Summary
Join Brian Hatch as he reviews the Code Conversion utility and how it can be used to change system and record codes.
Video
Transcript
Brian Hatch 0:00
In this video, we're going to review the topic of code conversion in RecTrac. And there are two different options for code conversion, it could be a single code conversion, or could be for multiple files. And we'll review both. For this example, we're going to concentrate on the activity module. But I'm gonna go in my menu and just Type in the word code. And I'm gonna select code conversion. RecTrac codes, when they're initially set up in RecTrac, are locked down. And they can't be edited from any management Screen, that's where the code conversion program is going to assist you with updating those values. As I mentioned, there's a single record conversion, and there's a multiple record conversion. So depending on what you're trying to do, I could choose one or the other, I'm going to focus in on activity module, but you can choose any other module or system codes that you're looking to convert from this pulldown list. Below this, you could choose what you want to actually convert. So just as an example, I'm going to choose a aquatic program here, and I'm going to.
Brian Hatch 0:58
Simple example, I have a current activity code of aq 0022. And let's just pretend we want it to make that Aqua 0022. So I'm basically converting this from this code to this code with a single record scenario for activities. I'm just going to hit process, it's going to give me the warning here saying this is the old code, and this would be the new code. So I'm gonna hit continue. And then it will process through and then once complete, I will get a notification that it has been updated. I'll switch over to activity management now that the conversion is complete, I can actually Type in a queue. And I can see the aq 00 to two. So that was the original code. And since I already had this one to open, I'm just gonna hit refresh. And now you can see there's the AQ a 0022 that I just converted it to, so I was able to just update the activity code using the code conversion program.
Brian Hatch 1:59
So that's great on a one off basis. If you make a mistake, or you find that a codes not quite right, you can use the individual code conversion to update those records very easily. In certain scenarios, you might choose to update things in bulk. And then going back to activity management. I have four different activities right now that begin with AQ. And they're not really consistent beyond that, obviously, this one now says Aqua, and we have a different number of characters in each Field. And there's not a lot of consistencies. What if I want to change all four, rather than doing four individual conversions, the trick we can do is a conversion for multiple records. So the first step I would do an activity called Conversion is I would probably dump out these records into a comma delimited file. So I'm going to go to my options, they've already got to filter down and go to Export comma delimited. I'm going to open up that it's going to automatically export it into Excel, I'll drag that over. And this exported the entire data grid, so really only need two columns.
Brian Hatch 3:01
So I'm gonna go ahead and drag over and delete the rest of the info that was included there. And I'm going to get rid of the header here. So we don't need the header for that column. So now we just have our four different codes. So think of this as your current code, which we're not going to adjust. And this is going to be your new code, if that makes sense. So let's say we want to make this a cleaner just call it aquatics without any kind of coding. And let's say we wanted to go with four additional characters for each one, or sorry, three different additional characters for each one, we'll just call this one 002. And then we'll call the next one 003. We'll just line this one up with what we had before 001. And we'll call this one. So this will be the new code that actually is going to replace the current code, so just the two columns, so the old value and the new value. And I'll go ahead and just save this as the same name for the file. I can rename it if I want.
Brian Hatch 4:03
And now I can go back to the code conversion program, I can switch this over to multiple records. And now I'm really just browsing out to that file. So this is going to be a major shortcut here for me. But now it's gonna take the values from that file, and it's common delimited automatically because it was a CSV file. And when I hit process, I'll get a challenge message saying looks like there's four records is that where I really want to convert, I'm gonna say yes. And it's going to upload and process that just like it would on an individual code conversion. And that just completed I'm gonna switch over back to activity management. And I'm going to hit refresh on the DataGrid since I already had it open and you'll notice I now now have my nice uniform code conversion code records for the records that I converted so obviously I did four in this example I could have easily done 400 Right. If I get the file set up correctly, it would makes the conversion for me activities in this example really easy if you're looking to clean up or get unified code in your system this would be the way to do it very easily and very painlessly so that is a walkthrough of the code conversion program for single and multiple records in RecTrac