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Exporting

Article ID: 666
Last updated: 11 Mar, 2010

Exporting Data
The information in Campaign manager 5 is stored in a Visual FoxPro format. Information may
be exported for purposes such as sending to a mail house or phone bank or to sent to another user
of Aristotle software.
 
The Export Utility can convert Campaign Manager 5 data into five different formats. Because
CM5 is a relational database, in four of the five export methods, the data is exported into 21
separate files including a file for the Master Record and a file for each Subfile. The IDNUMBER
field relates the files. The IDNUMBER is always the first field in the exported files.

Export Options

CMIII
The CMIII export option exports a data into Campaign Manager format so that it is very easily
imported into Campaign Manager 5, requiring no setup or user intervention. This is a good
choice if you need to transfer data from one installation of CM5 to another. Twenty-one DBF
files will be created in a directory of your choice.

DBF Format
The DBF Format is very similar to the CMIII format. Twenty-one DBF files will be created in a
directory of your choice.

Fixed Length Format
The Fixed Length Format is the most specific in detail, as you must know the starting
position and field length of each field you want to export. Like the DBF and CMIII format,
21 files will be created in a directory of your choice.

Comma Delimited Format
The Comma Delimited Format creates twenty-one comma-delimited files (fields are all
separated by commas) in a directory of your choice.

Combined Format
The Combined Format enables you to export selected Master and Subfile data fields,
creating one comma delimited text file. You may select any master field and certain
Contribution data. For example, you may select to export Last Name, First Name, Last
Contribution, and Last Contribution Date.
 
The combined Export option is especially valuable when sending data to a direct mail house or
telemarketing firm. The Combined Format requires that you first search for the Records you
want to export using a Full Search or Name Search. You will use this Current Selection to export
in Combined Format.

Exporting to CMIII, DBF, Fixed Length, or Comma Delimited
When Dataset files are exported in CMIII or DBF format, the relationships are maintained
between the Master File and the Subfiles, but the global files are no longer needed as the text
strings substitute for the numeric codes in the data files. The Employer field in the exported
Master file, for example, contains the words, “McDonald’s Corporation” instead of “32”.
 
NOTE: The file names in a group of exported files remain the same with two exceptions:
VOTEFILE.DBF becomes ISSFILE.DBF and HHLDFILE.DBF becomes HOUSEHLD.DBF.
 
Step-by-Step…
1.  From the Main Menu Bar, select Utilities > Export Data Set.
 
2.  Select the export format.

 
3.  The Export Dataset screen appears. The Current Dataset is shown at the
top of the screen. The Directory to Export to is shown in the second box.
The default directory is the C:\CM5\TEMP, but this may be changed to
any desired directory. It is a good idea to create a blank directory to which
you can export the twenty-one files.
 
4.  In the Records to Export box:
•  Select All Records: Exports the entire Dataset.
 
•  Select current Selection: Exports the Records in the Current
Selection only.
 
5.  In the Subfiles to Include box:
 
•  Select None: Exports just the Master Edit information.
 
•  Select Between: Includes Subfile entries within the specified date
range.
 
6.  Click OK to start the export.

Exporting to Combined Format 
 
Step-by-Step…
1.  From the Main Menu Bar, select Utilities > Export Data Set.
 
2.  Select Combined Format. The Combined Format List screen appears.


3.  Select the fields you want to export by checking the box to the left of the
field name.
 
 NOTE: These field names are also the merge codes to use for the
Campaign Manager Mail Merge feature.
 
4.  Click OK when finished to view the Start Export screen.
 
5.  Confirm the Export Filename and Export Location. The default location is
C:\CM5temp\export.txt. You may rename the export filename or place it
in another directory.
6.  Confirm the starting Record and ending Record.
 
7.  Click OK to begin export.
 
The size of the file will vary depending on the number or Records and the number of fields
exported. If the file is too large to fit on a floppy disk, you will see a message that there is
insufficient disk space. You can then try zipping the file with Winzip, putting it on a Zip
disk, or burning it on a CD.

Opening Exported Text File in MS Excel

You may also open the text file in Microsoft Excel if you need to manipulate the data. Follow the
steps below.
 
Step-by-Step…
1.  Open a blank Excel Worksheet.
2.  From the Main Menu Bar in Excel, click File > Open
3.  Choose to see files of all types.
4.  Browse your computer to locate the exported text file.
 
5.  Double-click on the file.
 
6.  A three-step import wizard appears.
 


 
7.  In the first step, click the Delimited radio button and then click Next.
 
8.  In the Delimiters section click Comma and uncheck Tab.
 
9.  Click Finish.

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Article ID: 666
Last updated: 11 Mar, 2010
Revision: 1
Views: 530
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