MX-Contact Instruction Sheet: Importing Data Business Contact Manager

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1 1 Introduction The purpose of this document is to describe how data can be imported from a Business Contact Manager database into MX-Contact. This process involves 3 steps: 1. Firstly links need to be created to the BCM (SQL Server MSDE) database in the Microsoft Access Import database (MXImportBCM.mdb). 2. Secondly, from within this database Access scripts execute which restructure the SQL Server data into a format that can be imported into MX-Contact. 3. The final step in this process is to import the Microsoft Access Import tables into MX- Contact. 2 Extracting the database 1. Extract the MXImportBCM.mdb to your file system. 3 Create an ODBC Data Source for BCM To create an ODBC Data Sourec link to the BCM database, do as follows: 1. Click Start->Control Panel->Administrative Tools. 2. Select Data Sources (ODBC). 3. Select the System DSN tab and click Add. 4. Select the SQL Server Driver: ExchangeWise (Pty) Ltd Page 1 of 11

2 5. Click Finish and enter the following details: 6. Enter the name of the server, which will usually be the computer name followed by \MICROSOFTSMLBIZ. Click Next. 7. Select the options shown above and click Next. ExchangeWise (Pty) Ltd Page 2 of 11

3 8. Select the MSBusinessContactManager database and click Next. 9. Select the options shown above and click Finish. ExchangeWise (Pty) Ltd Page 3 of 11

4 4 Link to the BCM database Setting the links in MXImportBCM.mdb allows the data from the SQL Server to be pulled into this Microsoft Access database. Note: The following instructions assume that a data source has been created to your SQL Server database under Control Panel->Administrative Tools, Data Sources (ODBC). 1. Open Microsoft Access and open the MXImportBCM.mdb database. 2. Select File->Get External Data->Link Tables. In the Files of type: dropdown list field choose ODBC Databases() : 3. Select the BCM Data Source under Machine Data Source. ExchangeWise (Pty) Ltd Page 4 of 11

5 4. Click OK. 5. Select the tables listed below for linking, using the Ctrl key to multi-select: dbo_accountsfullview dbo_activityfullview dbo_activityparentsview dbo_contactfullview dbo_contactpicklistvaluesview dbo_opportunityfullview dbo_opportunitypicklistvaluesview 6. Click OK. Select the Unique Record Identifier for each table in turn: ExchangeWise (Pty) Ltd Page 5 of 11

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8 7. You should now have the following tables showing in the Access database: 5 Restructure data BCM -> MXContact This process executes a series of scripts to restructure the data into MXContact format. 1. Select the Macros tab in the MXImportBCM.mdb 2. Highlight ImportBCM and click Run ExchangeWise (Pty) Ltd Page 8 of 11

9 1. Click the Yes option to all the prompts that follow. (Note: Under Tools->Options- >Edit/Find the checkbox Confirm Action Queries can be checked off to disable these prompts.) 6 Importing Data from an Access Database into MX-Contact A facility exists in MX-Contact under MX-Contact->Import Data to import data from any Access database, provided it has been properly structured. (See the previous sections). In order to import data from an Access database into MX-Contact do the following: 1. In MX-Contact select MX-Contact->Import Data from the toolbar. 2. The next screen will display a list of tables from the default database mxcontact.mdb which is provided with MX-Contact and installed into the MX-Contact Program Files directory. ExchangeWise (Pty) Ltd Page 9 of 11

10 3. Click Select MDB and browse to MXImportBCM.mdb and select it. [Do not use the default database] Once the MDB is selected it will show a list of tables that are available in the Access database. 4. Mark the check-box(es) next to all the individual tables that you wish to import, or click Select All to import all tables: 5. Click on OK to start the import. A status screen will be displayed: ExchangeWise (Pty) Ltd Page 10 of 11

11 6. MX-Contact will check that all the fields that are required to import data into each folder exist on both the table and on the form of the folder into which data will be imported. If this is not the case an error message will be displayed to this effect and the import will not be allowed to proceed until the errors are rectified. If all selected tables are OK then the following prompt will be displayed. 7. Click Yes to continue, No to cancel. You are prompted as to whether MX-Contact should check for existing items with the same ID s (in case the import is rerun again). Click No. 8. A form showing the status of the import will be displayed while the import is in progress: 9. A message indicating that the import completed successfully should appear at the end: ExchangeWise (Pty) Ltd Page 11 of 11