How to Use the Job Merge Wizard

Transcription

1 How to Use the Job Merge Wizard Print Audit 5 includes a tool called the Job Merge Wizard. This tool is intended for companies that have multiple locations and want to consolidate the data for reporting purposes. It is also very valuable in assessment situations where data needs to be transported before being used to create reports. By using the Job Merge Wizard, you can bring the print information from multiple Print Audit 5 databases into a single database that can then be used to generate individual or consolidated reports. There are two steps when using the Job Merge Wizard; exporting the information from a remote database and then importing it into a local database. The export process involves some important decisions, so it is imperative to read and follow the on-screen prompts. The following outlines a step by step procedure for using the Job Merge Wizard successfully. Exporting Data The first step in the Job Merge Wizard is to select whether you are importing or exporting data. Before data can be merged into a common database, it must first be exported using the Job Merge Wizard. As an additional feature, you can set up automatic exports with a defined schedule. To export all jobs from the source database now, select Export Jobs Now and press the Next button. If you wish to schedule exports, select the Set Up Scheduled Exports button. The scheduled export configuration process is identical to an immediate export, with the exception of one additional screen to configure the export schedule.

2 Select the source database to be used for the export from the Database tab. Click Next to continue once the source database has been selected. TIP: Data can be imported / exported from any supported Print Audit 5 database source such as Microsoft Access or Microsoft SQL Server (MSDE). The Job Merge Wizard supports exporting from Microsoft Access and importing into a Microsoft SQL Server database (or vice versa). 2

3 The export settings screen is imperative in configuring the export. Choices made on this screen will determine what data is exported and what information will be available to import from the generated.jbs file. The first choice is to select what type of records to export. Print Audit 5 can export either print job information only or print job information along with the associated custom field values. TIP: When exporting data for analysis purposes, you will normally choose export jobs only. When combining data from multiple locations where fields are setup to recover information during printing, choose export jobs and custom fields. The second choice is which print jobs to export. You can choose to export new jobs (since last export) or export all jobs in database. An internal database flag is used to mark which records have already been exported when you choose export new jobs (since last export) and only new print jobs will be exported when you choose this option. Press Next to move to the Merge Code screen. Depending on the choice made at the previous screen, you will see one of the two screens below. If you selected export jobs only you will see the screen on the left. If you selected export jobs and custom fields you will see the screen on the right. In both scenarios, you will be asked for a common piece of information, Job Merge Codes. The Job Merge Codes are data identifiers that will allow you to merge multiple databases while keeping the information separate to allow you to create individual and consolidated reports. TIP: In assessment situations, you will usually export all jobs in database. Exporting new jobs only usually occurs in recovery situations where multiple databases are merged on a schedule. 3

4 Separate Job Merge Codes are required for both the exported jobs and for each Custom Field exported. TIP: For analysis customers, the company name is usually a good choice for the merge code. For recovery customers, the site name or location is usually used. The name and code used must be unique to import the data into the main database. Press Next to move to the next screen. If you selected to schedule an export, you will be presented with the Schedule tab pictured below. 4

5 On this screen, you can schedule how often the export will run by adjusting the Run Export setting. The On and At fields allow you to fine tune which days and at what time the export will take place. The PIN code field is mandatory and a valid PIN code MUST be supplied for the scheduled export function to work. The PIN code used must be for a Print Audit user that has permission to export data. Select the folder you wish to save the export file to by using the Export to Directory browse button. Press Next to proceed to the last step in the Job Merge Wizard. You will now be asked for the filename and location for the export file. Select a location that has enough free space to store the exported data. Press Finish to complete the data export. When finished, you will see a dialog window similar to the one pictured below. TIP: The exported information is stored in a heavily compressed format to reduce the file size. Two files will be created when the export is complete. The print job data itself is saved with a.jbs extension. A text file will also be created that contains the Merge Code information. 5

6 Importing Data Once you have created an exported.jbs file, you will want to import the information into another Print Audit 5 database. The steps below will guide you through this process. If you have both the.jbs and.txt files available, you will be able to view the exported merge code in the.txt file, otherwise make sure you know the exact merge code before attempting to import new job data into the database. WARNING: If you enter the incorrect merge code when importing the job information only, you will be notified that the code is incorrect and the import will fail. However, if you are importing job data and Client Custom Fields, you need to enter each applicable Job Merge Code. Each Job Merge Code is imported independently of the others and will succeed if correct or fail silently if incorrect. For example, if the Job Merge Code for the job data is correct and the code for a Client Custom Field is incorrect, the job data will be imported and the Client Custom Field information will fail without notification. The first step in the Job Merge Wizard is to select whether you are importing or exporting data. As an additional feature, you can set up automatic imports with a defined schedule. TIP: If you receive data from a client site on a regular basis, it may be beneficial to use an FTP site. This way, you can schedule the exports to the FTP site and then schedule the import from the FTP site to automate the process. 6

7 Once you have made your selection, press the Next button to move on to the Import Into Database screen. The Import Into Database screen allows you to choose which database to import the data into. Depending on your database backend, you will either be asked for a filename for Microsoft Access or connection information for Microsoft SQL Server and MSDE. Please enter the information accordingly. Once you have selected the target database, press Next to continue. The Import Settings screen lets you select what data will be imported, how duplicate data is handled and sets a Company Name for non-imported data. 7

8 If you know that the imported data contains Custom Fields, you can choose to import custom field information along with the job data. Selecting, Import Jobs Only will only import print job information, even if Custom Fields are available in the exported file. Depending on how data is exported, it is be possible for multiple export files to contain some of the same print job information. In those cases it is advisable to select the option for Duplicate jobs overwrite existing jobs. Note that using this option will considerably increase the amount of time it takes to import print job information. The last entry on the Import Settings screen is a Company Name for the original data in your local database. This setting allows you to continue using the Print Audit 5 database for local tracking and have separate companies for the imported information in the same database. Press Next once you have made your selections. TIP: You can use your company name for the non-imported data company name. This will allow you to easily distinguish the various companies when creating reports. You will now see the Setup Merge Codes for Job Import screen. Enter the company name and merge code and Client Custom Field name and merge codes on this screen. TIP: The most recent versions of the Job Merge Wizard create a text file along with the.jbs export file that contains the Job Merge Codes. If you cannot remember or don t know the merge codes when importing the data, please open the text file. 8

9 The left value in both of the tables is the label / name for the information that will be imported. It is usually the company name of where the data originated. The Merge Code field in the right hand column must be entered exactly the same as in the export file. TIP: To delete a company s data permanently from your database, right-click on the company you wish to remove and select delete from the fly-out menu. The company and all its data will be removed from the database immediately. The last screen prompts you to browse and find the jbs file that contains the exported job records. Press Finish to complete the print job import into the specified database. TIP: To increase the import speed, select "Duplicate jobs are allowed" unless absolutely necessary and use a Microsoft SQL Server or MSDE database backend. The data import may take a while depending on the options selected, the database type and the size of the file being imported. 9

10 Once the import has completed, you will see the dialog window below. The window will show the number of imported jobs, printers, users and custom field values. TIP: The Job Manager defaults to view data for all companies (signified by <All Companies>). However, if you have imported data for a customer s company and wish to run reports on their data only, make sure you select the appropriate company name from the drop down list before retrieving data from the database. 10