Importing CRM Records

Person

This is to import the CRM record into Site Stacker. The External ID is the ‘connecting piece’ to associate data imports to a CRM.

Note: The bold fields under the Column Name are required fields for importing.

Person Address

This is to import bulk data to associate an address to a CRM in Site Stacker. Again, the ‘connecting piece’ for this is the CRM’s External ID.

Note: DO NOT  delete the Geo Location columns, as these are required by SiteStacker to run the import correctly.

Person Phone

This is to associate a phone number to a CRM record.

Person Photo

Before you do an import for the photo, you will need to save the images to be associated to a CRM record in File Manager first. Take note of the file names that will be used and what folder the images will be saved in the File Manager as these will be needed to map out the file path in the import file.

Person Activities

This is to associate a CRM record with activities from the external data source. There are multiple import files related to activities including Chat, Conversation, Email, Phone Call, Text, Social Media, and more! The following table gives a breakdown of these import files as they are all the same:

Person Note

This is to associate a CRM record with a note from the outside data source.

Person File

This is to associate a CRM record with files from the outside data source.

Entities

Entities are custom fields/data that can be associated with a CRM. If the data to be imported is not native to Site Stacker, an entity is needed to be added in Site Stacker to house these data.

To get an in-depth experience as to how these entities are used, please click here!

Note: Datagroups are also a big part of Entities! Click here to see how to import them!

How to Add an Entity:

• Log into your SiteStacker installation and click on the 'CRM' component

• Click the 'Configurations' tab located at the left side of the screen
• Click the 'Entities' tab found on the top side of the screen
• Click the ‘Add Entity Group’ button, name it and click ‘Save & Close’
  
  

• Now, you can add an Entity in the Entity Group
  • An Entity is a category that can house entity fields.
  • For example, you can have an ‘Education’ entity and have Grade, Distance to school, School Progress, Favorite Subject, etc. as Entity Fields.
• Right-click on an Entity and click ‘Manage Fields’
  • This is where you can add the different entity fields that will fall under this Entity.
• You can easily Add an Entity by clicking on the 'Add' button.

Note: Once you have all the entities needed, the template for these entities should now be available in the ‘Import’ component under the Documentation tab.

Record Types

What are they?

Record Types are in a way, tags that are associated with a CRM record.

What are the uses?

• Can be used to filter out CRM records, example; tagging CRM records with a ‘Missionary’ record type.
• You can now use this to filter your CRM record with records that are missionaries.
• We also use Record Types to trigger an event into Spark or Motion 2.

What's the difference between Tags and Record Types?

Tags are mostly used for the front-side filtering (ex. Filtering a country on where a missionary serves), and Record Types are ‘tags’ used in the CRM and can also be used to filter the CRM record or trigger an event through Spark (ex. Filtering Missionaries in the CRM record).

IMPORTANT: If you are importing the Donor record type, please make sure that you DISABLE the Spark Events labeled:

1. Person Type Assignment - Person Type is Donor
2. Person Type Unassigned (all)
3. Person Assigned to Workflow - Workflow is Donor Management and role is Donor
4. Person Type Assignment (if there is one)
   

before you do so! If you do not, then this will create a HUGE mess so please do this!

Note: To associate Record Types through bulk data import into Site Stacker, the Record Type should first be added in the CRM.

How to Add a Record Type:

• Click the 'CRM' component

• Click the ‘Configuration’ tab found on the left side of the screen
• Click the ‘Record Type’ tab found on the upper side of the screen
• Click ‘Add’ and name the Record Type
• There are a few ways that you can have a Record Type applied as follows:

  • Check the 'Person Type' checkbox if the record type will be used for a person type

  • Check the 'Group Type' checkbox if the record type will be used for a group type

  • Check 'Both' if the record type will be used for a person or a group type

• Once configured completely, click ‘Save & Close’

Note: You can now go to the Import component and find the Record Type you wish to use for bulk imports and download the template needed.

CRM Record Type - {Added Record Type}

Relationships

What are they?

Relationships is used to establish a connection or relationship to a CRM record. An example is establishing a connection between a Sponsor to a Sponsored Child.

What are the uses?

• Relationships can be configured to be dynamic in a way where an admin can add the ‘Sponsored by’ relationship and automatically assign the ‘Sponsor of’ to the other CRM record.
• This can also be used to track the spouse relationship between CRM records.

Before you can import the relationship to a CRM record, the relationship should be added in the CRM component first.

How to Add Relationships:

• Click the 'CRM' component.

• Click the ‘Configuration’ tab found on the left side of the screen.
• On the ‘Relationship’ tab, click the ‘Add’ button and name the Relationship.

• Check the ‘Opposite’ checkbox if you wish to add a relationship with an opposite label.

• Check the ‘Is Membership’ type if you wish to add a relationship between a Person Type CRM record and a Group Type CRM record.

• Name the alias.

• Click ‘Save & Close’.

Note: After the Relationship has been added, the template should now be available to download in the Import component.

CRM Relation Type - {Added Relationship}