User Manual - ASDS Computer
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1. Skip Contact This option skips the contact entirely and nothing will be written to the contact in your database Update Contact This option updates the contact in your database with the fields you map on the following wizard screen NOTE You will need to use the MergeAdmin LogViewer to see the errors To learn about the LogViewer see the MergeAdmin LogViewer Help Topic NOTE History for field level changes is only available via ACT s field level history option This is not part of MergeAdmin MergeAdmin by ASDS Computer User s Guide Using MergeAdmin Create Backup It is strongly recommended you check this option This will ensure the ability to return your database to the state it was in prior to the execution of your import Save Backup to MergeAdmin will automatically display a default location for your backup which may be edited by clicking J to browse to your desired location or simply type your path in the field Save Merge Log Checking this option will create a text file containing any errors that might have occurred during the merge process Save log files to MergeAdmin will automatically display a default location for your log files This may be edited by clicking J to browse to your desired location or simply typing your path in the field Add merged contacts to ASDS MergeAdmin group Checking this option will add all of your newly merged contacts into this new group created by2. MergeAdmin by ASDS Computer User s Guide MergeAdmin by ASDS Computer User s Guide COPYRIGHT NOTICE 2006 ASDS Computer Company All Rights Reserved Released January 2006 for MergeAdmin This document may not in whole or in part be copied photocopied reproduced translated or reduced to any electronic medium or machine readable form without prior consent in writing from ASDS Computer Company 10343 Federal Blvd PMB J404 Denver CO 80260 ALL EXAMPLES WITH NAMES COMPANY NAMES OR COMPANIES THAT APPEAR IN THIS MANUAL ARE FICTIONAL AND DO NOT REFER TO OR PORTRAY IN NAME OR SUBSTANCE ANY ACTUAL NAMES COMPANIES ENTITIES OR INSTITUTIONS ANY RESEMBLANCE TO ANY REAL PERSON COMPANY ENTITY OR INSTITUTION IS PURELY COINCIDENTAL Every effort has been made to ensure the accuracy of this manual However ASDS Computer makes no warranties with respect to this documentation and disclaims any implied warranties of merchantability and fitness for a particular purpose ASDS Computer shall not be liable for any errors or for incidental or consequential damages in connection with the furnishing performance or use of this manual or the examples herein The information in this document is subject to change without notice TRADEMARKS MergeAdmin is a registered trademark of ASDS Computer Company ACT is a registered trademark of Sage Software SB Inc All other brands are the property of their respective owners WELCOME TO MER
3. Previous Neck Begin Merge Ready No Config Figure 5 1 Map Fields Screen Click the button next to the source field to begin Replace ACT Data Import Source Data Here you can choose to either Always merge the data over the existing data or you can choose NonEmptyOnly if you only want to import into ACT fields which do not currently contain data Adding a New ACT Field To add a new field to ACT while you are mapping you can click the drop down for ACT Field and at the bottom of this drop down you can choose the New Field button Merge Fields When clicking the drop down for the Source Field you have an option at the bottom to Merge This option allows for merging multiple fields from your import file to a single ACT field By pressing this button you will be presented with the Merge Remote Fields dialog box Here you will choose the Using MergeAdmin fields from the import file and what you would like to use to separate the data a Merge Remote Fields x Merge Fields Map these Source Fields Separate by i Phone u comma Extension aioe Cancel Figure 5 2 Merge Multiple Data Fields to a single ACT Field MergeAdmin by ASDS Computer User s Guide Using MergeAdmin Step 6 Summary MergeAdmin by ASDS Computer User s Guide On this screen you will have the opportunity to review your options before executing your import by clicki
