Data exchange

Data exchange

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Menu         : File
Command      : Data exchange
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If you wish to proceed with information exchange between several Prospect Tracking sites, please read carefully the information listed below.

This command allows you to manage data between several Prospect Tracking sites (multi-site management).

The difference between Data export and file exchange, is that the file exchange generated by Prospect Tracking cannot be used by other software packages because it has an internal format.

Introduction :
Prospect Tracking considers that there is only one main site (defined as such in the file Application 'Settings', tab 'Other').

Other bases should therefore be considered as being distant sites (and you should tick the option 'Main site' of their 'Settings' file).
Reminder: You should possess as many licenses of use as necessities to run legally Prospect Tracking.

User rules :
For each data file Prospect Tracking specifies through the 'Settings' file the key of the site (this key must be unique) like the status of the file (Main site / Distant site).
Note : There can only be one principal site, but several distant sites (up to several hundreds).

It is important to note that the data exchange works through the replacement of existing records, and you must not modify the 'exchanged' records because you will lose the information on the replaced file, during the exchange.
These last ones remain nevertheless accessible only in consultation.

The principle of the exchange is based on a going there and back of the information is alternately :
'Main site to the distant site' : The records are then in consultation on the main site and in modification on the distant site.
'Distant site to the main post' : The records are then there consulation on the distant site and in modification on the main site.
Note : when a distant site proceeds to the dismissal of records to the main site it is always about the completeness of records of the distant post.

Principle of data exchange:

·	From the contacts record make a selection that you wish to transmit to another site and then choose the command 'File/Data exchange,

·	Choose the option 'Send information',

·	Name the exchange file,

·	Once the file is created, transmit it to the receiving site by diskettes, ZIP or by internet.

Note : For the latter you are advised to systematically compress the exchange file so that it is not polluted by static character interference during the transfer via the internet network. To do this you should use software that specialises in this domain.

·	The receiving site can now receive the information (menu 'File' command 'Data exchange' option 'Receive information).

·	Once the work has been updated, the distant site should send the file back to the main post (principle of sending and receiving the information).

Note : During an exchange of the main post to a distant site the complementary information is transmitted as well as the information of the 'Contact' record: Type of letters, Details, Functions, Countries.
This does occur during an exchange from a distant site to the main site.
The additional informations sent to the distant site are :
Letters types, Descripteurs, Functions(offices), Countries, Cities as well as certain information of the index card 'Settings' : Commercial, Name of fields appendices as well as the information relative to the table annexes.

Precautions
We advise you to systematically save the data file before proceeding with information reception in the case of data exchange, due to the fact that the information received replaces existing information.

Summary :
Licenses of use
You owe, please, possess as many licenses of Prospect Tracking's use as sites in this mode of use.
Example: 1 main post + 5 site distant = 6 licenses of prospect Tracking's use.

Receiving information originating from the main site :

·	Reception of complete contact records: if need be the latter systematically replaces the existing information. If the file does not exist it automatically creates one.

Reception of complementary information: if need be the latter systematically replaces existing information. If the file does not exist it automatically creates one. The complementary information brings forward the following records: Type of letters, Functions, Countries, Keywords and Agenda participants.

Receiving information originating from a distant site:

·	Reception of complete contact records: if need be the latter systematically replaces the existing information. If the file does not exist it automatically creates one.

·	No complementary information is called up.

·	No additional information is returned.

Things you must not do:

·	Send the same file to several distant posts at the same time,

·	Modify file information on the main site that you have sent to a distant post.

·	Send file information successively from the main post to a distant post without prior updating recovery which is done by the latter.

Note : An deletion of record 'contact' is never actual at once on a distant site. The deletion with place when records are sent back towards the main site.