mDesktop Appendix A - Field Names & Usage

Field Name

Width

Description

Examples

Input

Matching

Mailsort

Notes

Generated

ADDRESS1

The first or only line of address

Address1 can contain the whole address e.g. with each line separated by a comma

Yes

Yes

Yes

You must have at least one address line for matching and for Mailsort.

Cased or replaced by data from Postal Address File

ADDRESS2-9

The second and subsequent lines of address

Optional

Optional

Optional

mDesktop does not expect any structure to the address, so it is usually best to label all the address lines as Address1 through AddressN (maximum of 9 lines), even if you know that e.g. the third address line is the town and the fourth the county.

Cased or replaced by data from Postal Address File

ADDRESSEE

Free form personal name in one field, as used in addressing mail.

MR G.C. SMITH

Geoff Smith Esq.

Mr G. Smith & Miss S. Brown

Optional

Optional

No

If this field mostly contains personal names, with some company names or job titles, label it Addressee.  This field can be generated from Prefix, Forenames and Surname.

Cased or generated from Prefix, Forenames, Surname

ADD_KEY

8

This is a key derived by mDesktop for use in matching, to pick up matches where postcode does not match or it is non-UK data.  By default, it is an 8 byte field, of which the first four characters represent the phonetic key of the town/city and the second four characters the street.

"bkymlymt" for a phonetic key of "The Cottage", 8 Lime-Tree Close, Gt. Bookham, Leatherhead, Surrey.  

THECOTTAGE8LIMET-REECLOSEGTBOOKHA-MLEATHERHEADSURREY for a non-phonetic key.

No

Recommended

No

See "Use Fast Address Key" in the Online Help.

Yes

BASE_SCORE

10

BASE_SCORE is the lowest matching score for a matching pair or a group of matching pairs.

105

98

130

No

No

No

A group of matching records will have the same BASE_SCORE.

Generated from the mDesktop Weights table

CARRIER

4

Enhances data by adding the Carrier Route Code to records run through the addressIT module.

C002

C045

No

No

No

Generated when the "Add Route Codes (CRRT)" option is turned on within the addressIT module

CASSKEY

20

A unique address key is generated for each record when it is run through addressIT. The key is generated irregardless of the record being a pass or failure.

A3CGCM9FHJBFBPR1

A0ZZZZM3PPF6P564

No

Optional

No

This field is created when the "Use USPS unique address key as additional matchkey" option is turned on within the addressIT module.

Generates a unique key from the returned ZIP+4 coding which is useful in enhancing the matching keys and results

CCODE

10

Enhances data by adding County Code (FIPS) information to records run through the addressIT module.

053

125

No

No

No

Generated when the "Add County Code (FIPS)" option is turned on within the addressIT module

CNAME

50

Enhances data by adding the  County name to records run through the addressIT module.

DAVIDSON

LUCAS

No

No

No

Generated when the "Add County Name" option is turned on within the addressIT module

COMPANY

A company or business name.

Optional

Optional

No

mDesktop can move some company names from the Addressee or an address line to the Company field.

Cased or moved from Addressee or address

CONGDIST

2

Enhances data by adding the Congressional District to records run through the addressIT module.

05

13

No

No

No

Generated when the "Add Congressional District" option is turned on within the addressIT module

CONTACT

40 min

This is a form of the person's name that is suitable for addressing envelopes.

Mr S Brown

Dr J A Baker MSc

No

No

No

Generated from the individual's name

CORRCODE

8

Provides an informational code that describes why/what was address standardized for a record.

ART3

BLRT

D

No

No

No

This field is only populated if the record was successfully address standardized.

Genretaed by mDesktop when the addressIT module is turned on

COUNTRY

30

Country

USA

United Kingdom

Australia

Optional

No

Optional

mDesktop can move or copy countries from an address line to the Country field.  Mailsort processing uses this field.

Cased or generated from address lines

COUNTY

30

UK County

Optional

No

No

mDesktop can move or copy valid UK counties from an address line to the Town field.

Cased or generated from address lines

COY_KEY

5

Match key field consisting by default of the phonetic key of the first key word in the business name.

No

Optional

No

This field widens the choice of Match Keys if you are matching on both people and company names in the same run.

Yes

COY_NAME

40

Standardized form of the business name in upper case, used for matching.

IBM,,  

SMITH,KLINE,BEECHAM

MINISTRY,DEFENCE,

No

Yes

No

Stored as follows:  Surname, First Forename (or initial), Other forenames (or initials). Each of these will be separated by the Name Delimiter.

Yes

DEL_PRI

10

DEL_PRI is set to the Deletion Priority of each record in a match set upon deletion.

No

Optional

No

For more information, see Deletion Priorities.

Yes

DEPARTMENT

Department name

Optional

No

No

No special processing by mDesktop other than casing.

