INTRODUCTION... 2 STEP ONE: DOWNLOADING THE SOFTWARE... 3 STEP TWO: UNZIPPING AND INSTALLING THE NCOA ON-DEMAND SOFTWARE... 4
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1 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc. The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages. In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. The Raiser s Edge, MatchFinder, ParaGon, RE:Alum, RE:Event, RE:Member, RE:Queue, RE:Tribute, RE:Volunteer, RE:Zip, RE:Open, and Blackbaud are registered trademarks of Blackbaud, Inc. All other products and company names mentioned herein are trademarks of their respective holder. RE6-NCOA6.x
2 NCOA ON -DEMAND FOR T HE R AISER S E DGE FOR W INDOWS 6.X Table of Contents INTRODUCTION... 2 STEP ONE: DOWNLOADING THE SOFTWARE... 3 STEP TWO: UNZIPPING AND INSTALLING THE NCOA ON-DEMAND SOFTWARE... 4 STEP THREE: RUNNING A PRE-PROCESSING REPORT... 5 STEP FOUR: CREATING AN EXPORT FILE... 8 STEP FIVE: PICKING UP YOUR FILE...12 STEP SIX: RUNNING AN UPDATED ADDRESS REPORT...12 STEP SEVEN: SAVING THE UPDATED ADDRESS REPORT...14 STEP EIGHT: UPDATING ADDRESSES...14 NCOA ON-Demand for The Raiser s Edge 6.x 1
3 INTRODUCTION Thank you for subscribing to Blackbaud s NCOA On-Demand service. These instructions will walk you through each step of the NCOA process for The Raiser s Edge version 6.x. If you are using The Raiser s Edge version 7, please refer to the Data Enrichment Services Guide for NCOA On-Demand instructions. NCOA On-Demand is designed and created with the purpose of saving your organization money via postal discounts. NCOA On-Demand is structured to both update your addresses based on change of address forms submitted to the US Postal Service as well as CASS Certify all addresses in your database. NCOA On-Demand includes CASS certification of all addresses submitted. Cass Certification includes the following features: ZIP+4 coding is added to each address submitted Postal abbreviations are used for all street suffixes (STREET becomes ST; AVENUE becomes AVE) Postal City Names and directionals will be abbreviated as determined by postal standards. South becomes S ; Grand Junction becomes Grand Jct NCOA On-Demand does not look up blank addresses in your database. NCOA has to have an exact match with an existing address in the postal database in order to return a changed address. Be sure to send records that have a valid name and at least one address line. Expect some exceptions since some addresses in your database may be correct or may already be in CASS certified format. *****ALWAYS HAVE A GOOD BACKUP BEFORE UPDATING YOUR ADDRESSES****** 2 NCOA ON-Demand for The Raiser s Edge 6.x
4 STEP ONE: DOWNLOADING THE SOFTWARE 1. To download NCOA On-Demand for use with The Raiser s Edge for Windows version 6.x, go to From the menu bar, select Support, Downloads. 2. If prompted, enter your login and password to log into Blackbaud s Support section of the Web site. 3. In the list on the Software Downloads page, click Other Downloads. 4. In the list that appears on the Other Downloads page, click Bbncoaod.exe. 5. On the Download Bbncoaod.exe screen that appears, click bbncoaod.exe. 6. When the File Download message appears, click Save to save the program to your computer. 7. On the Save As screen, select a location on your computer to place the NCOA file. For example, you can download it to your Desktop or create a new folder on your computer, perhaps where you have The Raiser s Edge installed. We recommend saving to your Desktop so you can find the Bbncoaod.exe file easily later. 8. Click Save. 9. When the download is complete, click Close. 10. Close your Internet Browser. NCOA ON-Demand for The Raiser s Edge 6.x 3
5 STEP TWO: UNZIPPING AND INSTALLING THE NCOA ON- DEMAND SOFTWARE Note: you must have WinZip installed on your workstation before you can continue. 1. Locate and double-click the Bbncoaod.exe file you downloaded from the Blackbaud Web site in STEP ONE: DOWNLOADING THE SOFTWARE. The WinZip Self Extractor screen opens. 2. Click Browse. 3. Browse to the location you want to store the files. We recommend saving them in the same location as the Bbncoaod.exe file you downloaded. For example, if you saved the file to your Desktop, do so again. Or if you created a folder on your hard drive and saved the download there, browse to that location. 4. Click OK. 5. Click Unzip. The message 2 file(s) unzipped successfully displays. 6. Click OK. 7. Click Close. 8. Locate and double-click Setup.exe, which is in the location you just entered on the Browse screen. 9. Click Install. 10. To start the installation, click the computer button in the top left of the screen. 11. The message Files were installed appears. 12. Click OK. 4 NCOA ON-Demand for The Raiser s Edge 6.x