4. for the target database to continue The items marked with are required items that must be selected Source Data This portion of Step 1 deals with the input file for your merge First browse to the location of your source file by clicking on the J button Next select the file delimiter tab comma separated value csv etc If applicable check the box for First row contains column names Check your information for accuracy and click Next MergeAdmin jaj x Step 1 Setu MergeAdmin err Please select the ACT database to merge into and the appropriate data source File i New Configuration ACT Database i Open Configuration Select the target ACT Database Save Configuration C Documents and Settings tcuellariMy DocumentsACT ACT For Windows 8 Database a ih Log viewer Username Password Chris HufFrian ah Help id Merge Type Quick Help a Contacts _ Companies _ Groups Online Help Support Source Data Web Site Select the input File ee teen e Fi O4 MergeAdmini Tracey ExcelExportAct coy T g Select the delimiter Comma lad First row contains column names NOTE If you wish to run a ___ Next J previously saved Ready No Contig i configuration file open it Figure 1 1 Completed Setup Screen now For more information regarding the use of configuration files see page 15 After clicking Next MergeAdmin will validate the target database Username and Password and th
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6. Character Private Character Ld Save Configuration Company Character Log Viewer Contact Character Help o Ce E K eee Extension Decimal i Shee Title InitialCaps i Online Help a ne Lowercase support Source Preview Memo ui Web Site 3 A About Mersecdrnin act Taa Private iaai a Prone EEE ick Public County Ten Chris Burn 0191 385643 earmmnstr ti ick Public Interactive Chris Fierros 212 555 3 P of Sales ct Public Mutthound ChrisMears 01789 656556 Vice Preside Previous Mext Begin Merge Ready No Config Figure 3 1 Source Field Definitions Screen i It is highly recommended that you choose the correct data type for each of your source fields to ensure a smooth transfer of data Below is a list of available data type options and their definitions Character This is the default type Most source data types will map correctly if you accept this choice Initial Caps This would take ACE PLUMBING and convert it to Ace Plumbing Lower Case This would take either ACE PLUMBING or Ace Plumbing and convert it to ace plumbing Uppercase This would take Ace Plumbing and convert it to ACE PLUMBING Currency This would take 230 45 and it would convert it to a currency field in ACT Using MergeAdmin Decimal This would take 0 45 and it would convert it to decimal field in ACT Memo This would tak
7. GEADMIN This user s guide was designed to help you become familiar with the features and functions of MergeAdmin MergeAdmin is the most powerful tool of its kind for use with ACT 2005 2006 Use it to merge and import data from any ASCII data file into an ACT database on a field by field level allowing you to keep your ACT data updated with useful information from other sources SYSTEM REQUIREMENTS e Computer with a Pentium Ill or better processor e Microsoft Windows 2000 XP or 2003 e ACT 2005 2006 Standard or Premium on the same PC network workstation or network server 10343 Federal Blvd PMB J404 Denver CO 80260 MergeAdmin by ASDS Computer ii User s Guide Contents Using MergeAdmin cc ccc cecceeceecceeseeseesseeseeeeees 1 Getting Started 0 0 0 ccc cecceecceeceeeceeseeeseeceeeseeeseeeees 1 Siep LS 0 eene E 2 Step 2 ODHONS arcanos siiis Era EE EA 3 Step 3 Source Field Definitions 0 5 Step 4 Match Criteria cece eeecceecceeeseeesseeeeees 7 Step 5 Map Field 2 0 0 0 eccceeescesecceesseeeseeeeees 8 Step 6 SUMMMIVIGIY sien ve cov rcasenrisasesanndarssnteveacheavercuemaleaciom 10 STED 7 SII iciesetsivecoscccscrtisnienscestenestaseocactsd se eneeaes 12 How to use the MergeAdmin LogViewer 13 Configuration Files ccs csicavesesdanscscansieevssainsavaninaverseavadesacsasawac 15 Prompt for Action cesta ce tennecancccactansencecsase sian sanasconsooneecuie
8. MergeAdmin Verify merged data matches source data This will enable data validation by MergeAdmin Please be aware this option will lengthen the processing time of your merge Click the Next button to continue to the next screen in the gt wizard Using MergeAdmin Step 3 Source Field Definitions NOTE In order to ensure that your phone numbers get merged into ACT correctly your phone number formatting should follow TAPI Canonical address format for phone numbers For example this is how you would enter a number for a subscriber in the United States of America in canonical address format 1 425 555 0100 For more information on TAPI Canonical phone number formatting please visit Microsoft s TechNet Website that addresses this topic by clicking here MergeAdmin by ASDS Computer User s Guide This step is used to correctly determine each source field s data type On this screen you see each Column Name from your source file and the corresponding Data Type for each The default is Character for all columns Merge dmin 5 x gt Step 3 Source Field Definitions MergeAcmin i ae O For each column you will be mergeing into ACT select the appropriate Field type IF you are unsure of which type to use select character and Merge4dmin will attempt to transform the File g data correctly AO New Configuration Column Name Data Type gw Open Configuration Contact Type
