Data Import Module
Where you have a requirement for repeatedly importing new or cleansed data, Dizions provides 2 options:
1) Automate the process using our API
2) Use the Data Import Module.
This page describes the latter. These are both chargeable options. Please call the office for details.
The Data Import Module is based on the Advanced Data Migration, and essentially means you can run your own Advanced Migration, with zero downtime, as often as you like. This can save a lot of time and money for requirements like:
1) Importing records from a legacy system as part of your onboarding process.
2) Regularly importing records from another live system, without the technical know-how to fully integrate using an API.
3) Exporting data from the system, bulk data cleansing using a separate tool, e.g. Microsoft Excel, then re-importing the cleansed results.
Below are 3 webinars which explain the process. Additionally, there is more information below that
Data Migration Templates
Each time new data is uploaded, it is validated in several ways. The first of these is that the data is compared to a Data Migration Template. This is a workbook with the same worksheets and column headings as your import file, but with no data. You can have as many templates as you need, so you could, for instance, have a template for new volunteer imports, a template for new client referrals, and a template for data cleansing. The templates can be uploaded in System Uploads:
The Data Import Module can be accessed through the Data Migration Centre. It can also be set as your home page on your user record.
Click the Data Import Module button in the bottom right. This will take you to the import criteria:
There are a range of options, all of which will be saved for the next time you use the module:
- Type of ID to use for matching Org/Person. If you are importing from another system, set this to Alternative Identifier. If you are re-importing data that you have exported and cleansed, set this to Organisation / Person ID No.
- Migration template. Select the template that matches your data.
- Add Alternative Identifier to all record types? If importing using the Alternative Identifer, you may want to make this field visible on all record types to help identify imported records.
- Handle invalid options: Standard fields, e.g. if a person has private rented as their accommodation type, and private rented is not a valid option, you can choose it ignore that person's accommodation type, or to add it as a new accommodation type automatically.
- Handle invalid options: Extension Database option lists and radio buttons. As above.
- Handle invalid options: Other organisations and people, e.g. Schools. As above.
Data Import Module process
Contact charitylog to ask for the Data Import Module to be turned on (this is chargeable). Go to the Data Migration Centre in your Charitylog system and download the Advanced Data Migration spreadsheet. This spreadsheet will include all the worksheets and fields that it is possible to migrate data into - delete any columns from the organisations and people sheet that you do not need. Unused sheets can be deleted apart from the Configuration sheet. Once you are happy with your amended spreadsheet you need to upload it to Charitylog as a template. To do this go to System Uploads and scroll down to the ‘Upload Spreadsheet Templates for Data Exports’ section. It is important to choose the option Data Migration Template on the drop down labelled ‘This is a’. Browse to your template spreadsheet and click on the Upload File button.
An email will then be sent to the Charitylog team who will check the template and validate it for use. Once the template has been validated you can run your data migration. Using a copy of your template spreadsheet, populate it with the data to be imported. If your system is Branched you will need to put the branch name that you wish to import into, on the Configuration sheet. If you need to import to several branches you will need separate spreadsheets for each one.
To run the migration: Navigate to the Data Migration Centre and scroll down until you see the Data Import Module button.
Click the button and you will be taken to the migration page:
Click on Choose file to browse to your spreadsheet containing the data and select the appropriate template from the drop-down labelled Migration template. Then click the Import button.
Annual Costs
The Data Import Module is £475+VAT per annum.
