This article explains set up and mappings for Qgiv’s Mailchimp integration.
Click here to download a spreadsheet of information we send to Mailchimp by default during export, when applicable.
Click here to download a spreadsheet of additional fields in Qgiv you can map to Mailchimp.
Contents:
- Getting Started
- General Settings
- Export Settings
- Default Values
- Extra Info
- Optional Mappings
- Custom Mappings
- Running an Export and Export History
- Backing Up, Re-Authenticating, or Deleting the Integration
- Enabling the Service Integrations Notification
Getting Started
Data exported from Qgiv will be added to a previously created list of your choosing in Mailchimp.
To set up the integration, click the Integrations icon along the left side of your screen.
Locate the Mailchimp tile in the Email section and click Connect.
Click Connect again.
A window will appear in which you’ll enter your Mailchimp login credentials.
After you log in, you’ll have to authorize Mailchimp to integrate with Qgiv.
General Settings
You'll be taken to a screen where you can configure your settings.
Settings are organized into tabs along the left side of the page. You'll be prompted to Save after you make changes on a tab.
On the General tab, use the calendar to choose the Export Data Starting On date. If you'd like to export data from a date prior to the current date, you can set your calendar accordingly so historical transaction data will be exported.
IMPORTANT: The date you set aligns with the transaction dates you'll be exporting. If you set the date to today, only transactions from today and future dates will be exported.
The Export Data Ending On field lets users input a date to end exports from the integration. Leave this field blank if you want the integration to export indefinitely.
In the Frequency drop-down, choose Manual, Hourly, Daily, or Every 15 Minutes exports.
If you choose Daily exports, you’ll also be able to choose the time (Eastern) for the export to occur.
Beneath the Frequency drop-down is the Maximum Transactions field. This required field specifies the maximum number of transactions Qgiv will export to the integration at a single time. The default setting is to export a maximum of 100 transactions. You can adjust this number higher or lower, but the number field cannot be blank.
Also note that smaller limits provide a safer export, reducing the likelihood of export issues due to a service interruption.
Export Settings
The next tab houses the Export settings.
Exclude Offline & Matching Donations, when toggled on, excludes offline and matching donations from exports.
IMPORTANT: If you choose to export offline and matching donations, only verified transactions will be included.
The Exclude Facebook Donations toggle excludes donations made through Facebook.
The Override Contact Opt-In toggle exports all transactions, regardless of a user's opt-in selection when completing a transaction in Qgiv.
The Override User Anonymity and Export All Transactions toggle exports all transactions, regardless of a user's anonymity setting.
Default Values
On the Default Values tab, choose an Audience from the drop-down menu. The selection you make here will be your default mapping location for transactions that cannot be mapped elsewhere.
This list pulls directly from your instance of Mailchimp.
Extra Info
If there’s any extra information you’d like to add to the Note field in Mailchimp upon export, you can choose from the options in the drop-down menu on the Extra Info tab.
You can read more about what those extra info fields mean here.
You can make multiple selections. They’ll appear one at a time below the drop-down menu as you select them.
Not all information is available for each transaction type (e.g., Participant Name will only show up for peer-to-peer registrations).
Optional Mappings
Once you’ve saved, click the Mappings tab to display your Optional Mappings options. This is where you’ll configure mappings if you’d like specific data sets mapped to something other than the default values in the settings area.
Mappings can be grouped by Mapping Type or by Form using the Group by drop-down menu.
You can also filter your mappings to display only specific Mapping Types or only certain Forms and Events.
To add a new mapping, click the Add New Mapping button and then select the Mapping Type from the drop-down.
For example, if you’d like to export data for a specific form, select Standard Qgiv Form > Form from the drop-down menu. Then, use the Form drop-down to select the form.
If you’d like to exclude the Qgiv data from your exports, check the box labeled Exclude from Export.
Excluding can be useful for something like a $0 category for a peer-to-peer campaign.
If you’d like to export the data to Mailchimp, do not check the box, and then select the Audience value.
When you’ve configured your mapping, click Add Mapping.
You can Edit or Delete a mapping by clicking the three dots at the right side of the mappings table.
If you’d like to delete multiple mappings, check the box next to the mapping’s names, and then click Delete Mappings at the top of the table.
The process is similar for each data set shown in the Optional Mappings area. There may be some slight variations in how many choices you have in each drop-down.
For example, if you’re mapping restrictions, you’ll see another drop-down menu, and still another if you’ve set up sub-restrictions.
When mapping events, you’ll be given the option to drill all the way down to event packages, if desired.
You can also map text campaigns:
Peer-to-peer events just require a form selection and export destination.
You can choose to export other peer-to-peer data, as well.
Peer-to-Peer Classifications
Peer-to-Peer Categories
Peer-to-Peer Restrictions
Peer-to-Peer Store Purchases
You can also map auction transactions.
Auction
Auction Restriction
Auction Package
Auction Item
Custom Mappings
You can also add Custom Mappings. You may already have similar mapping set up through the Extra Info fields. If you don't want this information to appear in both places, be sure to delete the Extra Info mappings once you set up your custom mappings.