9. ave the current configuration and wish to begin merging records Save Configuration File 2 x Save irr E Configs 4m ei Ed Save as type Mergeddmin Configuration File MCF Cancel A Figure 6 3 Save Configuration Dialog MergeAdmin by ASDS Computer 1 User s Guide Using MergeAdmin Step 7 Status When your import has completed the following screen will appear to give your merge results MergeAdmin lof x MergeAdmin Step Z Status File g New Configuration Merge Results 2 Open Configuration pecarde added 0 Ld Save Configuration Records Merged J Log Viewer Records Skipped 1 Help Kal Merge4dmin has Finished processing the import File Quick Help Click the Show Error Log button below to see your error log I Online Help Support Web Site About Merge dmin Mew Merge Close Import Finished No Config Figure 7 1 Status Screen Show Error Log Clicking on this option will open the LogViewer This will show you a list of any errors that might have occurred From the LogViewer you can edit and re import individual lines of data without performing a whole new merge MergeAdmin by ASDS Computer 12 User s Guide Using MergeAdmin How to use the MergeAdmin LogViewer MergeAdmin by ASDS Computer User s Guide The MergeAdmin LogViewer is the tool that is used to see the error logs that are created if you enabled this option in Step 2 In addition the LogViewer will a
10. e lengthy text and would convert it to a memo field in ACT Number This would take 45 and would convert it toa number field in ACT YesNo This would take values like True or False and convert it to a YesNo field in ACT Source Preview This is a sample of the live data contained in your source file This preview allows you to correctly determine your data type without having to leave the gt MergeAdmin wizard NOTE Only the first 10 records of your source file will be shown here MergeAdmin by ASDS Computer 6 User s Guide MergeAdmin by ASDS Computer User s Guide Using MergeAdmin Step 4 Match Criteria The next step in the process is selecting the matching criteria between the contacts in the ACT database and the source file The settings you choose on this screen will be used to locate the correct record to update MergeAdmin x otep 4 Match Criteria MergeAcmin on Select the criteria you would like to match duplicates on Mote that if you do mot choose any criteria a straight import will occur with no duplicate matching New Configuration F T j ACT Field Operator Source Field en Configuration oF e i bel Company bd StartsWith bd Company Save Configuration i i i ID Shatus ed EqualTo lad Contact_Type m Address_1 3 Fi Address 2 J a Log Viewer nee City Suick Help Company Online Help Contact Support Conkack Type Web Site Exte
11. en move to the gt next screen MergeAdmin by ASDS Computer 2 User s Guide Step 2 Options MergeAdmin by ASDS Computer User s Guide Using MergeAdmin The next step in the process is to fill out your options for the merge process These options will direct MergeAdmin on how to handle the imported data when it finds a match MergeAdmin oj x w Step 2 Options MergeAcmin E e Select From the general configuration settings below File T i A gt New Configuration IF a match is Found IF a match is WOT Found Open Configuration Update Entity we Do not add Entity Re Save Configuration IF multiple matches are Found Log viewer Update Ai enn Wea Help g Create backup i 5 Backup To E RA RE C Documents and Sektingsiteuellari My Documents 4505 Mergead T Online Help i Sinart Save merge log web Site aloof elo C Documents and Sektingsiteuellari My Documents 4505 Merge4d About Merge dmin Verify merged data matches source data Previous Mext Ready No Config Figure 2 1 Completed Options Screen Each matching option determines the data input when a source contact matches does not match or when MergeAdmin finds multiple matches of a contact in your database Each has a drop down menu containing the following choices Add Contact This option adds the source contact as anew contact record in ACT Prompt for Action This option prompts you to make a choice during the import process
12. ields in the wizard are already blank you are already on a new configuration If you have a configuration loaded and the fields are filled out going to File gt New Configuration should blank them out to allow you to create a new one You would then go to File gt Save Configuration once you have completed the wizard Question What if I need to reinstall will I have to re register Answer You should not need to re register the software as long as you have not deleted the program directory Your registration is saved even after an uninstall However if you manually delete the program directory or do a reformat of your machine the registration will be lost and you will need to contact us for a replacement registration Question Can MergeAdmin import database files Answer Unfortunately it does not merge database files at this time only delimited files If you can get your database into a delimited file format you could then use MergeAdmin to bring that data into ACT Question Can MergeAdmin run automatically by adding it to Scheduled Tasks Answer At this time MergeAdmin can not be run automatically Scheduled Tasks could start the program but there is not an automated way to have it start the merge Question How do get the latest version of MergeAdmin Answer You can download the update from the URL below You no longer need to uninstall the product prior to installing the update http www asdscomputer com red
