Field Mapping Notes

Overview

Field Mapping Notes help you document and track the availability of data from source systems for each required TownSq field. Use this feature to:

Track data availability for each entity and field
Document source mappings and transformation logic
Communicate with stakeholders about data status
Identify gaps that need attention before go-live
Export reports for offline analysis and planning

What are Field Mapping Notes?

A field mapping note captures:

Entity - Which TownSq entity (Associations, Units, Accounts, etc.)
Field - Specific field within that entity
Availability Status - Whether the data is Available, Quasi-Available, Not Available, or Unknown
Source Field (optional) - Where the data comes from in the source system
Notes (optional) - Transformation logic, business rules, or other context

Data Availability Statuses

Available ✅

Data exists in source system
Can be mapped directly or with simple transformation
Quality is acceptable
Ready for migration

Quasi-Available ⚠️

Data partially exists or needs significant transformation
May require manual cleanup or enrichment
Quality concerns that need addressing
Possible but requires additional work

Not Available ❌

Data doesn't exist in source system
Must be collected separately or left blank
May require manual entry post-migration
Blockers that need resolution

Unknown ❓

Status hasn't been determined yet
Investigation needed
Placeholder for future assessment
Default status for new mappings

Creating Field Mapping Notes

From the Mapping Dashboard

Navigate to Field Mapping in the main navigation
Use filters to find the field you need:
- Filter by Entity (Associations, Units, Members, etc.)
- Filter by Availability Status
- Search by field name
Click Add Mapping Note or select an existing field
Fill in the details:
- Entity and Field - Auto-populated if you selected a field
- Availability - Choose status
- Source Field - Document where data comes from
- Notes - Add context, transformation logic, or concerns
Click Save

Interactive Mapping Interface

The mapping interface provides:

Searchable field list - Find fields quickly
Status indicators - Visual availability status
Quick filters - View only incomplete or problematic mappings
Bulk status updates - Mark multiple fields at once
Export capability - Download your mapping documentation

Best Practices

Documentation Standards

Be Specific in Source Field

Include exact column/field names from source system
Document table names for database sources
Note file names for flat file sources
Include sheet names for Excel sources

Add Meaningful Notes

Good examples:
- "Source: CUST_NAME. Concatenate FIRST_NAME + ' ' + LAST_NAME"
- "Source: ADDR_LINE1. Truncate to 100 characters if longer"
- "Source: Not available in legacy system. Will collect via survey"

Less helpful:
- "From customer table"
- "Needs work"
- "TBD"

Track Decisions and Assumptions

Document why you chose a particular mapping
Note any business rules or transformations
Record stakeholder decisions
Link to related documentation or tickets

Workflow Integration

Start Early

Begin documenting mappings during discovery phase
Don't wait until data preparation begins
Identify gaps early to allow time for resolution

Collaborate with Stakeholders

Share mapping status with association managers
Get confirmation on quasi-available fields
Discuss workarounds for not-available fields
Set clear expectations about what data will migrate

Track Progress

Aim to resolve all "Unknown" statuses first
Address "Not Available" fields early
Focus on high-priority entities first
Use status counts to measure completion

Keep It Current

Update as you learn more about source systems
Revise when requirements change
Document issues as they're discovered
Review and validate before migration

Using the Mapping Interface

Filtering and Search

Find specific mappings using:

Entity filter - View all fields for Associations, Units, etc.
Status filter - Show only Available, Not Available, etc.
Search - Find fields by name
Combined filters - Narrow down to specific subsets

Viewing Mapping Details

For each field, see:

Current availability status (with color coding)
Source field mapping (if documented)
Notes and additional context
Last updated timestamp
Who made the last update

Editing Mappings

To update a mapping:

Click the field row or Edit button
Modify status, source field, or notes
Click Save

Changes are saved immediately and visible to your team.

Bulk Operations

Select multiple fields to:

Update status - Mark several fields as Available/Not Available at once
Export - Download selected mappings to CSV
Delete - Remove mapping notes (rare)

Exporting Mapping Data

CSV Export

Export your mappings for:

Offline analysis and planning
Sharing with external stakeholders
Archival and documentation
Integration with project management tools

To export:

Apply filters to select desired mappings (or select all)
Click Export CSV
Open in Excel, Google Sheets, or your preferred tool

Export includes:

Entity and field names
Availability status
Source field mappings
Notes
Timestamps and user information

Using Exported Data

Common uses:

Create pivot tables to analyze by entity or status
Generate status reports for leadership
Track mapping completion over time
Share with technical teams for ETL development

Common Scenarios

Scenario: Missing Customer Email Addresses

Status: Not Available

Source Field: (none - doesn't exist)

Notes:

Legacy system doesn't capture email addresses for unit owners.
Plan: Will collect via post-migration survey.
Workaround: Use association manager email as temporary contact.
Timeline: Survey to be sent within 30 days of go-live.

Action Items:

Communicate to association managers
Prepare survey template
Plan post-migration data update process

Scenario: Unit Square Footage in Text Field

Status: Quasi-Available

Source Field: UNIT_SIZE (varchar field in PROPERTIES table)

Notes:

Data exists but format is inconsistent:
- Sometimes includes "sq ft" suffix
- Some records have commas (e.g., "1,200")
- Need to strip non-numeric characters and convert to integer
Transformation: CAST(REPLACE(REPLACE(unit_size, ',', ''), ' sq ft', '') AS INT)
Quality concern: ~5% of records have NULL or invalid values - will need manual cleanup

Action Items:

Write transformation script
Identify and remediate invalid records
Test transformation on sample data

Scenario: Standard Data Element

Status: Available

Source Field: ASSOCIATION_NAME from COMMUNITIES table

Notes:

Clean data, direct 1:1 mapping.
No transformation needed.
Validated 100% populated in source system.

Action Items:

None - ready for migration

Tips for Success

Start with Critical Entities

Prioritize Associations, Units, and Accounts
Focus on required fields first
Don't get bogged down in nice-to-have fields initially

Communicate Proactively

Share mapping status reports regularly
Flag blockers early
Set realistic expectations about data quality

Document Everything

Today's obvious mapping won't be obvious in 6 months
Future you will thank current you for good notes
Help your teammates understand your decisions

Validate with Source Data

Don't assume - verify availability in actual source systems
Check data quality, not just existence
Sample data to confirm your mappings work

Required Data - Understanding TownSq data requirements
Entities - Detailed entity and field reference
Field Mappings - Source to TownSq field mapping guide
Data Formats - Data type and format specifications

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