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Tools \ Data Import

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From the Nav Menu on the left-hand side of the screen, select the Tools icon (it looks like a wrench), then from the menu select Data Import. You are now on the Flat Import, Data Import screen. From here, you can upload Cases, Items, and Users as long as it is in a format understood by the software. To get it into an understandable format, you may request an Import Template(s) (Cases, Items, Users) from our Client Care staff. You may do an import yourself as long as the data can be put into the proper Import Template.

All work to manipulate the data is the responsibility of your Agency. Or, you can request a quote from Tracker Products to do the work for you.

Assisted Data Import Instructions

Overview

When Tracker Products support staff is presented with the task of importing a client's data (as part of an original purchase agreement or additional compensation), the following conditions must be met prior to beginning the import:

Important information: Tracker essentially has four primary data tables: Case, Person, Item and Custody tables. Case is the primary table and all other tables relate back to this primary table except the custody table which relates to the item table.


1.       Case Table: One to many relationship with person's and item's.
2.       Person Table: Many to one relationship with a record in case table.
3.       Item Table: Many to one relationship with a record in the case table.
4.       Chain of Custody Table: Many to one relationship with a record in the item table.

We have to fit all data into this structure. The more you define how data will fit into this structure the easier the import will be.

1.       All data must be provided in one of the following formats: .xls, .xlsx, or MsSQL .bak file. Note: Any file that is more than 65,000 line items or 100mb in size needs to be submitted via a database file like MS Access (.mdb or .accdb) or MS SQL (.bak).
2.       Please provide a data definition file. Define all documents and tables as well as the data that resides within them.

This is especially important when data is in the form of a number and that number has a text definition. For example, 1=Evidence, 2=Found Property, 3=XXX.
We need to know if a field is part of a drop down with assigned values.

3.       If more than one document, table or file is provided, please define their relationship to one another.
4.       Each column of data must be clearly labeled.
5.       Please provide clear information about where the provided data should be placed in the Tracker Products system. This includes the Case, Item, Person and Chain-of-Custody architecture. Please talk with your Tracker Representative if you need help with this.
6.       At a minimum please provide the following data:
  • (Item Data) Case Number, Item Number, Item Category, Item Description, Item Status (Checked In or Out), Item Disposition (Disposed or Not), Item Storage Location and any existing barcode formats.
  • (Case Data) Case number
  • (Person Data) Name and type of person

Finally, how much does data import cost?
There are several variables that will determine the total cost of a data import.

1.       How many source docs or tables are involved.
2.       The number of columns in each of the docs or tables that are involved.
3.       The total number of records. (Are we importing 500 records, 500,000 or 5 million?)
4.       How many of the requirements in the previous section are complied with (or not).
5.       Type of file for source data. MsSQL file is far easier to work with then .csv, xls or .dbf. We have to import all this data into MsSQL and this process can be quite complicated.


You may also do a Pre-Check on your Data before importing it to check for Errors by clicking the Precheck Only button.


You will then be able to see if there were any Errors, or if all of your Records were successfully Prechecked.


Upon receiving a successful Precheck, you may proceed with the importation of your Records.