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Importing Databases

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Importing external databases lets your application access and manipulate that database as if it was a native Text-to-Software database.

For example, if you wanted to create an application that monitored past weather patterns, you could import and link a database from a weather service. Linking the external weather database means that the information is available to your Text-to-Software application. It can be queried, manipulated, and displayed. If this feature were not available, any information for a Text-to-Software application would have to be input manually.

You could use a database to supply all the information for a Text-to-Software application, or you could link the data in the database to your Text-to-Software database to be able to access both the data in the external database as well as the data in the Text-to-Software database. For example, you could create an application that lets your user query and display historical weather patterns for the last hundred years. In that case, you would simply import the database. On the other hand, you would want to combine databases by linking them if you were creating an application such as an address book. Linking a database would allow your users to access their contacts from a previous address book application.

Linking to External Databases

When linking to external databases, you can use a manual link or a live one.

Manual vs. Live Links
A manual link creates a one-time link between the database you are importing and the existing database. Use a manual link when you want to sync up with an external database one time only. A manual link means that the data is only imported once. If the database changes after the import, those changes won’t appear in the application. For example, in the weather application example, if you only wanted to view and manipulate information before the date you do the link, you would use a manual, one-time link. You wouldn’t require a link on an ongoing basis because you don’t need information from after that date.

A live link creates an ongoing link between the external database and the Text-to-Software database. The import then runs as a permanent service. The import repeats at intervals you set up. This way, your application constantly syncs with the external database. In our weather application example, you would want a live link if you plan to monitor changing data on an ongoing basis. That way your database is updated with the latest information in real time.

If you had a manual link, created on Thursday November 14 at nine a.m., your users would be able to access all the data in the databases up until Thursday November 14 at nine a.m. On March 10, they would still only be able to access the data in the database up until Thursday November 14 at nine a.m.

If you had a live link, created on Thursday November 14 at nine a.m., the database would update on a regular basis. On November 15, your users would be able to access weather information that was added to the database on November 15.

If you want your link to be constantly updated, enable the Use data link for Live import checkbox when creating your link.

Linking Databases

There are three steps to linking a database:
1. Connecting to the database using one of the following procedures:

• To connect to a database
• To connect to a Microsoft Excel spreadsheet on a server
• To connect to a Microsoft Access database on a server
• To connect to a Microsoft Excel spreadsheet stored on your own computer
• To connect to a Microsoft Access database stored on your own computer

2. Mapping the database
3. Importing the database/file

STEP 1: TO CONNECT TO A DATABASE

NOTE! To connect to a Microsoft Access database, use either the To Connect to a Microsoft Access Database on a Server or To Connect to a Microsoft Access Database Stored on Your Own Computer procedure.

1. On the Business Intelligence tab, in the Select Data Link type box, choose one of the following:
• Client
• Server

2. In the Connections box, choose one of the following:

• MySQL Connection
• ODBCThreaded Connection
• PostgresSQLEXDI Connection

3. If required, type your user name and password in the User Name and Password boxes.
4. Click the Connect to DB button.
5. In the Data Source Table Name box, select an option.
6. In the Group box, click the group in your Text-to-Software application you want to link the database to.
7. In the State box, click the state you want to link the database to.
8. In the Activity box, click the activity you want to link the activity to.
9. Proceed to the To Map a Database to Your Text-to-Software Fields procedure.

STEP 1: TO CONNECT TO AN EXCEL SPREADSHEET EXPORTED AS A CSV FILE ON A SERVER
To do this procedure, you must first export the Excel spreadsheet as a CSV file.
1. On the Business Intelligence tab, in the Select Data Link type box, choose Server.
2. In the Connections box, choose one of the following:

• SAGETEAMSAccessConnection
• ODBCConnection

3. In the Data Source box, choose Excel Files.
4. Type your user name and password in the User Name and Password boxes.
5. Click the Connect to DB button.
6. Proceed to the To Map A Database To Your Text-to-Software Fields procedure.

STEP 1: TO CONNECT TO AN ACCESS DATABASE ON A SERVER
1. On the Business Intelligence tab, in the Select Data Link type box, click Server.
2. In the Connections box, choose one of the following:

• SAGETEAMSAccessConnection
• ODBCConnection

3. In the Data Source box, choose MS Access Database.
4. Type your username and password in the User Name and Password boxes.
5. Click the Connect to DB button.
6. Proceed to the To Map A Database To Your Text-to-Software Fields procedure.

STEP 1: TO CONNECT TO AN EXCEL SPREADSHEET EXPORTED AS A CSV FILE STORED ON YOUR OWN COMPUTER
To do this procedure, you must first export the Excel spreadsheet as a CSV file.
1. On the Business Intelligence tab, in the Select Data Link type box, choose Client.
2. In the Connections box, choose SAGETEA File Reader.
3. Click the Select button and browse to the file on your computer.
4. In the Field delimiter field, choose a field delimiter for import.
5. In the Record delimiter field, choose a record delimiter.
6. In the Header rows box, select the number of header rows.
7. If values are in quotes, enable the Values in quotes checkbox.
8. Proceed to the To Map A Database To Your Text-to-Software Fields procedure.

STEP 1: TO CONNECT TO A MICROSOFT ACCESS DATABASE STORED ON YOUR OWN COMPUTER
1. On the Business Intelligence tab, in the Select Data Link type box, click Client.
2. In the Connections box, choose one of the following:

• SAGETEAMS Access Connection
• ODBC Connection

3. In the Data Source box, choose MS Access Database.
4. Type your username and password in the Username and Password boxes.
5. Click the Connect to DB button.
6. Proceed to the To Map A Database To Your Text-to-Software Fields procedure.

STEP 2: TO MAP A DATABASE TO YOUR TEXT-TO-SOFTWARE FIELDS
1. If required, in the Data Source Table Name box, choose an option.
2. In the Group box, click the group you want to map the database to.
3. In the State box, click the state you want to map the database to.
4. In the Activity box, click the activity you want to map the activity to.
5. In the Data Source Columns box, click one of the column names of your database. In the Target Elements box, click the element you want to map that database column to. Then click the right arrow button to map the column to that element.
6. Repeat steps 5 and 6 until you have mapped all the columns you want to.
7. Proceed to the To Import A Database procedure.

STEP 3: TO IMPORT A DATABASE

NOTE! If you’d like to do a trial run of importing the data, you can click the Test Import button at any time.

1. If you want to create a live link that will update the database as it changes, enable the Use data link for Live import checkbox. Then, in the Monitoring Interval (s) box, type the interval you want to check the database, in seconds.
2. Click the Apply changes button.
3. Click the Import data button.

Previous Getting Started with Applications (continued)
Next Importing External Resources into your Application
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