Q: We have created an excel spreadsheet of our offsite storage numbers. The list has the case number, client name and bar code number. It is the bar code number that I want to import into PRIME without having to go into each record individually. Is there a way to import the list and have it attach to the respective records. Does anyone know how I can import a list from excel into PRIME and append each case number.
A: This is an easy update query in 12 Steps.
BE SURE YOU BACKUP YOUR DATA FIRST SINCE THIS CHANGES DATA.
DO NOT PROCEED UNLESS YOU ARE CONFIDENT YOU ARE DOING THINGS CORRECTLY.
1. Clean up the Excel Spreadsheet so that you have no titles (except the field names as the first row) and only data in each column.
2. Start up Prime, drop into the full version of Access.
3. (topline menu) File, Get External Data, Import, change the import type to Excel. Choose your spreadsheet.
4. Import it in (following the wizard) and name it something like _TempOffsite.
5. When done, go to the list of tables and find it. Double click to look at the data and make sure it moved in.
6. Start a new query,
Queries, New, Design view.
7. When the grid opens, put ClientsW and _TempOffsite as table names above the grid.
8. If there is no joinder line, drag Casenum from one table and drop on top of the casenum in the other table. A line should now join the two tables together.
9. Double click on Spcode3 in Clientsw so it goes into the grid in column1. (I’m going to assume you want the value stored in ClientsW in the SPCODE3 field, substitute your field name if different. )
10. Change the query type to an Update Query (topline menu, query, update).
11. Under SPCODE3 there is now a row labeled Update To, be careful and type in
Where Storage is the name of the data in the field about where offsite storage is. Change to the name you used if different.
12. Run the Query. Then look at your client records to make sure they picked up the information. You can now go to the list of tables and delete the _TempOffsite table.