Data Migration Process
Data migrations allow you to import historical data into SAM, which eliminates hours of data entry responsibility on your team.
Our team has experience handling a wide range of data migration situations. Remember, this process is a team effort between your team and ours to define, map and migrate the data from your legacy database to SAM.
Data Migrations take some trial and error, and patience to complete.
Understanding your data and providing a clean (cleanish) data set will make this process more efficient and less costly for all parties.
There are three ways we can import data.
- Simple spreadsheets can be imported via a SAM Report.
- MigEasy, our migration utility for more complex relationship databases.
- Custom migration script, rare situations
Export your data to CSV
All data migrations begin with an export of your database, preferably to CSV files. An Excel export can be converted to CSV, a simple file format widely used for moving data between software programs. We recommend creating a copy of the original export for backup purposes.
1. Map Fields
Rename your current database fields to match SAM's [Table - Field Name] structure. An exact match is required for proper mapping.
Example: Family - Street Address
Reference the "Common Tables - Data Migration" Report in SAM.
Fields can also be found by searching SAM's forms and reviewing Settings > Tables & Fields.
New fields may need to be created. Define how the field is used and what type of field is it, e.g. Date, Text, List?
Referenced entities, such as "Case Worker's Email Address", must be specified in the following format "[Table Title] - [Referenced Field Title] - [Actual Target Field Title]", like Case - Case Manager - Work Email. The Actual Target Field Title may be found on another Main Entity's table, such as Person in the Case Manager example above.
Upload the mapped data file to us via the Data Migration Upload form. Please do not send this sensitive data via email.
InReach Solutions will review each field for challenges and assist with final mapping. We may request changes and an updated CSV. Once the file is ready, we will upload the data into MigEasy. We may provide a link to view the field mappings in MigEasy for an additional review, however, simple migrations may skip this step.
2. Run Migration
We will make final adjustments to the data, then run the migration. This run may be in a test site or your production site depending on the complexity.
3. Review Migration
We provide links to Reports to review the migrated data. Compare these reports to the uploaded CSV file. To request changes, email a list of issues found with links to example records to firstname.lastname@example.org.
We anticipate your approval or change requests within two weeks, else the migration will be considered complete.
Import from SAM Report
1. Setup Report
Create a report in SAM that mirrors the exact column layout as your CSV export.
2. Run Migration
Click Options > Advanced Options > Import Data. Select the CSV export. Click Run.
We cannot re-import a data-set once it has been imported. Re-importing the same data would overwrite the data that is already in SAM and possibly create duplicate records. However, its is possible in some cases to clear out all the previously migrated records.
You may rename fields while Mapping, but not after you have submitted the CSV file for upload.
Data Migration does not include the customization of your forms and reports. Migration Reports are setup to view the fields that were migrated.
Complex data migrations may not be able to be handled with MigEasy utility and may require a developer's touch. These situations will need to be scheduled with the development team.