Logos II Data Migration Manual

 

Index

Video

Migration Overview
Step by Step Instructions for running the migration 
Data Mapping Chart  - DETAILED LIST of what is included
Streamlining - How to Delete Inactive Records

Watch: Data Migration Getting Started Video

 

 

Migration Overview

Data Migration is a service that moves information between software products. Data Migration is one component of your implementation process. Project management and change management are also required to effectively engage your people, develop new processes and configure new technology. The remainder of this document describes how your information is translated from LOGOS II to Elexio Community and it explains the process of migrating and validating your information. 

Elexio securely migrates your data based on a combination of carefully pre-determined mapping and some choices you make along the way of how you want to map certain fields. This data migration does not remove or delete data from LOGOS II. The two systems independently store data in a similar way. The systems have a different structure and different features, so you will want to learn as much about Community as you can to know how to best make your choices. Where there are differences, your data is translated from LOGOS II to the closest comparable location in Elexio Community.

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Step by Step Instructions for Running the Migration

Here are the basic steps. Additional detailed steps are below.

  1. Create a backup file of you Logos II database which will save as a .ZIP file. 
  2. Upload the zip file into Elexio Community
  3. Make choices if you desire any changes from the default selections for mapping your Logos fields to Community fields.
  4. Click on Run the Migration.
  5. Review the migrated data. If you want to change a selection, run it again. If not, you are finished and ready to start using Community as your LIVE Church Management System.

Detailed steps: 

1. Create a backup file of you Logos II database which will save as a .ZIP file.

  • Open Logos II
  • Click "System & Users" at the top
  • Click "Backup"
  • Click the box for "Backup Subdirectories" if you want to migrate your photos
  • It will default to choosing Hard Disk and Data Files so keep those checked
  • Click the Next button
  • To choose the location to save the backup file to, click on the button with the "..." next to the file name and change the folder to the desktop or another location/folder you will remember. For churches using the hosted version, you will need to browse and save to the M (local C drive). Once you choose M, it will let you navigate to choosing any folder on your local computer such as the Desktop folder. If you need help, on this step, contact Logos support. 
  • In the "Backup To" box, enter a name for the file such as Logos Backup 5-30-18 and click New
  • Click Next
  • Click Process
  • Once the process is done, the box will disappear and you will be back to the normal Logos II screen.
  • (Do not open the zip before the next step. This will cause an error later in the process. If you want to open the zip file, create a copy and open the copy.)

2. Upload the zip file into Elexio Community

  • Minimize or close Logos II
  • Open your web browser and go to your Community URL such as churchname.elexiochms.com
  • Log in if you are not already logged in
  • You will import through a hidden web page in your Community instance (it cannot be found on a menu).
  • You may need to delete any text in the URL after the .com/ before adding the following text
  • Add /utilities/importlogos to the end of your Community URL so it will look like this: https://[TheFirstPartOfYourCommunityURL].elexiochms.com/utilities/Importlogos and click Enter on your keyboard.
  • This takes you to a screen with the heading "Import from Logos - Step 1"
  • Click "Choose File" and then navigate to the backup .zip file you just saved from Logos.
  • Click Next.  It may take some time to upload if it is a large file

3. Make choices if you desire any changes from the default selections for mapping your Logos fields to Community fields.

  • The web page heading will now say "Import From Logos - Step 2"
  • Make your selections - There are multiple options as you page down. See explanations in the Migration Options section below.
  • Before you change a default, make sure you research what the impact will be. 

4. Click on the Do the Migration button at the bottom.

  • Patiently wait for the Import to run. Lots of data may take lots of time. But it's worth it. Coffee break anyone?

5. You will stay logged in under your original Community admin account (the username and password was emailed to you), but will now have a new record that came in during the migration. We recommend you merge the new record that contains all your historical data into the admin record you are logging in through. To do this, go to People > Merge People. Person 1 will be your newly migrated record with an address, etc. Person 2 will be the account you are currently logged in under and won't have an address unless you added one for practice. However, you can keep both records if you prefer to have one for Admin purposes and a separate one for member purposes. 

