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Files can be transferred from one Ibidem database to another in two ways: (1) directly using File, Transfer Records, or (2) indirectly from a datafile using File, Import Records
File, Transfer Records: To use this method, open the database that contains the record(s) that you want to transfer and also the target database that will receive the new records. You can transfer just one record (the one you select) or all of the records that you check, or all of the unchecked records, or all of the records in the database. Click File, Transfer Records and use the dropdown lists to select the records you want to copy and the destination database. Click Fast Append to transfer the records. Click Check Append if you want to check the destination database for duplicates before transferring.
File, Import Records: The Import Records feature on the Ibidem File menu is used to copy records from one Ibidem database to another. The databases involved must have exactly the same fields. The steps involved are: (1) locate or generate a datafile that contains the records to be appended, and (2) import the datafile to the appropriate database.
Although you can generate a datafile for all of the records in a database, there is no need to do this because such a file already exists. All of the files in an Ibidem database start with the same name (8 letters or less) and end with an extension that is assigned by the program. The extension for the datafiles that are automatically generated by Ibidem is .#00 (with 2 zeros, not the letter O). Large databases may have additional datafiles with extensions .#01, .#02, etc. Ibidem automatically creates the additional datafiles when the size of a datafile gets close to 1,000 KB (thus, datafiles never become so large that they cannot fit on a floppy disk).
To find the datafile for your database:
| 1 | Click File, Maintain Database. If prompted to close database, click Yes. |
| 2 | The Database Maintenance dialog will display. Look for the location and the filename. |
| • | The location of your database is shown in the Location column. You may need to drag the border between "Location" and "Type" to the right so that you can see the full location. To drag the border, move your mouse pointer to the border. When your cursor takes the form of a double-headed arrow with a vertical line on the border, you can hold the left mouse button down and move the mouse to the right. |
| • | The filename (without the extension) is shown in the Filename column. |
| 3 | The datafile for your database is this filename with the extension .#00 and it is found in the folder (location) indicated in step 2. For example, the Tutor database is one of the databases that comes with the program. The datafile for the Tutor database is tutor.#00 and it can be found in the \Nbwin\Ibidem\Samples\ folder on your hard drive. |
| 4 | Use the Nota Bene File Open dialog to to the location identified in step 2, and see if there is more than one datafile. You should see a file with the extension .#00 and if there are additional datafiles, they will have extensions .#01, .#02, etc. |
If you want to import records from a subset of the records in a database, you must first create a subset. To do this, select the records you want to copy to another database either by searching, or by manually checking the boxes next to the records to be included. Click the Save Subset button, then enter a name for your subset, and click Save. For more detailed instructions, see Subsets. Once the subset has been defined, you can create a datafile for that subset as follows:
| 1 | Click Generate, Datafile Format. The Datafile Format dialog will display. |
| 2 | The name of the database should be showing in the box at the top of the dialog. If not, use the drop down list to select the correct database. |
| 3 | The large window in the dialog shows the database and all of the subsets that have been defined. Click to select the subset for which you want to create a datafile. |
| 4 | Click OK to write the output file in datafile format. |
| 5 | Click View Results to display the file. |
| 6 | Save the datafile, making sure that you remember the name and the location of the file that you save. We recommend saving the file in the \Nbwin\Temp\ folder since the datafile is "temporary" in that it will not be used again after the records are successfully appended. |
| 7 | Close the datafile after you have saved it. |
To add the records to a database:
| 1 | In Ibidem, click on File, Import Records, Ibidem Records. |
| 2 | In the field labeled Destination Database, select the database to which you want to add the records. |
| 3 | In the field labeled Datafile Containing Records, type the path (location) and filename of the datafile, or click on the folder icon to the right to to select the file. |
| 5 | Open the database to confirm that the records have been successfully imported. |
See also:
Import Records
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