System Setup

Common Central Database (CDB) Issues

Title: Common Central Database (CDB) Issues
Submitted by: Rapattoni Software Support
Issue: Why aren’t some of my members/offices uploading to NRDS?


With the inception of the Central Database (CDB), we have identified some common setup issues that can prevent Magic from communicating with NRDS as intended. This article covers several important settings which can potentially cause issues with certain groups of members/offices not communicating with NRDS via the CDB. **NOTE** this article is referring to the processes that are used in our latest version of Magic, 10.1.06.

In order for a member/office to communicate with CDB, there are three steps that must be performed.

  1. Member Billing Type/Office Type must have the field CDB set to Y:

    Bililng Type Table

    Office Type Table

 

  1. Member Billing Type/Office Type must exist in the Data Exchange transmittal group rules –Managers>Data Exchange>Send Transmittals. Choose the “Setup” tab, then choose the “Transmittal Criteria” button. Click on the NRDSMSTR group ID, then the “View Rules” button. Verify that the Billing Type, Member Type, and Office Type are listed in this section with the appropriate translations.

    Transmittal Group Rules Form

 

  1. The final step is to run the Set CDB Update Utility – Managers>Data Exchange>CDB>Utilities>Set CDB Update Utility. In the “Modify/View Selection” section, click the buttons for Bill Types, Office Types, and Statuses, and modify the corresponding options to select only the Bill Types, Office Types and Statuses you wish to communicate. This will flag all of the selected records to communicate via CDB the next time the scheduler runs. **NOTE** if you do not modify this section, you will communicate ALL records to NRDS.

    Set CDB Update Utiilty


As always, should you have any questions\concerns, please contact Rapattoni Magic support at 1-866-730-7115 or via email to This email address is being protected from spambots. You need JavaScript enabled to view it..

Data Review and Clean Up - Part 1

Title: Data Review and Clean Up – Part 1
Submitted by: Rapattoni Magic Software Support
Issue: What reports and utilities can help me review and clean up my Magic data?

Rapattoni Magic contains many reports, utilities and tables that can assist your association with data review and clean up. For example, you can check for everything from inconsistent status relationships between agents, brokers and offices, to discrepancies between records in the Magic and NRDS database. Data integrity is essential to ensuring accurate billing and consistent rosters, reports and merges. It is suggested that these reports, utilities and tables be utilized on a quarterly basis.

Data Verification Report

This report looks for active members in inactive offices, active members in an active office but with an inactive responsible member, and active offices with no active members.

Membership

Member Reports

Data Verification Report

Data Verification Report

Find/Correct Illegal Data Utility

This utility locates illegal characters that can cause errors with your rosters and mail merges. It also looks for incorrectly formatted email addresses, such as johnbrown@aol or johnbrown&aol.com, etc. If you would like Magic to fix the illegal characters, select the Correct and Report option. The utility will not fix email addresses, but will give you a list of addresses with bad formatting so that you can contact the member and make the necessary corrections.

System Setup

Utilities

Find/Correct Illegal Data

Find/Correct Illegal Data Utility

NRDS Implementation Utilities

These utilities find records with blank or duplicate NRDS IDs and License IDs.

System Setup

NRDS Implementation Utilities

Member Data Analysis

Office Data Analysis

Click “Compute Duplicate/Blank Totals” for both Member Data Analysis and Office Data Analysis.

Member Data Analysis

Then, click “Continue.”

Compute Duplicate/Blank Totals

Then, click “Exit.”

Display Statistics

Finally, click “Print Report.”

Member Data Analysis

NRDS Verification Utility

This utility compares your association’s records at NRDS to the member and office records in your Magic database. It is important that you research and fix any member or office records that are inactive or terminated in your database but active in NRDS.

Step 1: Request the file from NRDS. NRDS will email the file to the key office contact that NRDS has on file. Go to the NRDS site (www.realtor.org) and log on. Click on the “NRDS” link and then on “POE connect to NRDS.”

  1. Log on using your association NRDS Login and password.
  2. Click on “Batch Refresh.” Do NOT use Batch Download.
  3. Select the following criteria:
    1. Select File Type: Fixed Length
    2. Select Refresh Format: E-Mail the File
  4. Click “Refresh Now.”
Magic 7 users and State Associations ONLY: After receiving the ZIP file, please contact Rapattoni Magic Support for assistance. Magic 8 and 9 users should follow these instructions:

Step 2: Save the ZIP file to the r:\rap\nar\nrdsin\archive folder. (Change r:\ to your Rapattoni drive letter, as applicable.)

Data Exchange Retrieve Transmittals

Click the Utilities tab, and then click the NRDS Verification button.

NRDS Verification Utility

Member Type, Billing Type and Office Type Clean Up

It is a good idea to clean up old, unused billing types, member types and office types. Membership staff can be confused when selecting member, billing and office types for current, active records if these tables are full of old, unused options. You can generate printouts of these tables, and then run the Change Member Billing Type and Change Office Type utilities in order to fix any member and office records that have been assigned old, invalid billing types and office types. Once this is done, a Rapattoni Magic support representative can delete the now unused member, billing and office types.