6. Review the migrated data. If you want to change a selection, run it again. If not, you are finished and ready to start using Community as your LIVE Church Management System.

  • Additional migration runs:
    • If you notice things that you want to change in the Import choices, you can run the data migration again by going to https://[FirstPartOfYourCommunityURL].elexiochms.com/utilities/Importlogos and clicking the link at the bottom: "Alternatively, run the migration again from the data you have already uploaded by clicking here."
    • The settings on step 2 of the Import will be saved each time, so you just have to adjust the ones you want to change.
    • Each run will delete everything in the system and start over with a blank database before importing your data. If you created any new permission roles for testing and reviewing or changed any data, it will all be deleted each time.
    • If you decide it would be easier to change some data or delete records in Logos before doing another migration run, you will have to do another backup/export from Logos and upload this new backup zip file into Community before doing the migration run. 

Go Live

Once your Final Data Migration is complete and your data validated, you will announce to your team that your church is now Live with Elexio Community. It is at this point that Elexio Community becomes your authoritative database. From this day forward your team will use Elexio Community for all data management. You can have separate internal and public "Go Live" dates. Public "Go Live" is where you roll out features to your attenders, such as the Mobile App, Online Giving, Small Group Leader Attendance Taking, Calendar, etc. 

Here are a few things you’ll want to do right after your FDM is signed off on:

  • Assign correct permission roles to all needed users
  • Update the Settings - click through all settings tabs and make appropriate changes
  • If you are using Elexio Giving, follow these instructions or this step by step guide to integrate Elexio Giving with Elexio Community. 
  • Start data clean up if necessary (edit, merge, move, split, delete, etc. your people records)
  • Update and setup groups
    • Change group names
    • Add new groups
    • Add members and leaders to groups if needed
    • Archive or Delete unneeded groups
      • To easily delete large numbers of groups, go to Groups, then check the box for as many groups as you want to delete at one time. Click the Gear > Delete Selected Groups.
        • Pro Tip #1: If you want to delete all of a certain type of group such as Skills, click on Type in the Group Filters menu, then click Skill Group to see just those, then check the box at the top left to select all of them. 
        • Pro Tip #2: If the groups have a similar naming convention, type that name into the Search Groups text box to filter the list, then check the box at the top left to select all of them
    • Check all group settings and create and assign group Categories and Properties
  • If using Check-in: Setup any needed Check-in groups (naming, settings and adding people) and Check-in stations
  • Edit the list of Interaction types you will use
  • After working in the system for 3 weeks or longer, consider creating workflows

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Migration Choices

A data migration is a good time to evaluate how useful certain historical data is. You may not want to bring in data that is rarely accessed. If you want to have access “just in case,” it is better to archive your data into an Excel report outside of your main database. Then it doesn’t get in the way, making it harder to find and use more current data. While we cannot meet every possible desire of every different church or ministry, we provide choices in key areas.

With limited experience in Community, it may be hard to know the benefits of each choice. We suggest going with default options unless you have specific reasons to do otherwise. For example, some churches haven’t been consistent in tracking certain things, and they want to start fresh, by not bringing in “bad data”, so they choose "Nothing" for certain fields.

Export/Backup Options

  1. When you backup your Logos II Database into a zip file, it will save every person and every field even if they are flagged for deletion. If you don't want these flagged records migrated, you can delete them before you save the backup zip file. However, we don't recommend deleting anyone with current year giving until after you send the year-end giving statements. You can delete the flagged records in Community after the migration since they are marked by being added into 3 different groups. Again, we don't recommend deleting the Flagged - Giving This Year group until after statements are mailed out.  
  2. If you want an archive copy of your Logos II data you have a few options. If you have the local copy, you still have access to use it to look up a record if needed on a rainy day. You could also use the export feature so you don't have to rely on the Logos II software working in the future. If you have the Hosted version, you will want to use the export feature. 

Import Options:

You can choose if and how you want certain fields migrated. There are some fields that do not have a matching system field in Community. They are most commonly migrated into a Configurable Field, but are sometimes migrated to the Note field. You can choose how you want each one migrated.

