Gratona
Donors & households

Bulk change donor type between Individual and Organization

Updated 2 weeks ago

Use Bulk Edit on the Donors page to reclassify a group of donor records between Individual and Organization. Donor Type controls which name fields Gratona uses for the profile title: Individual records use First Name and Last Name, and Organization records use the Organization Name field. Existing name values are kept when you change the type, but the profile title uses only the fields that apply to the new type.

Before you start

  • Your role must allow donor management. If Bulk Edit is missing or disabled, ask an administrator about your permissions.

  • You can use Bulk Edit from All Donors after selecting records. For a filtered batch, select individual rows or the current page. Selecting all donors across pages can update every donor in one donor form, including donors outside your current search and filters. In All Donors, that action uses the first donor form. Choose a specific donor form and use an explicit row selection when you need to control exactly which records change.

  • Check that each record you plan to change has the name the new type needs: an Organization Name for records becoming Organization, or a First Name or Last Name for records becoming Individual. If that name is missing, Gratona may use another saved title, the username, or the email address. “No Name Found” appears only when no usable name or fallback value is available.

Test a small batch first. Change a handful of records, review the results, and then run the full set. Contact support if you are unsure how a record should be classified.

Change donor type in bulk

  1. Open Donors from the sidebar.

  2. Select the donor profile form that contains the records you want to change.

  3. Use Search or Advanced Filter to isolate the intended records.

  4. Select the checkbox for each intended record, or select the current page. For a filtered batch, repeat page by page instead of selecting all donors across pages.

  5. Check the selection count before you continue. The count appears in the selection notice and on the Bulk Edit button.

  6. Select Bulk Edit.

  7. In the drawer, under Select Fields to Bulk Edit, select Donor Type. Choose Individual or Organization.

    Select Save.

    Review the warning dialog, then select Change to Individual or Change to Organization to confirm.

Gratona queues the changes after you confirm. Wait for processing to finish, then open a few profiles to spot-check the results.

The warning dialog states that existing identity values are kept and that donors without the name the new type uses may display as “No Name Found”. It is a warning, not a block: the bulk edit proceeds even when some selected records are missing a name.

How donor type affects the profile title

Donor Type decides which fields build the profile title. Individual donors are titled from First Name and Last Name. Organization donors are titled from the Organization Name field.

Changing the type does not erase the other name values. A record changed from Individual to Organization keeps its first and last name, and a record changed from Organization to Individual keeps its organization name. Only the fields that apply to the current type appear in the profile title. If those fields are empty, the profile title falls back to other saved values, including legacy title and display values, the username, and the email address. A record shows "No Name Found" only when the applicable fields and all of those fallback values are unavailable.

Records that show “No Name Found”

Records migrated from another system can display “No Name Found” when the name field that applies to their donor type is empty. Before changing the type of such records, open a sample and confirm the appropriate name field contains a value: the Organization Name field for records becoming Organization, or First Name or Last Name for records becoming Individual. Filling that field first prevents the “No Name Found” title after the change.

What not to use for reclassifying donors

Two other tools look related but do not reclassify donor records:

  • Donor form display-name settings, such as marking a field as used in the donor display name or setting which donor types it applies to, change how titles are built from form-field metadata. They do not change a donor record’s type.

  • The Program Forms Bulk Editor edits serialized form-field configuration, including donor-type applicability for fields. It changes the form definition, not the donor records stored against it.

To change what a record is, use the donor-list Bulk Edit flow described above. For background on form fields and display names, see Program Forms.

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