Data Migration 2: Using the Data Import Templates

The purpose of this article is to provide instructions on our Data Import Tool. If you want an overview on data migration in general be sure to check out: Data Migration: Overview of Importing your Data

Links to other Data Migration Articles: 

• Data Migration 1: Overview of Importing Your Data
• Data Migration 2: Using the Data Import Templates <- You're here!
• Data Migration 3: Best Practices - Relationship Information
• Data Migration 4: Best Practices - Financial Information

Where can I find data import templates?

To make the process as easy as possible, MonkeyPod has provided an easy-to-use import tool that allows you to import your data.

To find the templates go to My MonkeyPod. Then under Imports, you will see all of the import options. Each link includes a data import template for that data type.

• Relationship Data: Remember, people always get imported first! We can't bring in a donation history without first bringing over the relationship record. This import includes:
• Relationships
• Email Subscriptions
• Interactions
• Connections
• Additional Addresses
• Pre-MonkeyPod Transactions: This import is specifically for transactions that occurred before your MonkeyPod bookkeeping start date.
• Current Transactions: This import is for transactions after your bookkeeping start date. If you're bringing in transactions from the current year, you can do that here.
• Other Imports:Tags and Items should be imported before you import transactions that use them.

How do I use the templates?

To make things as easy as possible, the system generates a template specific to your data. The basic steps are that you'll download the necessary template, follow the instructions to enter the data to be imported, and then import the file into your MonkeyPod.

Example: Importing Relationships

To make it as clear as possible, let's work through a scenario where you are importing relationships and you would also like to add a group of those to an email list. Remember, when it comes to imports, people come first. So our general plan here will be to import your relationships (Donors, Vendors, Board Members, Press Lists, Program Participants, Volunteers, everyone!), followed by email list subscription information (or any other data that uses the relationships).

You can import both your Relationships and your Email Subscriptions by selecting Relationship Data from the list of import options under My MonkeyPod.

Be sure to read all of the instructions and then select "Download a template CSV file".

You will then be prompted to select which fields from your MonkeyPod you want to import.

Then click "Download Template".

From here, all that is left is to do is fill out the template. Open the CSV file in Microsoft Excel or another spreadsheet editor and add your data to the spreadsheet.

Need instructions and guidance on the templates? Make sure to closely follow the instructions linked to from the import page.

When you've entered all your data in the template, check the box to confirm that "Yes! I read and followed the instructions. My import file is a work of art." Then drag and drop your import file, or click the option to select and upload the file. Click the "Next: Review Import" button to continue.

Before the import actually begins, MonkeyPod lets you preview records from your import so that you can see what they'll look like.

You can also choose how MonkeyPod should handle duplicate records. If MonkeyPod spots a duplicate (usually a matched email address), you have options for how it will be addressed.

1. Skip the duplicate: If there is already a record with that email address in the system, your MonkeyPod will skip over the import record and will instead keep the original record. The importer will give you the option to download which accounts were skipped as duplicates. Because of this, choose this option if you think some of the people in your import file may already be in your MonkeyPod.
2. Delete and replace the existing record: This option means that the existing relationship in MonkeyPod will be completely overwritten with the new information from the import.
3. Allow duplicate email addresses to be treated as new records: This option means that the record in MonkeyPod will be kept and the new record in the import will be brought in. If you are unsure we recommend choosing this option and then merging your duplicates.

If everything looks good, go ahead and click "Run Import". If there is something that doesn't look quite right, click "Cancel" and take a look at your import file.

The last step is to review any Invalid records that could not be imported. Click the "Download" link below "Invalid Records" and review the skipped records for errors.

Column A in the downloaded spreadsheet will let you know why the import row was invalid. For example, the import error for this row of data is that an "Organization Name" is required if the type is "Organization." Now that you know the problem, you can fix the error and try again, importing just those records that were invalid.

