Child Sponsorship Data Import Outline

Importing

WARNING: The order of these task are highly important and MUST be followed for desired results!

Due to the rich automation features in SiteStacker, child records must be imported in a careful manner to ensure those automations do not change your data unexpectedly.  

Before initially importing children and sponsors, make sure to disable Spark events for:

1. Historic Gift Create (all)
2. Person Update
3. CRM Entity is Location Information
4. CRM Entity Update (all)
5. Person Type Assignment - Person Type is Donor
6. Person Type Unassigned (all)
7. Person Assigned to Workflow - Workflow is Donor Management and role is Donor

How to Disable Spark events:

• Open the Spark component on your SiteStacker installation 

• Once in Spark, find the event you would like to edit, and double-click it to open the 'Add/Edit Event' window.
• Within the "General Settings" box, un-check the Active box to disable the event then click 'Save and Close'.

Note: Spark triggers should read as [DISABLED] now if you have followed the above steps in their entirety.

Starting the Import

CAUTION: If at any point the client is importing and any of the imports fail for any reason other than a utf-8 error, they should NOT continue until you check with a programmer. If it is a utf-8 error, make sure to correct the invalid characters and try again.

Note: if there are thousands of children to be imported, split the import! Do not try to import all of the children at one time.

Open the Import component and you should see the 'Documentation' tab. This is where all the templates for import will be found for all imports available to your installation.

Note: Import files must keep the leading number from the template (ex. 11. Person.csv). The files can be renamed for your needs as long as the leading number is kept. (ex. "11. Last names A-G.csv"). 

Children Import Files 

• Person- This CSV is for all children records being brought in as people first
  • External ID will be the key to link all the various imports in the process every unique person will need one until imports are complete. This number field is usually only used on initial import. 
• Person Photo- This is the Photo file path on the server.
  • Files must be uploaded beforehand into File Manager format (ex. "/images/users/photo-01.jpg"). In the import template, you will need to specify the file path (found in File Manager) and the unique image name. We recommend using the child's name or child ID for the image name.
• All CRM Record Type files in the following order:
  • Child (must be the first record type import)
  • Available
  • Unavailable
  • Sponsored
  • Note: The CRM Record imports will attach the above to any External IDs in the import
• CRM Entity - Child ID  - Child ID is an entity field. Depending on your system's configuration, this value can then be copied to the External ID field on the CRM record, the Campaign External ID and the Accounting Code field on the Campaign. We will need to configure these events, based on your use case, before you import.
• CRM Entity - Child Enrollment - Location Information
  • The Location Information field values are used to generate your unique Child ID. The default configuration uses the code from the Child Community and Child Country data group. We will need to configure data groups and the Spark event before you import.
• All other CRM Entity import templates related to children. The order does not matter.

Next, the Sponsors need to be imported. Please import in the following order:

• PersonCRM Record Type - Sponsor
• Relationship - Sponsor of:
  • First External ID: donor
  • Second External ID: child
• Relationship - Previous Sponsor of:
  • First External ID: donor
  • Second External ID: child 

Record Types & Definitions

Before going any further, please note: All below items are CURRENTLY in your installation. If you are looking for extra functionality or other items in the related category, then please feel free to check out the other options we have to offer within each portion of SiteStacker. If there is a feature that you happen to not see but would like on your installation please submit it as a new feature request!

Category: Child

• Child - This record type will be assigned to all children on import or when their record is created. When a new child record is created, until another record type is assigned, it will remain unavailable.
• Sponsored - This record type will be applied to all children who have a Sponsor. Their content item will be marked unsearchable and their content item will reside inside the Sponsored children folder.
• Available - This record type will be applied to all children who should show up for sponsorship on the website. Their content item will be searchable and reside in the Available children folder.
• Unavailable - This record type will be applied to all children who are unavailable for sponsorship, for any reason. Their content item is unsearchable and will reside in the Unavailable children folder.

Category: Sponsor

• Sponsor - This record type will be applied to any donor when they sponsor a child and this record type will remain in the CRM, even after they cancel their sponsorship or become delinquent.
• Previous Sponsor - This record type will be applied to all sponsors who cancel their sponsorship.
• Delinquent Sponsor - This record type will be applied to all sponsors who become delinquent in their sponsorship when their monthly payment fails after 3 attempts.

Category: Relationships

• Sponsor of - Sponsor is ‘Sponsor of’ Child
• Sponsored by - Child is ‘Sponsored by’ Sponsor
• Previous Sponsor of - Sponsor is ‘Previous Sponsor of’ Child
• Previously Sponsored by - Child is ‘Previously Sponsored by’ Sponsor
• Affiliated Sponsored by - Applied to a sponsor when they sponsor a child on behalf of an organization. This allows the child record to show ‘Sponsored by’ the Organization and the Sponsor as ‘Affiliated Sponsored by’
• Affiliated Sponsor of - This allows the Sponsor’s CRM record to show ‘Affiliated Sponsor of’ Child when they sponsor on behalf of an organization.

Category: Entities

• Child Enrollment
  • Health Info
    • General Health
    • Handicap
  • Education
    • Grade
    • Favorite Subject
  • Interest
    • Hobbies
    • Interests
    • Future Dreams
  • Misc. Information
    • Notes
    • Additional Notes
  • Location Information
    • Child Address
    • Child Country
    • Child Community
  • Family Information
    • Father’s Name
    • Mother’s Name
    • Siblings Names
  • Program Dates
    • Program Start Date
    • Program End Date
  • Story
    • Summary
    • Body
    • Child ID