Importing the workbook data

The following information details how you import the data, either in a test or live iMIS site.

Before you import

Review the following before you import data:

  • Remove any special formatting, for example, color, bolding, and so forth, from your workbook data.
  • The Workbook Converter file must be reviewed by ASI before uploading data in a production environment. Please enter a ticket in the ASI Support Portal to have the data reviewed.

Importing data in a test environment

Do the following to import data in a test iMIS site:

  1. Double-click the WorkbookConverter.exe file to launch the converter.

    2. Note: The conversion utility now requires .NET 4.6.2.
    If .NET 4.6.2 is not present, you will be prompted to update.

  2. Fill out the Workbook Converter fields as follows:
    • Source workbook: Configure the Workbook Converter to use the correct workbook file. You can use the folder icon to browse to your workbook file.
    • Max contacts: Leave at 0 (zero).
    • Test only: Keep this selected until you have run a successful test conversion that reports no errors.
    • Destination website: You will use an https protocol to access the conversion utility from outside the ASI firewall. Select https://PublicSiteURL as the Destination website.

      • Note: ASI Hosting will set up the target iMIS website with a valid security certificate.

    • User name and Password: ASI Hosting will provide credentials for running the conversion.
  3. Run the conversion in Test only mode.
    1. Verify that the spreadsheet file is closed.
    2. Click Convert to run the import test. It can take several minutes for the initial connection to succeed, and no information is displayed on the conversion update window until after that is complete. If you receive a timeout error after 60 seconds, contact ASI Technical Support.
    3. After conversion completes, click Export log to save the import information and any errors. Exported logs include additional details about any Service Errors encountered.
    4. Click Update Workbook to allow the converter to update the spreadsheet and flag any errors in red. This only works if the UseLargeWorkbookSupport setting is FALSE for the workbook being processed.
  4. Open the spreadsheet and fix any problems identified, such as duplicate records.

    5. Tip! To display the dates differently, format the specific cell. Highlight the cell, then select Format Cells > Number > Dates. Choose from the list of date formats and then select OK.The recommended date format is US Date time format - ShortDate+LongTime.

  5. Re-run the converter in Test only mode until it returns no errors.
  6. Ask ASI Hosting to back up the iMIS database.
  7. Run the converter with Test only mode disabled. Some additional errors might be reported at this point. You must examine the conversion log to identify all Errors and Warnings, and either correct them in the workbook and initiate a new conversion with a fresh database, or in a few cases, you might correct them directly in the product.

    8. Important! After the database is restored, the iMISService instance associated with the database must be recycled. Contact ASI Hosting for assistance.

  8. Verify the conversion by logging into iMIS and locating records that should have been imported.

Importing data in a production environment

Important! Please review the pre-conversion tasks and preparing source data areas before importing data.

Do the following to import the data:

  1. Double-click the WorkbookConverter application file to launch the converter.

    2. Note: The conversion utility now requires .NET 4.6.2. If .NET 4.6.2 is not present, you will be prompted to update. Contact ASI hosting if you are prompted to update.

  2. Fill out the Workbook Converter fields as follows:
    • Source workbook: Configure the Workbook Converter to use the correct workbook file. You can use the folder icon to browse to your workbook file.
    • Max contacts: Leave at 0 (zero).
    • Test only: Keep this selected until you have run a successful test conversion that reports no errors.
    • Destination website: Enter the website URL of the site you are uploading data to.

      • Note: Ensure the target iMIS website has a valid security certificate.

    • User name and Password: Enter the manager credentials. ASI Hosting will provide credentials for running the conversion if needed.
    • Verify the version in the bottom left is the same version under Settings > About iMIS in the staff site.
  3. Run the conversion in Test only mode:

    Note: The client, AiSP, or Client Success will run the data conversion. Tech Support and ASI Hosting are not responsible for running the data conversion.

    1. Verify that the spreadsheet file is closed.
    2. Click Convert to run the import test. It can take several minutes for the initial connection to succeed, and no information is displayed on the conversion update window until after that is complete. If you receive a timeout error after 60 seconds, contact ASI Technical Support.
    3. After conversion completes, click Export log to save the import information and any errors. Exported logs include additional details about any Service Errors encountered.
    4. Click Update Workbook to allow the converter to update the spreadsheet and flag any errors in red. This only works if the UseLargeWorkbookSupport setting is FALSE for the workbook being processed.
  4. Open the spreadsheet and fix any problems identified, such as duplicate records.

    5. Tip! To display the dates differently, format the specific cell. Highlight the cell, then select Format Cells > Number > Dates. Choose from the list of date formats and then select OK. The recommended date format is US Date time format - ShortDate+LongTime.

  5. Re-run the converter in Test only mode until it returns no errors.
  6. Ask ASI Hosting to back up the iMIS database.
  7. Run the converter with Test only mode disabled. Some additional errors might be reported at this point. You must examine the conversion log to identify all Errors and Warnings, and either correct them in the workbook and initiate a new conversion with a fresh database, or in a few cases, you might correct them directly in the product.
  8. Verify the conversion by logging into iMIS and locating records that should have been imported.

Once you have completed the conversion process, proceed to the post-conversion tasks to ensure that your conversion process concludes seamlessly.

Importing usernames and passwords

Existing usernames and passwords for your members cannot be imported during the data migration process.

As part of the migration process, the email address is assigned as the username if the CreateAccounts option is TRUE in the Options worksheet of the workbook. If a contact does not have an email address, or if there is a duplicate email already used for another contact, then no username is assigned to that contact.

A staff user with administrative access can manually assign usernames post-migration by doing the following:

  1. Go to Community > Security > Users.
  2. Search for the contact for which you want to assign a username.
  3. In the User credentials area, click the red plus icon .
  4. Enter the required information to create a user logon for the contact.

With the iMIS Workbook Converter, it is not possible to assign the password, which is an unknown randomly assigned password. With the iMIS migration utility (for migrations from other versions of iMIS), you do have the ability to change the default password assigned. However, ASI advises against distributing this to users, since it will be the same for all users and would present a security risk. Users should be instructed to use the Forgot my password process on an initial site visit to reset their password and access the site. If a user is having issues with the password reset process and needs assistance, a staff user with administrative access can manually change the user's password from the Staff site (Community > Security > Users). The staff user can then communicate to the user the temporary password that has been assigned. Once the user logs in, the staff user can assist the user in changing the password.