Migration runs

When Backed's support team loads your organisation's records from another system, each load is a migration run. Settings > Imports lists every run, newest first, with its reconciliation summary.

Request an import

To move your records from another grants system, ask for an import. A request is not a load: it tells Backed's support team what to load, and they run it for you.

1. Go to Settings > Imports and select Request an import.

2. Source. Choose SmartyGrants export, Blackbaud Grantmaking export or CSV or spreadsheet files. For a SmartyGrants or Blackbaud export, the headings are recognised and a mapping is proposed for you.

3. Files. Upload the export's files: CSV files or Excel workbooks, up to 50 MB each and 20 in all. Select Add another file for each one. Every file is checked for viruses: it shows Checking for viruses, then Ready. A file marked Infected: remove it cannot be used; remove it and upload a clean copy. Select Next once every file is Ready.

4. Record classes. Tick what to load: Applicants, Funding rounds, Applications and Decisions. They are always loaded in that order, so an application finds its applicant and round, and a decision its application. Under What each file holds, each file is read as the records it looks like; if a file holds other records, change its Read … as choice. Every ticked class needs a file read as it, and every file must be read as a ticked class.

5. Mapping. Each file has a grid: one row per column, with the first rows of the file as sample values (they are shown to help you and never stored). For each column choose where it goes:

   • a field of the record, such as Source ID or Status (a field marked (required) must have a column);
   • a Field Tag, to load the column as an application's answer to the question with that tag (offered on an applications file only);
   • Ignore, to leave the column out.

   To reuse a mapping you saved before, choose it under Use a saved mapping. To keep this one for next time, select Save mapping as… and give it a name.

6. Select Submit request. If a column has nowhere to go, or a required field has no column, the request is not sent and the columns are listed: map them, or set them to Ignore, and submit again.

Follow a request

The Requests tab lists every request, newest first, with its importer, record classes, files and status:

• Submitted: Backed's support team has the request.
• Running: a run is in progress.
• Completed: the load is done. Check each run's summary and sign it off.
• Withdrawn: the request was withdrawn and nothing more will be loaded from it.

Open a request to see the runs it started, each linking to its summary, and its source files. While a request is Submitted you can select Withdraw to close it. A running request cannot be withdrawn. The files of a withdrawn request are removed after 30 days.

The list of runs

Each run shows its Kind, its Mode, its Status (Running or Completed), its Source, when it Started and Finished, its Problems and its Sign-off.

• A Dry run was rolled back, so nothing it counts was saved. It shows what an apply would load.
• An Apply run loaded the records.

Check a run

Open a run to read its reconciliation summary:

• the source system, the scope, when it was fetched or which files were supplied, and their SHA-256 digest;
• what the source itself says it holds, beside what was loaded, for each kind of record: registration types and entities, people, funding categories, funding rounds, form templates, applications, contracts, milestones and more. A resource the load did not read in full is marked Not all read.

Select Download the summary (CSV) to check it against your own records. A run still going says so; its summary is written when it finishes. Select Check again to refresh.

Sign off a run

1. Open the completed run and check the summary against your records.
2. Select Sign off this run and confirm with Sign off.

Signing off records, under your name and in the audit log, that you have checked the summary. The run then shows Signed off with the date.

See also

• Audit log