Can be cased

DPBAR

3

Enhances data by adding the Delivery Point Barcode to records run through the addressIT module.

494

756

No

No

No

Generated when the "Add Delivery Point Barcodes (DPBC)" option is turned on within the addressIT module

DPV

6

Enhances data by adding the Delivery Point Validation information generated by the addressIT module.

YN

N N

DN

No

No

No

Delivery Point Validation is now a requirement of CASS certification.

Generated by mDesktop when the addressIT module is turned on

ERRORCODE

2

Provides an informational code that describes why a record failed the address standardization process.

8

2

No

No

No

If no ERRORCODE was generated the record is has been address standardized. The field is only populated for failed records.

Genretaed by mDesktop when the addressIT module is turned on

FLAG

20

Populated during Import or Generate Keys for use by the Data Summary and View Records By Category menu options.

No

No

No

Each position in the FLAG field specifies a different property for that record – the properties and values are listed at the end of this section.

Yes

FOOTNOTES

8

Provides an informational code that gives the specifics of the generated DPV field.

AAN1

AAM3

No

No

No

Genretaed by mDesktop when the addressIT module is turned on

FORENAMES

Forenames (or Christian names) or initials in one field.

J, JR, J R, John Robert,

John R

Optional

Optional

No

mDesktop will generate Forenames from information contained in an Addressee field if present.

Cased or generated from Addressee

FORENAMES2

Forenames for second name.

Similar to FORENAMES

No

Optional

No

mDesktop will generate Forenames2 from the second name contained in an Addressee field if present.

Generated from Addressee

IMPADD1-9

The imported address lines that were run through address standardization (addressIT).

Optional

Optional

No

If running your file through addressIT, mDesktop will re-label your original address lines as IMPADD1, IMPADD2, etc..

Yes

IMPZIP

The imported Zip code that was run through address standardization (addressIT).

Optional

Optional

No

If running your file through addressIT, mDesktop will re-label your original zip code as IMPZIP.

Yes

INITIALS

Initials of either just the middle forename(s), or of all the forenames.

Where the name of the person is John R Smith:

JR or J R if FORENAMES is not present or empty.

R if FORENAMES contains John.

Optional

Optional

No

If Forenames contains initials, they will be moved into the INITIALS field if present.

Generated from Addressee or Forenames

INITIALS2

Initials of either just the middle forename(s), or of all the forenames, for a second name.

As for INITIALS

Optional

Optional

No

Generated from Addressee

JOB_TITLE

A job title or department name.

Optional

Optional

No

mDesktop can move some job titles or department names from the Addressee or an address line to the Job_Title field.

Cased or moved from Addressee or address

LOT

5

Enhances data by adding the Line of Travel Information to records run through the addressIT module.

0356A

0108A

No

No

No

Generated when the "Add Line Of Travel Information (LOT)" option is turned on within the addressIT module

MATCH_REF

Same as Unique_ Ref

When you Flag Matches, MATCH_REF is populated with the UNIQUE_REF of the record that is retained from every set of matching records (a "duplicate group"). Alternatively, Group Matches from the matching menu just populates MATCH_REF.

If records 124, 318 and 960 are in the same match set and following the normal deletion rules, record 318 is deemed to be the record to keep, MATCH_REF will be set to 318 for all 3 records in the set.

No

Optional

No

For records that are not part of match sets, the MATCH_REF is set to the UNIQUE_REF.

MATCH_REF is not populated by merge/purge processing unless you use the Multiple File Wizard.

Yes

NAME

40

Standardized form of the personal name in upper case, used for matching.

KELLY,JOHN,PATRICK  

SMITH,G,C    

TREVOR-ROPER, HUGH,    

FISCHER,HANS, & BRAUN,MARINA,

No

Yes

No

Stored as follows:  Surname, First Forename (or initial), Other forenames (or initials). Each of these will be separated by the Name Delimiter.

Yes

NAME1

5

Standardized, usually phonetic, form of the surname or first key word in the company name.

dymym   

D545   

DENHOLM

depending on the phonetic matching option chosen.

No

Yes

No

This is used as a component of Match Keys for either Personal (individual, family or contact) or Business matching.

Yes

NAME2

5

Standardized, usually phonetic, form of the first forename, or its initial or the second key word in the company name.

Similar to NAME1

No

Yes

No

For personal matching, this can be replaced by an equivalent form of the forename e.g. Anthony instead of Tony, or a phonetic key of Anthony.

Yes

NAME2-FOUND

1

An indicator of whether the first forename in the Input record is in the NAMES table.

No

Yes

No

If the first forename in the Input record is in the NAMES table for the sex, NAME2FOUND will be set to "Y".  If it seems to be inconsistent with the SEX or PREFIX for that record, it will be set to "X".  