13. ils etc If you are importing files from the same source on a regular basis you can speed up the merge process by saving your configurations This eliminates having to repeatedly fill out the database information source file locations etc To use configuration files use the steps below Go through the MergeAdmin wizard and fill out the fields accordingly Click Save Configuration from the File area on the left hand side of the window Give your configuration file aname and click the Save button MergeAdmin MergeAdmin SP Please se New Configuration ACTIE Open Configuration Slet Save Configuration Log viewer Userne Figure 9 1 Configuration Management Commands MergeAdmin by ASDS Computer 15 User s Guide Using MergeAdmin Prompt for Action Here is an example of the Prompt for Action dialog box when the source entity already exists in your ACT database You have the following options To update the ACT entity select the row that matches the source record and click the Update button To add the source entity disregarding the match criteria click the Add button To skip the source entity disregarding the match criteria click the Skip button Existing Contact Contact already exists Update contact add contact or skip contact Value Chris Huffman Chris Huffman User NY 7 United States Figure 10 1 Prompt for Acti
14. irects mergeupdate htm Contact Us Contact Us We offer several services to meet your technical support needs Technical Support is available by visiting the ASDS Computer web site at http www asdscomputer com support Please visit us today Other Add Ons by ASDS Computer MergeAdmin by ASDS Computer User s Guide AccountCenter The definitive Account Management Suite for ACT 2005 2006 AutoAdmin III Award winning unattended backup and maintenance for ACT 2005 2006 DigitalNotes The only system that gets handwritten notes into ACT 2005 2006 DocAdmin Scan and attach documents right from ACT 2005 2006 with one click FaxAdmin Fax from ACT 2005 2006 using WinFax PRO or Microsoft Fax MedleyAdmin Suite of productivity tools for ACT 2005 2006 MigrateAdmin Convert GoldMine data directly into ACT 2005 2006 Index Configuration Files eeeeeeeeee 15 CONLACE U Sienna eh 19 Frequently Asked Questions 18 CGetng St CC eeaeee 1 LOG VIEWE oetscecstadcccterMestionescacadsans 13 14 Oter Add ONS sissit 19 Prompt For ACtiON sesesesssssesssssseesese 16 SEIECT CONLACIS arpea 17 Step 1 SoU a Mere ener ere mer per rere ere rre 2 Step2 DO CIONIS eene 3 4 MergeAdmin by ASDS Computer User s Guide Step 3 Source Field Definitions 5 6 Step 4 Match CRITEL acncereeerr eeu 7 Step 5 Map FICIOS sorsriesirrreiscinsisia 8 9 Step 6 SUMINA Y
15. llow you to make changes to any data that may have failed and re export just the fixed data to anew file You can then re import this fixed file rather than re importing your entire original data set You can launch the LogViewer from START gt ALL PROGRAMS gt ASDS gt MERGEADMIN gt ASDS MergeAdmin LogViewer You can also click LogViewer from the File area on the MergeAdmin program window Once the MergeAdmin LogViewer is launched go to FILE gt OPEN and browse to the location you saved your log files to A MergeAdmin LogViewer Figure 8 1 LogViewer Screen In Figure 8 1 companies were mapped to ACT from the source file but the entities above did not contain a company name Therefore they were excluded from the merge process MergeAdmin by ASDS Computer User s Guide Using MergeAdmin As shown in Figure 8 2 you can enter a company name on these records right from the LogViewer and then re export those back out as anew source file by going to FILE gt EXPORT SKIPPED ROWS A MergeAdmin LogViewer E Efx a Open Log Ctrl 0 2 Print Log Ctrl P Field TER bd Save Log Ctri S R CloseLog Ctrl C iv I NoName Address_2 Address_3 Export Skipped Rows at Export All Rows Ctr A Ctrl X tus Redd Figure 8 2 LogViewer Export Using MergeAdmin Configuration Files Configuration files are used to store previously saved settings such as database info mapping deta
