Bulk Import to NGP VAN

In this article: 

• Exporting Outreach Data from Field Tools 

• Preparing the CSV for Import
• Importing Canvass Results, Activist Codes, and Survey Questions
• Best Practices

ActBlue Field Tools (formerly Impactive) provides automated API integrations for syncing data to NGP VAN. The only thing you’ll need to get started is an active API key from NGP VAN. If an NGP VAN API key is not currently within your budget or otherwise unavailable,, this article will walk you through how to manually export your outreach data and import it into NGP VAN. 

Exporting Outreach Data from Field Tools

To capture your volunteer activity, you must first generate the appropriate activity export from your administrator dashboard.

1. Navigate to Exports: Log in to your Field Tools dashboard, click the Data tab in the sidebar, and select Exports.

2. Create New Export: Select the + New Export button to begin the process.

3. Select Export Type:

   1. NGP VAN Exports

      1. Messages: Use this for syncing peer-to-peer or broadcast texting activity to NGP VAN contact history by applying canvasser results with result codes.

      2. Calls: Use this for syncing phone banking call outcomes to NGP VAN contact history by applying canvasser results with result codes.

      3. Reports: Use this for volunteer reports that need to be synced to NGP VAN survey questions or activist codes.

4. Define Parameters: Set the specific date range, activity types, contact lists, and individual activities you wish to sync to NGP VAN.

5. Generate and Email: Once the export is requested, the system will process the request and email you a secure link to download the results as a CSV.

Preparing the CSV for Import

Before uploading to NGP VAN, ensure your data is clean and formatted correctly to prevent import errors.

• File Format: Ensure the file remains in .csv format and that no data is lost when making changes.
• Identify Records: If your list was originally pulled from NGP VAN, ensure every row has a VANID. If no VANID is present, ensure the phone, first_name, last_name, state_or_province, city, and zip_or_postal_code columns are clear for record matching.
• Select Contact Type: Select the appropriate contact_type from the dropdown provided.
• Select Result Code: Select the appropriate result_code from the dropdown provided. For calling, each call outcome will have to be mapped to the appropriate result code.
• Select Survey Question ID: For report exports, select Survey Question. Next, look up the survey_question_id you’d like to sync in NGP VAN and input it into the field provided.
• Map Survey Response IDs: For each available value of custom fields, map them to the appropriate or survey_response_id.
• Select Activist Code ID: For report exports, select Activist Code. Next, look up the activist_code_id for each Tag you’d like to sync in NGP VAN and input it into the field provided.

Importing Canvass Results, Activist Codes, and Survey Questions

Once you have your CSV, follow these steps within NGP VAN to record your results.

1. Access Bulk Import: In NGP VAN, navigate to Contacts and select Bulk Import from the menu.

2. Upload File: Select Upload a File and choose your prepared CSV from Field Tools.

3. Map Field Tools Data: Match the columns from your export to the corresponding CRM fields. You can refer to the tables below as a helpful reference.

Contact History

Activist Codes

Survey Questions

• • Database Mode: Choose MyVoterfile for voter contact or MyCampaign for volunteer/donor management. Note that all NGP (fundraising) exports must use MyCampaign.

5. Review and Finish: Review the import summary for any errors or mismatched records before clicking Finish to process the data.

Best Practices

Always run a small sample import of 5-10 rows before processing a full database sync to ensure your mapping for Survey Questions and Activist Codes is accurate.