RecTrac 10.1 Reference Guide

Reference Guide RecTrac 10.1
2 Right-click in the Import File Name field. Browse to the location of the import file. Highlight the file and click
Open.
3 Right-click in the Loc of Current Photos field. Browse to the location of the photos. Highlight a file in the
directory and click Open.
4 Right-click in the Loc For Converted Photos field. Browse to the location where you want the converted photos
to go. Highlight a file in the directory and click Open.
5 Select whether the import file uses household IDs, Social Security Numbers, or Cross Reference Numbers as the
identifier.
6 Select the appropriate conversion option:
Input From Text File – Use a text file (specified in the Import File Name field) to determine the new names for
the image files.
Input From Folder With Images – Convert the images directly without a text file. The program renames the
image files based on the selected Record Match Option. For example, if your Record Match Option is Soc Sec
Number, the program takes the image file name, looks for a corresponding Social Security number in the
database, and renames the image file to the appropriate RecTrac photo ID number.
7 Select the Overwrite Images If They Already Exist option to overwrite images during the import process,
assuming the existing images have the same names as those being imported.
8 Click Import to begin the renaming process.
9 Click Exit to return to the Main Menu.
Finding and Fixing Duplicate Household Records
Changing Household Names to All Capital Letters
It would be helpful to run the Household Name Utility program if you notice that household
information has been entered in a non-uniform manner and you would rather have all household
names look the same in your picklists. For example, if some of your household names were
entered in ALL CAPITAL LETTERS, while others were added using Upper And Lower Case
Letters, your household picklists will appear jumbled and un-organized. Use this program to
standardize the look of all records.
Note: This program ties up all RecTrac households as it runs. All users should log out of RecTrac
before running this program, or schedule to run it at the close of a day.
1 Go to Utilities � System � Household Utilities � Household Name Utilities.
2 Select whether you wish to:
• Capitalize Primary Guardian Information
• Capitalize Secondary Guardian Information
• Capitalize Contact Name for Reservations
• Capitalize Organization Name for Reservations
• Capitalize Family Member Names
• Assign Organization Name to FR Lookup Name
• Auto-Assign Blank HH PINs
Note: All information associated with each of these options will be capitalized if selected (i.e.
address, phone number, etc).
3 Click Process to update the selected records.
4 Click Exit to return to the Main Menu.
Generate a Listing of Duplicate Household Records
The Duplicate Household Listing program allows the system to scan the household file for records
that have the same primary guardian last name and then prints a listing report. The report is
printed in alphabetical order by the primary guardian’s last name. You can use the report to select
those households that you wish to delete from your database using the Household Maintenance
program or merge using the Household Merge/Family Member Transfer program (Utilities �
System � Household Utilities). You can also optionally indicate whether you want the system to
6/9/2008 406 Vermont Systems, Inc.