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University of Wyoming

Data Master
Transmit Selected Records

[pdf version]

Selected records in a Data Master list can be transmitted to other counties or to the state.  The Big Horn Basin Initiative Team Contact list is used as an example.  But, this can be done with any data list.

Create the Transmission File

  1. Open Data Master.
  2. Click Go to > Select List Form.  See Figure 1.

Figure 1. Select List Form

Figure 1.  Select List Form
  1. Highlight the desired data list.  In this example, the Big Horn Basin Initiative Team Contact list with the bhb initials is selected.  See Figure 2.  Click the image to enlarge it.

Figure 2. Select the data list

Figure 2.  Select the data list
  1. The SQL option is enabled.  Click SQL.
  2. Click Request > Select Records for Transmission.  See Figure 3.

Figure 3. Select Records for Transmission

Figure 3.  Select Records for Transmission
  1. Enter the qualifying factors for the records that are going to be transmitted.  In the Big Horn example, only the records that have been created or modified are transmitted to the other counties.  See Figure 4.  Click the image to enlarge it.

Figure 4. Select SQL Fields

Figure 4.  Select SQL Fields
  1. The record key is critical to the whole selection process.  It may be helpful to "decode" the record key.
    1. The record key is created automatically and consists of four parts.
    2. The first part is the three-letter data list code.  In this example, bhb is the data list code.
    3. The second part is the state identification.  It is wy in this example.
    4. The third part is the three-letter county identification code.  This is established when Data Master is installed.  For the Big Horn Basin Initiative team, the county abbreviations are wsk for Washakie, pak for Park, bgh for Big Horn, and hsp for Hot Springs.
  2. In the Target, type the data list code, wy, the county abbreviation, and an asterisk (*).  See Figure 4 for an example.
  3. Click Process.
  4. Select the destination counties.  These are multi-selected by pressing the Ctrl key, and highlighting each county.  See Figure 5.  Click the image to enlarge it.

Figure 5. Select County Destinations

Figure 5.  Select County Destinations
  1. Click Build Data Transmission/Upload File.
  2. Click OK.
  3. A file named xxxdata.dmd is created in the C:\CKV\dataxfer folder.  The xxx represents the county abbreviation.
  4. Attach the file to an e-mail message.  Make a note of any records that should be deleted.  Send it to the appropriate people.

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Process the Transmission File

  1. Save the xxxdata.dmd file in the C:\CKV\dataxfer folder.
  2. Open the Data Master program.
  3. Click  Go to > Archive > Receive Data.
  4. Highlight the file.
  5. Click Yes in the Remove file after processing section.
  6. Click Process.
  7. The new and changed records are added to the data list.
  8. Delete any records that were noted in the e-mail message.

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Ed.  12/2005

Updated 09/08/2006