When you export a Concordance Desktop database, you have the option to export to an existing database or to create a new database. The export includes every record in the current query, in the sort order they are listed. By default, all fields, data, and tags, are also exported, but you also have the option to select only specific fields for export.
Security and tag history are not included in the export when you export a database. You can export a database's security settings from the Security dialog box. For more information about exporting security settings, see Setting up security.
Before exporting a database, you can store the database's tag history in one of the database's fields using TagHistoryAndStoreIt_v10.00.
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When exporting to an existing database, fields are only copied if they exist in both databases. |
To Export a Concordance Desktop Database
1.Run a search query to locate the records you want to include in the export.
i.For more information about searching, see Available search tools.
ii.When Concordance Desktop exports a database, Concordance Desktop can export just the records in the current query or can export all the records in the database. If you want to export all the records, you can run the Zero Query.
iii.For more information about the Zero Query, see Reviewing search queries.
2.On the Documents menu, point to Export, and click As a Concordance Desktop database.
i.Clicking As a Concordance Desktop database opens the Export Wizard - Database dialog box.
3.Click the Browse button to open the Select database to merge dialog box.
4.If you are exporting to an existing database, navigate to and open the .dcb or .fyi file for the database you are exporting to.
i.If you are exporting to a new database, navigate to where you want to store the database, type the database name in the File name field, and click Open.
ii.Clicking Open adds the database file name and directory to the Database field in the Export Wizard - Database dialog box.
5.Click Next to open the Export Wizard - Fields dialog box.
i.The database list defaults to the database currently opened and all the database's fields are selected in the field list.
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When exporting to an existing database, fields are only exported if the fields match the fields in the existing database. |
ii.If the database is a concatenated database, the other databases in the concatenated set are also available for selection in the database list.
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When exporting concatenated databases, only the data in fields that are identically named and formatted in the concatenated set will be exported. |
6.To include only some of the database fields in the export, in the fields list, click the fields you want to export.
i.To select multiple fields, use SHIFT+click or CTRL+click.
7.Click Next to open the Append/Replace dialog box.
i.The Append/Replace dialog box allows you to control how documents are exported.
8.Choose one of the following options:
•Append all records - When you select this option, if you are exporting to a new database, the export adds all records in the query to the new database. If you are exporting to an existing database, the export appends all records in the query after the last record in the existing database.
•Replace matching records and append new records - When you select this option, the export searches for a matching record and replace it. If the export does not find a match, it appends the record.
i.The Delete and replace existing annotations and tags check box is only available when you select the Replace matching records and append new records option. The Delete and replace existing annotations and tags check box determines how annotations are copied when an existing record is updated. By default, the check box is not selected.
9.To have the export remove all existing tags and annotations for a record in the existing database when the export finds a matching record, select the Delete and replace existing annotations and tags check box.
i.When the check box is selected, any annotations from the matching exported record are added to the record.
ii.To have the export ignore any existing tags and annotations for a record in the current database when the export finds a matching record, make sure that the Delete and replace existing annotations and tags check box is cleared.
iii.The export uses the fields selected in the Locate matching records by comparing field to determine exact record matches between the two databases. The Locate matching records by comparing field is only available when you select the Replace matching records and append new records option. Only key fields are listed in the Locate matching records by comparing field.
iv.Key fields are defined in the Modify dialog box. For more information about key fields, see Creating databases.
10.In the Locate matching records by comparing field, select the fields you want the export to use to determine record matches.
i.To select multiple fields, use SHIFT+click or CTRL+click.
ii.Full-text paragraph fields are considered a match if the first sixty characters or the first line, whichever is less, match, regardless of the remaining contents of the field.
11.To copy a record's attachments with notes during the export, select the Copy attachments with notes check box.
i.When the Copy attachments with notes check box is selected, the export automatically creates sequentially numbered attachment folders in the same directory as the Concordance Desktop database, and copies attachments into the subfolders. Folders are named in the format ATTACH-000000 and increment by one if the initial folder exceeds maximum capacity.
ii.To exclude a record's attachments with notes from the export, clear the Copy attachments with notes check box.
12.Click Next to open the Export Wizard - Export dialog box.
i.The First and Last fields default to the first and last record in the current query.
13.To modify the range of the records to be exported, in the First field, type the record number for the first record in the range you want to export, and in the Last field, type the record number for the last record in the range you want to export.
14.Click the Export button.
i.If you are exporting to a new database clicking the Export button opens the following message:
15.Click Yes to start the export and have the export create the new database.
i.If you are exporting to an existing database, clicking the Export button starts the export.
ii.You can click the Cancel button at any time to cancel the process.
iii.When the export finishes, the Export Wizard - Export dialog box automatically closes.