CommerceExpert/WebClerk is an open data structure. With password authority you may import and/or update data from itself and other programs. Data needs be in field/file delimited format. If the data is in another form it can be parsed with the script editor or manipulated into delimited form in a number of other programs.
Play Movie: t2_Impor.MOV
1. Prepare the data. See notes on data preparation at the end of this section.
2. GOTO File Menu > Import General. The "Import Editor" opens.
On the bottom left are the buttons for defining delimiters and opening data files to be Imported. In the bottom center are buttons for controlling the flow of the Import and on the bottom right you may set a search so incoming data updates existing records rather than creating new records.
3. Click on the button "Open Import File". A dialog box opens, asking the location of the file that is to be Imported. Locate and open the "Text" file to be Imported.
4. On the left hand side of the screen, under the words "Import Fields", the first record of the Importing "Text" file appears. If the "Text" file has a Header, the Header appears.
5. On the right hand side is the File Popup and the list of fields in that file. Click and hold the mouse button down on the File Popup and a list of all the files in the database appears. Scroll up and down the list, highlight the file and release to choose the desired file.
6. Match the "Importing" fields with those in the file. Under the file title is a list of all fields within that file. Choose the field desired by double clicking or single click and then clicking the "Add" button to move it to the "Matching Field" area. The Import field, as well as the chosen field, are numbered to assist in alignment.
If the wrong field is in the "Matching Field" area, highlight it and then click the "Sub" button to delete it from the "Matching Field" area.
To insert a field between two fields in the "Matching Field" area, first highlight the desired field in the field choice area. Next, in the "Matching Field" area, click on the field beneath the position for the inserted field. Click on the "Crooked Arrow" and the field is placed in the list.
The "SP" button is used to insert a space. This is used if there is an Importing field, but there is no field in the database with which to match it.
The "Auto" (automatic match) button, is used if the "Importing" field Headers match exactly the field choice titles. If, for example, 50 "Customer" records were Exported, modified and are being Imported, the "Importing" field Header would match the field titles choices. Click on the two letters "am" and the field titles automatically fill in the "Matching Field" area.
7. If the Importing data needs to be Imported into an existing record, a Search must be made to match one of the Importing fields with a unique field in the existing record. Click on the field to be searched for in the "Fields Choice" area, then click on the "Search" button.
8. If there is a Header, or any record, in the Importing "Text" file that is not wanted in the database click on " Load Next Record" button. This brings up the next record discarding the record that is shown on the screen.
Data may continue to be discarded and the next record loaded until the desired data is visible in the "Import" fields.
9. To save an individual record and load the next for review, click on the "Save One Record".
As records are Imported, a Tally of the number of records Imported shows at the bottom of the screen.
10. To Import the remaining records in the Importing document click on the "Save All" button.
11. If information is going to be regularly Imported, the file and field set ups may be saved. To save the set up click on the "Save" button. A dialog box opens for the Name of the Import Set up. Name the document and save it.
When the set up is needed at a later time click on the "Load" button. A dialog box opens, asking for the location of the set up. Choose the set up and open it.
12. The "Options" button is used if the Imported text is not set up as a"Text" file with the tab and return as the delimiters. This allows other choices for Importing files.
To close the external document being Imported, use the "Close File" button.
The " Close Window" is used to terminate the whole Importing process. It is used at the conclusion of the Importing, or at any time termination is desired during the process.
Updating Existing Data
The database is automatically searched for an existing record which match the unique value of the record being imported. If a record exists it is updated. The field being search for unique value is listed in the lower right.
If the other application uses a different format for Exporting data, modification of the file may be needed in advance, using a spreadsheet or word processor.
Take care when using a spreadsheets that they do not clip empty fields at the end of record (row). Working with data in a spreadsheet is best to add a "Termination" column at the end and fill it with a value which will be discarded during import.
If data is being Imported from another application, export the data using the other application. Note the order in which the fields are exported, the format the program uses to save the data, and if "Text" format was used, the delimiters used by the program. When Importing the data, these settings must be matched.
You have control over your choice of delimiters. Use the Option button in lower left.