Update Level

You can update field contents in the entire database from this info area.

Note: Back up your database before extensive updating measures!

You can update:

  • data fields (numerical, alphanumeric values, or catalog values)
  • Country and city entries

Note: You can only update a single info area at once.

The Update level provides you with the following options:

  • Use the drop-down list in the top left-hand corner to select the info area from which you want to update records.
  • Condit. Active: If a previously defined condition is to take effect, you must make sure it is activated. Click the Condit. Active check box or select Data > Condition Active.
  • Update Cond.: With the Update Cond. button you can restrict the records to be updated even further.

    The dialog box used for defining conditions is displayed, see Conditions in the Aurea CRM win User Manual.

    The condition determines the records and field to be replaced. (The condition is set for an existing entry.)

    Conditions are especially important when deleting or updating dependent records that are part of a previously defined selection. A selection of companies to which a telephone activity was entered contains not only the activity records where the activity (type) = telephone, but all activity records (company/person) where at least one telephone activity exists.

    Starting a deletion or update process would affect all activity records in this selection. To delete or update only those telephone activities that satisfy the condition activity (type) = telephone (one telephone activity), the condition must be activated again.

  • Selection: Activates the chosen selection.
  • Sel. Name: Enable the Selection check box.: choosing a selection does not automatically activate it.

    If you do not wish to update all records but only a subset of company or person records defined by a selection (or their supplementary info),

    1. Double-click the field to open the Selection catalog.
    2. Make the required selection from the Selection catalog.
  • Property Selection (BTB only): If you only want to update companies and persons that have been limited by a property selection and not all records:
    1. Double-click on the field to open the selection list.
    2. Select the desired selection from the property selection list.
  • User Confirmation: If you want to be able to check the update process manually, enable the User Confirmation check box. You are then required to confirm each updated record manually.
  • Updated: This field indicates how records have actually been updated.
  • Field: Name of the field to be replaced.
  • Replace with: Beneath the mask is the replacement table. The replacement table contains all the fields in the currently selected info area. In this table you can specify in which field the current entry should be replaced with the new value. Double-click the field to open the catalog, if available. The contents of all the fields in the database to which the condition(s) apply(ies) are replaced with the entry in the Replace With field. To update a field without a replacement value (i.e. to replace the field with a blank field), select the field but do not enter a replacement value (no input).
  • Upd: Click in the Upd column to specify which fields should be updated by the update process.
    Note: Do not edit the CmCd field, as this could lead to inconsistent data during communication.
  • Start: Before you start the update process, check that manual control has been activated (for safety's sake). To commence the update process, click the Start button.
  • User Confirmation: If the User Confirmation check box is enabled, the first record appears inside a dialog box.
  • Update: To update the record on the screen, confirm the update process with the Update button.
  • OK: To retain the data in the record, accept the old entry with OK, and the next record appears on the screen.
  • Stop: Use Stop to terminate the entire update process prematurely.

Example:

  1. A city's area code has changed.
  2. Click the Update icon in the icon bar.
  3. Select Company from the drop down list.
  4. Enable the Condit. Active check box.
  5. Click the Update Cond. button.
  6. Define the condition "Area Code=0222", and click OK.
  7. In the Area Code row click the Replace With column.
  8. Enter the new area code.
  9. Check the Upd field on that row.
  10. Click on (Execute).

    All the 0222 area code entries are replaced with the replacement value throughout the Company info area.