Importing & Duplicate Records

[abcameo]

I'm using Pro 6. I'm trying to import only NEW records from one FM file to another. I'd appreciate it if someone would assist me on a few minor issues. My questions:

1. How do I import the new records each time without importing all records? I thought the "add new records" option meant it would only add NEW records, not all records. It works if I first use Omit Multiple Records and omit records which were previously transferred from the original file before I then import the new entries into the clone.

2. When files successfully import to the clone, almost all text records are transferring fine--all but one, which isn't putting in the entire "Serial ID" (my custom field) exactly as written. For example, instead of transferring the name "Jade Necklace Ensemble," it's tranferring "Jade" and omitting the other words.

3. Re Deleting Duplicate Records:

To delete duplicate files, I'm going to "Layout" "Find" "Duplicates," clicking in "Serial ID" (my custom field) and then hitting Find. How can I then be sure, if I delete the records found, I'm not deleting all the records and not just the duplicates? I tried it on a test clone, and the commanded was deleting almost all of the records--not just the dupes.

Thanks for any assistance.

Amy

[SlimJim]

Regarding point 3. Searching for duplicates I believe will produce all files with a duplicate in whatever field you are using. So if you have just two files the same they will both be there and if you delete the found set they will both be gone.

There has been a recent thread regarding a similar subject

http://fmforums.com/forum/showtopic.php?tid/164109/tp/0/all/1/

[drums31]

Hi Amy. I'll try to cover things together without getting fancy.

You've indicated that you have a Serial ID. That's good providing the field is set to have a unique value (define fields). When you import from another file, it's best to find only the records you intend to import, simply eliminating unwanted records. Nonetheless, when importing, select "Update matching records in current found set", then check "Add remaining records".

Duplicates are easy to find... Browse, find, click in the field of choice, e.g. Serial ID, enter "!". This will reveal records with duplicate Serial ID's.

Now to determine the imported records -vs- original. There are several ways to do this. Another good habit is to include creation and modification dates (define fields). Of course, both files must have these date fields to allow importation of the value. Obviously, you can only perform this in a single calendar day. AHHH, but to make sure the exporting file has todays date on all records, you need to create a simple text field that you can update all intended records. Basically flagging the records. You may elect to format the text field to inlude a single value checkbox.

Steps:

1) Find the records you want to flag or simply show all records

2) Cursor to the new text field or checkbox and enter a character or check to box

3) Choose "Replace"

4) varify the number of records to replace and go for it

This will add the value to all intended records and update the modification date at the same time, so when you've completed your importation, you can separate the records by modification date. You should check a couple of records in the working file to varify the change before importing to the original file.

Another way, perhaps even easier, is to simply create the same text field in both files and before each import, replace the character in the found set of records (flagging). After you import these records into the original or master file, you can find this character in the same field, which will identify your newly imported records.

Be careful with the "Replace" function. Make sure you're in the intended field, or you may loose data. It's best to duplicate the working file before you "Replace" any data.

Good luck,

Steve

Edited August 12, 2005 by Guest

[abcameo]

Thanks so much for the help. I suceeded in moving only the new records into the clone now, but for some reason, the Serial ID (which is the name of each product)isn't transferring over--every other column is moving over just fine. Any thoughts on what may be going wrong here?

Thanks again,

Amy

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