Getting Started in iDMS

The iMIS Data Management Suite (iDMS) is a comprehensive set of tools for managing your data. iDMS consists of six separate modules:

  • iImport Cloud: Use an Excel spreadsheet to import or update data in iMIS.
  • iUpdate Cloud: Use an iMIS IQA query to update data, insert data, or replicate stored procedures.
  • iSchedule: Schedule the above jobs to independently run in the future or on a recurring basis.
  • iTransfer: Create jobs to export and transmit data (for example, JSON or CSV) to third parties such as learning management systems, certifying boards, or fulfillment services. Receive notifications for job outcomes, including success or failure. Webhook functionality allows third parties to write information back to iMIS, such as activity records, program completions, certifications, or orders.
  • iWorkflow: Link together actions, initiated by a trigger. Triggers can be activated manually through iWorkflow, scheduled to activate at a specific time, or activated through webhooks. Actions can include running an iDMS iUpdate, Inserting an Activity, and many more, including iTransfer related actions.
  • iHook: Create webhooks to use in third party applications or via JavaScript, that can instantly insert activities or panel records.

iImport and iUpdate Actions

Action Meaning
Insert Used to create new contacts, or insert other data for a known iMIS ID.
  • Insert New Contacts: Add new records to iMIS. 
    • Can insert other data at the same time as creating new records.  
    • iMIS IDs will be automatically assigned.
  • Insert Other Data (iMIS ID): Insert other data (for example activities, panel data, and more) onto a record.  
    • iDMS will automatically match to the iMIS ID. 
    • Works with a variety of sources such as activities, panel data, gifts, credentials, event registrations, and more.
Insert with Matching Add other data to existing iMIS records without the iMIS ID.
  • Insert Data onto Existing Records (without iMIS ID): When a spreadsheet contains user data such as last name and email but does not include an iMIS ID, matching rules are used to determine which record should be updated.
    • For example, a roster of webinar attendees that contains name and email information, but no iMIS IDs.
  • Task Options: Review Task Options to ensure the action executes as expected.
    • Review the option to skip updating records when more than one match is found. 
  • Usage with iUpdate: This action is typically unnecessary with iUpdate, since matching criteria can be applied directly within the IQA query. 
Update Update data that already exists in iMIS. 
  • Exhaustively Match On Fields: Match on as many relevant fields as possible to prevent unintended updates. 
    • For example, matching activities only on Activity Type = GIFT would update all gift activities. Similarly, matching panel data solely on Ordinal may update more records than intended, as ordinal values reset and are shared across records.
  • Match on Keys When Possible: Whenever possible, match on as many key fields and unique fields as possible. 
    • Consider matching on iMIS ID , ContactKey , SEQN , Ordinal .
    • For activities where SEQN is not available, matching on ID, Activity Type, and Transaction Date helps avoid incorrect updates.
  • Panel Source Data: If a contact does not yet have a row in a specific panel source, iMIS automatically adds the missing row.
Insert and Update Use this approach when both inserting and updating data in iMIS.
  • Exhaustively Match on Fields: Match on as many relevant fields as possible to prevent unintended updates. 
    • For example, matching activities only on Activity Type = GIFT would update all gift activities. Similarly, matching panel data solely on Ordinal may update more records than intended, as ordinal values reset and are shared across records.
  • Match on Keys When Possible: Whenever possible, match on as many key fields and unique fields as possible. 
    • Consider matching on iMIS ID , ContactKey , SEQN , Ordinal .
    • For activities where SEQN is not available, matching on ID, Activity Type, and Transaction Date helps avoid incorrect updates.
  • Task Options: Review Task Options to ensure the action executes as expected.
    • Consider enabling options to skip updates when multiple matches are found and to insert records only when no match exists.
  • Panel Source Data: If a contact does not yet have a row in a specific panel source, iMIS automatically adds the missing row.
Delete Data Permanently remove (non-contact) data from iMIS. 
  • Permanently Removes Data: Deleted data cannot be recovered. Proceed with caution, and consider running delete tasks in development or test environments using small sample sizes.
  • Contact Information: Contacts cannot be removed from iMIS using iDMS. 
  • Exhaustively Match on Fields: Match on as many relevant fields as possible to avoid unintended deletions.
    • Deleting activities matched only on ID would remove all activities for that record.
    • Matching only on on Activity Type = GIFT would delete all gift activities.
    • Matching panel data solely on Ordinal may delete more records than intended, as ordinal values reset and are shared across records.

Glossary

Term Meaning
Background Account The Background Account is used by the Cloud Applications to communicate with iMIS directly. The background account is how we are able to access your instance of iMIS.
  • Background Account Password Changes: If the password for a background account changes and is not updated within the Cloud Dashboard, iDMS (and other cloud applications) are unable to connect to iMIS. As a result, iSchedule and iTransfer tasks will not run.
Dashboard The Cloud Dashboard is located at https://cloud.csiinc.com. All cloud applications are managed in the Cloud Dashboard, including the iDMS Data Management Suite. iMIS Full Staff Users log in with a combination of their iMIS credential and the Cloud ID ASI supplies.
Matching Matching defines how supplied data (such as a spreadsheet or IQA query) will interact with data in iMIS. 
  • Match On Recommendations: Mastering matching is essential for mastering iDMS. 
    • Match on as many fields as possible to ensure the job will only update the intended records.
    • Match on keys such as iMIS ID , SEQN , Contact Key , Ordinal whenever possible.  
    • Review Task Options to understand configuration.  
Mapping Mapping defines how supplied data values are applied to iMIS fields.
  • Matching versus Mapping: Matching determines which records are selected, while mapping determines how those records are updated.
Options Task Options control how an iDMS job runs.
  • Global versus Job Specific Settings: The global settings are the default settings for each job that is run. 
    • Settings can be configured for a specific one-time import. 
    • Settings can be configured for a specific iSchedule task.
    • Settings can be configured for specific Task Templates.
    • Settings can be configured globally. 
  • Changing Global Settings: Changing global settings will not adjust any existing setting configurations.