  1. Nothing = not migrated
  2. Notes Field = The Notes field in Community is a single text box field so the values you choose to migrate into Notes will be combined into one field, separated by blank rows in this format [Field Name]: [Text] [blank line]. Here is an example:

    Empl Title: Teacher

    Empl Status: EMP Employed 

    General Comment: 7/26/16 Jerry said the youth group can use their pool for socials.

  3. Configurable Text or Date Field = There are 15 Configurable text fields and 10 Configurable date fields that can be set. They can each be deleted after the data migration if you find that you don't want to use them - Settings > Configurable Fields > [Field Name] > Delete existing field data. 

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Data Mapping Chart

The vast majority of your information is included. See the below Details.

PERSON FIELDS

  • The biggest change in mindset will be with the Relationship to Church field that some churches call Membership Status. Read the details of that field closely below. Also, be sure to watch the Education Webinar and shorter videos related to Groups since Groups are a central feature and so powerful in this system.
LOGOS

COMMUNITY

Membernum

User ID

Last

Last Name

First

First Name

Middle

Configurable Text Field (or choose Append to First Name, Notes, or Do not migrate)

Suffix

Append to Last Name

Title

Configurable Text Field (or choose Notes or Do not migrate)

Nickname

Preferred Name

Gender

Gender

Care Group

Group

Birthday

Birthday

Cell Phone (& Unlisted)

Cell Phone

Personal Email

Primary Email

Mail Suppress

Email Opt Out (unsubscribe) and Group

Directory Suppress

Group

Contribution Suppress

Group

Envelope Number

Envelope Number

Contribution Account Type

Group Giving with Family

Rel. To Church

A Group for each value (with a hyphen in front of the group name)

  • Why? This is the most important field in the system. Since Groups are the most powerful feature in Community, you will want to be able to use the group features with this key data point. 
  • Significant Benefits of groups:
    -Easier to use with mass email and text
    -Can be used with Workflows
    -Can be used with Dashboard reports
    -Can be used with other reports
  • Minimal Benefits of configurable fields:
    -Can be slightly easier for data entry
    -Can more easily sort by a field in a long list of people on the screen or on an export to csv.
  • Why a hyphen? So the person’s relationship to the church is at the top of the groups list when viewing their record. It won’t require scrolling down each time.
  • What if I don't want groups for this? If you would rather keep tracking with a drop down list you can use the mass edit feature to convert the groups to Configurable Field values after creating a new Configurable Field with each value as an option on the Select List.

Marital Status

Configurable Text Field (but can choose Note, Group, or Do not migrate) (The migration keeps the extra letter such as, M Married and S Single, but you can easily change these in Settings > Configurable Fields > [Field Name] > Select list.)

Anniversary

Configurable Date Field (but can choose Note, Group, or Do not migrate)

Grade

Group for each grade value with the format of “Age Group – Grade 1”. If you have tons of different grade values, you can consolidate them.

Fax (& Unlisted)

Notes (but can choose Configurable Text Field or Do not migrate)

Business Phone (& Unlisted)

Work Phone

Ext

Append to Work Phone

Other Phone (& Unlisted)

Notes (but can choose Configurable Text Field or Do not migrate)

Overseas Phone

Notes (but can choose Configurable Text Field or Do not migrate)

Photo

Individual (if no individual photo, but has a family photo, the family photo is migrated. These can be cropped to just each person.) *Only if your backup includes them because you followed the instructions to Click the box for "Backup Subdirectories".

Date 1st Attended

Configurable Date Field

Date 1st Attended Source

Configurable Text Field

Membership Number

Configurable Text Field

Baptized

Baptized On if Unchanged (Configurable Date Field if Configured in Logos. If any field has been customized to exactly “Baptized”, it will migrate this field into the system Baptized On date field.)

