Subscription import (screen)

Use 'Import subscriptions' to import subscription data into your database from a file. dBASE, comma-delimited and tab-delimited files are supported. Click here for a complete description of the fields for the subscription input file. The help topic "How to import subscriptions" provides instructions on how to create a file with the proper format.

It is important to note that you should always back up your database before importing subscriptions. This is a precautionary step to help prevent the loss of data if the import fails.

Input file

Enter the name of the input file or click on "Browse" to locate and select it. If the file is already in the QuickFill database directory, enter the filename and extension (i.e., "myfile.dbf"). If the file is not in the database directory, enter the drive and directory that the file is in as well as the filename and extension (i.e., "c:\mydata\myfile.dbf"). dBASE files, comma-delimited and tab-delimited text files are acceptable. dBASE files must have a "dbf" file extension. Delimited text files can have any file extension except "dbf", however the usual convention is that comma-delimited files have a "csv" extension and tab-delimited files have a "txt" extension.

QFConvert button

Clicking the QFConvert button will run the QFConvert application which you can use to extract data from a wide variety of sources and to rearrange the address data so that it is in a form suitable for importing into QuickFill. After QFConvert has completed processing the data it will return you to the Subscription Import screen with the name of the data file entered in the 'Input file' field.

Reject file

Enter the name of the output file in which you would like the rejects to be placed. You must specify a name for a reject file. Although you would think that this file is required only if you selected either the 'Copy the incoming record to the reject file' or 'Ask me' options, there are rare instances where records must be rejected due to duplicate values in the user ID field regardless of your choice of options for address matching. You can click on "Browse" to assist you in specifying the name and location of the reject file.

Begin at record number

Enter the record number in the input file at which you would like to start importing records. The value in this field should normally be "1," as in most cases you will want to start importing names from the beginning of the file.

Minimum score for a "near" address match

Candidates with scores equal to or greater than the "near" match value will be considered by QuickFill to be a "near" match and will be handled according to what you select in the 'For near matches' field below. Use caution when changing this value. If you set it too low, QuickFill will consider too many records as "near" matches. If you set it too high, you will end up with multiple records for the same person. Click here for further details on the manner in which QuickFill searches for duplicates.

Minimum score for an "exact" address match

Imported customer records that match existing customer records with a score equal to or greater than the "exact" match value will be considered by QuickFill to be an "exact" match and will be handled according to what you select in the 'For exact matches' field below. Use extreme caution when changing this value; if it is set too low, you risk combining customer records of separate people. Click here for further details on the manner in which QuickFill searches for duplicates.

Test run, check for errors, no subscriptions will be created

Check this box to perform a dry run with your input file. No changes will be made to the database, but you will get a report of any errors found by the importer. Normally the subscription importer requires that you be in single user mode, but checking this box removes that restriction. You can perform a test run while others continue to work in the database.

Create subscriptions for records with errors

Normally the subscription importer will not import records containing errors, but instead will copy them to the reject file. If you wish to override this behavior, check this box and the importer will store all records in the database (other than those that get rejected as duplicates), regardless of any errors they may contain.

For exact matches
For near matches

If you choose to merge the customer records that match existing records, QuickFill will combine the data in the zip+4, demographic, telephone number, fax number, E-mail address, and sex fields from the two records.

If only one record has the data in a given field, the data will be retained regardless of which record is being merged with the other. If both records contain data in a given field, QuickFill will retain the data based on whether you specified to 'Merge, retaining the existing address data' or 'Merge, replacing the existing data with incoming data'.

You may also choose to reject all matching records and copy them to the reject file by selecting 'Copy the incoming record to the reject file'. This is a good strategy if you are not sure how you would like to handle matches because it allows you the opportunity to view them before importing them. After looking at the contents of the reject file, you may be able to make a better decision on how you should handle your matches.

If you select 'Create a new customer record', QuickFill will create new customer records for matches as it locates them.

If you select 'Ask me', QuickFill will display matches as it locates them and will allow you to decide what you would like to do with the customer records on a case-by-case basis. This option requires that someone be in attendance during the entire time that this utility is being run. As QuickFill finds matches, it will stop and wait for a decision on how to handle each one.

For non matches

If you select 'Create a new customer record', QuickFill will simply create a new customer record for each incoming record that is not a match. In almost every case you should choose this option.

If you do not want to create a new customer record for all nonmatching records, select 'Copy the incoming record to the reject file'. This option will cause QuickFill to reject all incoming records that are not matches. Again, in almost all cases, you should elect to create new customer records for all nonmatching records.

For email address matches

If you select 'Perform standard address matching', QuickFill will not use the email address as a factor in the address matching process.

If you select 'Treat like an exact or near match', QuickFill will treat any records with matching email addresses as at least near matches.

If you select 'Copy the incoming record to the reject file', QuickFill will reject all incoming records with email addresses that match an existing customer email address and copy them to the reject  file.  This is a good strategy if you are not sure how you would like to handle email address matches. After looking at the contents of the reject file, you may be able to make a better decision on how you should handle your matches.

Click here for more information about Filter screens and Options for running prospect and subscription imports.