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If you would like to change any of matchIT’s options (e.g. change the Default Salutation, or switch on or off the Correctly Case Incoming Data function) after importing your file but without having to start the whole process again, you can to so with the aid of the Generate Keys function. In order to use this function, you should simply make the necessary changes, and then select Generate Keys from the Import menu. If you then choose Ok, matchIT will re-generate the keys in your file as per the new options that you have selected. Your data may also be modified, if the changes you have made to the options require it to be (e.g. if since the initial import you have switched on the Correctly Case Incoming Data function).
The same principle applies to the matching options. After importing your file, or both importing and Finding Matches, you wish to change any of the matching options, you can do so, then select Find Matches from the Matching menu. Doing so will produce the Matching Key and Range dialog. You can at this point select the match keys you would like to use, then choose Continue.
'More..' will open several other processing options. These additional options are Import Only, Find Matches, and Save & Exit. Some of their functionality will be discussed later.
Using the matchIT Input Options (see also Input Options in the Online Help), you can select the input format of data, the default salutation, and the default sex. matchIT has the ability to Extract zip codes from anywhere within the address fields. It will find mis-located zip codes and file them into a ’ZIP` field which, if it does not already exist, will be created automatically. Furthermore, you have the option to; Proper Case Incoming Data,useful when working with very large, or ill-structured, data set. Another important option is Use Full Name In Contact Field. This option will allow matchIT to derive full contact names from the information available. If matchIT cannot determine a full contact name when generating salutations in your data, it will use the Default Salutation.
The Matching Options will enable you to determine some of the more important options. You can choose whether you want to match on personal or business names, you can determine the minimum score for matchIT to report, and there is also the ability to use Household Matching (matching on address only). To specify a different matching level, you must utilise the Save/Restore Setup function (located in the Jobs/Setup Menu). The most common use of this screen is to set the options for Minimum score to report & for Must have house/building number match.
Many of matchIT’s Operational Options (see also Operational Options in the Online Help) can be changed within this window. You have the ability to change the Sound Effects, toggle Show Startup Tips, and several other options. The most common options here are Wait after Import, Browse after Adding Records, Print Structure, and Min, Max, Average Field Widths. Setting the Wait after Import option allows you to specify instructions after the Import stage. The Browse after Adding Records option allows you to view the Main File contents before any keys are generated. Turning on Print Structure will display the Main File structure prior to the Import stage. To display the file structure and field widths after Import, turn on the Min, Max, Average Field Widths option.
Within the File Location Options, (see also File Location Options in the Online Help), there is a box labeled Temporary File Directory. matchIT creates many temporary files while processing through data. These files may be stored in a directory of your choosing. Click the '...' button to designate a path to the temporary file directory you would like to use. The File Location Options window also allows you to see where much of matchIT’s information and default folders are located. The Import directory is the default location for the files you will be loading into matchIT, while the Database folder is where matchIT will store the DBF's created when a file is imported.
The Save/Restore option (located under the Job/Setup menu) allows users to restore matchIT’s default settings. More experienced users will also want to save or restore a custom configuration using this function.
Here you can restore matching weights, the name matching matrix and the main options for Personal configurations, Business configurations, Household/Address configurations, Family configurations, or Custom configurations at any time. This will allow users to set configurations for files whose structure is already known, without going through the Setup Wizard. Furthermore, you can use this window to prepare matchIT for data that is of a nationality other than that of its default setting (your installation nationality).
If you change from one matching level to another after import, you should always regenerate the match keys (Import Menu>Generate Keys) before finding matches or overlap.
To save a custom configuration, specify the nationality and check which options (Weights, Matching Matrix &/or Options) you would like to save. Then set the configuration to Custom and type in a unique file extension. Once you have done the above requirements, you can Create/Update the configuration. When you are ready to restore your configuration, just set the configuration to Custom, type in your custom File Extension, and then click on Restore Setup.
NB: If you are restoring a Custom configuration, you must first restore options for the nationality under which you saved the Custom setup, unless the nationality has not changed since you saved the configuration.
Using the Names & Words option under Jobs/Setup allows you to modify names and words within matchIT. You can also add your own entries that may not already be in the table. You can also search through the table for a specific word or name to see if it is located in matchIT’s directory. Some words or names may have different properties than matchIT lists. In this case you can select to change an entry or add a completely new one. Either way, it is very important to note the name of the old Names and Words database. This will allow a user to restore matchIT’s original settings, in the event that your modifications begin to cause problems.
You must Save the changes made to the Names & Words table before you close the window. Otherwise, all modifications will be lost.
To add an exclusion word, simply select the Add Entry button. The window shown will then be displayed. You will want to specify Exclusion as the Of type, and type in the exclusion word in the Word to add box. If you like, you can specify a Matching equivalent by entering one in the appropriate box. There is no need to specify the Proper case of the word, as it is set to be excluded. Once you have filled out the necessary information, you can select Add.
To add an Exclusion word for a double word phrase, simply change the Look at drop-down, located at the bottom of the Names Data Maintenance dialog, to Double Word Phrases. As in the previous example, we will add an exclusion, but this time it will be for a Double Word Phrase. Select Add Entry and the same window from the previous example will open. This time we will set matchIT to exclude the phrase "Mickey Mouse". Once again, specify Exclusion as the Of type, and type in the exclusion word in the Phrase to add box. Once you have filled out the necessary information, you can select Add. Now, during import, if matchIT finds any records that contain ”Mickey Mouse” in any of their fields, these records will be excluded.
The main options screen for the intelligent data merge process can be found under Setup > Matching Setup > Intelligent Merge Options. A file must be open to access this option. The Intelligent Merge Options allow you to select fields for the merging process, and the options to apply to those fields. The Available Fields box will show the fields that are within the current database. If there are two databases open, this window will show common field names between the two. Fields listed inside the Fields Selected box are items that will be included in the intelligent data merge process. You have the option of editing these options and saving their changes by selecting OK after the changes have been made. Cancel will disregard any changes that you made to this window.
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