Baptized Comment

Notes (but can choose Configurable Text Field or Do not migrate)

Confirmed

Group with 1/1/1900 as the Join Date since the field has a checkbox, but no date (but can choose Configurable Date Field or Do not migrate)

Confirmed Comment

Notes (but can choose Configurable Text Field or Do not migrate)

New Member Class

Group with 1/1/1900 as the Join Date since the field has a checkbox, but no date (but can choose Configurable Date Field or Do not migrate)

New Member Comment

Notes (but can choose Configurable Text Field or Do not migrate)

Other Date

Group with 1/1/1900 as the Join Date since the field has a checkbox, but no date (but can choose Configurable Date Field or Do not migrate)

Other Comment

Notes (but can choose Configurable Text Field or Do not migrate)

Date Joined

Church Rel or Configurable Date (If Date Joined and Rel. to Church are not customized the migration saves this date to Rel. to Church as the group’s Joined Date)

Joined By (dropdown list)

Configurable Text Field with a Select List (or Group. If you select Group, it will create a group for every option in the dropdown list.)

 

*All fields below that have Group as an option are drop down fields in Logos. 

Removed

Configurable Date Field

Removed By

Notes (but can choose Configurable Text Field or Do not migrate)

Previous Church

Notes (but can choose Configurable Text Field or Do not migrate)

Previous Church Comment

Notes (but can choose Configurable Text Field or Do not migrate)

Hospital Status

Configurable Text Field or Group (Includes other hospital fields)

Health

Configurable Text Field or Group

Emergency Contact

Configurable Text Field (but can choose Note, or Do not migrate)

Emergency Phone

Configurable Text Field (but can choose Note, or Do not migrate)

Blood Type

Configurable Text Field (but can choose Note, or Do not migrate)

Employer

Configurable Text Field (but can choose Note, or Do not migrate)

Empl Status

Notes or Group (but can choose Configurable Text Field or Do not migrate)

Empl Title

Notes (but can choose Configurable Text Field or Do not migrate)

Employer Address

Notes (but can choose Configurable Text Field or Do not migrate)

Employer City Line

Notes (but can choose Configurable Text Field or Do not migrate)

Education

Notes (but can choose Configurable Text Field or Do not migrate)

Degree

Notes (but can choose Configurable Text Field or Do not migrate)

Misc1

Notes or Groups (but can choose Configurable Text Field or Do not migrate)

Misc2

Configurable Text Field (but can choose Note, or Do not migrate)

Misc3

Configurable Text Field (but can choose Note, or Do not migrate)

Misc4

Configurable Text Field (but can choose Note, or Do not migrate)

Misc5

Notes (but can choose Configurable Text Field or Do not migrate)

Misc6

Notes (but can choose Configurable Text Field or Do not migrate)

MIsc 7

Notes or Group (but can choose Configurable Text Field or Do not migrate)

Misc 8

Notes or Group (but can choose Configurable Text Field or Do not migrate)

Misc 9

Notes (but can choose Configurable Text Field or Do not migrate)

MIsc 10

Notes (but can choose Configurable Text Field or Do not migrate)

Misc Date 1

Configurable Date Field (but can choose Note, Group, or Do not migrate)

Misc Date 2

Configurable Date Field (but can choose Note, Group, or Do not migrate)

Misc Date 3

Configurable Date Field (but can choose Note, Group, or Do not migrate)

Misc Date 4

Configurable Date Field (but can choose Note, Group, or Do not migrate)

Misc Date 5

Configurable Date Field (but can choose Note, Group, or Do not migrate)

Maiden Name

Configurable Text Field (but can choose Note, or Do not migrate)

Language 1st

Group (but can choose Configurable Date Field or Do not migrate)

Language 2nd

Group (but can choose Configurable Date Field or Do not migrate)

Deceased

Deceased Date if Unchanged (Configurable Date Field if Configured in Logos, Default to 1/1/1900 if no date in LOGOS.)

