View the Embark System Administrator’s Guide Chapter 16 for information on Importing and Exporting (starting on page 146).
The full EmbARK User’s Manual Part 1 also addresses importing and exporting. On page 103 of the Part 1 PDF, in section 3-2 “Managing Content” , there is information on “Acquiring Digital Content.”
Below are TIPS from the EmbARK User Support Forum related to Importing and Exporting:
Import Do’s and Don’ts
11-2002
[All versions] Importing information in bulk can be a quick and easy way to get lots of information into your data file quickly and easily, but there are some things to keep in mind in order to make sure importing goes well.
It’s always a good idea to make a copy of the existing datafile before doing a major import. If you are uncomfortable with the import process, test it out on a copy of your database.
- Excel: If you use the “Save as Txt” option, any term that contains a comma, i.e. Smith, John, will have quotes placed around it so it will appear as “Smith, John” in your data file. The best way to avoid this is to use a text editor, such as Text Pad or Word.
- Make sure that both the first and the last column (field) has data for every record. This “frames” the data allowing EmbARK to import all the fields properly. If you do not have a field like this, make a field called “Filler” and put an X in for each record. When you go to import the file into EmbARK, map the IGNORE field to the filler field.
- When importing artist, donor or other names into your datafile, you want to make sure that the name is consistently spelled the same way. An easy way to do this is to sort by the name and then check through the names. If a name is spelled three different ways, EmbARK will create three different records.
For importing artist data, remember to specify an artist linking field.
- If you are importing dimensions, it is important to keep in mind the default units being used by EmbARK. Go to SETUP and double check. If inches are the current unit, then anything that isn’t in inches must be denoted. In other words, “10 cm” instead of simply “10”.
- Date formats can be a sticky point for users. Be sure that the years are in a four digit format. “1967” instead of “67”. Also, if there is a range of years, use a dash (-) instead of a slash (/). Lastly, there is the issue of BC dates. Make sure you designate both dates in the range as BC: 500bc-200bc.
- When it comes to importing in Embark, one of the most over looked items is the update option. If you are updating existing records, make sure the UPDATE box is checked. This will avoid duplicate records being created in your datafile.
That’s it. Take the time to make sure these items are properly adhered to and your imports will go smoothly.
http://support.gallerysystems.com/embark/howto.asp?item=56
