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Sources in Tables

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  • Sources in Tables

    I have a project to combine 13 inter company databases. We need to be able to pull the names by source but also to mail everyone without people getting duplicates, if they're in more than 1 source code. How would you accomplish this in A4v7?

    allan katz

  • #2
    RE: Sources in Tables

    I'll try this one.

    1. If the tables are not in a database format you could import them into microsoft access and immediately export them to .dbf format. Do this with each separate database and do not try to combine them or add fields at this point. Give each database its own different short, descriptive name.

    when you have them all as .dbf format databases, then open each of the 13 database 1 at a time.

    FOR EACH DATABASE
    From the main menu of each database use the (D)atabase/Set design command/Reconfigure database/Reconfigure current Database...
    Move the cursor down to the last (blank) field and type in a name for a new field for instance 'dbsource', of type 'character', # of spaces you need for the name of each dbsource. THEN save the field. This name, type, and #of characters should be EXACTLY THE SAME FOR ALL 13 DATABASES.

    From the main menu use (G)lobal update/delete--(U)pdate field--(O)ne-time update
    For field use the name of the last field, the one that you just added 'dbsource'... THEN under expression type a name label for the dbsource you are currently in & hit f10/continue.

    (...Say that you were in the customers database and that it is the database with the longest name. Each Record will now have a field named 'dbsource' that contains the database label 'customers'. The next database would also have added a dbsource field which would contain the name of that database such as 'inventory'...With what we have done so far we can combine all 13 databases and still be able to identify which piece of information was originally located in which database.)

    You also need to rename the fields and regularize the space requirements so that ALL 13 databases have common field names and lengths for the items that are the same. If an Item is not the same, It can be left as is.

    Example fields-- first name, last name, address, customer number etc. BUT WITH the fields that are the same in each database of the same length and name.

    2 more notes.
    1. Names are hard to deal with. If you are attempting to send to people, their names and addresses MUST be the same in all of your databases. (It would not work very well to send Bob Smith, Robert Smith, and Bob Smythe the same information) when they were the exactly the same person, although named differently in different databases.

    It would be well to combine all databases and form a master database of names and delivery addresses. then use social security or some other means to put them back into all 13 databases.

    2. For a quick and dirty solution to the avoiding duplicates, AND AFTER Combining the 13 regularized databases into ONE...

    you may be able to use (U)tilities--(S)ummarize--
    then give a name for a new database, choose the field names that you want to show unique combinations of choose First, and complete this.
    You would then open the new (summary) database, but you would have the social security numbers or name combinations only 1 time not many. Since It is a regular database you could append the original ONE database to it to create only one mailing per individual.

    Hope this helps,


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    • #3
      RE: Sources in Tables

      Thanks for much for taking the time to answer my question.
      I've begun to work on this and will implement what you've suggested. I've actually sorted the names alphabetically and assigned numbers to the same people even if they are on the master list more than once. Then I've spread them out into the child databases.

      Allan katz

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