The Record Import program allows you to import the records listed in the Import Types field into tables in your RecTrac database. The import may be run "as needed" (One Time) or it may be Scheduled to run at regular periodic intervals.
In order to import into a table, you have to have a file created with all fields in the import even if there are fields you do not use/want. Unused/unwanted fields can be blank. Additionally, the order of fields must match exactly the File Layout detailed below. The import has an option to skip a header line in the file and also to specify the delimiter.
Acceptable file types to import are. txt and .csv at this time.
Note: If using .txt format, an ending carriage return ("Enter") is needed after the last record in the file.
File Type Layouts
Click Here to see File Type Layout specifications and examples for all Record Import types.
Other buttons on the screen….
Click Process to run the Import. The system will notify you when the process is complete.
Note: This button is available when your Process Option is set to "One Time."
Click Schedule to have this process run at regular intervals. You will continue to the Schedule Generator screen.
Note: This button is available when your Process Option is set to "Recurring."
Click Close to return to the previous screen. Refresh the Gift Certificate or Address Management DataGrid to see your changes, if necessary.
RecordImport_Tab1
Import Type (RecordImport_ImportType)
Select your Import Type:
- Activities - Imports Activity records created outside of RecTrac.
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Activity Sections- Imports Sections for the Activities above.
- Up to five (5) Fee Records can be imported for each Section.
- Address Lookup - Imported Address become Address Codes in Address Management. The imported addresses subsequently can be linked as Address Codes to their respective Households using the Household Address Transfer if desired.
- Gift Certificates - Imports Gift Certificate records sold outside of RecTrac into RecTrac and links them either to existing households in RecTrac or to the Daily Household. The Gift Certificate Number Initial Amount Amount Used Issue Date and Expiration Date can be imported from the original record.
- GL Codes - Import RecTrac SAGLCODE records.
- Inventory Items - Import RecTrac PSINVENTORY records.
- Parkland Facility Reservation - Imports Facility Reservations in a custom formation for Parkland FL. This Process Option generates an Audit Log entry with the results.
- Reston Household Status Update - Imports households and changes the status to Active or Inactive based on values from the import file..
- Users - Imports RecTrac User IDs into User Management.
- VT State Parks - Custom coding for Vermont State Parks which imports rental items created outside of RecTrac.
- Westerville Household Update - Updates households based on values from an import file used by Westerville OH.
Click Here to see File Type Layout specifications and examples for all Record Import types.
DeleteProcess Option (RecordImport_ProcessOption)
Select your Process Option. This is a Mandatory field in the Standard VSI Design. Your design may vary.
- One Time - The import will be run once only OR it will be run "as needed." If you select this option you will click Process to run the import.
- Recurring - The import will be run at regularly scheduled intervals. If you select this option you will click Schedule and proceed to the Schedule Generator screen to set your parameters.
Import File (RecordImport_ImportFile)
Select your Import File. The file can be located locally on your workstation or on any accessible network location.
Acceptable file types to import are. txt and .csv at this time.
Note: An ending carriage return ("Enter") is needed after the last record in the import file.
Input Text Path/File (Relative to Appserver) (RecordImport_ScheduleFile)
Enter the file location, relative to your AppServer, of your import .txt file. UNC pathing is recommended. For Example: \\<servername>\imports\recordimport.xml. This is a Mandatory field in the Standard VSI Design. Your design may vary.
DeleteImport Delimiter (RecordImport_ImportDelimiter)
Select your Import Delimiter:
- Comma - < , >
- Tab - < Tab Key >
- Space - < Space Bar >
- Pipe - < | >
Note: If opting to use Space as the delimiter be mindful that the system will read every instance of <Space Bar> as a delimiter. So if doing an Address Import for example 548 Foxboro Square should be entered as 548FoxboroSquare.
Skip import file header line (RecordImport_ImportHeader)
Select this option to skip any column headers used in either a .csv or .txt file, if any exist.
DeleteUpdate Existing Records (RecordImport_ImportOverwrite)
This field is applicable to the Address Inventory and User Process Options only.
Select this option to overwrite existing records with new information if applicable. When this option is selected the system will look for matching Codes during the import. If one is found then the system will overwrite the information found on the Code with the new information.
For the Address option the Category code only is impacted. Future functionality may allow for inclusion of other fields. For Example: You have "12 Market Place" as a Code. and its Residency Category is "RES." Your Import file contains "12 Market Place and its Residency Category is set to NR." When you run the import with this option enabled 12 Market Place will remain but its Residency Category will be "NR."
For the Inventory option all 23 Codes can be overwritten.
For the User option all 21 Codes can be overwritten.
De-select this option to skip the overwriting of records.
DeleteUpdate Password on Existing Records (RecordImport_PasswordOverwrite)
This field is applicable to the User Process Option only.
Select this option to overwrite passwords on existing records with new information if applicable.
De-select this option to skip the overwriting of passwords.
DeleteReservation Household (RecordImport_HouseholdNumber)
This field is applicable only if using the Parkland Facility Reservation Import Type.
Select the Household associated with the Reservation(s) in the Import File. This is a Mandatory field in the Standard VSI Design. Your design may vary.
Delete