Membership

Setup

Setup Table Printouts

Member Type Printout

Billing Type Printout

Office Type Printout

Use these reports to determine which types are no longer used. For example, let’s say that you no longer use billing type AF3, but there are 200 old, inactive member records assigned to the AF3 billing type. Rapattoni would not be able to delete billing type AF3 from your system until you have moved these records to your current affiliate billing type. You can quickly and easily change AF3 to AFF by running the Change Member Billing Type utility. Keep in mind that assigning inactive records to a billing type will not affect your membership counts.

For members, select Membership > Utilities > Member > Change Member Billing Type.

For offices, select Membership > Utilities > Office > Change Office Type.

Once you have cleaned up all old records assigned to invalid billing, member and office types, contact Rapattoni and ask us to remove these old types from your system.

Membership Counts Reports

The Membership Counts Reports should be run on a monthly basis so your association can track changes in membership trends. This report will also help you to see if members have been assigned to incorrect billing types. From the Billing Type field, press F5 to zoom and make sure that all billing types are selected.

Membership

Member Reports

Membership Counts Report

Membership Counts Report

Utilizing these reports, tables and utilities will ensure that your data is as clean and up-to-date as possible. Your reports, merges and billings will run smoother and more efficiently.

Help is available for all of the programs listed above. Simply press the F1 key on your keyboard for detailed information about the program you are using.

If you need additional assistance, please contact Rapattoni Magic Support via email at This email address is being protected from spambots. You need JavaScript enabled to view it. or call our help desk at (866) 730-7115.

Data Review and Clean Up - Part 2

Title: Data Review and Clean Up – Part 2
Submitted by: Rapattoni Magic Software Support
Issue: What additional reports and utilities can help me review and clean up my Magic data?

Keeping old, unneeded records in your Magic database can slow your system performance. This article is designed to help you delete and archive old, unwanted records.

IMPORTANT: You must determine how many years of data should remain in Magic before running the utilities outlined below (i.e., do you want to keep all data up to three years back, five years back, or longer?).

What is the difference between deleting and archiving? When records are deleted they are gone and can no longer be accessed through forms, tables or reports. When records are archived they can be accessed, but only through very limited reports.

To successfully delete members and office records, we recommend that you follow the steps in the order listed. Members and offices cannot be deleted until all history and related records have been purged. However, you can perform the steps in any order desired if your goal is simply to purge specific records and not to delete member or office records.

NOTE: Help is available for all of the programs listed below. Simply press the F1 key on your keyboard for detailed information about the program you are using.

IMPORTANT: Be sure that your IT professional performs a complete backup of your data before running programs that will significantly alter your data.

To delete and/or archive old records:

  1. Purge Inventory Utility – (Managers > Inventory > Utilities > Purge Inventory Utility). If your association uses the Inventory manager, you can use this utility to purge inventory adjustments and purchase orders that are at least one year old.

  2. Purge Class Registration Utility – (Managers > Education > Updates and Utilities > Purge Class Registration). Use this utility to purge registration records for specific classes. You will need to identify which classes you want to purge registrations for prior to running this utility.

  3. Purge Classes Utility – (Managers > Education > Updates and Utilities > Purge Classes). Use this utility if you want to delete all class information, including all related registration records. You can select a specific class or specify all classes within a date range. Because this utility deletes both the class information and related member registration records, it is not necessary to run the Purge Class Registration Utility (step 2) if you use this utility. NOTE: Classes will not be purged if the "OK to Purge" checkbox is not selected in the Class Information Form.

  4. Purge Event Registration Utility – (Managers > Event > Updates and Utilities > Purge Event Registration). Use this utility to purge registration records for specific events. You will need to identify which events you want to purge registrations for prior to running this utility.

  5. Purge Events Utility – (Managers > Event > Updates and Utilities > Purge Events). Use this utility if you want to delete all event information, including all related registration records. You can select a specific event or specify all events within a date range. Because this utility deletes both the event information and related member registration records, it is not necessary to run the Purge Event Registration Utility (step 4) if you use this utility. NOTE: Events will not be purged if the "OK to Purge" checkbox is not selected in the Event Information Form.

  6. Purge Unused Events/Classes Utility – (Managers > Convention > Updates and Utilities > Purge Unused Events/Classes). Use this utility to purge event or class records that have no related registration records. NOTE: The "OK to Purge" checkbox must be selected in the related Event or Class Information Form.

  7. Purge Convention Registration Utility – (Managers > Convention > Updates and Utilities > Purge Convention Registration). Use this utility to purge registration records for specific conventions. You will need to identify which conventions you want to purge registrations for prior to running this utility.

  8. Purge Library History Utility – (Managers > Library > Purge Library History). Use this utility to purge library loan records for one or all library items through the date selected. The date defaults to the current date, but you can modify this if desired.

  9. Purge Call Tracking Utility – (Managers > Call Tracking > Purge Call Tracking Utility). Use this utility to purge call tracking records that are at least six months old.

  10. Purge Committee Members Utility – (Managers > Committee > Updates and Utilities > Purge Committee Members). Use this utility to purge committee member records for selected associations and committees within a specified date range.

