Thie Record Storage Update screen allows you to change the values within a line/record of the Import Fields DataGrid. When importing households into RecTrac, your Import Template defines the one-to-one associations between data elements in your Import File and fields in RecTrac.
See Also: Topic Doc - Household Import for complete step-by-step instruction for running this program.
See Also: Topic Doc - Household Import Field Listing for a listing of available fields in RecTrac 3.1 that can be populated using the Household Import program.
From the bottom of the screen…
Click Save to save your changes and return to the System Code Update- Household Import screen.
To exit this program, click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
SARecordStorageUpdate_Tab1
Record Type (SARecordStorage_RecordType)
You will not visit this field.
This field displays "Household Import."
DeleteTable Name (SARecordStorage_TableName)
This option identifies which RecTrac table your data will be imported into.
- When importing data for households, select fields from the SAHousehold table.
- When importing data for family members, select from the SAPerson table.
- When importing data for emergency contacts, select from the SAEmergencyContact table.
- When importing transactional history data (e.g., original membership date, suspension dates, pass number, and punches sold and left), select from the SADetail table.
- When importing data for WebTrac login credentials, select from the WebuserName table.
Field Name (SARecordStorage_FieldName)
This option identifies which RecTrac field corresponds to the specified Field Number within your Household Import file. You will notice that certain fields, such as First Name appear within multiple RecTrac Tables, so make sure to select the appropriate Table.
DeleteStatus (SARecordStorage_RecordStatus)
Expand the Drop-down list to select your Record Status. This option determines whether a data element is included in your Import.
- Active - The data will be imported into RecTrac.
- Inactive - The data will not be imported into RecTrac.
Custom Option (SARecordStorage_CustomOption)
The Custom Option has two general uses.
First, it displays the formatting convention RecTrac expects for each data element within your import file and enables you to change it. When importing household information, your data will contain Yes and No values, codes, and/or dates. The Custom Options column displays the values and format that RecTrac is expecting for each of those fields. Additionally, you can change those expected values. For Example: You might have birthdays within your household import file with a two-digit month, day, and year. RecTrac might expect a four-digit year within the Custom Option, shown as MMDDYYYY. You can click to edit the Custom Option for Birthdate to become MMDDYY.
Second, you can use the Custom Option with the special PassKey and FieldLinkCode1 pair, and RosterKey and FieldLinkCode6 pair to have RecTrac assign a value to your records as they are imported. For Example: You might assign a single pass for campus recreational facilities to the records imported. Alternatively, you might assign a single activity/class to records imported, such as freshman orientation.
Using the Custom Option field to assign a Pass
Change the FieldLinkCode1 field, enter the desired Pass Code (e.g., GYM) into the Custom Option. The code you're assigning must be present within RecTrac. The Field Number should be set to 75, and the Status should be set to Active. You would configure the PassKey field within your Import Fields to be Active, and have a Y or N value within your Import File to indicate who should receive a pass. The Household Import screen MUST have Create Passes During Import enabled.
Using the Custom Option field to assign a Roster
Change the FieldLinkCode6 field, enter the desired Class/Activity (e.g., F112_001) into the Custom Option. The code you're assigning must be present within RecTrac. The Field Number should be set to 75, and the Status should be set to Active. You would configure the RosterKey field within your Import Fields to be Active, and have a Y or N value within your Import File to indicate who should be assigned to the roster. The Household Import screen MUST have Create Rosters During Import enabled.
Start Position (SARecordStorage_StartPosition)
This field is applicable for use when your Household Import file is Fixed-Length.
Enter the Start Position in characters to indicate where this data begins within a line/record of your Import File. Fixed-length imports require data to start and end at a predetermined number of characters. For reference you should open your Household Import file and count the number of characters from the start of a line/record to where this data begins. For Example: The birthdate data might start at 12 characters in and you would enter a 12 in the Start Position field.
DeleteLength (SARecordStorage_Length)
This field is applicable for use when your Household Import file is Fixed-Length.
Enter the Length in characters that is reserved for this data element in your Import File. For reference open your Household Import file and count the number of characters available for this data element from its beginning to end. For Example: A birthdate of 11/22/99 might appear within your data as 112299 for a total of 6 characters. Within RecTrac you would enter a value of 6 for the Length.
DeleteField Number (SARecordStorage_FieldNumber)
This option determines the order in which a given data element appears within your Household Import file.
- A Field Number of 0 means that nothing is imported for that RecTrac field.
- Enter a Field Number value of 1 to the first data element that appears within your Import file.
- Enter a Field Number value of 2 to the second data element that appears within your Import file, and so on.
- Your import file might include data that you do not want to import into RecTrac. For Example: The third data element within your Import file might include data unused by RecTrac. Simply skip a Field Number of 3 within RecTrac (by assigning Field Numbers 1,2, and 4, while skipping the 3) and the third data element will be ignored during the Import.