> For the complete documentation index, see [llms.txt](https://support.pears.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.pears.io/engage/partners/migrate-from-legacy/review-the-workbook.md). # Review the Workbook Understand how the migration workbook is organized and what to check before importing it. The workbook is not a report to read — it is a set of instructions PEARS will follow. Reviewing it is the point of the whole exercise, because it is the last moment before records exist. ## How the Workbook Is Organized Each worksheet corresponds to one kind of record that will be created, and the sheets are ordered so that a record's parent always appears before it. The first sheet holds the export's notes and the filters that were applied. | Worksheet | Creates | Appears in | | ------------------------------ | -------------------------------------------------- | ----------------- | | **Partner Data** | One Partner per row | Both | | **Partner Uploads** | A copy of each attached file, on the Partner | Both | | **Partner Activities** | Meetings, events, and contributions on the Partner | Both | | **Partner Sharing** | Sharing grants on the Partner | Both | | **Partner Contacts** | A CRM contact per coalition member | Coalitions only | | **Contact Interactions** | One internal note per contact | Coalitions only | | **Partner Report Data** | One Partner Report per legacy record | Both | | **Report Activities** | Selects an activity onto a report | Both | | **Report Action Plans** | Links an action plan to the Partner and its report | Both | | **Report Assessments** | Assessment rows on a report | Both | | **Report Accomplishments** | Accomplishment and lesson rows on a report | Both | | **PSE Partners** | Links the Partner to PSE Site Activities | Partnerships only | | **Program Activity Partners** | Links the Partner to Program Activities | Partnerships only | | **Success Story Partners** | Links the Partner to Success Stories | Partnerships only | | **Indirect Activity Partners** | Links the Partner to Indirect Activities | Partnerships only | {% hint style="info" %} **TIP:** The four link sheets at the bottom are left out of the workbook entirely when there is nothing to put in them, so a Partnerships workbook may have fewer sheets than the list above. {% endhint %} ## Temporary IDs Versus Real IDs Some ID columns point at records that do not exist yet; others point at records already in PEARS. Mixing them up is the easiest way to break a workbook. | Column | Kind | What it means | | --------------------------------------------------------------------------------------------------------------------------------------------- | ------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | `partner_id` | **Temporary** | Numbered 1, 2, 3… inside this workbook only. It is how the other sheets say which Partner they belong to. | | `activity_id` | **Temporary** | Same idea, for activities. | | `contact_id` | **Temporary** | Same idea, for coalition-member contacts. | | `partner_report_id` | **Temporary** | Same idea, for reports — though the number used is the legacy record's real ID, which makes it handy for tracing a report back to the record it came from. | | `site_id`, `upload_id`, `action_plan_id`, `reporting_period_ids`, `pse_id`, `program_activity_id`, `success_story_id`, `indirect_activity_id` | **Real** | These already exist in PEARS. The workbook round-trips inside one organization, so they are unambiguous — but they are not something to hand-edit without knowing the record. | ## What You Can and Cannot Change **Safe to edit:** * Names, comments, and any free-text or notes column. * Dates, types, units, program areas, and other list values — as long as the value matches a name on your organization's list. Matching is case-insensitive, but the spelling has to be right. * Deleting an entire row you do not want imported — a duplicate partner, a meeting that should not travel. **Do not change:** * **Sheet names, the header row, or the order of the columns.** The importer checks the header row of every sheet and refuses the sheet outright if it does not match. A sheet whose name does not match is not recognized at all, so none of its rows are imported. * **ID columns**, unless you are doing so deliberately and consistently. Renumbering a `partner_id` on the **Partner Data** sheet without updating every sheet that refers to it will orphan those rows. * **A Partner Data row that other sheets reference.** Delete the Partner and its reports, activities, and contacts go with it — rows pointing at a missing Partner are silently skipped. {% hint style="warning" %} **NOTE:** See [Workbook Columns](/engage/partners/migrate-from-legacy/workbook-columns.md) for the exact header row each sheet expects. {% endhint %} ## A Review Checklist | Sheet | What to look at | | ----------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Partner Data** | Did the same real-world partner get split into two rows because of a typo or a different site? Is the partner type right? Do the start and end dates look sensible? Is the unit the one that should own the record? | | **Partner Report Data** | `unit` (the report's **Responsible Unit**) is required — a blank or unrecognized value will fail. `relationship_depth` may legitimately be blank. Program area names must match your current or past program areas. | | **Report Assessments** | A filled-in `assessment_tool_other` means the legacy tool had no equivalent in the Partner Reports list and was mapped to **Other**. `result` is required — blank cells will fail on import. | | **Partner Activities** | Check dates. An activity dated outside its report's reporting period will still be created on the Partner, but it will not be attached to the report. | | **Partner Sharing** | Every email has to belong to a user in your organization. | | **Partner Contacts** / **Contact Interactions** | Coalition workbooks only. Look for the same organization appearing as a member of several coalitions — those become separate contacts. | | **Link sheets** | Partnerships workbooks only. Contribution names must match the list. | ## Next Step * [Import the Workbook](/engage/partners/migrate-from-legacy/import-the-workbook.md) — Upload the reviewed workbook and resolve any errors.