Importing Data from Subpermittees or Cooperators

Importing Data from Subpermittees or Cooperators who have entered their own data into their copy of Band Manager

The way to import data from someone else who is using Band Manager is to do a Band Manager import. A Band Manager import is ONE of the types of imports available in Band Manager. First , let's define a Band Manager import, and explain when it would be used. You will do a Band Manager import to incorporate data that was entered into a copy of Band Manager on one computer, to a copy of Band Manager on another computer. The classic examples of this are when a Subpermittee (Sub) sends data to the Master permittee, or when a banding station has more than one banding location or data entry people, using more than one computer.

Please Note

• You SHOULD NOT do an EXPORT of the data from the Sub's computer if you will be importing it to a copy of Band Manager on the Master's computer; you simply copy the data files from the Sub's computer to a floppy disk (or email them) - see below
• The bands that the Sub has entered into their copy of Band Manager MAY be entered into the Master's computer in advance, but are NOT required to be. During import, the bands will either be added to the Master's band inventory, OR (in the case that the bands are already entered to the Master's inventory), simply marked as used. The only restriction is that the Master CANNOT already have data for any of the bands that are to be imported.

Steps to follow to import data from someone else who is using Band Manager.

1. Although not required, it is very helpful to ensure before hand that the Master has added in all of the codes that the Sub uses in their version of Band Manager. For instance, the Sub may have location codes that are not in the Master's version, or may use different Remark Codes. During the import, Band Manager will not allow you to add records unless all of the codes used in the data, are found in the lookup tables. During the import you will be able to change the codes, or enter them, but it is easier to do so in advance. Please note - if two banders know that they will be incorporating their data in the future, they should plan codes together, so that they do not use the same code for different meanings!!

2. The Sub will copy two files onto diskette: These are the .dbf and .set files for the Band Manager file that they want to send to the master (note, this is NOT an export). So, let's say that the Sub has a file called subdat99 which they want to send to the Master. The Sub will use Windows Explorer to copy the files called subdat99.dbf and subdat99.set onto a diskette (or attach the files to an email). These files are found in the c:\bandmgr\userfile directory. Also, if the Sub has used any Custom remarks (not normal remark codes but the one where you create a custom one specific to individual bands) then the Sub should also send the file comments.dbf (found in the c:\bandmgr directory).

3. The Master then puts the diskette into their computer. You have a choice from here; you can copy the files onto the hard drive so that the import is faster, or you can import from the diskette. However, if you copy them onto the computer, DO NOT add them to the c:\bandmgr directory or the c:\bandmgr\userfile directory. Add them to something like c:\temp. Note, that if the files were emailed, they will already be on the Master's computer in the directory where attached files are stored by your email program. You can import them directly from that directory.

4. Now, start Band Manager and go to Utilities and Import.
   • Choose the Band Manager import option (the last one).Choose the Band Manager import option (the last one).
     
     You will then be prompted for the source file. Navigate to the correct directory or enter the path and file name of the file to be imported. Next you will be prompted for a name to call this file in this copy of Band Manager. If the Sub has used a file name like sandys99.dbf, then you can enter the same file name if you wish. Otherwise give it a meaningful name so that you can identify it as the Sub's data later on (a file name that does not already exist).

   • The import will begin and you will see various screens confirming the import.You will be told how many records will be imported and how many bands need to be added to the inventory. You will also be asked if the bands that are being imported have already been scheduled or not. This is an important question. If you wish to be able to schedule the records, answer NO. If you HAVE already scheduled the records, then answer YES. If you answer YES, you will be asked for the date that you did the schedules. You do not need to provide the exact date, but should enter some date to indicate that they have been done. So, for example, if the data are all from the past year, then you may want to enter December 31 of that year as the date that they were scheduled.

     After this, the import will be done, and you may return to the main menu.

5. Checks to do After the Import

   After you are finished the import, you should do a Field Level Check of the imported file to ensure that the imported data do not contain any unrecognized codes (such as location codes etc). To do this check, select Utilities and Field Level Check. Select the file that you imported and a check of the codes will be done. Generally when doing a Band Manager import, the only fields that should have any unrecognized codes would be the Locations and Remarks fields. If Band Manager detects a Location or Remark Code in the data that is not found in the corresponding lookup table, you will be shown a screen which lists the code(s) that it does not recognize. At this point you may simply provide an alternative code under "New Code", or click Lookup too open the lookup table and add the old code in. Press F1 when you are on this screen for more help.

Other Related Questions

• Do the master and sub-permittees have to have the same entry form, or can the sub-permittee customize it for their own purposes?
  The answer here is NO, they do not have to be the same. You may both use different file setups. The .set file that the Sub sends to the Master takes care of the fields that are in that particular data file. Keeping the Sub's file separate from the Master's in that copy of Band Manager allows you to open the imported file as if it were still the Sub's.

• Can the fields to be sent to the Master be selected so that only the information required by the master permit holder is imported?
  The answer to this is NO. Not if you will do it as a Band Manager import. You COULD do an EXPORT of the data from the Sub's computer, and select only the fields that are required (for example, export to SDF or Delimited file) and then do an import of that file using the SDF or Delimited import options on your copy. However, this is much harder to do and may not produce the desired results. Instead, do a Band Manager import, and then drop the extraneous data fields by going to Utilities/Table Designer and selecting Modify.

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