Data Migrator - Updating Previously Imported List Data

Applies To Version 4 sites that have not been upgraded from an earlier version

Overview

The Data Migrator feature is the tool required to import or update data to lists on your ShareVision site. This article provides the steps for updating previously imported list data on a ShareVision site.

For example, an organization has a ShareVision version 3 site and are migrating to a version 4. Two months ago, they exported their Incidents list from their older ShareVision site and imported it to their version 4 site. They are now ready to go live with their version 4 site.

During the past two months, while the staff has continued to use their version 3 site. Some of the Incidents that had previously been imported to their version 4 site have been modified by staff on their version 3 site. In order to ensure that the most up to date version of each Incident report is available on the new version 4 site when the go live, the Data Migrator can be used to update the previously imported Incidents.

Exporting Data from a ShareVision List from the ShareVision Version 3 Site

You will first need to export the data from a list on the ShareVision version 3 site that you have previously exported and then imported into a list on the ShareVision version 4 site. For this data export, only items that have been modified since the last time the data was exported from this list will be included. In the example below, the Incidents list will be used.

Login to ShareVision with a user account that has Site Administrator permissions.
Go to Site Actions.
Then, select View All Site Content.
Scroll down to the Lists section and select Incidents.
You will need to create a view that includes all of the list columns that you want to import into the Incidents list one the new ShareVision site. The ID column must be included in the view and it is recommended to also include the Content Type column. For this export, a filter should be included to include on the items on the list that have been modified since the last import. If the last import was on April 15, 2022, then the filter should be set up as follows:
Export the list to Excel. Select Actions >> Export to Spreadsheet.
A window will appear with a message about exporting. Select OK.
To open the exported data in Excel, select the link that appears in the bottom left corner of the window.
Select Enable on the window that appears.
Next, you will be prompted for your ShareVision username and password. Enter both and select OK.
The data you exported from the list will be listed in the Excel spreadsheet. Select Save and save the Excel file.
After you have saved the Excel file, scroll to the far right and you will find two columns: Item Type and Path
Select both columns and then right click and select Delete
Save the Excel file.

Review the Data on the Excel Spreadsheet

Just as you had reviewed the data on the Excel Spreadsheet when the list was originally imported the list, it is recommended that you review the data again. Each column on the Excel Spreadsheet needs to have a column that the data can be imported to on the Incidents List on the ShareVision version 4 site.

Compare it to the Incidents List on the ShareVision version 4 site. Review the List Settings including the Columns and Content Types.
The Column headings on the Excel Spreadsheet must exactly match the List Columns on the Incidents List or the data can't be imported.
Be sure to also check any List Column on the Incidents List on the ShareVision version 4 site that is a:
1. Choice
2. Lookup (including filtered lookup)
3. Person or Group
4. Individual

Ideally, the columns in the Excel spreadsheet that have data being imported to those columns will have values that match. It is not uncommon, however, to find that these values don't completely match.

The sections below provide additional details:

Choice Columns

To view the available values for any Choice column, select the Choice column on the list that you are importing data to. The list of values for the Choice column in the Additional Column Settings.

Lookup Columns

To view the list of values available on a Lookup column, you will first need to identify which list the Lookup column is getting the list of values from. As an example, the Medication column on the Individual's Medications list is a Lookup column. In the Individual's Medications List Settings, select the Medication column. In the Additional Column Settings, you can see the name of the List and the Column on the list that is providing the values.

To view the list of values, navigate to the Medications Profiles (Lookup) list and review the list of medications (in the Medication column).

Person or Group Columns

On your ShareVision site, in Site Administration, all users (employees) can be found in Employees and Groups. It is recommended that you compare the spelling of any staff person's name on the Excel Spreadsheet to the list of employees on your ShareVision site.

Note: If there are employees that are no longer with your organization listed on the Excel Spreadsheet and they do not have a user account on your new ShareVision site, you do not have to make any changes for those employees. See Additional Information about Imported Data (below) for more information.

Special Information about the Individuals Column

In ShareVision, this column is typically used to link items in lists to each specific individual. For example, on the Individuals Portal, when an individual is selected and their information is displayed, the settings for the PageParts in this Portal allow you to only display information about the individual that was selected. Please refer to the Listing Portal knowledge base article for more details.

