You set the options for an address data set in the New/Edit Address Data Set dialog box. This dialog box has two tabs:
- Contact Mapping
- Address
Options Available in an Address Data Set
| Option Name | Description |
|---|---|
| Contact Mapping Tab | |
| Name |
Specifies the name of the data set. The name must be unique among all data sets in the data source. The name you specify is used in the name of the harvesting table for the data set. See Naming Data Sets. |
| Allow Editing in InterAction |
Indicates whether users in InterAction can edit the addresses in the Windows Client, provided they have adequate access rights. If this option is not selected, Application Collaboration locks down the addresses in the Windows Client. InterAction ignores this setting when changes are made to addresses through the Web Client. Changes made to addresses through the Web Client are governed by Data Change Management rules. For more information, see the following: |
| Map Contact Based On Drop-down list |
Specifies the method you want to use to find the InterAction contact to update. There are three methods available in the list:
For more information, see Finding the Contacts to Update (Data Set Mapping). |
| For Person Contacts Share the company address from the description check box | When selected, Application Collaboration attempts to match the description harvested into the LABEL column with a phone/address description for the person’s associated company. If there is a match, the company phone or address is shared with the person. When this option is selected, only the contact identifying information and the LABEL are used. Any values in the other columns for the phone or address are ignored. |
| Address Tab | |
| Street / Phone and Electronic radio buttons | Specifies whether the data set is used to create and update street addresses, or phones and electronic addresses. This determines the set of columns included in the harvesting table for the data set. For a list of columns included in the table, see Address Data Set Table. |
| List of phone and electronic types | When the Phone and Electronic option is selected, this list displays the various types of phones and electronic addresses (Phone, Fax, Email, Web Site, etc.). You can select the set of items you want to populate with the data set. You can select as many items as needed. The set of selected phones and electronic addresses to populate determines the set of columns included in the harvesting table for the data set. |
| Always override mailing address indicator |
Indicates how Application Collaboration should set mailing addresses for contacts. If this is selected, a harvested mailing address indicator is used to set mailing addresses, even if the contact already has a mailing address. For details, see Mailing Addresses. |
| Meaning of empty or null values |
This only applies to phone and electronic addresses. For street addresses, a blank value always deletes the existing value in InterAction. Indicates how existing phone and electronic address values in InterAction are treated when a blank value is brought in through Application Collaboration. The options are:
|
|
For addresses with a Business, Business2, or Home relationship: The options in this section determine how Application Collaboration should handle adding a new phone or address to a location type (Business, Business2, or Home) that only allows one item if that location already has an item. For example, if a contact already has a Business address and Application Collaboration is attempting to add an address that is also mapped to the Business location type. For details, see the following: |
|
| Do not overwrite an address with this relationship type | If this option is selected, the existing InterAction phone or address with the location type is not changed. Application Collaboration generate an error and does not add the item. |
| Allow updates to an address with this relationship type | If this option is selected, the existing InterAction phone or address with the location type is replaced with the item from the external system. |
| Assign this relationship to the new address and relegate the current address | If this option is selected, the location type for the existing InterAction phone or address is changed, and the item from the external system is added and assigned the location type. For example, if the contact already has a Business address, that existing address becomes Business2 and the new one from the external system is added and assigned the Business type. |
Create an Address Data Set for Populating Street Addresses or Phones and Electronic Addresses
- Select the data source for the data set from the console list.
- Click
or choose Data Set > New > Address.
- 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 users to be allowed to edit the data in InterAction, select the Allow Editing in InterAction check box. This only applies to the data brought in using this data set.
For more information, see Allowing InterAction Users to Edit the Data.
-
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 (Data Set Mapping).
-
If you want to use the data set to share company phones or addresses with their associated people, select Share the company address from the description.
Note that you need to harvest address descriptions into the LABEL column that match address descriptions on the company contacts.
- Choose the Address tab, then select either Street or Phone and Electronic Address under Address Type.
-
If you selected the Phone and Electronic Address option, select the items you want to populate from the list of phones and addresses. You can select multiple items.
- If you selected the Phone and Electronic Address option, select how you want to treat null values.
-
Select the option you want to use for items that are mapped to Business, Business2, or Home relationships.
For details, see Mapping Phone and Address Types.
- Choose OK to save the data set.
Edit an Address Data Set
Changing the options for an existing data set deletes all data in the corresponding data set table. You need to re-run your harvesting routine to re-populate the table. If changing the options also changes the structure for the table, you also need to revise your harvesting routine.
- Select the data source in which the data set belongs from the console list.
- Right-click the address data set (
) and choose Edit.
-
Change the fields as needed.
For details about the fields in an address data set, see Options Available in an Address Data Set.
- Choose OK.
Control Whether Users Can Edit the Address Data
This option only controls the phones and addresses populated using the data set.
For more information about this option, see Allowing InterAction Users to Edit the Data.
- Right-click the address data set (
-
Do one of the following:
To Do This Allow InterAction users with appropriate access rights to edit the additional field data from the external system. Select the Allow Editing check box. Lock down the data from the external system, so InterAction users cannot edit it. Clear the Allow Editing check box. - Choose OK.
Changing this option for the data set does not make any contacts previously populated with the data set editable. You must re-harvest the data from the external system and transform it to see the change for existing contacts.
Updating/Deleting Address Information Via the Address Data Set
If you need to update or delete an address field within InterAction you can through the address data set. However, this can only be done with addresses that are not shared. Addresses that are shared between the company and person cannot be updated or deleted.
When updating or deleting address information, Application Collaboration considers every address field. If a field is blank in the data set, Application Collaboration deletes the corresponding value in InterAction. Therefore, if you want to update or delete a single address field in InterAction, and all the other fields in InterAction contain valid values, those values must be brought in again or they will be deleted in InterAction.
For example, assume you have non-shared addresses in InterAction and all the information is accurate. However, you have mail stop information that you want to bring into InterAction from your data source. Since you are only updating InterAction with mail stop information and you do not want anything else to change, you might think that you only have to harvest the mail stop information in the ADDITIONAL column of the harvest table. WRONG.
If you only bring in mail stop information for the addresses you are updating and you leave the other fields blank, only the mail stop information remains in InterAction for those addresses. The remaining fields will be deleted.
For Addresses data sets, a blank field assumes that the value in the corresponding field should be deleted in InterAction. Therefore, any time you need to update or delete an address field in InterAction, you must bring in ALL of the address fields through Application Collaboration for the rows you are harvesting.