Summary
Commence allows the Export of all data entered into the system. You can extract all of your data by category or a subset (by view).
You can decide what type of file gets created when you build the export template. Many common formats are supported including:
- ASCII, comma delimited (*.TXT). This is commonly known as CSV and produces a comma separated text file that can be viewed in Notepad or Excel.
- ASCII, tab delimited (*.TXT). This file can also be viewed in Notepad or Excel.
- DIF (*.DIF). This file can be opened in Excel, and is the preferred choice for data that contains multi-line notes and/or quote marks.
- dBASE (*.dbf). This file can be viewed in MS Access or any other dbf reader. Two files are created with this export; a dbf for the standard fields, and a dbt file for large memo fields.
Applies To
- Commence RM 4.0
- Commence RM 3.6
- Commence RM 3.5
More Information
When exporting data from multiple linked categories, such as companies and their related contacts, each view must be exported to a separate file.
The steps are as follows:
- Create an export template for each core category in the source database. Include data fields, drop-down lists, and connections as necessary.
- Export each source category to separate files. DIF format is recommended for complex data that contains one-to-many relationships.
The following example will demonstrate how to export two core categories, Person and Company, from a custom Commence database.
STEP 1: Create Export Templates in source database
In this example we’ll create two export templates in the source database: one for Company fields and one for Person fields.
The table below is an example of how to order the fields, but you can put the fields in any order you wish. You can also include more fields. The Name field is the only required field.
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| Company EXPORT Template |
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| Name |
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| Street Address |
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| City |
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| State |
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| Zip |
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| Main Phone |
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| Main Fax |
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| Business Web Site |
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| Notes |
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| Primary Sales Rep |
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| Industry |
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| Primary Contact |
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To create the company export template in the source database:
- In the source database, select the Customize-Database-Import/Export command.
(Note the Customize command is found on the Tools menu in the Commence Application Suite.)
- Click the Add button to display the Template Definition dialog box. Setup the template as described below. Click OK when finished, then Save.
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Name: |
Type a name for the template, such as Company Data |
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Category: |
Select your Company category from the drop-down list |
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File Format: |
Choose a format for your source file such as DIF, no sample file |
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Map |
Click the Map button to display the Template Mapping screen |
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Append |
Use Append Field button to move Company fields and connections into template. For a list of recommended fields, see 'Company Export Template' above. |
Assuming your company and person data are stored in separate Commence categories, let's also create an export template for the Person category.
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| Person EXPORT Template |
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| Name |
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| First Name |
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| Last Name |
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| Address |
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| City |
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| State |
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| Zip |
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| Email |
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| Phone |
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| Company Name |
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| Primary Sales Rep |
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To create the person export template:
- Select the Customize-Database-Import/Export command.
(Note the Customize command is found on the Tools menu in the Commence Application Suite.)
- Click the Add button to display the Template Definition dialog box. Setup the template as described below. Click OK when finished, then Save.
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Name: |
Person Data |
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Category: |
Person |
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File Format: |
DIF, no sample file |
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Map |
Click the Map button to display the Template Mapping screen |
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Append |
Use Append Field button to move Person fields and connections into template. See 'Person Export Template' above. |
STEP 2: Export Data
Before you begin the export, take a moment to review your Preferences. Select the Preferences-Other command and turn off the ‘Reverse Last, First’ check box. (The Preferences command is found on the Edit menu in RM 4.0 and in the Application Suite, and on the Customize menu in RM 3.6)
- Select the Export-By Category command.
(The Export command is found on the Tools menu in RM 4.0, and on the File menu in RM 3.6/3.5.)
- Choose the Company Data template, and click Export.
- Type a descriptive file name, such as 'company', and click OK.
Commence will create a file with this name to store your source data. This file will be saved in Commence's Application Data Directory; on Vista this folder is typically c:\program data\commence\commence\7.5. You may save this file on your Desktop or Documents folder if you prefer.
Repeat instructions above to export all items from the Person category.
- Select the Export-By Category command.
- Choose the Person Data template, and click Export.
- Type a descriptive file name, such as 'person', and click OK.
Now that the source files are created, we can open these in Excel to review the data.
| Author: |
Commence |
| Tracking ID: |
TN3303 |