Yes

NAME3

1

Standardized, usually phonetic, form of the second forename, or its initial or the third key word in the company name.

No

Yes

No

Defaults to one character wide so it matches "middle names" just on their initial.

NAME_KEY

6

Match key field consisting by default of NAME1 plus the first character of NAME2

No

Optional

No

This field makes the choice of Match Keys simpler.

Yes

POSTCODE

8 min

Usually contains a full UK postcode.

GU14 7BQ

W1A 1AA

E3   5HD

KT228DY

Optional

Optional

Yes

mDesktop can extract (i.e. move) valid UK postcodes from an address line to the Postcode field.

From address lines or from Postal Address File

PREFIX

10 min

Personal title

Mr

Mrs

Dr

Professor

Optional

Optional

No

mDesktop will generate Prefix from information contained in an Addressee field if present; otherwise it will try to deduce it from the forenames if present i.e. Mr or Ms.

Cased or generated from Addressee

PREFIX2

10 min

Personal title for second name

Similar to PREFIX

No

Optional

No

mDesktop will generate Prefix2 from the second name contained in an Addressee field if present.

Generated from Addressee

PREMISE

10 min

The premise number part of the address – this is the building number, not the apartment or unit number if there is one.

260

2A

12-14

Optional

Optional

No

mDesktop can move or copy some premise numbers from an address line to the Premise field.  

Cased or generated from address lines

QUAL

10 min

A qualification or qualifications.

B.Sc., ARCS, BCom

Optional

No

No

mDesktop will generate Qualification from information contained in an Addressee or Surname field if present.

Optional

QUAL_ADDR

2

Address quality score

3

9

5

Optional

No

No

mDesktop assigned quality score for address information. See Address Quality.

Generated from address information.

QUAL_ORG

2

Organization quality score

99

50

05

Optional

No

No

mDesktop assigned quality score for Organization information. See Organization Quality..

Generated from Organization information.

QUAL_INDIV

2

Name quality score

8

1

6

Optional

No

No

mDesktop assigned quality score for Name information. See Name Quality.

Generated from Name information.

QUAL_EMAIL

2

Email quality score

9

0

2

Optional

No

No

mDesktop assigned quality score for Email information. See Email Quality.

Generated from Email information.

REST_PHONE

10 min

This is the local part of the telephone number, obtained by stripping out the area code (Std_code), spaces, punctuation characters and characters after the local number such as extension numbers.

360070 in (01372) 360070

Optional

Optional

No

Can be derived from the TELE-PHONE field.  It is useful as a match key either on its own or in conjunction with other fields

SALUTATION

40 min

This is a form of the person's name that is suitable for the top of the letter.

Dear Mr Brown

No

No

No

Generated from the individual's name

SET_DUPS

5 numeric

If flagging match sets, SET_DUPS will contain the number of duplicates in a match set i.e. the number of records in the set less 1.

No

Optional

No

This field will be set to 0 if the record is unique, > 0 if the record is part of a match set.

Yes

SEX

1

The gender of the personal name, if present.

M, F or blank

Optional

Yes

No

mDesktop uses this field in Individual matching if the corresponding Matching Option is set.

Generated from PREFIX or FORENAME, if not provided

STATE

30

Non-UK State or Province.

Optional

No

No

mDesktop can move or copy non-UK states that are in its look-up table from an address line to the State field.

Cased or generated from address lines

STD_CODE

7

This is the area code for the telephone number.

01372 in (01372) 360070

Optional

Optional

No

Can be derived from the TELEPHONE field

SUFFIX

10 min

A title in a separate field following the surname.

Esq, Jr

Optional

Optional

No

mDesktop will generate Suffix from information contained in an Addressee or Surname field if present.

Optional

SURNAME

The surname, typically when the name is split into component parts of Prefix, Forenames and Surname.

Smith, van der Valk

Optional

Optional

No

mDesktop will generate Surname from information contained in an Addressee field if present.

Cased or generated from Addressee

TELEPHONE

Telephone number

01372 360070

(01372)  360 070

01372-360070

Optional

Optional

No

mDesktop can split telephone numbers into two parts: STD_CODE for the area code and REST_PHONE for the local part of the number. The user can then effectively use REST_PHONE for matching.

No

UNIQUE_REF

15 max

This field must be a unique key to the imported Main File record and must be of character type.  

Optional

Yes

No

If you don't have unique reference numbers in the input file, mDesktop allocates them sequentially.

Optional

ZIP

10 min

Usually contains a non-UK zip or other postal code.

US: 60010, 60010-5238 Australia: 2060

Canada: N1P4N4

Optional

Optional

No

mDesktop can move or copy some non-UK zip (postal) codes from an address line to the Zip field

From address lines