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Upgrade and Import from Realhound Version 4.X

Introduction (Please Read):

This document will provide you with the steps necessary to move from an old 4.X version of the program to the most current version. As changes were made to the underlying technology used in the database, some additional steps will be required beyond the usually simple upgrade.

Steps:

1. Download version 5.538 using the following link (version 5.538 is a stepping stone to the technology changes and will help move you toward getting onto the latest version): http://www.realhoundfiles.com/download/5538/setupip.exe

2. Once Version 5.538 has downloaded and installed, simply try to open and log into your database. For most people this will rebuild your database. Did the rebuild occur?

a. Yes: Go to Step 5
b. No: Go to Step 3

3. If the rebuild did not occur, go to File on the top toolbar menu, go down to the Import/Export option and select Import.

4. On the Import menu choose the Import Realhound 4.x button to upgrade your database. Wait for the upgrade to complete.

5. Log out of your database and close the program, and then download and install the most current version using the following link: http://www.realhoundfiles.cm/product/realhound/setupip.exe

6. Once the current version has installed, open the program, locate your database and run a Tune Up

7. One the Tune Up is complete, login and enjoy!

Note: Be sure to verify data integrity, that the information in your database is moving successfully through each stage along the way. Following this process will upgrade your database to the latest technology and allow you to run it successfully on the current versions.

RealFacts Import

Introduction (Please Read): This document will provide you with the steps necessary to ensure that you can properly import the quarterly updates provided by RealFacts directly into the program. Steps: 1. Save the Zip folder provided by RealFacts to your computer 2. Save the file inside of the Zip directly to your computer. 3. Right-click on the data file and click Rename. Rename the file as “rf.mdb” 4. Right-click on the newly named rf.mdb data file and go to Send To and then click Compressed (zipped) Folder. 5. Log into your Realhound database where you would like to convert the data (remember, it is usually best to create a new database prior to importing new data). 6. Go to File  Import/Export  Import 7. Review the warning and agree if you choose 8. Click on the Import RealFacts button 9. On the Import RealFacts screen, locate your newly created Zip file in the RealFacts Zip File field. 10. Click Start For additional information on this and other data import tools, please register for our regularly scheduled Live online Data Import class.

Importing from REA 9

Introduction (Please Read): This document will provide you with the steps needed to import from REA 9.0 into Realhound. Steps: 1. In order to import from an REA 9.0 or 9.x data file, go to File –> Import/Export –> Import and choose the option “Import REA 9.0/9.x” from the import menu. 2. In order to import the file, define the following items: Server: The Name of the computer the database is stored on Database: The Name of the database User Name: User Name used for logging into REA 9 Password: Password used for logging into REA 9 3. Make sure that your REA 9 program is closed. 4. Click the Setup button to prepare the REA 9 data for import. 5. If desired, click the Modify button to edit how the information will come into Realhound. To use the existing template, skip this step (Note: be cautious using this option as you will be changing the way the information has been previously setup to come across, and only use it if you are aware that you are using fields in REA 9 in a manner different than they were clearly intended). 6. Click the Start button to begin the import. The time necessary for the import process can vary dramatically based on the amount of information being imported, as well as the processing power of the computer being used to import the information, and whether the database is on your computer or somewhere else on the network. Once complete, a message will show “Import Completed”.
Import from Excel using the Easy Import Wizard