6 If you see: Installation Error Or COMDLG32.ocx or one of its dependencies not correctly registered Then: Right Click on BBNCOA.cab Extract the contents of the CAB file to the following locations: 1. BBNCOA.exe to REWIN folder 2. NCOADmnd.hlp to REWIN folder 3. NCOA_FAQS.txt to REWIN folder 4. Cswskctl.vbx to \Windows\System32 folder or \Windows\System folder for Windows 9.x 5. Double Click BBNCOA.exe STEP THREE: RUNNING A PRE-PROCESSING REPORT 1. To open NCOA On-Demand, locate and double-click on the Bbncoa.exe file. This file is located where you selected to download to in STEP ONE: DOWNLOADING THE SOFTWARE. For example, we recommend you save it to your Desktop. 2. Select Pre-Processing report. NCOA ON-Demand for The Raiser s Edge 6.x 5
7 3. Click Continue. 4. If you plan to use a query when running NCOA On-Demand, choose Selected Records. Otherwise, select All Constituents. Note: We recommend you include only records that have at least one address line because NCOA On-Demand will only return a match if the name and address match the Post Office database exactly. 5. If you plan to only send the Primary Address when running NCOA On-Demand, click Primary Address. (RECOMMENDED.) 6 NCOA ON-Demand for The Raiser s Edge 6.x
8 You can also select All Addresses to update all address types Business Address, to update only Business Address types Base on Criteria and make selections in the Address Criteria frame to the right of Addresses to include. Records with the Type of Mail selected on the More Address Information screen that match what is selected here in the Types to Include list are included in the file to send to Blackbaud. 6. If you are including alternate or seasonal addresses in this report, enter a date in the As Of date for Alternate Addresses field. For example, enter today s date or the date you will send a mailing for addresses you want to be sure to include in this address update. The program checks address records for Valid Date Ranges that coincide with the date you enter here. 7. To keep a record of the parameters you set for this Pre-Processing Report, mark the Print Control Report checkbox. 8. To create a query of records that create exceptions when you run the Pre-Processing Report, mark the Create Query of Exceptions checkbox. You can later use this query to research records and addresses that create exceptions or simply keep for your records. 9. To sort the Pre-Processing Report alphabetically by last name, mark the Sort Alphabetically checkbox. 10. Click Continue. Note: this report may take some time depending on the size of your database and the speed of your network. All networks are unique; so allow several hours for this analysis to complete. 11. Once the processing is complete, you will need to fix any records that appear in the report or exclude them from the export file that you send to Blackbaud. For more information about creating queries, see The Raiser s Edge for Windows User s Guide. NCOA ON-Demand for The Raiser s Edge 6.x 7
9 STEP FOUR: CREATING AN EXPORT FILE 1. From the NCOA On-Demand main screen, select Create Export file. 2. If you plan to use a query when running NCOA On-Demand, click Selected Records. Otherwise, select All Constituents. Note: We recommended you include only records that have at least one address line because NCOA On-Demand will only return a match if the name and address match the Post Office database exactly. 3. If you plan to send only the Primary Address when running NCOA On-Demand, select Primary Address. (RECOMMENDED.) You can also select All Addresses to update all address types Business Address, to update only Business Address types Base on Criteria and make selections in the Address Criteria frame to the right of Addresses to Include. Records with the Type of Mail selected on the More Address Information screen that match what is selected here in the Types to Include list are included in the file to send to Blackbaud. For multiple-line addresses, NCOA On-Demand reads both address lines, even if they are not entered in the database in standard format. For example, if the apartment number is entered on a line above the street name and number, as below, the address is still considered for an update: Ms. Tenli Smyth Apt. # College Avenue Oakland, CA If you are including alternate or seasonal addresses in this export, enter a date in the As Of date for Alternate Addresses field. For example, enter today s date or the date you will send a mailing for addresses you want to be sure to include in this address update. The program checks address records for Valid Date Ranges that coincide with the date you enter here. 5. To keep a record of the parameters you set for this export, mark the Print Control Report checkbox. 8 NCOA ON-Demand for The Raiser s Edge 6.x
10 6. To sort the export alphabetically by last name, mark the Sort Alphabetically checkbox. 7. Click Continue. NCOA ON-Demand for The Raiser s Edge 6.x 9
11 8. The following message appears. Read it and click Continue. 9. The Enter Interface File Name screen appears. 10. Save the file in a location of your choice. Click OK. 10 NCOA ON-Demand for The Raiser s Edge 6.x
