Synchronizing Data is a feature used to update information from one database to another. During this process the modifications from the "Sending Database" are exported and transferred into the "Receiving Database". During the process an "Echo" file is created with information to update back into the "Sending Database".
Data Synchronization, merging data from remote locations
Play Movie: m5_Data_.MOV
Review menu > Sychronize Data…
A window opens to move data in or out.
Syncing out Data:
Reference is a Popup field that lists all Employees. To access the list type an "Asterisk" and then the "Tab" key. Highlight an Employee and click the "OK" button.
Choosing an Employee specifies only modifications applicable to records involving that Employee, be Exported. The Employee would have to be designated as "Sales ID" or "Action Name ID" in the records involved.
To Sync Out all modifications, leave the "Reference" field blank.
Date is the beginning date from which to sync.
Time is the beginning time from which to sync.
The Out button initiates the Syncing Out of data. When the "Out" button is clicked, the screen shown below opens to inform you the date and time being used.
Click "OK" to continue the process. The screen shown below opens to name and save the "Syncing" file.
The name defaults to "Sync 'today's date' 'current time'". This name can be modified.
Syncing In Data:
The process of Syncing In the data is a combination of searching and allowing you to choose some data options.
Site is the same field found in the "Default" record. It differentiates this data set from any remote data set with a different site choice. This is an automatic entry when the screen is opened.
Main box is activated if this is the Main or Home database. When activated the data is process slightly different, taking into account that this is the Main or Home database.
In is a button used to initiate the Syncing In process. When clicked the screen shown below opens.
When the "OK" button is clicked, another screen opens for you to locate and open the "Sync" File.
The Echo button is used if an "Echo" file is being synchronized. An "Echo" file is created each time the syncing in process occurs. This file contains changes made to the Incoming Data Base so it can update the Sending Database.
The diagram shown below illustrates the flow of the syncing process. There is always an "Echo" file created during any syncing in process. It is not always used.
Sync Action displays the Files and the number of records each file has to sync. The highlighted file is the one currently being synchronized.
The buttons under the word "All" have to do with handling each files records as a group.
The Skip button skips records of the highlighted file.
The Near button searches for a near match in more than one field. It does not look only at the Unique field. Below is a list of the files and the fields used.
Show Leads last name, phone number
Contacts company, first name, last name
Customers phone, company name
Service Records action name, date entered, time entered
Proposals inquiry code, company, date proposed
Orders Customer phone number, company, date ordered
Invoices Customer phone number, company, date shipped
The Over button is used to Import all the record of the highlighted file. The incoming information overrides any Existing records, based on a search and match of the Unique field.
The Data Area displays a list of field titles, the data in the original record (the record in the Receiving Database), the data from the Incoming record (the record in the Sending Database) and the differences between the two records.
The buttons under the words "Record Control" allow you to choose actions to take with each record being displayed. Use these buttons if you are viewing each record individually.
The Over (Override) button is used to initiate the modification of the data from the "Exception" column and updates the record in the Original (Receiving) database.
The Tag button is used when the Incoming record's Unique field (such as Account Code in the "Customer" record) varies from the Original (Receiving) record. This makes no changes to the Original record, but alerts the system to other records, such as Orders, with that same Unique field.
The New button is used to create a new record in the Original (Receiving) database using the information displayed in the incoming column.
The Next button unloads the records being viewed without updating any data and loads the next record.
The Srch (Search) button opens the "Search Editor". This allows you to search for any record.
The Record Selection displays the number of original (Receiving) records found, that might match the Incoming record. The arrows at either side, allow you to view the different records. If an exact match is found while viewing, the next record to be Synchronized is loaded.
The Orig (Original) button is used when making choice on a particular field. When there is a difference between the Original field and the Incoming field, one of the two field choice is displayed in the "Exception" column. If the Incoming choice is displayed and you want the Original choice click the "Orig" button.
The Incm (Incoming) button is used in the same situation described above but when the Incoming field choice, is the desired data.
The Mrg (Merge) button takes the contents of both in Original and Incoming fields and puts them in the "Modification Area". Three bullets separate the two fields. From the modification area you can modify the entry if desired.
After any desired modifications are made in the "Modification" area, click the "Mod" button. This moves the entire entry in the "Modification" area to the "Exception" column.
The Code button is used if an Incoming record has a Unique Code and a new Unique Code from the Original (Receiving) is desired.
For example: if an Order is incoming with a Sales Order number of 1500 and the next current sequence Order number in the receiving database should be 2301 you would click the "Code" button and 2301 would be assigned.
The Skip button will skip all remaining records listed for the highlighted file.
The Near button will automatically load any record that it cannot find a near match (phone number match) for. If it finds a near match it will stop and display the possible match.
The Over button bring in all records over writing any record that has a matching Unique field value.