Import from Excel using the Easy Import Wizard

Introduction (Please Read): This document will walk you through the steps needed to use the Easy Import Wizard in order to easily import data into the program without complicated field mapping. The Easy Import Wizard works by copying data from one Excel spreadsheet and pasting that data into the correct columns in another Excel spreadsheet template that is created by the Easy Import Wizard. After all of the data has been pasted into the newly created spreadsheet, the Easy Import Wizard will automatically bring the data into the program. Warning: Always backup your original database before you attempt to import any new data into it. There is always a chance that you will corrupt your original database with any new data import, in which case, you will be thankful that you took the time to back up. Step 1: From the File menu, select the Import/Export… option and Import… option. Step 2: From the Import Agreement window. a) Click the Backup Now button to make a backup of your current database. If you happen to adulterate your current database with your newly imported data, you will be very thankful that you took the time to backup. b) Read the Notice and, if you agree to the terms contained therein, select the “Agree to only import data that I am properly licensed to import or that I own” radio button. c) Confirm your agreement to the terms in the Notice by typing Yes in the box provided. d) Click on the Next button to continue. Step 3: Click the Easy Import Wizard button to start the Import Wizard. Untitled-1 (8) Step 4: From the Import Wizard Screen select the type of data that you wish to import. If you want to import property data, select the Properties and Contacts radio button. If your spreadsheet contains strictly contact data, select the Contacts Only radio button. Step 5: Enter a name for the spreadsheet that you will paste your data into. Step 6: Click the Create Excel File button to create the new spreadsheet. Step 7: If you selected a file name that already exists you will get a message similar to this screenshot. Select Yes ONLY if you are sure you want to ERASE the original file and replace it with a new file with the same name. Step 8: Open the spreadsheet that contains the data you wish to import into the program. The new Excel file you just created in Step 6 and the data file you wish to pull data from will now both be open. Step 9: If you are importing Property data, start pasting your data in the cell marked “Enter Data Here”. It is extremely important that you have the correct Property Type listed for each property being imported. Only those properties that have valid Property Types will import correctly. Use Excel’s Find and Replace functions to change invalid types. Valid types include: Apartment, Office, Industrial, Retail, Land, Storage, Hotel, Casino, Condo, Mobile Home and Single-Family. Untitled-1 (9) Step 10: If you are only importing Contact data, don’t forget to clear the contents from Cell A2 and start pasting your data in the columns for contact data. Step 11: In the following example we will import Property and Owner Contact information. Select the first column of data (be mindful not to copy the field header), hold down the Ctrl key and press the C key. This will copy the selected data to your clipboard. In our example we will select the Company field. Untitled-1 (10) Step 12: In the spreadsheet created by the Easy Import Wizard, find the equivalent field name (in this case, it is Owner Company) and select the cell immediately below the name. With the receiving cell selected, press and hold the Ctrl key while pressing the V key. This will paste the contents of the clipboard in that column starting at the selected cell. Step 13: Alternatively, you could right click on the receiving cell then select Paste. Untitled-1 (11) Step 14: Continue to copy the data from the original data file and pasting it into the appropriate columns in the new data file created by the Easy Import Wizard. Step 15: After all of the property and contact data has been pasted into the new spreadsheet, Save the changes and Close Excel completely. Step 16: Return to the open Import Wizard window. Click the Import Excel File button to start the import process. Step 17: From the Import Status window, select the options that best meet your import goals. Once you have selected your import options click the Start button. Untitled-1 (12) From this point forward don’t touch your computer, allow it to finish and it will automatically return to the Realhound database screen. A data import is one of the most computer resource intensive processes that you can ever do and it can take a long time depending on the number of records. If Windows Task Manager states that the program is “Not Responding” this is perfectly normal. Just let it run. Step 18: After the import completes, click the Tune-Up Database option from the main login screen. Data Doctor fixes and cleans your database A truly unique feature of the program is the data management suite called Data Doctor. Data Doctor allows you to globally change the data and perform duplicate checking in your database. Warning: Always backup your original database before you attempt to import any new data into it. There is always a chance that you will corrupt your original database with any new data import, in which case, you will be thankful that you took the time to back up.
Import from Act 2005-2008, Act 10, and other SQL version of Act

Import from Act 2005-2008, Act 10, and other SQL version of Act

Introduction (Please Read): This document will provide you with the steps needed to import your information from Act versions 2005 through 2008. In order to import directly out of Act versions 2005 – 2008, you will need the Master SA Password provided by Act when first using the program. However, as many individuals do not still have this password, and Act will charge excessive amounts of money to recover that password, this document will enable you to import from Act without the password. Steps: 1. Stop SQL Server Services. To do this, go to the Control Panel on your computer, select Administrative Tools, select Services, click the service with a name beginning with “SQL Server” and ending with “Act”, then click the Stop Services link to the left. SQL Server Services 2. On your computer, locate the Act database file ending with “.ADF”, right-click on it and choose Copy. ADF Copy 3. On a blank space in the same folder, right-click and choose Paste. Paste 4. Right-click on the newly copied file and choose Rename. Rename the database as the original name of the file with a file extension of “.MDF” at the end. Actmdf 5. On your computer locate the Act database file ending with “.ALF”, right click on it and choose Copy. ALF Copy 6. On a blank space in the same folder, right-click and choose Paste. Paste (1) 7. Right-click on the newly copied file and choose Rename. Rename the database as the original name of the file with a file extension of “.LDF” at the end. ActLDF 8. Open SQL Server Management Studio on your computer. 9. Right-click on Databases and click Attach. Databases 11. Click Add Add 12. Browse for and locate the newly renamed file ending with “.MDF”. Both files ending with .MDF and .LDF will show up in the Database Details section at the bottom right. Attach 13. Open REALHOUND. Create and log into a new database. 14. Go to File –> Import/Export –> Import. 15. Agree to the REALHOUND Import Agreement, if desired and continue to the Import screen. 16. Select the Import Act 1005-2008 option. Act 2005-2008 17. Enter the Server, Database Name, User Name, and Password for the Act database. If the databases are sitting on your computer, the Server name will be the name of your computer. The Database name will be the name of the database we recently added to SQL Server Management Studio, as it appears within SQL Server Management. 18. Click Setup in Step 2. 19. In Step 3, choose Modify if you would like to update the mapping of the information for the data conversion. Please note that it is recommended that you work with someone with a strong IT background to properly map the fields for customized data conversion. 20. Once you are ready, click Start in Step 4.

Merge Live REALHOUND Databases

Introduction (Please Read): This document will provide you with the steps needed to smoothly import a REALHOUND database into an existing REALHOUND database that is using Live ShareAnywhere synchronization. This is useful if you are importing new data into your existing production REALHOUND database, or a new user with an existing REALHOUND database is joining your team. Steps: Step 1: After bringing in your new Realhound database into a Realhound Live database, logout and run a Tune Up on your database. Step 2: Once complete, login again as the Administrator and look at the existing Users and Teams screen by going to File –> Administration –> Users & Teams. On that page ensure that the desired users all exist on the page (no users are missing and no undesired new users have been added), all users have a password set and that all have the Allow Live Connection checkbox selected. Step 3: Once satisfied, go to File –> Live and click the Refresh Users button Step 4: Close Realhound Step 5: Open Realhound again and login again.