How To Use Import/Export

This topic deals with the basics of using Collect!'s Import/Export module. This is an optional feature of Collect!.

Requirements

- Purchase the Import/Export module or practice in the Demo database
- Experience working with databases
- Understanding of field and table structures in database construction

Overview

Collect! Import is a tool for importing large amounts of data quickly into Collect! It can also be used to transfer data between Collect! databases or to export data from Collect! for use by other programs.

Import is flexible and allows you to import from almost any file type. It also allows you to schedule review activities for the imported account, and to automate a number of activities upon importing, such as scheduling letters to be sent.

Collect! can import any ASCII file that is readable by your PC. Examples are a csv (comma separated value) file or a fixed length file. Even a consistent report can be printed to file rather than to the printer to produce a text file. If you or your clients are unsure of format, please phone us.

Import allows you to transfer data between clients and your office, between branch and forwarding offices, and supports litigation and other account forwarding activities. Import also provides a flexible facility for importing data directly from diverse client and other file formats via electronic media.

Collect! ships with a Database Transfers sample that provides a simple method for transferring information between different sites using Collect!.

You can schedule your imports to run off hours using Collect!'s Scheduler.

How To Use Import/Export

You can use the Export function to create files that you can use in Excel and other systems.

There are three main parts to the Import/Export system.

1. Tell import/export how your files are/will be organized. This is the "import map."

2. Load data from files into Collect! using the Import function.

3. Transfer data from Collect! into files using the Export function.

Data from any outside source may contain erroneous or inconsistent data. It is imperative that you have a means of restoring your database after importing.

WARNING: Always back up your database before importing new records!

We cannot be responsible for lost data or loss of data integrity!

File Format Specification

This option lets you tell Import how your files are organized. Here, Collect! allows you to define the layout of your files. This information will be used when you run the Import or Export functions.

See the Help topic - File Format Specification for more information.

Import File

This option opens the Import menu, allowing you to load information from a file into the Collect! database.

The basic steps for importing data are as follows.

1. Define the file format, specifying the record type and the fields.

2. Run the Import function.

3. As the Import runs you can confirm your layout. Initially, tell Import NOT to load the records.

4. Revise the file format as needed; ONLY when you are satisfied that the information is being loaded correctly should you tell Import to save the data.

See the Help topic - Import Menu for more information.

Export File

This option opens the Export menu, which allows you to produce a file containing information from your Collect! database.

The basic steps for exporting data are as follows.

1. Define the file format, specifying the record type and the fields.

2. Run the Export function.

3. Confirm whether the receiving system can interpret the data.

See the Help topic - Export Menu for more information.

Import Routine Steps

When the import runs, it proceeds as follows:

1. Reads a line of text.

2. Looks at the first import record definition, and reads fields into the specified record.

3. Looks at the next record definition if there is one, and starting again at the beginning of the line, it loads fields into the record being imported.

View Accumulator Fields

View Attachment Fields

View Client Fields

View Client Attachment Fields

View Client Contact Fields

View Contact Fields

View Debtor Fields

View Debtor Cosigner Fields

View Notes Fields

View Payment Fields

View Transaction Fields