A CommunitySuite Document Migration is available for FIMS and CSDATA migrations, but is not available for Beginning Balance migrations.
Once you have gone live in CommunitySuite and are no longer adding new documents into your legacy system, Foundant can proceed with your document migration. For Foundant to complete a legacy system document migration into CommunitySuite, multiple folders that contain all the documents are required. You will need to zip these folders separately and then send them to Foundant using the link provided to you via email.
- Zip the folders separately.
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If your legacy system was FIMS, two folders are required. Label them Funds and Profiles or some variation of these names.
- FIMS has an option to export the data in the folder format.
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If your migration type was CSDATA, multiple areas are available: Profiles, Funds, Donations, Grants and Scholarships.
- You may first have to build the folder structure for CSDATA, and the structure should look like this: Area/csuite_legacy_code/file_name.ext
- Example: "Profiles/RE-226578/document.pdf"
- If your legacy system was Stellar, provide files in the structure that Stellar provides.
- You may first have to build the folder structure for CSDATA, and the structure should look like this: Area/csuite_legacy_code/file_name.ext
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- Upload the zipped folders with the link provided via email from Foundant.
- The migrations team will upload the documents onto the server and index/map them into CommunitySuite.
- Complete the attachment instructions below.
Attach Mapped Documents
- Log in to your Live site and navigate to the Home page.
- Navigate to the Files page.
- You will see a list of the files you have already uploaded to your site. Click Batch Upload in the left-side menu.
- Click the fund File Type.
- You will repeat this process for the other folder(s) later.
- You will repeat this process for the other folder(s) later.
- There are three options for attaching your documents.
- Option 1: Click Attach All in the left-side menu and the documents will attach in bulk for all funds. This will likely create a background job and may take some time. You might have to refresh the page to see the results.
- Option 2: Click into a fund in the Parent column and see the individual documents. If you click Attach All in the left-side menu from this list, it will attach each document for this folder only.
- Option 3: Attach documents one at a time by clicking the [attach] link next to the document.
- Click the Filename to see the actual document.
- It is recommended to spot check a few to ensure that the files were mapped accurately.
- Continue attaching mapped documents as needed.
- For FIMS, repeat all the steps for attaching mapped documents for Profiles.
- For CSDATA, repeat all the steps for attaching mapped documents for each of these areas Accounts, Funds, Donations, Grants, Invoices, Loans, Scholarships, Vouchers, Profiles, and Pledges
Map Documents That Did Not Map Automatically
Some documents may not be mapped by Foundant's tool due to inconsistencies in naming structures. For those files, you will first need to manually map them and then attach the files to the correct fund.
- Navigate to the Funds page and you will see that some of the folders contain documents which did not map. Click on the Parent link.
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Click Manual Map in the left-side menu.
- Enter the search criteria to pull up the correct fund for the file, and then click Search.
- Click the ID of the fund to which you want to map the files.
- The files are now manually mapped and can be attached following the above steps for attaching mapped documents.
- Continue mapping documents that did not map as needed.
- For FIMS, repeat all the steps for mapping documents which did not map for all unmapped profile documents.
- For CSDATA, repeat all the steps for mapping documents which did not map for each of these areas Accounts, Funds, Donations, Grants, Invoices, Loans, Scholarships, Vouchers, Profiles, Pledges.