The multiple-value additional field data set works a little differently than the single-value additional field data set. You can only select a single field to populate. Therefore, you need to create a separate data set for each multiple-value additional field you want to update.
When harvesting the data, harvest each value into a separate row. Each value should be tied to a contact using whatever mapping option you selected for the data set. All of the values tied to the same contact are assigned to the field for that contact. If you are mapping by data source ID, you might harvest something like this:
In this example, Application Collaboration assigns the three values to the Industry field for the contact with the system ID of 1000.
Note that this harvesting table includes two columns that do not apply for single-value additional fields:
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The MV_SYS_ID column is for a unique identifier for an individual value in the field. In the table shown above, the ID 10 uniquely identifies the value Computer Hardware. Application Collaboration uses this ID to find the field value for updates.
In many cases, the external system cannot provide IDs for these values. You can configure Application Collaboration to handle this situation. For details about both ID scenarios, see:
- Using Unique Identifiers for Each Value in a Multiple-Value Field
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Multiple Value Fields That Do Not Have Unique Identifiers for Each Value
The ID values you use in the MV_SYS_ID column must be positive numbers; do not use negative numbers.
- The RELATIONSHIP_FIELD is an optional extra field that can be included in an additional field definition. It is normally used to store extra information about the field value. For example, a Schools additional field might use the extra field to store Year Graduated.
Using Unique Identifiers for Each Value in a Multiple-Value Field
If your external system has unique identifiers for each value in a multiple-value field, you harvest them into the MV_SYS_ID column. For example, assume you are bringing industry information for each client company into the Industry additional field. In the external system, the company TeleNorth has three industries:
- Computer Hardware
- Computer Software & Services
- Media
You might harvest data similar to this:
For subsequent updates, Application Collaboration can find and update one of these specific field values using the ID. For example, Application Collaboration can use the ID 20 to find update the specific value Computer Software & Services.
Multiple Value Fields That Do Not Have Unique Identifiers for Each Value
If the external system does not have ID values for each field value, Application Collaboration cannot identify a specific value for subsequent updates.
In the previous example, Application Collaboration could use the ID 20 to find and update the value Computer Software & Services in a multiple-value Industry additional field.
Without an ID for this value, Application Collaboration cannot find a specific value to update.
To update additional fields in this scenario, you can use the Replace Data option. When this is selected, Application Collaboration clears the additional field first, then populates it with the harvested data. This updates the existing values by completely replacing them with the new values. The figure below illustrates this scenario.
Note that the MV_SYS_ID field is not nullable, even when you use the replace data option. You still need to harvest unique values into the column, but since the ID values is never used to look up information in the database, they do not need to stay the same from one harvesting to the next. For example, you can just number the rows sequentially each time you harvest the data.
There are several implications of using the replace data option. For details, see Things to Think About Before Selecting the Replace Data Option.
Create a Multiple-Value Additional Field Data Set
For more information, see Populating Multiple-Value Additional Fields.
- Select the data source for the data set from the console list.
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Choose Data Set > New > Additional Information > Multiple Value Fields.
If the field you want to populate uses the InterAction Variable Field Additional Field Extension, choose Data Set > New > Additional Information > Multiple-Value, Multiple Column Fields instead.
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Enter a Name for the data set. This must be unique among data sets within the same data source.
For more information, see Naming Data Sets.
- If you want to use the data set to populate a folder-specific additional field, set the Contacts Folder to the appropriate folder. Choose Browse to find and select the folder.
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Under Map Contact Based On, select the method you want to use to find the contacts to update:
To Select Use a system ID provided by the data source. Select Data Source System ID. Use an additional field value, such as client number or employee code. Select Additional Information, then select the field to use for mapping from the drop-down list. Use the internal InterAction contact ID. Select InterAction Contact (Listing ID). For more information, see Finding the Contacts to Update with Additional Field Data.
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Under Additional Information to Populate, select the field you want to populate. You can only select one field.
For more information, see Selecting the Additional Fields to Populate.
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Set the remaining data set options as needed:
If... Select You want users to be allowed to edit the data in InterAction. Select the Allow Editing check box. This only applies to the data brought in using this data set. See Allowing InterAction Users to Edit the Data. You want to clear out all existing values for the InterAction additional field before applying the harvested data. Select Replace Data. See Clearing Additional Field Values Before Updating. - Choose OK to close and save the data set.
- Note the table structure for the new data set table. The table structure displays in the right pane of Application Collaboration when you select the data set.
- Set up a harvesting routine to harvest the appropriate additional field data into the columns. You harvest the mapping information (such as data source system ID) and one field value into each row.