When you choose Merge from the Tools menu to merge extracted data into a DT Max database, DT Max brings up the dialogue box titled Select file to merge from where you will choose the desired extracted file. You will then see the dialogue box below:
You can merge some or all the clients from the extracted file. It is useful to be able to merge selectively, thereby selecting files from a master database and allocating clients to different members of your firm.
Using savelevelsDT Max relies on internal logic to decide whether or not each client should be merged. To that end, DT Max maintains an internal savelevel number for each client file. Each time a client's file is updated or saved, this savelevel is incremented by 1. Therefore, a copy of a client's file that has recently been worked on will have a higher savelevel than old data for the same client on another database.Under most circumstances, using savelevels ensures protection against inadvertently overwriting new data with old data during a merge. Problems in using savelevels will occur where one given file has been worked on from different databases simultaneously, since DT Max will always search for the highest savelevel. In such circumstances, DT Max may not know which is the most up-to-date file. However, DT Max can merge selectively by keyword.
Forcing a mergeIf you force a merge, all client files on the diskette will be merged into the database regardless of savelevels and the merged information will overwrite any existing data on that database for the merged clients.You may still choose to do so if you know for a fact that the desired information resides in the extracted file, even though the source file may have been saved more frequently and consequently show a higher savelevel.
Duplicating client numbersClient numbers in a DT Max database must be unique. Therefore, if the same client number exists on the extracted file and in the database but for different clients, the merge will fail. If the client on the database has not been replicated elsewhere, you may renumber this client to enable the merge to succeed.Warning: If you have already merged your databases but found only a few duplicate numbers, do not re-number an entire database and attempt to merge again. You would end up with two copies of each client from the merged database. Instead, delete the unnecessary clients. You can use your log file to know which client numbers are the ones you wish to retain. December 3, 1999 |
