Importing and Exporting Records

IMPORT or EXPORT RECORDS: These options (under FILE) will allow you to import from or export data to the Current Jobs/Liens, Reference, Other Liening Parties, Other Legal Parties, or History tables. Records can be downloaded from your own computer or from another Lien Writer®, Lien Releaser® or Lien Releaser Pro® programs.

IMPORTANT: Record ID number fields are necessary for the connection of data between the Other Liening Parties and Other Legal Parties tables and the Current Jobs/Liens and History tables, aside from assigning a unique number to each record. This fields can be generated only by Lien Writer® , Lien Releaser® or Lien Releaser Pro®. Because of this, direct imports from other computer programs can work only for the Current Jobs/Liens, Reference and History tables (Record ID numbers will be automatically generated), and not into the Other Liening Parties and Other Legal Parties tables.

NOTE: If you are using Electronic Data Interchange (see Appendix I) with any of the Lien Programs® they will automatically generate for export all necessary files for all tables, and, at import, direct export file data to the correct table. It is the safest way to interchange Lien Program® data among different systems.

IMPORTANT: If are are going to be receiving or sending copies of your files to different locations, each location must have a unique company number or you run the risk of one company’s records being confused with another’s because the company number is used in the generation of the unique record id number. Make sure that each of your clients have a unique company number before you import their records.

PREPARING RECORDS FOR EXPORT:

1) From the FILE Main Menu option, select Export to File;

2) Choose the table for export;

3) The Export From Current Jobs File screen will display. You can press the ) key to change:

A) Import Path: If you simply specify a path (the preferred way) file names will be generated automatically for you. If you specify a file name, it will be used for all file types;

B) Display Export Record: This field allows you to select the records one by one (this is not normally necessary) which will be exported. The default should be ‘Checked’ so you can view the initial integrity of the data , then export the rest (see below);

A.   Unmark Imported Records?: If this opinion is set to ‘Checked’ records being exported will be ‘unmarked’ after they are exported. The default is ‘Checked’;

4) Choose how you want to export records. Normally, you are going to want to export only records marked at input, or you can do it by a sort key. If the sort key method is chosen, you will next select the sort key (typically, entry date would be preferred), press e, then enter the low and high values for the record selection (again, if entry date was chosen, the choice would be the beginning date entry date and the ending entry date;

5) The program will then construct the export files in the export subdirectory, advise you how many records were exported, and then return you to the Main Menu.

IMPORTING RECORDS:

1) To import records into your tables, select Import from File from the FILE Main Menu option;

2) Choose the correct table for import;

3) The Import screen will display. You can press the ) key to change the following fields:

A) Import Path: If you simply specify a path (the preferred way, especially for Electronic Data imports) you can use the.key (see below) to select the file you want to import. If you specify a exact file name that will be the file imported;

B) Display Export Record: This field allows you to select the records one by one (this is not normally necessary) which will be imported. The default should be ‘Checked’ so you can view the initial integrity of the data , then import the rest (see below);

C) Do Data Update: This field causes all records imported to be verified by their Record ID numbers. If set to ‘Checked’ and an imported record already exists it is updated with the transmitted information. Otherwise, it is added as a new record. If set to ‘Unchecked’ records are always imported as new records. The default is ‘Checked’;

D) Use Today’s Entry Date: If this field is set to ‘Checked’ the value of the programs Entry Date field will be set to the date of your import. Otherwise, the date will be the one transmitted by the client for the record. The default is ‘Unchecked’;

E) Mark Imported Records: If this field is set to ‘Checked’ imported records will be automatically marked. You might use this as an alternative for record processing by setting the entry date field. The default is ‘Unchecked’.

4) Enter a file for import. The easier way to import is just select the first file highlighted. You will repeat this process until all files are imported (the display will give you an idea how many files are waiting);

5) The program will return to the Import Current Jobs File screen, with the selected file displaying in the Import File: field. Press <Okay> to begin the import. If the Display Import Record field was set to ‘Checked’, the first record will appear. Press <Okay> to import it, or <Skip> to skip it. When you are satisfied that the record integrity is okay (the Owner, City General and Lender fields match up) then you can press the <All> key to import the remaining records;

6) After importing, you will advised of the number of primary records imported. Press <Return>;

7) You will then be asked if you wish to delete the imported file. Normally, you would enter ‘Checked’ to remove the imported file;

8) Repeat until you have imported all files. You may then process records like you do normally, marking for printing later the ones that are completed.

Records are exported or imported in common ASCII format to or from a text file, one field per line terminated with a carriage return/line feed combination (CHR[13]CHR[10]), 66 lines per record for the Current Jobs/Liens or History table, 25 lines per record for the Other Liening Parties table, 29 lines per record for the Other Legal Parties Table, and 10 lines per record for the Reference table:

# = Field number of record

Field Data = What data belongs there

T = Data Type, in the following formats:

         C = Character Data (Alphanumeric)                    N = Number (Numbers only)

         B = Boolean (true or false, format of Y or N)      D = Date (format of NN/NN/NN or NN/NN/NNNN [month/day/year])

A blank field space = no input into the field / empty field

Ln = Maximum Length of Data Line (in characters)

ALL DATA MUST BE ASCII TEXT. The Lien Programs® will handle all data conversion:

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