12 11. The following message appears. Read it carefully. To send the file to Blackbaud automatically via FTP, click Yes. 12. If you receive errors sending the file automatically, click the link below and place the file in your WEB_FTP Dropbox, located at Then follow the instructions in step 9. ACCESS BLACKBAUD S WEB_FTP SITE BY CLICKING the link below IN THE PDF. If you are reading a printed copy, GO TO: Scroll down to the bottom of the screen and click FTP_DROPBOX 13. To confirm receipt of your file, send an message to NCOAOnDemand@Blackbaud.com. CONGRATULATIONS! You have successfully sent the file to Blackbaud for processing. Please allow two to three days for processing. NCOA ON-Demand for The Raiser s Edge 6.x 11
13 STEP FIVE: PICKING UP YOUR FILE Once you receive notification from Blackbaud that the process is complete, you will need to go to Blackbaud s WEB_FTP site to pick up the file. 1. Go to Blackbaud s Web site at 2. From the Support menu, select Support Central. (If you have never been to the site before, you may be prompted for your login name and password.) 3. Scroll down to the bottom of the screen and click FTP_DROPBOX. 4. Copy and paste your NCOA return file from this window to your computer. The return file name is made up of your organization name_your serial number.ncoa.zip. For example, a return file name could be FoundationForExcellence_WRE654321_ncoa.zip. 5. Unzip this file using WinZip and you are ready to run the updated address report and then update your addresses. STEP SIX: RUNNING AN UPDATED ADDRESS REPORT Before you actually update the addresses, you may want to know which addresses were changed and why. Run the updated address report and save it in a word processing format, such as Microsoft Word, and you will have a reference that answers all of your questions. 1. To open NCOA On-Demand, locate and double-click on the Bbncoa.exe file. This file is located where you selected to download to in STEP ONE: DOWNLOADING THE SOFTWARE. For example, we recommend you save it to your Desktop. 2. Click Updated Address Report. 3. Click Continue. 12 NCOA ON-Demand for The Raiser s Edge 6.x
14 4. Under Include, click what you would like to see on the report. (We recommend you select Changed Addresses.) 5. Click Include Current Address Information. 6. Click Set Address to Proper Case. 7. Click OK. 8. Enter the path to the unzipped NCOA return text file. (Example: Mailnet.txt) 9. Click OK. 10. Before you close the report, read STEP SEVEN: Saving the Updated Address Report. Note: This report may take several hours to run and will slow down the machine on which it is running. This is normal. Allow the report to run until it completes and appears on the screen. NCOA ON-Demand for The Raiser s Edge 6.x 13
15 STEP SEVEN: SAVING THE UPDATED ADDRESS REPORT The updated address report is usually very long. If you do not want to print it out on paper, we recommend you export the report as a Word Document or text file and save it. This way, you can refer to it later, as needed. 1. When the report appears on the screen, click the Export button and choose Word for Windows or Text format and Disk File. 2. Click OK and save the file on your computer in any location you want. You can pull it up as needed without running the report again. STEP EIGHT: UPDATING ADDRESSES You are now ready to update your addresses. Make sure you have a restorable backup and all users are logged out of the system for this portion of the process. 1. Double-click Bbncoa.exe to open NCOA On-Demand. 2. Click Update Constituent Addresses. 3. Click Continue. 4. In the Processing Mode frame, select Automatic. 5. In the Control Report frame, select Detail. 6. In the New Address Information frame, leave the Address Type blank. (Recommended.) 7. In the New Address Information frame, fill in the Info source field with a new table entry to specify this address was updated using NCOA On-Demand. (For example, enter NCOA_SPRING2003.) 14 NCOA ON-Demand for The Raiser s Edge 6.x
16 8. If you want to save the old address as an alternate address, click Copy Original Address to Alternate Address and assign a different Info source to that address. 9. To create a query of all records that generate exceptions, mark the Create Exception Query checkbox. 10. To store addresses with only the first letter capitalized, mark the Set Address to Proper Case checkbox. If you want to store addresses in all capital letters, do not mark this checkbox. NCOA ON-Demand for The Raiser s Edge 6.x 15
17 11. Make the selections on the Footnote Flags tab to add footnotes to the records that are being updated. Be sure to read the top of the screen prior to making your choices. 12. Click Continue. 13. Enter the NCOA return file path. (Example: Mailnet.txt) Allow this to run overnight, if necessary. If the process is stopped for any reason before it is complete, you will need to restore your backup and contact for assistance. ***Blackbaud cannot be responsible if you run this without verifying your backup with your network administrator** 16 NCOA ON-Demand for The Raiser s Edge 6.x
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