Custom mappings allow you to dictate which target objects and fields you want data to go into in the integration. Custom fields must be active in the destination before you can map to them from Qgiv. There are three custom mapping types: static, custom field, and standard field. For each type, you can map to a target object + field using the data from that custom type. See the attached standard field mappings spreadsheet for details.
A little background: Email lists contain Audience Fields. Audience Fields are identified by their merge tags. We group like merge tags together regardless of which form those tags are associated with. So, if “List 1” and “List 2” both have an audience field with the merge tag of “FIELD1,” we’ll only show that target field once in our mapping drop-downs.
If you need to add a new audience in Mailchimp, follow their instructions here.
To add fields in Mailchimp, you'll need to go to Select List > Settings > Field and Merge Tags > Add New Field and follow the steps outlined by Mailchimp here. Whatever you set up in Mailchimp will appear as an available option on the Qgiv side in the integration Custom Mappings settings.
Please note: We do not support “address” type List Fields due to the way they’re structured.
You've got three options when it comes to Custom Mappings. Let's look at them one by one.
Static
With static field mappings, you can add static values in Qgiv to target records in the integration service.
Custom Field
With custom field mappings, you can map custom field answers in Qgiv to target fields based on unique custom field reporting labels. For example, you can track custom fields for your fundraising events, such as gathering meal choices.
Standard Field
With standard field mappings, you can map standard field values to a target field.
Some values will be specific to a transaction line item (e.g. restriction name), while others will be for the entire transaction (e.g. transaction ID).
Click here to download a spreadsheet that details all Service Integration Standard Field mappings.
Please note: If you try to map to the same target object + field (regardless of the type), we will only save the most recent mapping. Also, if you try to create a very large amount of mappings, the integrations page may load slowly.
Don't forget to save your work!
Running an Export and Export History
When you’re ready to run an export, click Export, which is located in the upper-right corner of your settings window. This is only necessary if you chose the Manual export option.
Otherwise, Hourly exports are scheduled to run once per hour at 15 minutes past the hour, but they are not guaranteed to run at exactly 15 minutes past. Actual run times depend on the server load. Daily exports will run at the time you chose.
IMPORTANT: If you're exporting for the first time or have a large number of transactions to bring over, we'd recommend setting your export start and end dates to export one week at a time to avoid hitting API limits.
You’ll receive a message in a pop-up alerting you that your export was completed. If successful, you’ll see the following:
Clicking View Export History will open the Export History Report, but will display only the records associated with this export.
If there were any issues during the export, you’ll see a message similar to the following:
At the top of your integration management screen, you’ll see an Export History tab. Here, you’ll see some basic information about your past exports, including the Export ID, Date and Time, Status, and Total Transactions.
Clicking the Export ID will take you to the more detailed Export History report, filtered by the transactions that were exported in that batch.
To view the full Export History report, click View All Export History.
When you do so, you’ll open the Export History Report, which includes a table which details all exported records across your service integrations.
In the Export History Report you may notice an icon that looks like the outline of a person with a plus sign. This means a new record was created as the result of a new donor or registrant.
Additionally, you may notice an additional alert icon in the Export Status column. Hover over the icon to see more details. The message will also display in the Export History Report.
Follow the link to learn more about the Export History Report.
Backing Up, Re-Authenticating, or Deleting the Integration
If you have a lot of optional mappings, you may want to back them up to a CSV file. This is useful if you need to deactivate a service or adjust your connection and want to make sure your mappings are safe.
Click the Mappings Backup link to access the Mappings Backup & Recovery settings.
From here, you can download your mappings as a CSV file, as well as upload a previously downloaded backup file.
The Re-authenticate link lets users reconfirm their integration credentials or enter credentials for a different account.
When you click Re-authenticate, you'll be prompted to Activate the integration or Cancel the reauthentication process. Clicking cancel keeps the integration set up the way it was before clicking Re-authenticate.
If this service integration is no longer needed, it can be deleted by clicking Delete Integration in the left-hand navigation.
You'll be prompted to confirm your choice to delete the integration by typing the word DELETE.
After deleting the service integration, if you need to re-enable it you can reconnect just like when you originally set up the service integration.
To save you time and prevent you from accidentally creating duplicate records, you'll be prompted to Restore export history when you establish your integration again. Note that this will not import any past integration settings. If you would rather start with a clean slate, select Start from scratch instead.
Enabling the Service Integrations Notification
To be notified via email when a service integration becomes inactive, the integration is locked for an extended period, or a transaction fails to export, you can turn on the Service Integrations notification.
To manage notifications, navigate to the Notifications area of your org-level control panel.
Click Manage for each user you’d like to receive the notification.
Then, search for Service Integrations at the top of the screen, or scroll down to Service Integrations in the System Notifications section.
Check the box next to the notification to activate it.
Scroll to the bottom of the screen and click Save Settings to save your changes.