Portfolio Template Instructions

The Portfolio Template is used to add donors to Version2, refresh contact and giving data, and provide additional context that helps the Virtual Engagement Officer (VEO) personalize outreach. Maintaining an accurate and up-to-date Portfolio file ensures donor communications reflect the most current information available.

You can access the Portfolio Template here.

Check out our Portfolio File FAQs here!

Purpose of the Portfolio Template

The Portfolio Template supports several core functions in Version2:

• Adding new donors to a VEO portfolio
• Refreshing or updating donor contact information
• Updating historical and current fiscal year giving data
• Providing additional donor context through affiliation or custom fields

The Portfolio file is the primary source of truth for who the VEO can engage and what information it can reference during outreach.

File format and delivery requirements

When preparing your Portfolio file, the following requirements must be met:

• Files must be saved and uploaded in CSV format
• All Headers must match the template exactly
  • Header names should not be changed
  • Custom Field headers must be configured prior to adding them to the portfolio file. To learn more about setting up Custom fields, click here
  • Each row must include either a Cell Phone or an Email
    • Rows without one of these will not be processed
    • For additions: A donor record will not be created for a record unless or until a Cell Phone or Email contact is added
• Files should be uploaded to the Version2 SFTP in the transfers/to-ver2 folder

To keep donor data accurate, Version2 strongly recommends submitting an updated Portfolio file every week.

File naming conventions

Use the following naming convention when submitting your file:

version2_portfolio_MM.DD.YYYY

Guidelines:

• Use underscores only (no spaces)
• You can add the portfolio name at the end if you like to submit your portfolios separately
  • Submitting all portfolios in one file is okay
• For multiple portfolios:
  • Include the portfolio name in the PORTFOLIO column
  • Do not vary portfolio names or it will create a new portfolio for each change and may impact outreach

Field guidance

Some fields in the Portfolio Template are required for processing, while others are optional but highly recommended.

CRM_ID

Required field and primary key on which Version2 maps all data, including gift and portfolio management files

FIRST_NAME

Preferred first name for the donor is required. The VEO uses this name when directly addressing the donor, so please include whatever they preferred to be called.

AFFILIATION

Optional but strongly encouraged. Affiliations help segment outreach when portfolios include different constituencies, such as alumni, parents, staff, or patients. In some CRMs, this should be pulled from Constituency Code. Multiple codes can be included, separated by a semi-colon or pipe delimiter, but please include them in priority order and limit to three.

If no data is available, include the column and leave the value blank.

BIRTHDATE

Used only for birthday messages.

Accepted formats:

• MM/DD/YYYY
• MM/DD

This field is optional. If you do not have precise birth date data for a donor, please leave this field blank.

Giving and stewardship fields

The following fields support stewardship and giving-related outreach, as well as reporting. Include soft credits if donors should be recognized for soft-credited gifts during stewardship. Please also use the same inclusion criteria in your gift file that you use in your portfolio file.

FY0_TD

Current fiscal year total giving, including commitments.

FY_1

Total giving from the previous fiscal year, including commitments. (FY_2, FY_3 are similar but for 2 years and 3 years back)

LIFETIME

Total lifetime giving, including commitments.

LAST_GIFT_DESIGNATION

For gifts split across multiple designations, separate each designation using a pipe ( | ).

Use donor-friendly fund names rather than internal fund IDs, as these values are used directly in stewardship messaging.

RECURRING

Indicates whether the donor’s most recent gift includes recurring payments scheduled monthly or more frequently.

Accepted values:

• Are case insensitive.

Portfolio field for multiple portfolios

The PORTFOLIO field is optional and should only be used if you have more than one portfolio.

When used:

• The value must exactly match the portfolio name
• All donors within the same portfolio must share the same PORTFOLIO value
• Always use the same portfolio name for a given portfolio

Using custom fields

Custom fields allow you to include additional donor context for the VEO, such as:

• Additional affiliations
• Involvement in clubs, regional groups, or volunteer opportunities
• Interests
• Other CRM data points relevant to outreach

Requirements for custom fields:

• Headers must be all caps and use underscores (you determine and define your headers using the Custom Fields Submission Template)
• Header names must remain consistent across all uploads
• Headers must exactly match what was submitted in the Custom Fields Submission Template

Custom fields are optional but must be updated consistently if used.

Ongoing maintenance and updates

To ensure accurate engagement:

• Submit updated Portfolio files weekly
• If you want to clear a value, submit the field as blank; CRM ID, Name, and at least one contact method may not be blank
• Excluding a donor from a Portfolio file does not remove them from the portfolio

To remove donors from a portfolio, use the Portfolio Management File. Additions are processed through the Portfolio file, but removals are not.

Need support?

For questions or help, please email version2support@givzey.com.