Index and Duplicates…
The "Index and Duplicates Editor" has three functions allows users to change Indexes fields ( speed searching), rebuild corrupted Indexes and identify likely duplicate records so they can be purged.
Duplicate Records, cleaning out multiple records
Play Movie: t9_Dupli.MOV
1. Dept menu > Admin department > Tally menu > Index and Duplicates….
The Editor will open.
2. Select the file to be managed with the file Popup in the upper left corner.
3 Select fields to be managed by double clicking on them or by selecting the and clicking on the "Add" or "Insert" buttons. Holding down the "Option"-"Alt" keys and clicking the "Add" button will move all the fields to the right side. More detail see Editor Tools.
4. The records in the current selection is displayed in the center of the window.
5. Use the "Search" button to change the curret selection.
When a new data set is created, CommerceExpert/WebClerk automatically "Indexes" or Sorts some fields. They are represented by an "i"(indexed) or "u" (unique) in the "Editor" windows.
Searches and sorts are faster on "Indexed" fields than "Non-Indexed" fields, because the program manages them with a zip code like table. The reason all fields are not Indexed is the more indexes the slower the a record will save because of the need to manage the "zip code" like table.
JIT Indexes the key fields that are needed to manage the program. There may be non-index fields that Users regularly Search. In this case it may be to the Users advantage to Index the regularly "Searched" field.
Note: User Indexed fields must be reset with each new upgrade of the program.
Note: This is an excellent tool for correcting problem with misaligned Indexes.
The "Index" button will cause field added to the right side to have the Indexes reversed, Indexed fields Indexes will drop, plain fields will be Indexed.
1. Remove all fields from the right.
2. Move fields to the right. Indexed fields will be mark with an "r" for "remove" not Indexed fields will be marked with an "i" for Index.
3. Click the "Index" button.
4. Option clicking on the "Index" button will cause all Indexes in the file to be dropped and then rebuilt.
The "Duplicates" button will Search and Sort in the current selection to try and find likely duplicate records.
1. Choose the file to Search. (e.g., Customers)
2. Select the fields to Search by and move them over to the "Sort by Fields" area. (e.g., Zip and Address1)
3. Click on "Duplicate" button. You will be asked to set the length for each fields for the Search. (e.g., 5 for zip and 8 for address1)
4. As the Search is complete you will be asked if you wish the found records to be Sorted. Typically, click "OK".
5 An Output screen opens with all "Duplicate" records found.
6. The records should be Sorted by name if not already.
7. Select a set of duplicate records that are located next to each other in the Output screen.
8. Open each record individually and decide which is the record containing the most "Recent" address, phone number, email, etc.
Note: This process will fill in any information that is "Missing" in a record but will NOT "Change" any information.
For example: Record 1 has all info except email, Record 2 has email but the fax number is wrong, all other information on the two "General" page is the same. Both records contain individual , Orders, Invoices, Payments, and the 2 records have both unique and common "Contact" records, both records have Comments that have been entered with a Date/Time stamp.
9. For the example, because the Record 2 has the wrong fax number. Record 1 is the one that will be kept. The second will be moved by holding down the "Shift"-"Command" and clicking with the mouse on the clipboard next to the Customer name in the record to be kept ( record number 1). A dialog box will appear asking you to confirm that you wish to combine the NEXT record into the CURRENT record. Click "OK".
Now the first record contains the same address, phone, and fax number information and has gained from the second record an email address. Also all Date/Time stamp Comments have been added. The Invoices, Orders, and Contacts that were part of record number 2 are now attatched to record number one. Record number two has been marked as "Delete Dup" in the actions column. The actions column is visible from the Output screen, so all records can be cleaned up and all records to be discarded can be deleted at one time. This saves time and also saves the Sort on your selection of current records.
Note: If the Record 2 in the example was the record with the most currrent information and the desire was to move the extra information from the first record to the second. We would have used the same process with one exception, to do the reverse hold down the "Shift"-"Option"-Command" keys while clicking with the mouse on the record to be saved. A dialog box will appear asking you to confirm that you wish to combine the PREVIOUS record into the CURRENT record. Click "OK". The first record would now be marked as "Delete Dup"