Data Migration - FAQ

How do I import people, field data or group membership if it didn't come in with my data migration? 


This is done through the People > Add > Import area. For instructions and a video tutorial, log into Community, click the "?" help icon at the top right, type "import" into the Help search box and click on Import Member Data.   

 

If you are not comfortable doing the import yourself, you can pay for Data Import Coaching. It costs $120 per hour and the time needed depends on your needs and the complexity of your data. If you just need someone to walk you through the steps, it could be one hour. If you need someone to actually do the import process for you or to update data for you, it may take more time.

 

  

 

How do I import donations? 


There is a tool built into Community for importing donations and a video tutorial on it in our essential video library called "Donations: Input and Import." 

 

You will be able to import donations as long as each record in your donation system/list/spreadsheet/.csv file matches the person in Community by either of two items: 1) User ID, 2) Envelope Number or 3) Exact First and Last Name. You would do this after your final data migration. During your sandbox phase, you can practice this import before your final migration since all donations and people are deleted with each data migration run including the final run. 

 

You will need to check to make sure First Names and Last Names match and that there are not two John Smiths for example. If you have a John Williams in the .csv file, but Johnny Williams in ChMS, you would just need to change John to Johnny before exporting and uploading the giving records. If there are 2 John Smiths, you would need to change one to John Smith2 in both systems and then change the name back after the donation import in completed. If you miss a matching person/family and the import adds a duplicate record, there is still an option to use the merge feature to merge the new record with donations into the existing person record. 

 

If you are not comfortable doing the import yourself, you can pay for Data Import Coaching. It costs $120 per hour and the time needed depends on your needs and the complexity of your data. If you just need someone to walk you through the steps, it could be one hour. If you need someone to actually do the import process for you or to update data for you, it may take more time.


How To Delete Inactive Records



Be very careful. One of the biggest risks is deleting records with current year giving and not being able to send them giving statements.


In Community, you can view a list of everyone in a group and then delete them all or just check certain names from the group and delete them in mass. However,there is not a field in Community for Last Contributed by Household, so it is very risky to delete people in mass without deleting people with contributions.



One option is before your final data migration, create a Group, Mailing List, or set a field value that is being migrated in your current system if you have the ability to do so then delete all the people in the Group,Mailing List, or with that field value in Community after the final conversion.  



Typical Steps to delete records:


  • Create a Mailing List or new Group that you know is part of the migration such as “TEMP - Inactive Records to be Deleted.”
  • Filter the individuals in your database using the criteria you determine important such as Last Contributed and/or Last Attended. You want to make sure you are not deleting anyone who has current year giving, so include the Last Contributed by Household field if one is available.
  • Example filters:
    • Status is something like No Longer Attending AND Last Contributed by Household is less than 1/1/2016 (or less than 1/1/2017 depending on how many records you want to delete).
    • Custom Search if you have the ability to do this: Using filters similar to Status of Inactive or No Longer Attending or Giving.
  • Be very careful, because people in the same household may have different statuses and you could end up deleting just the parents or just the children.
  • Once the list is checked and finalized, then add the individuals to the Mailing list or Group you created for this purpose.
  • To double-check your new Groups, Mailing List, or field, run a Contribution report in your current system to verify that none of them have current year contributions or a current status.
  • In Community:
    • Run a Giving report that filters for people in the Group to verify that none of them have current year contributions.
    • Click on Groups, then click the name of the group of people to be deleted.
    • Click the check all box at the top left to select everyone in the group.
    • Click the gear and select Delete People From System and click OK to all the prompts.
    • Delete the temporary group itself (it should be empty now).


If you don't have a way to create a group in your current system and need to do it in the ChMS system, here is a 5-minute video that shows the process for deleting every record in families that have not given a donation in the last 3 years: Deleting non-giving records


Before your final conversion, we recommend thorough testing in at least one of your interim runs to make sure you didn’t accidentally delete records with giving. After you review the interim conversion run for overall data accuracy and there is nothing needing to be fixed, test the deletions. First,delete the records using the above steps, then run reports for current year giving totals in both ChMS and your current system to make sure they match.