Conversion Guidelines

Preparing and Sending your Data for Quotes and Conversions

 

Telosa Software has over 15 years of experience converting client databases.  We realize this is one of the most critical steps in insuring a smooth transition from one program to another.  In addition, we have learned that by spending a little more time up-front reviewing and, where necessary, cleaning up your data, we can greatly increase your level of satisfaction with the end result. 

 

For this reason, at no additional cost to you, our development staff will analyze your existing data and quote a firm price to convert.   But before that can happen, you will need to prepare your data and then send it to us.   That’s where these guidelines come in.   Please take a few moments to carefully read through this document before preparing or sending us your data.

 

Preparing your Data

1.      In order for Telosa to provide you with a quote, we need to receive a complete copy of the data files you want converted in their entirety.  Please note that you send us only the data and/or files that you want converted.  Please do not send any data and/or files that you do not want quoted and/or converted.  We prefer files in the following formats and have listed them below in order of preference:

 

Type                       Extension

Database file         .dbf

ASCII                     .txt

Excel                       .xls or .csv

 

Most databases allow for exporting of data into one of these formats.  If your database does not export data in any of the above listed formats, you may be able to open your exported data within Excel and then save it in one of the above listed formats.

 

An exception to the formats listed above are data files from Access and Filemaker Pro.  We can accept these files in their entirety and without the data being exported.  However, we will need to know what version of the program you are in and what, if any, passwords you may have set up to access the data files.

 

If the data is to be in another form, please notify your Sales representative or you can contact the Conversions Department at conversions@telosa.com

 

2.      Regardless of how you send us your data, you may need to use a file compression program to backup and compress your data files, depending, of course, on the size and number of files. 

 

The programs we are familiar with and use often are WinZip for PC and Compact Pro/Stuffit for the Mac (see Appendix A & B on how to use them to send your data).  These programs are shareware programs, and in some cases freeware programs, and can be downloaded for free from the following website:  www.download.com. 

 

In terms of PC files, we can also take files compressed with PKZIP, Windows 3.1, 95, 98, NT or 2000 Backup.  Please include a note with your data, stating the program and, if possible, the version used to back it up.  Also include any passwords needed to view the data.  

 

3.      If possible, please spend some time cleaning up your data before sending it.  This will ensure a lower quote cost for you and quicker turnaround time when it comes time to convert your data.

 

4.      If possible, please provide Telosa with a file structure(s) for your data.  A file structure shows the order, name, type, and length of every field in the file. The following is an example:

               

Order      Field Name            Type                       Field Length

1              Lname                    Char                        20

2              Fname                    Char                        25

                3              Address1               Char                        35

                4              Address2               Char                        35

                5              GiftAmount           Number                 12,2

 

5.      If possible, also include an explanation on how fields are being used (field definition), sample reports, sample screen shots and any other information you think may be helpful for the conversion.

 

Example:       Field Name                            Code Contents                     Definition

AL                                          Y or N                                     Alumni- yes or no

CHD                                       1-8                                           Number of Children

 

You can send us this information, as well as the file structure, via e-mail to your Sales Representative or to the Conversion Coordinator at conversions@telosa.com

 

Sending your Data via the Internet

Today, the quickest way to get your data to us is via the Internet.  Regardless of whether you send your data via e-mail or our File Transfer Protocol (FTP) site or our File Exchange site, you will need to export your data from current database and then, most likely, you will need to compress it using a file compression program (see #2 above for a description of the accepted file compression programs.)

 

E-mail    

After exporting, and if necessary compressing your data, attach the file(s) to an e-mail and send to conversions@telosa.com.  Please note that most Internet Service Providers (ISP) do not allow you to attach files larger than 2 Mb at the most.  Always check the size of your file(s) before attaching them.

 

Telosa FTP site

After exporting and, if necessary, compressing your data, follow the instructions on Appendix C on how to access and transfer your data via our FTP site.

 

Telosa File Exchange site

After exporting and, if necessary, compressing your data, follow the instructions on Appendix D on how to access and transfer your data via our File Exchange site.

 

 

Sending your Data on some Removable Media

It may be necessary for you to send us your data on some form of removable media.  We accept the following removable media, regardless of platform (PC or MAC).

 

CD-RW

CD-R

Iomega Zip 100

Iomega Zip 250

Floppy disk

 

Before sending your data, check the media to make sure that the files are indeed on it and that they are the correct files.  Also, don’t forget to label the media with your name, the name of your organization and a phone number or e-mail address where we can reach you.

 

Please send your data to:   Telosa Software, Inc

                                                Attn: Conversion Coordinator

                                                610 Cowper St.

                                                Palo Alto, CA 94301

 

If you any questions or problems, please don’t hesitate to contact the Conversions Coordinator at conversions@telosa.com or 1-800-750-6418.


Appendix A

WinZip (PC)

Installation and Usage

 

Downloading WinZip

 

·     From your Internet browser go to www.download.com. 

·     In the Search screen in the top right hand corner, type winzip and hit Go. 

·     Click on the link for WinZip 8.1.

·     Click on the link for Download Now.

·     Your computer will ask you if you want to Run/Open the file or Save it to Disk, choose Save to Disk and hit OK.  We recommend saving the file onto the desktop of your computer.

·     Depending on the speed of your connection, it may take awhile to download the file, winzip81.exe.

