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
PRINT THESE INSTRUCTIONS
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
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
1. Make sure everyone is out of Collect!. It is recommended that
you sign into Collect! in Exlcusive mode when you run the
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
After creating the library, you must select it from
the list of import libraries so that it is the active library.
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 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
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.
*** IMPORTANT *** Always test the import in the Demo
first to make sure everything comes in fine.
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.
- Import/Export Topics