TOC: Import Custom Data Using the Developer Module | Importing Custom Table with No Existing Data | Migrate Custom Data to Interactsql.adp | Setting up Interactions in Metrix
Importing Custom Tables into Metrix
Import Custom Data Using the Developer Module
All custom tables need to be imported with the prefix tblCustom. This is how Metrix recognizes custom tables during an upgrade process. If this prefix is not used, the custom tables will not be included in the upgrade and will then have to be configured manually.
- Open devmodule130.
This is the database file where you will develop your custom tables. The default location for devmodule130 file is C:\Program Files\fcny\Metrix\Developer.
The Set Up Custom Tables form will open.
Figure: Opening the Developer Module (devmodule.mdb)
- Press Import Table to open the Import Wizard and select the path to your source data.
- Select the options First Row Contains Column Headings; (store your data) In a New Table; and No Primary Key . The table name should have the prefix "tblCustom," so you would name your new Membership Interaction table tblCustomMembership.
- Go to the database window and open your new table in Design View. Make sure that all fields have the correct data type. If you have kept your temporary ID fields in your source datasheet, they have been included in the table; you can now delete them along with any empty fields. The new table should only have the three permanent ID fields and your custom data fields.
Figure: New Custom Table Prior to Clean-up
- In the above example, the last four fields should be deleted, and the data type for MemberID should be changed to "Text." The three foreign key ID fields should have the field size "Long Integer."
- Go back to the Set Up Custom Tables form. To create a lookup table for a field, double-click on the field name in the Fields window. The new table will be shown after it is created; remember to check the lookup values for accuracy.
Figure: Double-clicking a Field Name to Create a Lookup Table
- Repeat the above steps for each custom Interaction.
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Importing Custom Table with No Existing Data
It is not unusual for a Metrix build to include the creation of custom tables for which there is no existing data. This may be even more the case if your organization has not had an electronic information management system, or if the system does not track some of the needed data.
The design of custom tables should be a direct result of data requirements gathering and planning with the organization. For more information, please see Gathering Data Requirements and Planning Custom Interactions. In addition to questions such as datatypes, when planning custom tables, some of the important issues to consider are:
- Which Interactions will require multiple records? For some Interaction data, such as attendance records, it can be more efficient to track multiple records for each Interaction.
- Do any of the Interactions have parent-child data? For example, an Interaction such as "Counseling Goals" also has "Steps to Goals", individual steps to be associated with each goal. In this case, you would need to create a parent table ("Goals") and a child table ("Steps") and create a foreign key field in the child table so that it can relate to the parent.
- Do any of the Interactions need to be grouped together on a single form even though the data tables can remain separate?
- If you need to create a custom table structure for which there is no existing data, go to the Set Up Custom Tables form, press New Table.
- Select Design View. Configure the data fields with the appropriate data types and column names. Remember to name it with the "tblCustom" prefix and to include the fields InteractionID, IntractionDefinitionID and ContactID. The data type for these fields is "Number" and the field length is "Long Integer".
- Double-click on a field name to create a look-up table. You can populate the lookup table with values now or later, once the tables are in Metrix.
- Return to the Set Up Custom Tables form and select the Import check box to mark your new tables for migration to Metrix. If there are sample tables in your developer module, or you have custom tables you do not want to import, or that have already been imported, make sure to de-select the Import check box.
Figure: Marking Custom Tables for Import
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Migrate Custom Data to Interactsql.adp
For the next step, the Administrator needs to have exclusive access to the database. Be sure to have all users log out until you are finished migrating the data.
In this next step, you will be migrating the tables that were set-up in devmodule130 into Interactsql.adp, the database containing Metrix Interaction data.
- Open Interactsql.adp.
Figure: The Manage Modules window
The Manage Modules form will open.
- Press Add Custom Table(s). In the dialogue box, select the path to devmodule130.
Figure: Selecting devmodule.mdb
- The import from devmodule130 is automatic. Custom tables and lookup tables will be populated automatically.
Figure: Viewing Newly Imported Custom Tables
- You may now close Interactsql.adp and set up your custom Interactions for display in Metrix.
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Setting up Interactions in Metrix
The custom table data is now ready for use in Metrix. In this remaining step, you will be using the Setup Interactions form in Metrix define the Interactions and associate your custom table(s) with the Interaction Definitions. Here you will also select which fields will be displayed.
- Open the Metrix client, Metrix.adp , with Metrix Administrator rights.
- Click Admin in the Navigation Menu.
Figure: The Setup Interactions window
If you have based your custom Interactions on imported existing data, your Interaction Definitions are already present in the database. Otherwise, you will create them in this step.
- Click the edit link beside the imported Interaction title, or press New Interaction to create a new one.
Note: It is a good idea to agree on an Interaction setup standard, so that all Interactions will be accessible and easy for users to understand. For example, you could agree that all Interactions should include the fields AddBy and AddDate, so that they can be queried based on data about their creation as well as specific custom data.
- If you are creating a new Interaction, enter a name under Interaction Title and select at least two category levels in Categories for Interaction Definition. Metrix requires at least two levels of categories. Level-1 categories are the most general, and level-2 categories are sub-groups within the first-level categories.
- In the Tables to Use area, select the Metrix Interactions table. Now select the custom table or tables for this Interaction.
There is no limit to the number of tables you can select.
- From the Select the Module/Table pull-down menu, select the table name, and then, from the Available Columns list below, select the fields you want to display. Click the Right arrow (>) to move them to the Columns to Display list.
Note: Don't choose pkey, Interaction ID, InteractionDefinitionID or ContactID; these can and should remain invisible to users. The order of displayed fields can be changed by selecting a field name and clicking the Up and Down arrows to the right of Columns to Display.
- Repeat step 5 for each table, and press OK to save the Interaction setup.
Figure: Editing the Interaction Definition
Repeat the above steps to set up each custom Interaction.
The next step is to customize the Interactions Portal. This is where you can choose which Interactions to display together on tabs in the Interactions Portal. For more information, please see Setting up the Interactions Portal. Once the Interactions have been added to Metrix, users will be able to add them to contact records. For further information, please see Adding Interactions.
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