Martial Arts Organizer 4

Importing Data

 

Note: This is NOT the procedure for getting your data into a new version of Martial Arts Organizer 4. Instructions for Updating Martial Arts Organizer are under the Wizards menu.

 

Can I import data into Martial Arts Organizer 4?

Yes! If your existing software or spreadsheet allows you to export text files, you can import your existing data into Martial Arts Organizer 4.

However, not ALL of your data will go gracefully from one application to the next, but you should be able to import Student names, addresses, birthdays, that sort of thing with a bit of trial and error. Invoice, payment and attendance data will more than likely be problematic.

It all depends on how well the data fields match up. It may take a few attempts to get your import fields to match up properly, so plan on experimenting and deleting. Importing is never perfect.

Since importing and exporting data requires quite a bit of trial and error, it's strongly suggested that you ask your computer guru for assistance with this process.

 

Export Format Options

When exporting data from other sources, experiment with your exporting options. Compatible formats: tab separated text, comma separated text, SYLK, DIF, WKS, BASIC, Merge, Data Access Manager. The Merge format is recommended because it includes the field names. This will make matching up data fields easier.

 

Proper Password Required

Martial Arts Organizer 4 allows 30 Day Trial Users to import data, just to see how the process will go before purchasing. Importing will require the Master or Guest password. The Staff password is not permitted to import.

 

Discovering Field Names

To find out the exact name of a field in Martial Arts Organizer 4, click into that field and then click the 'Ask Jeff' button on that screen. You'll create a pre-formatted Tech Support email. Open your email software and scroll down to just under Record ID # and you'll find "Field Name:" then the name of the field you clicked into, as well as it's current contents. You must click into a field for this trick to work. If you ever have a question about which fields contain which data, please feel free to email Tech Support.

 

Student #'s

If have Student numbers you would like to import, always import them into the "StudentNum" field of the Students table.

 

Importing Data

Since importing and exporting data requires quite a bit of trial and error, it's strongly suggested that you ask your computer guru for assistance with this process.

Export from the Source

Before you can import anything into Martial Arts Organizer 4, you first need to export the data from its' original source to a text file. This text file becomes the bridge between it's original source and Martial Arts Organizer 4.

How you will do this depends on the software you are using, but look for an 'Export' or 'Save as...' command which will allow you to create a text file.

Optional: You may want to open this text file in a word processor, such as Microsoft Word, and remove any unwanted characters which may be appended to the export. (Try using the Find & Replace command in your word processor.)

 

To Import Data

  1. Open the Martial Arts Organizer 4 and go the a screen which contains the type of data you would like to import. For example, if you would like to import Student data, go to the Student Info screen. If you'd like to import Inventory, go to the Inventory screen, etc.

    Always import your Student data first. After you've got that imported, you can tackle importing other types of data.

  2. Select 'Import Records' from the File menu.

    Import

    the Open dialog box (Macintosh)
  3. In the Open dialog that appears:

    PC Users
    Click on the "Files of types:" drop down menu, scroll UP and select:
    All files (*.*)

  4. Mac Users
    Click on the "Show:" drop down menu and select:
    All Available

  5. Select the file you’d like to import from.


  6. In the Import Field Mapping dialog set the importing order. To align fields, click on a field name on the right, and drag it up or down to align it with the data on the left.

    Use the Arrange By popup menu in the top left corner to get started, then adjust other fields by hand.

  7. Click in the center row to place an arrow next to each field that will be imported.
    Uncheck any fields you do not want to import.

  8. Leave 'Add New Records' selected, then click Import.

  9. Be sure to check the “Perform auto-enter options while importing” box, otherwise the imported data will be unusable in Martial Arts Organizer 4.
    (You will receive an error message stating "Warning! This record has no Link #!")
    options

  10. Click Import and the importing will begin.

 

Deleting Imported Data

This whole process requires a fair amount of trial and error as you discover which fields contains which data, so it's very likely, no it's a guaranteed that you'll want to delete all of your imported data and try again.

You can now click the Delete button at the top of the screen, or select "Delete Record" from the records menu. A dialog box will appear with a 'Delete All' button. Click it to delete the entire Found Set, that is, the records you've just imported.

Now you can try your import again...