Migrating Data Into CoolFocus

The CoolFocus Importer helps you bring records from spreadsheets and older systems into the right part of CoolFocus without handing every file to support. Use it when you need to create new records, update existing records, or move a phased migration forward with a clear review step before data is saved.

The Importer is available from entity lists where importing has been enabled for your organization and user role. Open the list you want to import into, choose Actions, then choose Import.

What the Importer Helps With

• Upload CSV, XLSX, or XLS files up to 100MB.
• Download a starter template for the record type you are importing.
• Create new records or update existing records.
• Record the source system, such as NeonOne, Bloomerang, or another legacy database.
• Map spreadsheet columns to CoolFocus fields with smart suggestions.
• Save field mapping templates for repeat imports.
• Match lookup values, such as funds, programs, or roles, before the import runs.
• Preview validation results, edit rows, skip rows, and download issue reports.
• Watch progress while the import runs in the background.
• Review import history, downloaded originals, mappings, imported rows, skipped rows, errors, and re-run failed rows.

How a Successful Migration Usually Flows

1. Plan the migration and decide which record types should move first.
2. Prepare the file so each column has a clear header and each row is a real record.
3. Run a small first import and review the results.
4. Resolve validation issues before importing the full file.
5. Use import history and error reports to finish any remaining rows.

For example, if you are moving donor and contribution history, import donors first. Use the same Source System value for later contribution imports so contribution rows can match back to the donors from that source.

Source ID matching is most important for people, contributions, and recurring contributions. Keep the original donor, contact, donation, and recurring donation IDs when those files are part of your migration.

Articles in This Category

• Prepare for a data migration
• Prepare your import file
• Import your data
• Fix import issues and re-run rows
• Importer best practices

Before You Start

Make sure you have:

• Permission to import the record type you are working with.
• A backup or export from the source system.
• A small sample file for the first test import.
• Agreement on which system is the source of truth during the migration.
• A plan for reviewing the imported records before your team starts using them.

Tip: Treat the first import as a rehearsal. A 25-row sample usually reveals mapping, lookup, and formatting issues before they become painful in a full migration.