How To Use A Custom Import Routine

This document gives step by step instructions for using import file specifications sent to you by Comtech Systems for an import/data conversion routine.

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Preliminary Steps

When Comtech Systems builds a custom import routine, we will send you an impex library, usually as a zipped file attached to an email message. This file should be saved to your Desktop.

You will also have a file to import that you have received from other sources.

This routine is carried out in the Demonstration database first. Then, if it is successful, it will be repeated, step by step, in the Masterdb database. This is the recommended scenario for any file import. The small amount of time spent in a preliminary test is immeasurable compared to the safeguarding of your precious database.

Step One

1. Make sure everyone is out of Collect!. It is recommended that you sign into Collect! in Exclusive mode when you run the import routine.

2. Unzip the impex library file into a temporary folder. It will contain several d00impex files. It is recommended that you create a new import library for this import routine.

3. Follow the steps in the Help topic, Loading a New Import Library, in the "Loading a Pre-Existing Import Library" section. When you are finished, you should have a new import library in your list.

After creating the library, you must select it from the list of import libraries so that it is the active library.

Step Two

Once you have created and selected your library, follow the instructions listed below.

1. Sign into the Collect! Demodb to do the test.

2. Select File from the top menu bar and then select Import/Export from the drop-down choices. From the submenu choose Select Library and then select the library you created in Step One.

3. Once your library is loaded, select File again and then select Import/Export, Import File from the submenus.

4. The Import Menu form is now displayed. Select the down arrow at the right of the File Format field and select the correct File Format Specification. There may be more than one depending on the work you asked Member Services to do for you.

You should have received instructions for using the import. Please refer to them if you are unsure of the correct File Format Specification to use.

5. The File Name should be the file you are attempting to import. This file may have been returned to you from Member Services in the original zipped file attachment, or you may have it locally. Select the BROWSE button beside the File Name field to locate your file. Please ensure that you use the correct file.

6. Select Import.

7. The first debtor is displayed (if any other dialog appears press the 'c' key to cancel the import)

8. Keystrokes to use:

Press the 'y' key to import just the record displayed and move on to the next.

Press the 'a' key to import all the debtors.

Press the 'c' key to cancel the import BUT any records imported up to this point have been imported. Canceling an import only cancels from this point forward.

9. When you 'y' Collect! moves on to the next item to import. This may be the next debtor, or one of several subrecords, such as Cosigner, Attachment or Transaction.

Cycle through a few of these pressing the 'y' key. When you are satisfied that the records are importing properly, then press the 'a' key and Collect! will import the rest of your data.

When you press the 'a' key, Collect! will only refresh the Contact field on the screen so you can see that the import is actually taking place. So, if the rest of the debtor record seems to be stuck on the screen, this is okay.

9. Once the import is complete just follow the prompts to recalculate the debtors and sort them.

That's it the data is in and all the debtors are tagged.

You can select Browse from the top menu bar and then select All Debtors to view the results. Select Edit from the top menu bar and then select View Tags from the drop-down choices. You will see only the accounts imported or modified by the import.

Checking The Results

1. Sign into Collect! and stop at the Main Menu.

2. Select Browse from the top menu bar and then select Clients. Select a client that has been just created with the import. You should see the new debtors imported. Scan through the accounts thoroughly and make sure you are satisfied.

If everything is as expected, then you can sign into the Masterdb database and repeat the import, starting with Step Two as above. You only have to create the new library once (Step One) and then it is available from your Master list of import libraries as well.

WARNING: It is recommended to test any new import in your demodb first for a controlled environment to validate the accuracy of your process before allowing it to run in your live production environment, being your masterdb.

Summary

It is very easy to load a new import library created from a custom routine sent to you by Member Services. Once this library has been created and tested, you can use it whenever you need to import data that matches the import specifications designed for you. Please remember that changes to the format of the data file that you receive may mean that you need to modify the import library that you are using to bring in that data.