Cemetery

Configurable Text Field

Church of Baptism

Configurable Text Field - Includes Address

Ethnic Group

Group (but can choose Configurable Date Field or Do not migrate)

Work Email

Configurable Text Field or Primary Email if the is no main Email

School

Configurable Text Field or Group (but can choose Note, or Do not migrate)

School Attended

Notes or Group (but can choose Configurable Text Field or Do not migrate)

RCIA

Group (but can choose Configurable Date Field or Do not migrate)

RCIA Comment

Notes (but can choose Configurable Text Field or Do not migrate)

First Donation

Configurable Date Field (but can choose Note, Group, or Do not migrate)

Date Updated

Group (but can choose Configurable Date Field or Do not migrate)

Date Created

Created Date

Flagged (Delete)

Groups (No Giving, Giving This Year, Past Giving (prior to this year))

First in Family

Primary Family Member

Picture

Has Picture

Family Position

Family Relationship (Partner if ID ends in 02 and there is no gender for the person)

Merge File, Date Next Contact, Full Name, Family Last Name, Previous Envelope, Link Sacramental Register, Link Ministry Scheduler, Guid, Web User ID, User ID, Dashboard Key, Updated, Member Web Key, Published to Web, Cell Phone Text Message, Last Updated, Member Web Key, No Spam, Contact, New Persons, Address Change, Which Email

(Not migrated)

 

 

ADDRESS

LOGOS II

COMMUNITY

Address

Address

City

City

State

State

Zipcode

Zipcode

Country

Country

Date To

Address start

Date From

Address end

Not migrated:  Carrier Route, Barcode, Home Phone, Unlisted

 

 

 

ATTENDANCE CLASS 

LOGOS

COMMUNITY Groups

Class Key

Group ID

Levels

Name

Description, Program, Teacher, Promotion Levels, Grade, Max Enrollment, Waitlist, Contact Leader, Host, Contact Host, Start Date, End Date, End Time

Description

Host Address

Address

Day of Week

Meeting Day

Start Time

Meeting Time

Level 1

Group Properties

Not migrated:  Calendar Year, Order, Family Group Enroll, Incremented Grade, Enrolled, Phones, Email, Parent Levels, Updated, Promotion Key

 

 

COMMENT                                         

All comments are added to the Personal Notes field and are separated by a blank line. Ex. Comment: Requested Letter 3/7/12.

CONTACTS

Migrate to COMMUNITY Interactions

By, Type, and Comment migrate to - Summary

Date of Contact migrates to - Date Completed

 

FAMILY

LOGOS                                               COMMUNITY

Home Phone                                      Home Phone

Address                                               Address, or Personal Note if they already have an address
*If you were using the Family Address as a secondary address for PO Box vs. Residential address, you may want to go through all those special case records after your final migration and make sure that the PO Box is marked as the Mailing Address and the street address is marked as the Residential Address.

Not migrated:  Family Email (because it is duplicate of an individual’s email), Geo Code, Date Added, Date 1st Attended, Source, Salutation, Carrier, Barcode, Unlisted Phone, Use for All, Organization, Picture, Family Code, Keytag, Date NCOA Processed, Pager, No Spam, Address Updated

 

PLEDGE CAMPAIGN/FUNDNAME

Migrate to Pledge Campaigns

Active - If the Fund Name is checked as Active, the Giving Fund Name will be marked as active.

Pledge End Date - If the Pledge End Date is in the past, the Pledge Campaign will be marked as inactive.

Ignores:  Women’s Event, Type, Income Account, Checking Account, Starting Date, From Deductible, Fund Key, Giving Active, DB Key, Last Update, Updated, Goal, Bank Account, ConnectNow Account

 

GROUPS (& Services)

LOGOS                                                  COMMUNITY Groups                          

Active vs. Inactive -If there is no end date, they are migrated as Active. If there is an end date, they are migrated as Inactive and the End date is the Inactive Date.

Date Begin = Join Date

Date End = Inactive Date 

Ignores:  Group Name, Value, Info, Comment

 

HISTORY of Giving

LOGOS

COMMUNITY Giving

Amount

Amount

Comment

Note *If multiple donations have the same Batch ID all in that batch have the same Comment. If there was no Batch ID, the comments will be individual.

Date

Date

Check Number

Check Number

Cash

Cash in the Note field which is how Community knows the giving method is Cash

Online, Credit Card, or CC

Online Giving as the giving method/source

Ignores:  Year, Bank Number, Type, Gift Value, Date of Pledge, Batch Line, Deposit Slip, Initials, Void, Date Voided, Key, Voided Tentative, Clone, Voided Batch, Event Reg, Discount, Web Trans Key, DB Key, Created on Web, Void Hide, Void Fund Number, Trace Number, Delete Member Number, History Web Key, Last Updated

 

*Consolidate Family Giving may be required if you have any people who are marked as “Group giving with family,” but also have individual giving in Logos. This is rare, but you can check by going to Settings > Giving > Consolidate Family Giving.

