CTF site specific patch

All Schools:  If you would like the site specific patch please log a service request with Scomis.

Hosted Schools:  After you have logged a service request the patch (script) will be run on your data and the results will be placed in the F:\Public\Updates folder.  You will be emailed when this step is complete.  Please Skip to Step 2 – Investigating the Results and follow the instructions for Step 2. and Step 3. below.

Non-hosted Schools :  After you have logged a service request, you will be emailed the script and will need to follow all the steps below.

Step 1 – Saving and Running the Script

1. Save the CTFContactAddressDiagnoseScript_V6.7z file and use 7 zip to extract the CTFContactAddressDiagnoseScript_V6.sql and CTFContactAddressDiagnoseScript_V6.sqlsignature files to a folder on the drive where the main Sims folder resides.
2. On the Server, run dbdiagnose.exe – log in with the sa username and password or a username that is in the System Manager permissions group in Sims.
3. Click Add and find the script that you saved in a.
4. Click Run to run the script.
5. Save the log file.
6. Open an Excel document and use File / Open to open the log file from within Excel.
7. This will initiate a Text Import Wizard
8. Choose Delimited at the first step, choose Comma separated at the next step, leave General as the option in the final step and select Finish.
9. The results will display in Excel – choose the Format option from the Home tab and Auto Format Column Width to display the results in a more readable format.

Step 2 – Investigating and Fixing the Results

1. Missing address
   • Check in Focus / Person / Contacts for the contact, you may find multiple instances or a single record. All instances of the contact should be checked as below.
   • On each contact check against existing records (e.g. paper copies or previous data collections) whether there should be an address against the contact – if there is, put the address back into the contact record.
   • Check in Panel 3. Associated student links – remove any students that should not be linked to this contact.
2. Address showing for the contact
   • Check in Focus / Person / Contacts for the contact, you may find multiple instances or a single record. All instances of the contact should be checked as below.
   • On each contact check against existing records (e.g. paper copies or previous data collections) whether the address, telephone number and email address are correct –  if not, correct the details.
   • Check in Panel 3. Associated student links – remove any students that should not be linked to this contact.

Step 3 – Fixing duplicate contacts

It is possible that from your investigations you have found that you have duplicate contacts, i.e. the same person showing on your database multiple times.

1. Decide which contact has the most up to date details (Focus / Person / Contacts) and make sure that contact is associated with the correct students in Panel 3. Associated students links.
2. Open the duplicate contact/s.  Delete any Associated student links.
3. In Tools/Housekeeping/Delete Unlinked Contacts search for the duplicate contacts (only the contacts with no associated student links will be showing). Delete these contacts.
4. Go back to the contact browse (Focus/Person/Contacts) and search for the contact.  You should only have one instance showing with the correct details and links.

This may be correct as the school never obtained an address for the contact – but it can also happen if the contact is incorrectly matched with an applicant contact who has no address OR where the CTF file has been imported multiple times on the same day.

Recommended Action:  Check the contact address details against any existing records, e.g. paper copies or previous data collections.  If in doubt we recommend collecting this data again to ensure that it is correctly updated.  Open the contact and check linked students to make sure the contact has not made an incorrect link to an applicant.

Contacts have an address but may have been incorrectly linked to an applicant and therefore be showing the wrong address, telephone and email details

Recommended Action: Open the contact (focus/person/contact) and search for the contact – this may return more than one possible match.