Client Related Records Transfer

You can transfer client accounts and related records between databases, or offices using Collect!'s optional Import/Export module. Clients, Client Contacts, Client Attachments, Client Notes and Payments may be transferred using import maps and a report shipped with Collect! and also available for download from the Collect! Member Center.

The functionality needed for this procedure is enabled in Collect! Version CV11.4 Build 3.1 and newer. Collect!'s Integrated Client Management module is now included in every Collect! Version 11.4.3 system. If it is not enabled in your Collect! Features, you can request a new license to enable it.

Words Of Caution

The following procedure does not account for duplicate Client Numbers in the Sending and Receiving databases. It should be used only if you are sure the Client Numbers are unique. Please request assistance from Collect! Member Services if you have duplicate Client Numbers in the Sending and Receiving databases. You should request this assistance BEFORE proceeding with any transfer of account information.!

You will need the Client Transfers and Client Notes import maps found in the x01_transfer library that ships with Collect!.

You will need the Export Client Notes report found in the list of reports that ship with Collect!

If you do not have these import maps and report in your Collect!, you can download them from the Collect! Member Center.

Download Client Related Records Transfer

Sending and Receiving databases/offices both need the Client Transfers and Client Notes import maps. Only the Sending database/office needs the Export Client Notes report.

If you do not know how to get the import maps into Collect!, please refer to Help topic, Load File Formats.

If you do not know how to get the report into Collect!, please refer to Help topic, How to Import a Report.

Sending Database/Office

1. EXPORT clients, using "Client Transfers". Save the results to a CSV. This will be what you send to the Receiving database/office.

2. Print the report "Export Client Notes." This will save all your Client Notes to a file named "clientnotes.csv." You can find this in your bin\global\{database}\letters folder.

3. Send both CSVs to the Receiving database\office.

Receiving Database/Office

1. In the Receiving office, IMPORT the client transfers CSV using "Client Transfers."

2. Import the client notes using "Client Notes."

Summary

This procedure does not account for duplicate Client Numbers in the two databases. It should be used only if you are sure the Client Numbers are unique. Please request assistance from Collect! Member Services if you have duplicate Client Numbers in the Sending and Receiving databases. You should request this assistance BEFORE proceeding with any transfer of account information.

Once this system is in place, it provides an easy way to transfer client files between databases or offices.