Welcome to the Atlas Data Conversion Workbook Instruction Guide. This article will walk you through the process of completing the Atlas Data Conversion Workbook to ensure your data is formatted and imported into your Atlas database with the highest quality of data integrity.
The Atlas Data Conversion Workbook Instruction Guide includes three areas of information that will help you understand the purpose, process and Best practices of using the Data Conversion Workbook as a means to fill your new Atlas database with your valuable membership information:
- Data Modeling Map - a guide to archiving the names of fields in your original membership database and where they will be copied to in Atlas
- Frequently Asked Questions - a complete list of common concerns and questions most associations go through when deciding what data to take with them
- Sheet by Sheet instructions - the Workbook is divided in to 15 sheets of information that you can choose to import
Frequently Asked Questions
The following is a list of the most frequently asked questions received from clients during their implementation. If you have a question that is not answered here, please make sure you ask your Onboarding Specialist before completing the Workbook. It can save you a lot of time.
- How much data should I try to bring over?
Choosing how much data you want to bring over to launch your new database always depends on its accuracy and importance. If it’s important but not accurate, you probably don’t want to bring it over as it may cause more problems than it solves. If it’s accurate and not important, make sure to question whether or not you are benefitting by having it in your database in first place? Typically, things like dropped members are what people worry about the most. In our opinion, if the data is accurate and would serve value at a later date, it’s worth bringing over.
- Should I bring over non-members?
Yes, if you feel your list of non-members is accurate (see FAQ 1 above). However, if the list is not accurate, don’t bring them over - you’ll regret it later. You can always create new records for them when they rejoin.
- How many times can I do this import?
Each time we run this import, all of the existing data in your Atlas database will be deleted. You will receive an initial data conversion. If desired, you will have the option of completing an additional, final conversion.
- What happens if I make a mistake?
That depends on the mistake. Every bit of information that you import through this Workbook will be editable manually in your Atlas system once the conversion is complete. But, if you make a substantial mistake that renders the entire data conversion to be unreliable and/or inaccurate, you should notify your Onboarding Specialist and have us re-do the data import. Be aware, once you start entering data in to Atlas directly, any additional imports from this Workbook will delete that new data.
- What if I don’t have a unique Profile ID in my original database?
Profile IDs are the unique attributes that tie all your different sheets in the Workbook together. Without Profile IDs, we have no way of knowing that the Richard Smith on the Individuals sheet is the same “Richard Smith” on the Committee sheet. If your original system does not contain Profile IDs for every individual and organization, you’ll want to make them as part of this exercise. Otherwise, you can really only complete the Association, Users, Organizations and Individuals Sheet of the Workbook.
- Should I expect duplicates?
It’s very possible, yes. Any time you import data from a spreadsheet as opposed to a Relational Database, you run the risk of duplicates. Having a good set of Profile IDs will help eliminate this risk. Consider using Excel’s Remove Duplicates feature to help clean up the Workbook before submitting it to us. Also, if you do end up with duplicates, fear not! Atlas has a nice Merge Profile feature that will help you clean them up after you go live.
- What happens after we do this import?
Once we run this import, you now have a working Atlas database and can immediately begin to use it in order to manage your association.
Once you are comfortable with the data that has been imported, it’s time to start personalizing Atlas through the various Administrative Codes and Preferences you have the ability to set. Keep in mind that just because this is all the data you initially brought over to your new Atlas system, this doesn’t mean that there isn’t other valuable data you will want to add to these profiles. Using tools like the Online Profile Update Form can help you gather that information faster by allowing your members to go online and enter/update the information themselves.