Spring Cleaning An ACEware Presentation ACEware 20 th

Spring Cleaning An ACEware Presentation

ACEware 20 th Annual Users’ Conference May 18– 20, 2016 / Hilton Garden Inn, Manhattan Kansas Registration is now open!

Today we will discuss. . . Getting Started One-by-One Combining Names en masse Address Cleanup Code Area Cleanup Firms Locations, Course Numbers & Fees When UDF’s Multiply Cleaning up Queries & User Defined Reports When do I Pack & Reindex Keeping Your Data Clean Special Notes Questions

The first step forward is to backup!

Combining Records, One-by-One We refer to this as the Good Twin / Evil Twin process

Bill Clinton & William Clinton are the same person. Copy the ID# from one, and paste it over the other.

You get several confirmation questions….

New Cleanup Features in SM 8 Searching for and combining Names (merge/purge) en masse

New Cleanup Features in SM 8 Searching for and combining Names (merge/purge) en masse NEW: Custom Criteria match allows you to identify a field ( ie: NMHMOWN) and use it as your “Protect this name from combining” Sam Clements, Jr, Sam Clements, Sr. Christina Smith, Christopher Smith

New Old Cleanup Features in SM 8 MASS DELETE NAMES (and Registrations and Payments…. OH MY!) IF YOU REALLY need to remove names (and related history) A failed Import? Deceased People ? ?

Address Cleanup Assigns missing counties and standardizes addresses ie: Street to St

Address Cleanup Assigns missing counties and standardizes addresses ie: Street to St

Code Area Cleanup Edit & delete Student Manager codes

Firms Edit & delete Student Manager codes

Locations, Course Numbers & Fees

Locations, Courses & Fees

When UDF’s Multiply

Deleting Queries

Deactivating Reports click the report you wish to hide from normal view

Pack & Reindex Rebuilds database indexes, and removes records marked for deletion

When to Pack & Reindex When told by your tech Quarterly NOT before a backup

Keeping your data clean Staff responsibilities Duplicate records cost your organization money and time Do you have a Data Entry SOP manual ?

Keeper of the Flame Module / Courses/ Mass Change, Update, Delete Ø De-activate older courses and codes Ø Purge waitlists and room use records Ø Lock completed courses

Module / Courses / Mass Update, Change, Delete Several codes on a “Begins With” basis u les p i lt NE W . . M Ie: 11, 12, 13, 14 or 16 F, 16 S, 16 U

There are special utilities for area code and zip code updates.

There are special utilities for area code and zip code updates.

There are special utilities for area code and zip code updates.

Questions? chuck@aceware. com

Our Next Webinar March 23, 2016 1: 30 central Ed 2 Go and Pro. Train Import/Export