  11. Process Journal Entries / Purge Journal Entry Transactions – (Managers > Accounting > Month End Processes > Journal Entry Programs > Process Journal Entries). Before purging journal entry detail, make sure that all reports have been printed and that the export/import to your accounting software is complete and verified.

    Starting with the oldest batches, locate qualifying batches with a status of Exported or Posted (if you don't export journal entries). After the batch has been purged, its status will change to Deleted.

    It’s a good idea to purge old, unneeded batches as part of your month-end procedure. This frees up valuable disk space and makes the upgrade process run faster.

  12. Update Invoice Billing Office Utility – (Managers > Accounting > Accounting Utilities > Update Invoice Billing Office). Run this utility to update invoices for which the billing office has changed.

  13. Delete Unpaid Invoices Utility – (Managers > Accounting > Accounting Utilities > Delete Unpaid Invoices). Use this program to delete cash-basis unpaid invoices for specific billing groups in your database. This utility is designed to help you remove old, unpaid dues or MLS invoices for members who are inactive or terminated. NOTE: Do not run this program if you want to retain accounting history of unpaid invoices.

    TIP: Run the utility using the Report Only option to see the invoices that will be deleted before running the Delete and Report option.

  14. Archive Receipts and Invoices Utility – (Managers > Accounting > Accounting Utilities > Archive Receipts and Invoices). Use this utility to archive old receipts and invoices in your database. The date defaults to one year ago, but you can modify this if desired. We recommend that you print the exception report so that you can investigate the reasons a receipt or invoice was not archived.

  15. Purge History and Changes Utility – (Managers > Membership > Utilities > Member > Purge History and Changes). Use this utility to delete old history or change records. Do not run this utility if there is any reason you might need to retain this information. Be sure that you have processed all necessary transmittals for the time period and associations that you select.

  16. Delete Members by Status Date Utility – (Managers > Membership > Utilities > Member > Delete Members by Status Date). Use this utility to delete members who were terminated on or before the specified status date. This program also deletes all related association records.

  17. Delete Offices by Status Date Utility – (Managers > Membership > Utilities > Office > Delete Offices by Status Date). Use this utility to delete offices that were terminated on or before the specified status date. This program also deletes all related association records.

Coming soon! A new Procedure Catalog containing all of the above steps will be available in an upcoming release of Rapattoni Magic.

If you need additional assistance, please contact Rapattoni Magic Support via email at This email address is being protected from spambots. You need JavaScript enabled to view it. or call our help desk at (866) 730-7115.

Find and Correct Illegal Data

Title: Find and Correct Illegal Data
Submitted by: Rapattoni Magic Software Support
Issue: Is there a report or utility that will find illegal (non-standard) characters
in my database?

The Find/Correct Illegal Data Utility is very easy to run and will generate a complete report of illegal characters in your database. These illegal characters (such as double quotes and parentheses) can cause rosters, mail merges, and other programs to behave erratically. Using this utility, you can easily print a report of all illegal characters, and even have the system remove the characters from the database for you.

In addition, this utility will alert you to any e-mail addresses with bad formatting, such as those missing the "@" symbol or three-letter extension (such as ".com"). NOTE: The utility will not correct bad e-mail addresses, but the report enables you to quickly find records that need
to be corrected.

To run the Find/Correct Illegal Data Utility

       

               

It's a good idea to run the "Report Only" option first, so that you can review any changes that will be made. Once you have the report, you can choose to manually correct illegal characters or select the "Correct and Report" option and let Magic do the work for you.

If you have any questions concerning this utility, please contact Rapattoni Software Support.

Monitoring the CDB download forms

Title: Monitoring the CDB download forms
Submitted by: Rapattoni Magic Software Support
Issue: How can I verify that my Member and Office records are downloading properly from NRDS?

Magic features a Member CDB Download Query Form and an Office CDB Download Query Form. These forms show a list of records that have been rejected by Magic while attempting to download from NRDS. You should monitor these forms daily and resolve the errors associated with the records.

Resolve Record Errors

Here are the steps you should follow to resolve member record errors. You can follow the same steps to resolve office record errors.

  1. Navigate to the Member CDB  Download Query Form/Office CDB Download Query Form

    Managers -> Membership -> Member CDB Download Query Form or Office CDB Download Query Form

Member CDB  Download Query Form

The Member CDB Download Query Form opens showing errors only. If you open your form and it looks like the example above, there are no errors to fix. If you have errors, you will see members listed and the errors will be displayed in the “Error from Sync Attempt” box. Fix the error, then click the Download from CDB button. You can also click the View All button and choose a download date range to view changes downloaded to your database from NRDS.


Office CDB Download Query Form

The Office CDB Download Query Form also opens showing errors only. If you open your form and it looks like the example above, there are no errors to fix. If you have errors, you will see offices listed and the errors will be displayed in the “Error from Sync Attempt” box. Fix the error and then click the Download from CDB button. You can also click the View All button and choose a download date range to view changes downloaded to your database from NRDS.

Monitor Daily

If you monitor your CDB Query forms (both Member and Office) and repair records that cause errors, your data transfers will have fewer errors in the future.