The first page of the Search and Replace utility asks users to select the database in which search and replace is needed. Click the Client link to search and replace within the Client database, click the Provider link to search and replace within the Provider database, or click Community to search and replace within the Community database. The process is the same for the Client, Provider, and Community databases, only the field names are different.
Clicking on the Client, Provider, or Community link opens the corresponding Search and Replace-Select Field page. This page lists the fields in the corresponding database for which data can be replaced. The fields are grouped according to the Data Entry pages on which they appear, and the field names should be apparent; the names of the Data Entry pages appear in bold on the left hand side of the table, at the top of the section to which they refer. Left clicking on a radio button selects that field to be replaced (it is selected if it has a "dot" inside of the circle). Only one field can be selected at a time. When the desired field is selected, left click on the <Select Values> button at the bottom of the page, and move to the next page, Search and Replace-Select Values.
To completely start over with the selection of the database, click on the <Back> button to return to the previous page.
Search and Replace-Select Values
Near the top of the page (but below the page title), it will read "Search and Replace Values for field: followed by the name of the field in which the values are to be replaced. On this page, specify the old value of the field (the one that needs to be replaced) and the new value of that field (the one that will appear when completed). The page will appear slightly different depending on the type of field to be replaced; if it is a text (i.e. type in) field, it will appear different than if it is a field with a fixed number of options (i.e. a checklist, a drop down menu, or a radio button selection).
To replace a text field
Enter the old value in the text entry box next to the word Replace value:, then enter the new value in the text entry box under the word with NEW value:. In this module, these fields are case sensitive, so be careful entering the values: "EVERYCITY" is different than "Everycity", and "everycity" is also different. Dates, times, phone numbers, and other formatted entries must be correctly entered in both the Replace and With boxes. Numbers must have the correct number of decimal points, again both in the Replace value and with New value boxes. When both values are entered correctly, left click on the <Add Query> button at the bottom of the page and move to the Custom Search-Fields Select screen.
If you want to completely start over with the selection of a field to be replaced, you can click on the <Back> button to return to the previous page. From that page, you can select another field.
Note: Times must be entered as XX:YY:ZZ, where XX represents the hour (07 for 7 am, 17 for 5 pm) and YY represents the minutes. ZZ represents seconds, and should be left as zeros.
To replace a fixed option field
Fields with fixed options include those displayed using drop down menus and those displayed as checklists. Select the old value from the drop down box under the word Replace value: by clicking on the right down arrow to the right of the field and selecting the desired field with the cursor and left clicking, then select the new value from the drop down box under the word with NEW value:, again by clicking on the down arrow to the right of the field and selecting the desired field. If the user is replacing a fixed option in a configurable field, then the fields must have been previously configured. When both values are entered correctly, left click on the <Add Query> button at the bottom of the page and move to the Custom Search-Fields Select screen.
To completely start over with the selection of a field to be replaced, click on the <Back> button to return to the previous page. From that page, select another field.
Custom Search Fields Select
If the replace is to be done on a subset of the data, choose the appropriate fields to define the subset, then scroll to the bottom and click <Next>. If the replace is to be done on the whole database, scroll to the bottom and click <Next>. For assistance in entering search criteria on this page, see the Custom Search/Reports help screen.
Once the fields for the query have been selected, click the <Next> button to bring up the Custom Search-Query Builder page. Set up the query conditionals, values, and separators on this page, as explained on the Custom Search/Reports help pages.
When the query is completed, click the <ADD QUERY and CONTINUE> button. If no subset is desired, simply scroll to the bottom and click <ADD QUERY and CONTINUE>. Clicking this button moves the program the Search and Replace-Confirm and Execute page.
Search and Replace-Confirm and Execute
This page presents a confirmation of the search and replace request. The Field Name is the name of the field in which data will be replaced. The ORIGINAL Value is the value of that field in the database at the present time (the one needing replaced). The NEW Value is the value of the field that will be put in the database (the replacement value). The SEARCH FILTER is the set of conditions upon which the Old Value will be replaced with the New Value, as it will be communicated to the database. Although the SEARCH FILTER cannot be edited from this page, this is the query and should be reviewed to make certain that it appears to be correct. A lot of damage can be done to the database from a global search and replace, so it is well worth some extra time to make certain that the values are all correct. Computers can be VERY LITERAL, so please be careful.
If the Field Name, ORIGINAL Value, NEW Value and SEARCH FILTER fields are correct, click the <RUN Search and Replace> button to perform the search and replace. After the function is performed, a User Message page will appear stating the Search and Replace is completed and the number of records updated. Be certain to check this number and consider whether it makes sense in light of the search and replace performed. Click Utilities then Search and Replace to run another search and replace, or click on another menu item to move to that area.