In addition to setting up the PageParts to limit the items displayed for the individual selected, how the individual's name is entered, or in this case imported, into this column is very important. When Individuals are added to your ShareVision site in the Contact Manager, there are 2 fields (columns) that need to be filled in: Last Name and First Name. The system then combines these fields Individuals' names are entered as Last, First. For example: Anderson, Jimmy

Be sure to double check the individuals names in the Person column in the Individuals Portal. If you would like to link the data you are importing to the Individuals on your site, your data will need to have the Individual's name in the data you are importing on your Excel spreadsheet. It must also be entered and formatted exactly the same way as it appears in the Full Name field on the People List.

If there are individuals on the Excel spreadsheet that are not listed in the Individuals Portal on the new ShareVision version 4 site, these individuals will need to be added to that site. Refer to Add an Individual for more information.

Your data on the Excel spreadsheet is now ready to be imported. Save and close the Excel spreadsheet.

Update the Data

To update the data using the Data Migrator, in Site Administration on your ShareVision site, select Data Migration in the Features and Utilities section:
In Import From, select ShareVision.
Next. select the List that you will be updating.
If you have selected a List that you had previously imported data that originated from a ShareVision site, the window will refresh and the Update List Items will option will appear. Check the box for Update List Items.
If you would like to enable the Ignore List Requirements option, select the checkbox. When the box is checked, the Data Migrator will proceed with updating the data even if data is missing for required columns (fields) on the list or data being imported to columns that have choices or lookup to other lists does not match the choices or lookup values.
Next, either drag and drop the Excel file in the box or select Choose File and browse to the file to select it.
Then, select Upload Spreadsheet.
Once the spreadsheet has been uploaded, the name of the file will be displayed and the button: Upload a Different File will appear. Select it if you need a different Excel file.
Next, you will need to select which sheet in the Excel file the data your are updating is located on. Select the sheet.
Then, enter the Row Start and End numbers. Tip: If you are updating a large amount of data, you can use the Row Start/end to update the data in batches.
Select Begin Import and the Data Migrator will start the import process.

Data Update Successful

When the import process has completed, if the data update was successful, a Success Importing message will appear and details of the import will be displayed in the Import Status box:

Data Import Error

If the Data Migrator, during the import process, detects any issues with the data on the Excel spreadsheet, a message: Error during validation of data. Start Over. will appear and details of the issue will be listed in the Import Status box. Review these details and then edit the Excel spreadsheet and/or the Row Start/end values and try again. As a reminder, if you need to edit the Excel spreadsheet, after you have made the changes, save and close the Excel file before uploading it back into the Data Migrator.

Additional Information about Imported Data

V3ID Column Added to the List

As a reminder, when data that originated from another ShareVision site was imported and the ID column from the original ShareVision list was included in the data import, the Data Migrator added a new column to the list called: V3ID. This column is used to stored the original item ID of each item from the original list. Refer to the image below for more information.

Additional Columns Added by the Data Migrator

In addition to the V3ID column, the Data Migrator will also automatically add columns to the list that the data is being imported to when a matching staff person is not found on the new ShareVision site. Each column that gets added will have (Original) at the end of the column name. The purpose of these additional columns on the list is to preserve all information from the original list.

The first screen print below displays a Daily Journal that was imported where all of the data imported was successful. That is, the individual's name, the staff, the Created By and Modified By data that was imported matched to values that already existed on the ShareVision site.

In the next example, the individual's name on the Excel spreadsheet matched the Individual on the ShareVision site. However, the Staff, Created By and Modified By name for the imported record did not have a match in the employees (users) listed in Employees and Groups.

Because the Data Migrator could not find a match, the Data Migrator automatically created three additional columns on the Daily Journal List:

Staff (Original)
Created By (Original)
Modified By (Original)

Then, as the data was imported, the name of the employee who is no longer with the agency and therefore doesn't have a ShareVision user account on the new ShareVision site, was added to these new columns (fields).

You will also notice that the Staff column (field) is empty and that the Created by and Modified by information at the bottom of the form now display the user name of the user that was logged in and ran the Data Migrator.

ShareVision v4 Knowledge Base