Created on 5 Oct 2001
For enquiry, email Dr Chan Kai Soon

Overview

This file is created to help you import records into your birding database which acts as a target database. The importing is done via a temporary database which should have been created from a source database following the steps described in  Export-Records.html.

The import procedure involve two stages as described in sections A and B below. The method is similar to the export procedure except that you do not need to create the temporary database which is already available. You also do not need to select records using a query because you will probably want to import all records.

Before you proceed, it is suggested that you make a backup copy of your databases in another folder in case of any error or damage. You can then copy them back to your original folder and retry.

1. You should have your temporary database (received via email or diskettes) copied into the same folder as your target database.
2. Open the temporary database (name defined during the export procedure).
3. Click the table TAB and then Open the appropriate table (table name defined during the export procedure).
4. Browse through the records to check for any gross errors. Note the number of records available. Data for the following fields (SpeciesName, BirderName, TripName and Location) must already be defined in appropriate tables with the same names. If  they are not present, there will be paste errors and those records involved will not be imported. However, you can choose to save these unpasted records in a 'Paste Error' table. See Paste Error Notes below.
5. Click the Edit Menu and then Select All Records.
6. Click the Edit Menu and select COPY. This will copy the selected records to the clipboard.
7. Close the table and answer Yes to save contents to the clipboard. Note that if there are too many records to be added to the Clipboard and you have little memory, it will take a long time for the query to close.
8. Close the temporary database

1. Open the target database.
2. Click the Table TAB
3. Open the 'Sightings' table.
4. Click the Edit Menu and then select Paste Append. Note that if there are too many records to be pasted, the append process may take a long time. If you cannot find Paste Append, repeat section A.
5. If a Paste Error message results, choose to save records in a Paste Error table.
6. If no Paste Error message occurs, click Yes to confirm records to be appended. All records from the clipboard will be pasted and the number of records in the table will increase by the same number copied in section A.
7. You can check the pasted records by browsing the table in datasheet view. Alternatively, use any of the suitable Reports to check the imported records.
8. Close the target database.

If you find is hard to find the particular birder name or trip name or location causing the paste error, request for all records from birders, trips or location tables to be exported and then imported into the table with the same names. Any names not present in the target will be imported while those already  present will be saved in a paste error table. Then you should be able to import the sightings with no problems.

Delete the Paste Error tables if you do not need them anymore. Compact the database using the Tools Menu.
You may want to rename and archive the temporary database to a different folder.

This is a very tricky situation and I suggest  you make a backup copy before you try it. If you are not familiar with Access, try to get someone more familiar with the software to help you.

Using the same principle of copying records (from previous verion) to the clipboard and and pasting them into the current version, you can 'upgrade' your previous version of database to this version. However, every pasted record must have a corresponding value in the current version for speciesname, birdername and tripname. You should first copy and paste the location and tripname tables to put corresponding values into the current database version. Since corrections to speciesnames (the previous version had significant typing errors in speciesnames) had been done, some records will give an error during pasting and these will be saved in a 'paste error' table. You can look at the contents of these records one by one and add corresponding 'wrong' speciesname in the current table. Then you should be able to import from the 'paste error' table. After importing, use the sightings edit form to change the 'wrong' speciesname to the newer correct name. Then delete the 'wrong' names. See 'how to correct data involved in integrity check' for more information.

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