**Giving Funds may all migrate as Tax Deductible. If you have some that are not, you will want to change this in Settings > Giving > Funds > Gear next to Fund Name > Uncheck the Tax Deductible box > Save. 

 

BATCHES

The sum of all donations in a batch migrates to the Batch Total

Batch Date migrates to the Created Date of the Batch. Or Deposit Date migrates to the Batch Name & Date Received.

 

PLEDGE 

LOGOS

COMMUNITY Member Pledges

COMMUNITY Giving Campaigns

Pledge Name

Fund Name

Fund Name (option to show the ID numbers on the Settings > Giving > Giving Categories page.)

Fund Number

Campaign ID

Campaign ID

Pledge Amount

Total Amount

 

Frequency

Frequency (default to year)

 

Date Start

Start Date

 

Date End

End Date

 

Member Num

User ID

 

Pledge Per Period

Amount

 

Ignores:  Initial Deposit, User ID, Last Updated, Updated, 1stPayment, Received, Suppress Reminder, Comment, Date Defined, Date Finished

 

 

 

SKILLS

LOGOS

COMMUNITY Groups

Member Num

User ID

Start Date

Join Date

End Date

Inactive Date & Inactive

Ignores:  Comment, Link to Ministry Schedule, Updated

 (Not migrated)

 

SKILNAME

LOGOS

COMMUNITY Groups

Category, Name, Value

Name

Name

Group Properties

Ignores:  Link Ministry, Ministry Scheduler, Skillname DB Key, Check-In, Last Updated, Publish to Web, Quick Entry, Web Key

 (Not migrated)

 

ATTENDANCE HISTORY

People who are active will be added to the group’s roster and marked as present for each time they attended.

LOGOS

COMMUNITY Attendance Groups and Sessions

Member Number

User ID

Class Key

For Group

Date First Attended

Compute start Date

Date Enrollment

Compute start Date

Date Last

End Attendance Parsing

Teacher

Group Leader

Year

For computing dates

Ignores:  Ahist Key, Codes 2, Visitor Attendance Codes, Position, Visitor Count, Event Reg, Last Updated, Updated, End Enrollment, Date Promoted

 

Group settings

Individual Attendance? = Yes.

Day = Day

Time = Time

Group Category = Attendance Group Level Categories

Properties = All levels except for the last level on each group, which is usually unique and the name of the group. 
Ex. Disc Training, Student Ministry, Wed Night

 

 

Username

  • The email address migrates to the Username field. Why? Most churches integrate with Elexio Giving which requires email address as the username. To give your users the best experience, you’ll want them to be able to have the same username and password for both church accounts. Our future development roadmap is to have a single sign-on and this will use email address, not Firstname.Lastname.
  • If duplicate email address for more than one person, we add a number to the end of one of the email addresses.
  • If no email address, the username defaults to Firstname.Lastname. If multiple people have the same first and last name, it adds a number to username field for each duplicate.

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Online Help Content: If you need assistance as you are using Community, the Help Center can be accessed by clicking the Help link in the upper right corner of the screen in Elexio Community. The help website with videos can also be accessed here – http://help.elexioessentials.com

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Streamlining - How to Delete Inactive Records

Be very careful. One of the biggest risks is deleting records with current year giving and not being able to send them giving statements. In Community, you can view a list of everyone in a group and then delete them all or just check certain names from the group and delete them in mass. However, it is very risky to delete people in mass without deleting people with contributions.

Typical Steps to delete records in Community

  • Click on Groups, then click the group to be deleted.
  • Click the check all box at the top left to select everyone in the group.
  • Click the gear and select Delete People From Entire System and click OK to all the prompts. It will save any contributions to the Anonymous record so the giving totals and trend reports will still be the same. 
  • Delete the empty group itself 

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