Interoffice Transfers

The Interoffice Transfers import routine enables you to transfer accounts between databases, or offices. This routine takes into consideration conflicting File Numbers that may exist in the receiving database.

The Database Transfers import map is used along with two utility imports. One utility import checks File Numbers before transferring accounts. Files can then be renumbered using the other utility import before you complete the file transfer.

All parts of this process are easily accomplished using the steps below.

Interoffice Transfers Import Maps

The Interoffice Transfers procedure uses three import maps:

Database Transfers
Number Change
File Transfer Check

These are shipped with Collect! version CV11.3.5 and newer. If you do not have the most current x01_transfer import library in Collect!, you can download these maps from the Collect! Member Center.

Download Interoffice Transfers

Unzip the transfers{nnn}.zip for your version of Collect! into a temporary folder.

Load Import Maps Into Collect!

Both the Sending and Receiving offices must have these three interoffice transfers import maps. Receiving and Sending offices should both follow the next steps to bring the import maps into Collect!.

You must perform the following 3 steps in the Source and Destination databases.

1. Select File, Import/Export, Customize Import/Export, Load File Formats.

2. Navigate to where you unzipped transfers{nnn}.zip and select "transfers.xml."

3. You will see three new maps in your list of import maps:

Database Transfers
Number Change
File Transfer Check

File Transfer Procedures

If you are sure the receiving database/office has NO DUPLICATE FILE NUMBERS, simply use the Database Transfers import map.

This import map will export all clients. If you do not want to do this, you should create a temporary client and move the accounts to that client before exporting.

Please refer to Help topic, Database Transfers for details.

Duplicate File Numbers

If there is a chance that the receiving database/office has a file numbering system with possibilities of duplicates, you MUST renumber any duplicate accounts BEFORE exporting the accounts.

Two utility maps are provided for this purpose. They enable you to do a "pre-processing run" before doing the actual transfer. The steps are simple and once they are understood, they can easily be made part of your standard procedures.

Source

1. In the Sending office, create a temporary client, ensuring that you are not using a Client Number that is already in the receiving office client list. Move the accounts that you want to transfer into this client.

2. EXPORT the client, using "Number Change". Save the results to a CSV. This will be what you use to change your File Numbers back to their original state.

3. EXPORT the client, using "File Transfer Check." Save the results to a CSV.

4. Send the CSV to the receiving office.

Destination

1. In the Receiving office, IMPORT the CSV using "File Transfer Check." This creates a "placeholder" for each incoming account.

2. Run Tools, Utilities, File Numbering. Say "yes" to renumber duplicates. (This will not renumber other accounts - just any new ones that you are checking that are duplicates.)

If there are no duplicates. Just let the Sending office know this and skip Steps 3 and 4.

3. If there were duplicates and Collect! renumbered them, EXPORT the Client using "Number Change." Save the results to CSV.

4. Send the CSV to the Sending office.

Source

1. In the Sending office, IMPORT the CSV using "Number Change." This will renumber the transfer accounts in your original database. Only File Numbers that are duplicates will be renumbered. The others will stay the same.

2. Now you can use Database Transfers to EXPORT the Client again. This time all subrecords will be exported as well.

Destination

1. In the Receiving office, IMPORT the CSV using Database Transfers and all new data will be in your system with unique File Numbers.

Source

1. In the Sending office, IMPORT the originally created CSV using "Number Change." This will renumber the transferred accounts in your original database back to their original File Numbers.

Once you are finished transferring the accounts, you may want to archive them, or actually remove them from the temporary client that you are using for your Transfer Client.

Summary

Once this system is in place, it provides an easy way to transfer accounts between databases, or offices, while ensuring that duplicate File Numbers are handled beforehand. This guarantees correct transferring of all supplementary data such as Contacts, Transactions, Attachments and Note.