Import/Export Module Usage Requirements

Introduction

The Import/Export module of Collect offers flexible, fast, accurate data transfer between computer systems. Import/Export rapidly loads account information from variety of sources. Import/Export offers the ability to transfer data between Clients and your office, and between a head office and branch offices. As well, you can move your complete database from your old software system into Collect!. You can set up smart data merges to support diverse office environments.

Import virtually any ASCII data format, reducing tedious, error prone data entry. This fully configurable, powerful module offers features for automatic contact scheduling, Dunning notices, and account assignment. As you bring your data into Collect!. Import can detect whether incoming data already exists in the database and can avoid data duplication.

Requirements

A very specific knowledge base is needed to implement the Import/Export module successfully. With the power inherent in the Import/Export module comes a large responsibility. The users must be very knowledgeable in file structure, field layout and data manipulation. Done incorrectly, importing can and will cause corruption of a good working database and on a new data transfer will create results in your database that are at best much less than satisfactory and at worst complete garbage. The following questions will assist you in assessing if your company has the skill set to deal with data importing and exporting.

These questions require only a yes or no answer. Please take a moment to answer each one.

• Do you know what an ASCII file is?
• Do you know what an ASCII file in a fixed length format is?
• Do you know what an ASCII file in a comma separated format is?
• Do you know how to determine the OFFSET and BYTE LENGTH of a data segment?
• Do you know what record relationships such as ONE to ONE, ONE to MANY and MANY to MANY mean?
• Do you know what primary and foreign key means?
• Do you know what conditional evaluation of data means?
• Do you know what a file specification or data dictionary means?
• Have you imported files from one program into another by field mapping?
• Do you have and know how to use a text editor capable of handling large (over 10MB) ASCII files?

If you have answered NO to ANY of the questions above, please seek technical help from a source that can answer all of the above questions. If your company does not have the required skill set you will almost assuredly experience down time and frustration.

Requirements Summary

The questions above deal with your ability to interpret data so you can begin writing an import/export routine to give desired results. A second area of expertise is required to handle Import/export routines within Collect! The person building your import should have a thorough understanding of Collect! and how the data relationships between the different record types work in Collect!. We cannot stress enough that knowledge of data is very important.

Technicians who understand all of the above questions typically tell us how powerful Collect!'s Import/Export module really is. This is a powerful tool for professionals that, just like a race car, can perform remarkable feats in the hands of a professional and can damage amateurs. For options and services available with Collect! Import/Export please see below.

Comtech Consulting Services

Comtech offers effective, professional fee-based consulting services to help you get the most out of Collect!. You can harness our years of experience in building data import/export systems for hundreds of clients. Rely on our custom design services to offer time saving and ensure your needs are met. Please call (250) 391-0466 to discuss your needs. Ask for "Import Consulting".

Comtech Rescue Services

On occasion, we have been asked to help users who have gotten themselves into trouble with the import program. With your input, we can help diagnose what went wrong and propose solutions. We can also upload your database (provided you have an appropriate telecommunication link) and analyze your system with you. We offer these services upon request and for a fee. If rush service is required, due to the disruption this causes in our regularly scheduled service operations, we find it necessary to apply a rush surcharge. Please contact Comtech Systems for more information.

If You Decide To Build Import Maps Yourself

A few important tips if you are doing your own import:

1. Always test your import into a demo database before going live.
2. It is imperative that no two Debtors have the same file number.
3. Be sure the Client names and numbers on both the sending and receiving systems are the same. If the Client numbers or names don't match then you will probably find that Debtors get associated with the wrong clients when being imported.
4. Always back up your database before importing.
5. Data from any outside source many contain erroneous or inconsistent data. Look out!

BACKUP BEFORE IMPORTING - YOU MUST BE ABLE TO RESTORE

Every system is different and the way each operates is different. If you are, or have available to you, an expert who has experience with importing/ exporting data from different systems, you can use Collect! Import/Export to build highly sophisticated data exchange systems. If you don't have the required resources please contact us for help.

Responsibilities

• You are responsible for your own data.
• You, not Comtech, are responsible for the content of your database.
• You, not Comtech, are responsible for your use of the Collect system.

Agreement Of Understanding

If you wish to purchase the Collect import/export module, please acknowledge that you have read and understood the conditions above. If you do not agree with the above requirements and responsibilities do not use this software.

The Collect program is sold "As Is", and is not warranted for merchantability of fitness for any purpose. While Comtech will do everything in its power to help you, you acknowledge that Comtech is under no obligation to provide any services with respect to the import/export module beyond those described above. Services with respect to this product are not included in any sale price and are dependent on the level of consulting or rescue services required. Pricing of any services is subject to Comtech prices in effect at the time the service is required.

We acknowledge and fully understand the above requirements, responsibilities, terms and conditions of the use of the Collect import/export system.

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Name (please print): __________________________________________________________________

Position: __________________________________________________________________

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See Also

- How To Use Import/Export
- Import/Export Topics