Thank you for helping us keep your data safe and organized!