Importing a Database
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A database is a collection of information
for easy use in a computer. For our purposes, a school's database is a listing of it's students and information such as grade, home room, student ID, etc. We recommend you receive a database from each school in July or August before your Fall shoots. When importing the school's database, DataMatch will assign each student a unique record number. By typing or scanning in that number during data entry (See Entering Data>>>) all information in the database for that student will be linked to his or her image. This will save you hours of time during the data entry process. NOTE: Some youth sports leagues are now able to provide databases of their players.
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Before the Shoot
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- Acquire the database from the school. The database must be in a Comma or Tab Delimited format. If you are not sure whether your database is Comma or Tab Delimited, send it to Century Color to preview.
- Once the database is in one of these formats, open DataMatch, click 'Import', 'Import Database'.
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 Vital Tips: If the school cannot supply a Comma or Tab Delimited file, an Excel file will work. We can show you how to convert an Excel file for importing into DataMatch. If other formats are submitted to Century Color and need major work to convert, there may be additional charges. |
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| Each database may contain different data depending on the school's needs. Most databases contain field headers as well. |
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Importing Data
- In section (A) type a name for your database plus the current school year (i.e, Central High 06). Do not include special characters or back slashes.
- Click ' Add Database Name' (B)
- Click on the database name to highlight it (C).
- In the box labeled ' Import File' (D) choose whether your database is Tab or Comma Delimited.
- If your file has Field Names or header names check the box '1st Row has Field Names' (D).
NOTE: If your file has header names and the box is not checked off, your file will import incorrectly.
- Browse (E) to the location on your computer where the database is stored. If your database is on a floppy disk or on a CD browse to that drive, select the file and click 'Open'.
- The information in the database will appear in the box labeled 'Sample Data from File' (F). In this example the database contains field names. They appear in grey across the top row. (FName, LName, Teacher, Grade).
In order for DataMatch to identify which column represents which
piece of data,
you will need to 'map' the fields.
- Under the 'Select a Field' box (G) click the drop down arrow next to the first field name that represents the third column in your database. Choose the corresponding field name. Repeat until you have mapped all of the fields (H).
- Click 'Begin Import'. When the database import is completed, 'Import is Complete' will appear.
- Your database is now imported into DataMatch. If you use camera cards you can print them now.
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| Vital Tips: It is important to map Student ID and Grade fields on every job. School Yearbook CD's require a Grade field and school administrative CD's require the Student ID field. If the school did not provide these in the database try to get them BEFORE importing the database. It will save you hours of manual data entry later in the year if the school decides to order either of the above mentioned CD's. |
| Vital Tips: Remember to highlight the database name before importing (Step 3). If you forget, you will be importing data into "digital heaven"! |
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