How To Export Your CV8 Database

In this procedure, we will export a CV8 database. This procedure exports all data in the database to ASCII text files. The data can then be processed as you require. Database export is the first step for upgrading your existing CV8 database to CV11.

These instructions apply to Collect! Version 8.1.16 and newer. If you are running an early version of Collect! you will need to upgrade or apply a patch before following the steps below.

If exporting fails on your particular Collect! version, please apply a patch to bring it up to the latest CV8. This will ensure a successful export. Please request assistance from Collect! Technical Services, if needed.

The steps for exporting your database are as follows:

• Prepare your database
  - Convert Credit Bureau Reporting to Metro 2 (if you not
  reporting in Metro 2 already.) Please see the section in this document labeled "Convert to Metro 2."
  - Recalc your database and run a thorough maintenance.
  - Back up your database to a safe location.
  
  


• Shut down the Lock Manager
  - Ensure that all users are out of CV8.
  - Shut down the Lock Manager.
  - Reboot your server to make sure all active users are disconnected.
  
  


• Export your database
  - Start up Lock Manager again.
  - Sign into Collect! in Exclusive mode.
  - Select Export Database from the File menu.

This procedure can take a long time depending on the size of your database. The best time to perform this operation is after hours, when exclusive access to your CV8 database is practical. If you are unsure of any part of the procedure, please do not proceed without getting help.

The steps for exporting your database are explained in detail in the remainder of this document.

Prepare Your Database

To prepare your database for exporting, a thorough maintenance and RECALC must be performed on your database before you export it. If you intend to upgrade into CV11, RECALC and export must be done on the same day that you intend to upgrade.

Although this procedure does not touch your original installation at all, it is advisable that you have backed up your existing database and have saved it to a secure location, as a precaution.

Please refer to Preparing To Upgrade Your Database for details.

Shut Down Lock Manager

Collect! cannot export your database while users have Collect! files opened. Before you export your database, you must ensure that all users are out of CV8. Then shut down the Lock Manager. Make sure that all active users are disconnected from your Server and then reboot the Server.

Export Your Database

This process may take several hours if you have a very large database. It is imperative that the process is allowed to complete without interruption. Please plan accordingly.

1. Start the Lock Manager. When your Lock Manager is up again, sign into Collect! in Exclusive mode and stop at the Main Menu.

2. Select File from the top menu bar and then select Import/Export from the drop-down choices. Another submenu will display. Select Export Database.


Selecting Export Database

A message will appear confirming your choice. Select YES to begin the exporting process.

3. An additional prompt will be displayed now to confirm exporting your database. Select YES in answer to the prompt.

4. After you have replied to the prompt confirming the export of your database, Collect! asks if you are ready to proceed with the export.

Select OK and Collect! will begin the export.

5. As the export proceeds, the screen displays information about the files that Collect! is creating for each part of the database. Each Collect! database has 5 component databases - report, rates, nxuser, impex, and collect. We are exporting each component entirely.

Please allow this process to complete without interruption.

6. When the export is completed, Collect! will display statistics. This includes everything - clients, debtors, cosigners, contacts, attachments, transactions, and invoices.

Select OK. Then, Collect! will display the Start Time and End Time for the export process. A database with 75 clients and 45,000 debtors may take, at the very least, an hour to export.

7. As a result of the export, there is now an export subfolder in your DATA folder.

This folder contains many ASCII text files and import maps, as well as subfolders. There is an html folder, an impex folder and a separate folder for each client in your database.

Each folder contains several ASCII text files, one for each type of date that was exported, and several import maps.

Each client folder contains several ASCII text files, one for each type of data that was exported, and three import maps. Similarly, the html and impex folder contain ASCII text files and import maps.

Exporting Multiple Databases

If you have more than one database to export in your CV8 directory, you can follow the steps above for each database. If you are upgrading, each additional database should be upgraded at the same time as your primary working database. Please ensure that each additional database is properly prepared beforehand as described in the Help topic Preparing To Upgrade Your Database.

Summary

This document walked you through exporting your properly prepared database to a set of ASCII text files.

Your entire database is contained in the files that you see in the export folder. If you intend to use this data to upgrade your database into CV11, please refer to Upgrading Your Exported Database To A New Installation.

See Also

- Introduction To Upgrading
- Upgrading Topics