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

Requirements/Dependencies

Please review Data Migrator - Importing List Data
Login with ShareVision Administrator permissions
Have data that you would like to import in an Excel spreadsheet
- Note: This source of this data should be from anywhere other than a list on your existing ShareVision site or from another ShareVision site.
A list on your ShareVision site that you would like to import data to
- Note: If you need to update existing items in a ShareVision list, please refer to Data Migrator - Updating Existing List Data for more information.

ShareVision List Review

Before data can be imported into a ShareVision list, you will need to review the List Settings of the list that you are importing data to.

Login to ShareVision with a user account that has Site Administrator permissions.
Select the gear in the upper right hand corner and then select Site Administration:
When prompted, enter your ShareVision Administrator username and password and select Sign In.
In the Lists and Libraries section, select: View All Lists and Libraries

5. Enter the name of the list you will be importing data to and select Search. In this example, we will use the Daily Journal

6. Any lists matching the search criteria you entered will appear below the search window. Select List Settings for the list you will be importing data to

7. Review the list and take note of:

a) Content Types: If the list you are importing data to has content types enabled, review each content type and compare it to the data that you are importing. You will need to select which content type the imported data will be associated with. Be sure, as well, to take note of the columns that have been added to the content type. You can learn more about Content Types here.

b) Columns: In addition to selecting which content type you will be importing the data to, reviewing the columns in the content type and preparing the data that will be imported to be successfully imported is also required. For each column that you will be importing data to, you will need to take note of the type of column (i.e. single line of text, multiple lines of text, choice, number, currency, date and time, lookup, yes/no, person or group, hyperlink or picture). The data you are importing will need to match the type of column you are importing it to.

Also, before you proceed to importing the data, the next step is to review the data on the Excel Spreadsheet. 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).

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 on pages 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 and it must be formatted exactly the same way as it appears in the Full Name field on the People List. See the Prepare Data to be Imported section below for more information.

Prepare Data to be Imported

Once you have reviewed the list that the data will be imported to, you will need to prepare the data that you are importing.

This data must be in an Excel spreadsheet.
The column headings in the Excel spreadsheet must match the column names in the list.

Note: You will likely need to rename the columns on your Excel spreadsheet to match the columns on the list.

The short video below will walk you through the process of renaming the columns headings in Excel. In this example, none of the column headings in the Excel spreadsheet match the columns in the list.

3. The next step is to ensure that the names in the Individuals column on the Excel spreadsheet match the format of the names of the Individuals on your ShareVision site. In the Excel spreadsheet in this example, the names in the Individuals column are entered like: Anne Smith.

In ShareVision, these names have been entered using a different format: Smith, Anne.

You will need to replace the names in the Excel file to match how the names appear in the Person column on the Individuals Portal:

5. Save the changes.

4. Because the list in this example has Content Types, a column will need to be added to the Excel spreadsheet. The column name will be: Content Type and on each row of data that will be imported enter the Content Type that this data will be associated to. In this example, on the Daily Journal list, the data will be imported to the Daily Journal Content Type. In the screen capture below, you will see that a new column was inserted between the Date and Individual columns for the Content Type and Daily Journal was entered on each row.

5. Before you proceed to importing the data, the next item to check is any choice, lookup or person or group column on the ShareVision list that you are importing the data to. Ideally, the columns in the Excel spreadsheet that have data being imported to those columns will have values that match.

In this example, the Staff, Created By and Modified By columns in the Daily Journal list are columns that have been set up with the person or group column type. This means that the column will look up to the users on your ShareVision site. On the Excel spreadsheet, the user (or employee) names are highlighted in the screen print below:

On the ShareVision site, in Site Administration, you can see all users (employees) in Employees and Groups

In reviewing the list of employees, the employee names which are listed under the Name column on this ShareVision site have been entered differently than they are listed in the Excel spreadsheet as only the employee's first name is listed.

We recommend updating the names of the users (employees) on the Excel spreadsheet to match the names in the Employees and Groups list. In the screen print below, the names of the two employees that are still working for the agency have been updated to match their name on the ShareVision site. These updates are highlighted in yellow:

You will notice that the third employee, Josh Lepage, which is highlighted in turquoise was not updated on the Excel spreadsheet. That is because Josh no longer works for the agency and therefore doesn't have a user account on the ShareVision site. No changes are needed to his name on the Excel spreadsheet because the Data Migrator has an option that when enabled, will allow you to Ignore List Requirements and will allow the data to be imported.

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

Import the Data

To import the data using the Data Migrator, in Site Administration on your ShareVision site, select Data Migration in the Features and Utilities section:
On the Data Migrator window, Import From: select 3rd Party
Next, select the list that you are going to upload the data to.
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 importing 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. Note: The Excel file must be closed in order to choose 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 importing is located on. Select the sheet.
Then, enter the Row Start and End numbers. The end number must be the last row with data in your Excel spreadsheet. The Data Importer will fail if the End row is empty.

Tip: If you are importing a large amount of data, you can use the Row Start/end to import the data in batches.
Select Begin Import and the Data Migrator will start the import process.

Data Import Successful

When the import process has completed, if the data import 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

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 and because the Ignore List Requirements option was enabled, 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, 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.

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