16. ng Begin Merge You can scroll back to an earlier step to change options by clicking Previous until you reach your desired screen MergeAdmin l x 3 Step 6 Summa MergeAcdmin E a y You have now completed the A505 Mergeddmin wizard Review the information below For accuracy and press Begin Merge when you are satisfied File Ed i i i HO New Configuration Merge Type Contacts 4 Open Configuration ACT Database C Documents and Settings tcuellar My Documents ACT ACT for la Save Configuration Windows Databases 4CT amp Dema PAD ee Meee Import File Fi QA Mergeddmin Tracey ExcelExport4ct csy Help kal Quick Help Create Backup True Online Help Save Log File True 5 E ZESA Create Merge Groups True Web Site About Merge dmin Yenty Merged Data True Hatch Criteria ZIF Code Contains ZIP _Zode Previous Begin Merge Ready No Config Figure 6 1 Summary Screen After you have verified your information click Begin Merge Next you will see the following message MergeAdmin x This completes the Merge4dmin wizard Save changes and begin the merge process Mo Cancel Figure 6 2 Save Configuration Prompt Yes Click Yes to save your merge as a configuration file to be used again at a later date You will see the Save Configuration File window in Figure 6 3 Choose the location to save your file to Using MergeAdmin No Click No if you do not want to s
17. nsion About Merge dmin Switch to Advanced view Previous Next Begin Merge Ready No Config Figure 4 1 Completed Match Criteria Screen Check the box next to each line you want to make active Then make your selections You are able to continue with no matching criteria or with 1 2 or 3 fields to match on Switch to Advanced View This view allows you to use query based logic to find your matching criteria This system is modeled after the ACT query builder system If you wish to switch back to the basic view you can do so by clicking the button that is labeled Switch to basic view Click the Next button to continue on to the next screen in the wizard Using MergeAdmin Step 5 Map Fields MergeAdmin by ASDS Computer User s Guide This is the final step of the wizard On this screen you will map the fields from the source file to the fields that already exist in your ACT database MergeAdmin 2 x MergeAdmin Step 5 Map Fields Match the ACT Fields below to the apropriate source field on the right File New Configuration ACT Field Replace ACT Data Source Field Import Source Data Open Configuration T ZIP Code F code Y NonEmpty Only Ld Save Configuration city lil Company a Log Viewer corkage Contact Type Hel A 7 5 Extension Quick Help Phone Online Help Private support State web Site Title About MergeAdmin T Merge Fields
18. on Screen MergeAdmin by ASDS Computer 16 User s Guide Using MergeAdmin Select Contacts Dialog Here is an example of the Select Contact dialog box At the top of this box is the source record from your import file The list below will show you the records in your ACT database that match your selected criteria To update the ACT contact select the row that matches the source record and click the Update button To add the source contact disregarding the match criteria click the Add button To skip the source contact disregarding the match criteria click the Skip button E Select Contact parse Figure 11 1 Select Contacts Screen MergeAdmin by ASDS Computer 17 User s Guide Using MergeAdmin Frequently Asked Questions NOTE MigrateAdmin another great product from ASDS Computer will import GoldMine database files into ACT NOTE FOR WINDOWS XP SP2 USERS You will see the following message when you click the link to the right To help protect your security Internet Explorer blocked this site from downloading files to your computer Click here for options Once you click on the message you will be able to proceed with the download MergeAdmin by ASDS Computer User s Guide Question Nothing happens when trying to create a new configuration file Answer This will be the case when you have not loaded a previous configuration file first If the f
19. s 16 Select Contacts Dialog cc cc cecccecceecceeseeseeeseeess 17 Frequently Asked QUESTIONS ccc cece cece eeceeceecee sence 18 Gio 1 3 it Rem se rn or I SE Sn nt Pe Pn 19 MergeAdmin by ASDS Computer li User s Guide Getting Started MergeAdmin by ASDS Computer User s Guide Using MergeAdmin MergeAdmin is an easy to use wizard based application To begin using MergeAdmin launch the program by clicking on the icon located on your ACT toolbar or by going to START gt ALL PROGRAMS gt ASDS gt MergeAdmin gt ASDS MergeAdmin J Ji er ecrice LAPIN CI F LogMeIn Snagit 7 E Outlook Express RealPlayer Microsoft Office g Remote Assistance ph a Windows Install Clean Up iren Windows Media Player Se rere Be ASES Merge dmin Logviewer ATI Catalyst Control Center All Programs Fowertoys for Windows XF ACT Premium 2006 Diosin A Logitech DigitalMotes for ACT 2 HelpLauncher Start 9 Gepmsps Mergen E Readme Figure 0 1 Starting MergeAdmin It is not necessary to have ACT running to use MergeAdmin You will need to know the locations of both your target ACT database s and files used for the import Using MergeAdmin Step 1 Setup ACT Database We begin by selecting the target ACT database This is the database in which you wish to merge either your csv or delimited file data into You will need to provide the Username and Password
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