 

Installing WinZip

 

·     Minimize your Internet browser, find the file on your desktop and double click on the file to start installing it.

·     Follow the instructions on the screen.  When it asks you whether you want to use the WinZip Wizard or Classic Interface, we recommend choosing the Classic.

·     When it is finished installing and you’ve clicked on the Finish button, close the blank WinZip Unregistered that comes up.

 

Zipping up your Data and/or files

 

·     Using My Computer or Windows Explorer, find the file(s) that you want to compress.  It’s easiest if the files are all inside one folder.

·     Right-click on the folder that contains your file(s), you’ll be given a list of choices

·     Select WinZip and then select Add to Zip file…

·     WinZip will start up, select I Agree

·     The Add To dialog box will come up

·     Confirm or change the Add to Archive path.  If you are backing up onto any removable media (CD-RW, Iomega Zip or floppy disk), make sure the path contains the correct drive letter; e.g., D:, E:, etc.  We recommend that you name the file that it is going to create with the name of your organization.

·     Click Add; depending on the size of the folder it may take a few minutes.  If you are compressing onto floppy disks, the computer will ask you when it needs another floppy disk.  Don’t forget to label the disks “1 of ___.” 

 

Appendix B

Compact Pro (Macintosh)

Installation and Usage

 

Downloading Compact Pro

 

·      From your Internet browser go to www.download.com. 

·      In the Search screen in the top right hand corner, type compact pro and hit Go. 

·      Click on the link for Compact Pro 1.5.1

·      Click on the link for Download Now.

·      Your computer will ask you if you want to Run/Open the file or Save it to Disk, choose Save to Disk and hit OK.  We recommend saving the file onto the desktop of your computer.

·      Depending on the speed of your connection, it may take awhile to download the file, compact-pro-151.hqx.

 

Installing Compact Pro

 

·      Hide your Internet browser, find the file on your desktop and double click on the file to start installing it.

·      The installer will install  a file, Compact Pro Package (English), and a folder, Compact Pro Package (Eng Folder.

·      Move the Compact Pro Package (English) and the compact-pro-151.hqx into the folder, Compact Pro Package (Eng Folder.

·      If you wish, rename and move the Compact Pro Package (Eng Folder wherever you like.

 

Compacting your Data and/or files

 

·      Click open the Compact Pro Package (Eng Folder or whatever you ended up calling it.

·      Open the Compact Pro 1.51 folder

·      Screen will ask if you would like to register- click Not Yet.

·      Go to the Archive menu and click on Add.

·      Select Desktop.

·      Find the file(s) or folder you want to compact, highlight it and click on Add *G.  It’s easiest if the files are all inside one folder.

·      Click on Done.

·      Go to File Menu, click Save As.

·      Find the location on your computer of the untitled removable media (CD-RW, Iomega Zip disk, etc.) where you are going to save the file, double click on it.

·      Type in a file name; we recommend the name of your organization.

·      Check on the Self Extracting feature-X.

·      Click on Save.

·      Go to the Misc. menu and select Convert to Binhex4.

·      A screen will appear that will default to the location where you saved the compacted file.

·      Find the compacted file, highlight it and click on Open.

·      Another screen will pop up that will allow you to save it with a different name or leave it with the same name.  You can leave it with the same name because it will put a .hqx extension on the end of it.  This bin hexed file is the file that you will want to send to us via the Internet or on a removable media.

·      Click on Save.

·      When it is finished, quit Compact Pro.

·      If you are compacting onto floppy disks, the computer will ask you when it needs another floppy disk.  Don’t forget to label the disks “1 of ___.” 


Appendix C

File Transfer Protocol (FTP) Site for PC or Macintosh

 

Uploading your Data to our FTP Site

 

·      After compressing your data using one of the methods above or some other method, find the compressed file.

·      If you are using a PC, right click on the file and select Copy, but if you are using a Macintosh, highlight the file and select zC from your keyboard

·      Start up your Internet Browser.

·      In either the Address or Location field at the top of the browser, highlight the entire link that is listed for the home page that is displayed and type in http://www.telosa.com/ftp.

·      Hit the Enter key on your keyboard.

·      Double click on the Incoming folder (Internet Explorer) or on the link of the Incoming folder (Netscape Navigator/Communicator).

·      Though the screen will say Permission Denied, it is OK.

·      For a PC, right click and select Paste.

·      For a Mac, select zV from your keyboard.

·      The file should start upload to our FTP site, if it does not you may have a Proxy server installed which will not allow you to upload, which means you will need to try and upload it using our File Exchange site

 

Appendix D

File Exchange Site for PC or Macintosh

 

Uploading your Data to our File Exchange Site

 

·      After compressing your data using one of the methods above or some other method, find the compressed file.

·      Start up your Internet Browser.

·      In either the Address or Location field at the top of the browser, highlight the entire link that is listed for the home page that is displayed and type in www.telosa.com.

·      Hit the Enter key on your keyboard.

·      Click on the Computer Icon which will take you to our home page

·      On the left hand side, click on the Client Services link

·      On the left hand side, click on the File Exchange link

·      You will be asked for a Name and Password, which are

Name                      jewel

Password              jewel

·      Click on the Enter File Are button

·      Click on the Browse button on the left and navigate to the file that you want to upload and hit Open

·      Once you’re back at the Public Exchange Area, click on Upload

·      The file should start uploading to our File Exchange site, if it does not you may have to send us the file(s) on some form of removable media