Importing Email Subscriptions

Once your relationships are imported, we can continue onto the next step in our example: you can import email list subscriptions. To do that, or any other imports, you follow a very similar processof choosing the data type from the tabs on the import screen (e.g. "Relationship Data", then select the appropriate section (like "Email List Subscriptions"). From that point, the process is very similar to that of a relationship import, described above: just review the instructions, download the template, fill it in with your data, and import it!

What do I need to prepare for each type of import?

Below you can find details on what information needs to be included in each relationship data import.

Relationship Data

Relationships

• What is this import?: Use this import to bring in all the information about your relationships, from donors to vendors to program participants.
• What to prepare before bringing these in?: Before importing relationships, you should have your Roles and Custom Attributes set.

People always come first. So be sure to prepare a list of all of your relationships. These can include but are certainly not limited to:

• Donor Lists
• Vendor Lists
• Customer Lists
• Board Members
• Program Participants
• Funder information
• Organizational Partner information
• Anyone you relate to as an organization!

Once you have gathered your list, enter roles for each relationship. as well as any custom attributes.

Email Subscriptions

• What is this import? Once you have your relationships in MonkeyPod, the Email Subscription import lets you subscribe your relationships to your various email lists.Use this import as a way to add a list of relationships to an email list en masse. Remember, you should have permission to email people on your lists.
• What to prepare before importing email subscriptions? Make sure that you've brought in all of your relationships and that you have set up your Email Lists.

Interactions

• What is this import? Use this option to import any interactions your organization has had with a relationship. If you have a record of emails sent to your constituents or a history of direct mailings, you can import them as interactions.
• What to prepare before importing interactions? Make sure that you've already imported your relationships and that you have set up any custom interaction types if you plan on using those.

Connections

• What is this import?: This import lets you bring in any connections that your relationships may have with each other.
• What to prepare before bringing these in?: Make sure that you've brought in all of your relationships and that you have set up any custom connection types if you plan on using these.

Financial Information

Pre-MonkeyPod Transactions

This import lets you bring in transactions from before your MonkeyPod Bookkeeping start date. These transactions will get put into a virtual account so that they don't impact your current financials. There are separate imports for Donations (contributed income) and an import for Sales (earned income).

• What is this import?: These templates are used to bring in sales and donation information from before your MonkeyPod Bookkeeping Start Date.
• What do I need to prepare before bringing these in?: After you bring in your relationships, you need to enter any Items and Tags that you want to attach to your transactions.

Current Transactions

• What is this import?: Use these templates to import transactions that are tied to your current fiscal year.
• What do I need to prepare before bringing these in? First import your relationships, and then you'll need to enter or import any Items and Tags that you want to attach to your transactions. If you are importing expenses, you will need to make sure that they have a class associated with them.

The types of transactions that you can import include:

• Revenue
  • Donations
  • Sales (be sure to bring in your items first!)
  • Pledges
  • Invoices
• Expenses
  • Bills
  • Checks
  • Credit Card Charges
• Other
  • Journal Entries

Other Information

Tags

Tags in MonkeyPod can be used to tag information on transactions, program participation, and much more. Be sure to learn about these to make sure you're setting up your system as efficiently as possible.

• What is this import? This is an import of tags used to categorize relationships or transactions.
• What do I need to prepare to import tags? Learn about how our system uses tags and make sure you have a good understanding of the concept. You should consider coming up with a tagging system before you import to get the most out of Accounts, Classes, and Tags in MonkeyPod. you should also consider giving each tag a type to help organize them.

Items

"Items" in MonkeyPod are things you sell on a regular basis. Items will be important if your organization provides services, classes, sells merchandise, etc.

• What is this import? Use the "Items" import to efficiently add your items to your MonkeyPod—just import the whole list here rather than entering them individually.
• What do I need to import items? You will need to have a list of your items, their descriptions, and their amounts to start.

Data Import Template FAQs

Do the columns need to be in the same order as they are in the template?

No! We understand that you are likely bringing in existing spreadsheets - so keep the columns in the order that you know!

How should I import transaction processing fees associated with donations?

First, upload your donations without the fees, and then record a monthly journal entry for the fees (as a lump sum).

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