Extract Tool

Select Entries to Extract Option (1 of 9)

The Select Entries to Extract option initiates the extract activity. In this option the entries are selected and stored in a template and an entry in the ARCHIVAL ACTIVITY file is created. Entries are selected in the same manner as the Search File Entries option (for guidance, please refer to the "Search" chapter of the "VA FileMan Getting Started Manual"). The Select Entries to Extract option performs the following functions:

1. During the search phase, the search criteria for selecting entries is specified and must be stored in a template.
   
   NOTE: If you want to extract a subentry contained in a Multiple field, you must extract the entire entry.
   
   
2. During the sort phase -- which is indicated by the "SORT BY" prompt -- you can enter additional restrictions on the entries to be selected. If no further restrictions are required, simply accept the defaults provided at the "SORT BY" and "START WITH" prompts.
   
   
3. During the print phase -- which is indicated by the "PRINT FIELD" prompt -- VA FileMan gathers the entries specified in the search and sort phases and adds the internal entry numbers of the selected entries to the SEARCH template. Although specifying print fields is not required, the print process must be run to completion. Simply press the Enter/Return key at the "PRINT FIELD" prompt or specify actual fields to print a report of identifying information for the extracted records.

In the sample dialogue that follows, notice the sequence in which the search, sort, and print prompts appear:

EXTRACT FROM WHAT FILE: CHANGE

  -A- SEARCH FOR CHANGE FIELD: .01   NO. 
  -A- CONDITION: LESS THAN
  -A- LESS THAN: 900

  -B- SEARCH FOR CHANGE FIELD: 

  IF: A//   NO. LESS THAN 900

STORE RESULTS OF SEARCH IN TEMPLATE: ZZTEST TEMPLATE
 Are you adding 'ZZTEST TEMPLATE' as a new SORT TEMPLATE?  No// Y   (Yes)

SORT BY: VERSION 
START WITH VERSION: FIRST// 
  WITHIN VERSION, SORT BY: 
FIRST PRINT FIELD: .01  NO. 
THEN PRINT FIELD: VERSION 
THEN PRINT FIELD: PROGRAMMER
THEN PRINT FIELD: 
HEADING: CHANGE EXTRACT SEARCH Replace 
DEVICE: 

The resulting output looks like:

CHANGE EXTRACT SEARCH                 AUG 30, 1992  10:59   PAGE 1
NO.          VERSION            PROGRAMMER
------------------------------------------------------------------

101          17.10              DOE,JANE
102          17.32              DOE,JOHN
103          17.35              DOE,JOHN
    3 MATCHES FOUND.

After you use this option, VA FileMan marks the ARCHIVAL ACTIVITY file entry with a status of SELECTED. If an unfinished extract activity exists for a file and you select this same file for a subsequent extract activity, you will see the following message:

    There is already an outstanding extract activity.
    Please finish it or CANCEL it.

Since the ARCHIVAL ACTIVITY file maintains a record of both your extract and archiving activities, you will see the italicized word archiving whenever the outstanding file activity is an archiving one. To add or delete entries from the SEARCH/SORT template you just created, use the Add/Delete Selected Entries option.

Reviewed/Updated: March 4, 2007