Chapter 13
(continued)
Importing & Exporting Information
Importing Data Files (MS Access, dBASE, Paradox, Excel, etc.)
askSam can import structured data from database files and spreadsheets. You can import this data into an existing askSam Entry Form, or you can have askSam use the field names from the original file.
1. Choose FILE -> IMPORT.
The Import Dialog Box will appear.
2. Choose the File Type Option and select the database format you wish to import (Microsoft Access, Excel, dBASE, FoxPro, Paradox, or any other data format that is listed).
3. Choose the file you want to import.
4. Choose the IMPORT button.
If your database file contains multiple tables (or if your spreadsheet contains multiple worksheets), askSam will display a list of the tables.
5. If the “Tables to Import” Dialog Box appears, select the table (or tables) you wish to import, and choose IMPORT.
The Data Import Dialog Box will appear.
The Data Import Dialog Box previews the information you will import, and lets you set fields names for the information. It also lets you choose whether or not you wish to import this information into an existing askSam Entry Form.
If you choose to import into an askSam Entry Form, you are able to select which fields in the data file correspond to the fields in the askSam database.
6. Choose whether or not you'll import into an Entry Form, and choose the OK button to begin the import.
A Message Box will appear showing the status of the import. The “Documents Imported” field tells you how many Documents have been imported. When the import is complete, the last imported Document is displayed.
7. Choose CLOSE to close the Import Status Dialog Box.
Importing Text Delimited Data
The Text Delimited format is a convenient way to transfer data between applications. Most databases and spreadsheets can save their data into a Text Delimited format. askSam offers a powerful and easy to use wizard for importing Text Delimited Data.
There are two different varieties of delimited data:
· Delimited Delimited files have commas, tabs, or some other character separating each field. Example:
"20062","Andy Goldstein","MediaGold","Munich, Germany"
"20063","Jaspreet Singh","Paco Industries","New Delhi, India"
"20064","Rachel Collins","Rachel's Catering","Dublin, Ireland"
· Fixed Width Fixed Width files output fields in columns separated by spaces. Each field in a column contains the same number of characters/spaces.
20062 Andy Goldstein MediaGold Munich, Germany
20063 Jaspreet Singh Paco Industries New Delhi, India
20064 Rachel Collins Rachel's Catering Dublin, Ireland
1. Choose FILE -> IMPORT.
The Import Dialog Box will appear.
2. Choose the File Type option and select “Text Delimited”.
3. Enter the name of the file you wish to import and choose IMPORT.
The Delimited Import Wizard will appear.
In the first screen of the wizard, you can set the following options:
OPTION DESCRIPTION
Original Data Type Specifies whether the data you are importing is “Delimited” or “Fixed Width”. askSam will auto-detect the format, and default to the appropriate option.
Start import at row Sets the row number where you want to start importing data. This is useful if the first row or rows contain field names or other header information.
Use first row as column If checked, the wizard will use the data in the first row as field
names names for the data.
4. Set the options in the wizard and choose NEXT.
The second wizard screen will appear.
This screen lets you set the delimiter for your data:
OPTION DESCRIPTION
Delimiter Lets you set Comma, Semicolon, Tab, Space, or another character as the delimiter between your data.
Treat consecutive delimiters When checked, consecutive delimiters that appear together as one are interpreted as a single delimiter.
Text Qualifier Sets the character that surrounds text fields in your data. When many programs output delimited data, they surround text fields with quotes.
5. Set the options in the wizard and choose NEXT.
The third wizard screen will appear.
This screen lets you enter field names for the data that you are importing:
OPTION DESCRIPTION
Import fields into Entry Lets you select an askSam Entry Form and imports your data Form into fields in the Entry Form. If you do not select an Entry Form, you simply enter field names for the data at the top of each column.
To skip a column when importing, choose “Skip” in the column header. “Skip” is at the bottom of the drop down list in the column header. When askSam imports the data, it will skip this column.
6. Set up field names in the columns and choose NEXT.
The last wizard screen will appear.
This screen lets you save the wizard settings for future use. If you'll be importing more delimited data with this format, choose YES, and save the settings. The next time you need to import this type of data, select the “Stored Settings” option in the Import Dialog to recall these settings.
7. Choose FINISH.
A Message Box will appear showing the status of the Import. When the import is complete, the last item imported is displayed.
8. Choose CLOSE to close the Import Status Dialog Box.
Fixed Width data is a convenient way to transfer data between applications. Most spreadsheets and many databases save their data in Fixed Width format.
To import Fixed Width data into askSam:
1. Choose FILE -> IMPORT.
The Import Dialog Box will appear.
2. Choose the File Type option and select “Text Delimited”.
3. Enter the name of the file you wish to import and choose IMPORT.
The Delimited Import Wizard will appear.
In the first screen of the wizard, you can set the following options:
OPTION DESCRIPTION
Original Data Type Specifies whether the data you are importing is “Delimited” or “Fixed Width”. askSam will auto-detect the format, and default to the appropriate option.
Start import at row Sets the row number where you want to start importing data. This is useful if the first row or rows contain field names or other header information.
Use first row as column If checked, the wizard will use the data in the first row as field names names for the data.
4. Set the options in the wizard and choose NEXT.
The second wizard screen will appear.
This screen lets you set the field widths for the data you are importing. To indicate where a new field starts, click with the mouse on the column.
5. Click to set the field width for each of fields and choose NEXT.
The third wizard screen will appear.
This screen lets you enter field names for the data that you are importing:
OPTION DESCRIPTION
Import fields into Entry Form Lets you select an askSam Entry Form and imports your data into fields in the Entry Form. If you do not select an Entry Form, you simply enter field names for the data at the top of each column.
To skip a column when importing, choose “Skip” in the column header. “Skip” will be the last item in the column header dropdown list. When askSam imports the data, it will skip this column.
6. Set up field names in the columns and choose NEXT.
The last wizard screen will appear.
This screen lets you save the wizard settings for future use. If you'll be importing more delimited data with this format, choose YES, and save the settings. The next time you need to import this type of data, select the “Stored Settings” option in the Import Dialog to recall these settings.
7. Choose FINISH.
A Message Box will appear showing the status of the import. When the import is complete, the last item imported is displayed.
8. Choose CLOSE to close the Import Status Dialog Box.
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