1. Instructions (Start Here)

1. Instructions (Start Here)

Introduction

If you have generally simple data and have opted to migrate using templates, you're in the right place! 
A template based migration requires your data to be in a spreadsheet format so that you can copy and paste it into these templates. If your data is in a non-spreadsheet format (eg. on paper, in a .PDF document, on scanned images, etc.) you would be better served entering the data manually into Sumac.
Here you will find information on how to use the templates. You can find the templates attached to this article, at the bottom. The template itself is an Excel spreadsheet file with a spreadsheet tab for all the basic information that you can import into Sumac. You will need to copy and paste the data into the appropriate excel spreadsheet tab, making sure that your data is in the columns in each spreadsheet that best represents the information in your data.
If you are looking for the templates, scroll to the bottom of this page.

General Information

Everything in Sumac starts with a CONTACT record. At the very least, you will need to paste your data into the relevant columns in the CONTACTS tab before sending us the populated template file so that we may import your data.
You will note the use of the term "record" throughout these instructions. In this context, a record essentially means a row in each of the tables in the template. So, a CONTACT record refers to a row in the Contacts tab of the attached template, and a DONATION record refers to a row in the Donations tab of the attached template.
Please look through the descriptions of all the records linked below to understand:
  1. What kind of information is stored in each of the following types of records
  2. What mandatory information Sumac needs in each of the records
  3. How missing mandatory information will be handled
  4. Other notes and quirks about each of the records that you might find useful

Instructions for populating each type of record in the template

Click on the links below for a description of the type of information that you would enter into each tab, details on how we will import it, as well as some additional information:
  1. Contacts - for contact information of individuals, organizations, etc.
  2. Donations - for details of anything of monetary value that was received by your organization
  3. Communications - to track interactions you have had with contacts in your database
  4. Relations - to track the type of connections between contacts in your database
  5. Time Dockets - to track the time spent on certain interactions that a contact has with your organization (eg. volunteer hours)
  6. Memberships - to track your current and lapsed membership

Instructions for populating data specific to each pre-configured version of Sumac

When selecting your license for Sumac, you may have selected a specific pre-configured version of Sumac for a specific type of organization. If you have done so, depending on the version you have selected, there is a corresponding template you will need to populate in order to have your data migrated to those specialized areas. Here are some instructions to help you populate the part of the template that is unique to each Sumac configuration: 
  1. Hospices & Palliative Care - for the data that is relevant to the hospice part of your operation if you have selected Sumac for hospices.
  2. Health & Social Services - for the data that is relevant to the mental health services part of your operation if you have selected Sumac for health and social services.
  3. Shelters & Transitional Housing - for the data that is relevant to the transitional shelter part of your operation if you have selected Sumac for shelters and transitional housing.

The instructions here are meant for clients who are looking to enter their data into Sumac for the first time and have no data in their Sumac database yet. While the templates can be used to help you move data into Sumac even after you have begun using it, there are a few additional things you need to be careful about such as:
  1. CONTACT IDs
  2. Duplicate CONTACT records
  3. Duplication of other records

Templates

Please make sure you download the appropriate template for the database you have purchased.
You will not need to download more than one template file.
  1. Default Configuration Template - if you have not selected any specific configuration of Sumac.
  2. Hospices & Palliative Care Configuration Template - if you have selected Sumac for hospices.
  3. Health & Social Services Configuration Template - if you have selected Sumac for mental health services.
  4. Shelters & Transitional Housing Configuration Template - if you have selected Sumac for transitional shelters.
Download the appropriate Excel file attached below!

Send us your data

Once you have filled out the templates, please send us your data using the instructions here.

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