Converting GroupWise Data to PracticeMaster

Last reviewed: 05/08/2008
Article ID: R10679

The information in this article applies to:

• PracticeMaster Versions 14, 12, 11 & 10
• GroupWise Version 6.5 & 7

SUMMARY

This article outlines how to convert address book information, appointments, tasks, and notes from GroupWise Version 6.5 or 7 to PracticeMaster Versions 10 and later.

Note: These procedures are for a one-time only conversion as opposed to an ongoing integration.

More Information

In order to be able to import data successfully into PracticeMaster, users in GroupWise must be set up as users in System Configuration.

To export data from GroupWise, download the GroupWise Import/Export utility program (GWIMPEXP.EXE) from http://www.slewis.org. You will be required to register at the site before being allowed to download the utility. This third-party shareware utility program is used to export information from GroupWise to PracticeMaster's CMSYSTEM directory. Once the information is exported, the Import Data utility program included in PracticeMaster is used to import the data into the PracticeMaster data files.

• Address Book Information
• Appointments
• Tasks
• Reminder Notes
• Field Order

Converting Address Book Information to Related Parties

To Export Address Book Information

1. Start GroupWise 6.5 or 7.
2. Start the GWIMPEXP.EXE program.
3. On the Export tab, enter the path and file name for the output file in the Output path and file field. Export the information to the PracticeMaster CMSYSTEM directory (i.e., F:\STI\CMSYSTEM\CMRELATE.EXP).
4. In the Data Source section, select the Address Book option.
5. Click the drop-down arrow next to the Choose Address Book field and specify the Frequent Contacts to export.
6. In the Delimiters section, select the Quote Comma option.
7. In the Quote Substitute section, select the Replace quote with single quote option.
8. In the End of Line section, select the CR/LF option.
9. In the Year Format section, select the CCYY - four digit with century option.
10. Select the Include field names as header record check box.
11. In the Available fields section, double-click the following fields in the following order:
    Name, E-Mail Address, First Name, Office Phone Number, Home Phone Number, Last Name, Organization, Title, Cellular Phone Number, Fax Number, City, State, Address, ZIP Code, Comments.
12. Click the Export button to export the records.

To Import Address Book Information

1. Start PracticeMaster.
2. From the Setup Task Folder, click the File Maintenance icon.
3. Click Yes to make a backup.
4. From the File Maintenance window, click the + sign next to Lookup Files to expand the list of Lookup Files.
5. Double-click Lookup File then Double-Click Related Party.
6. On the Utility tab, click the Import Data icon.
7. In the File to be imported field, type CMSYSTEM\CMRELATE.EXP and click Next.
8. In the Import Data - Field Mapping window, click the drop-down arrow next to the Import File Type field and select GroupWise - Address. If using Version 14.1 or lower, click Reset.
9. Verify that the fields in the Import Fields column match the fields in the PM Fields column.
10. When viewing the first record of the import file, select the Skip this record check box. 
11. Click Next and then Finish to import the records.
12. Click OK when the import is complete.
13. If an error log is created, view the Error Log Report.

Note: Only the first address line in GroupWise will convert to the Addr1 line in PracticeMaster when using the GroupWise - Address template. Mapping the GroupWise address to Alt1_Address or Alt2_Address in PracticeMaster will allow for all lines to be imported however this field differs from the standard address fields likely used for reporting.

Converting Appointments to Event Calendar Records

Things to consider before exporting/importing appointments:

• When exporting appointments from GroupWise, the calendar records will be associated with the User who initiated the appointment (i.e., the user in the Appointment's From field). Therefore, appointments initiated by another GroupWise user on your behalf will need to have the User ID edited in PracticeMaster once they have been imported.
• The value contained in the GroupWise From field will be imported to the PracticeMaster User ID field.  If the name in the GroupWise From field is less than 8 characters, that value will be placed in the User ID field in PracticeMaster.  If that is not a valid User ID, you will receive Data File Integrity Check errors until the User IDs are added to System Configuration or the field is edited to contain a valid value.  If the name in the From field is more than 8 characters, PracticeMaster will first use the default value assigned to the User ID field.  If a default value is not assigned, the User ID you are logged in as will be used.
• GroupWise appointments import into PracticeMaster with a record type of "E" (event calendar record).

To Export Appointments

1. Start GroupWise 6.5 or 7.
2. Start the GWIMPEXP.EXE program.
3. On the Export tab, enter the path and file name for the output file in the Output path and file field. Export the information to the PracticeMaster CMSYSTEM directory (i.e., F:\STI\CMSYSTEM\CMCAL.EXP).
4. In the Data Source section, select the Appointments option.
5. In the Time Format section, select the 12 hour time (11:00pm) option.
6. In the Delimiters section, select the Quote Comma option.
7. In the Quote Substitute section, select the Replace quote with single quote option.
8. In the End of Line section, select the CR/LF option.
9. In the Year Format section, select the CCYY - four digit with century option.
10. Select the Include field names as header record check box.
11. In the Available fields section, double-click the following fields in the following order:
    Start Date, Start Time, End Time, Subject, From, Message.
12. Click the Export button to export the records.

To Import Appointments

1. Start PracticeMaster.
2. From the Setup Task Folder, click the File Maintenance icon.
3. Click Yes to make a backup.
4. From the File Maintenance window, double-click Calendar.
5. On the Utility tab, click the Import Data icon.
6. In the File to be imported field, type CMSYSTEM\CMCAL.EXP and click Next.
7. In the Import Data - Field Mapping window, click the drop-down arrow next to the Import File Type field and select GroupWise - Appointments. If using Version 14.1 or lower, click Reset.
8. Verify that the fields in the Import Fields column match the fields in the PM Fields column.
9. When viewing the first record of the import file, select the Skip this record check box. 
10. Click Next and then Finish to import the records.
11. Click OK when the import is complete.
12. If an error log is created, view the Error Log Report.

Converting Tasks to Task Calendar Records

Things to consider before exporting/importing tasks:

• When exporting tasks, the calendar records will be associated with the User who initiated the task (i.e., the user in the Task's From field). Therefore, tasks initiated by another GroupWise user on your behalf will need to have the user ID edited in PracticeMaster once they are imported into PracticeMaster.
• The value contained in the GroupWise From field will be imported in the PracticeMaster User ID field.  If the name in the GroupWise From field is less than 8 characters, that value will be placed in the User ID field in PracticeMaster.  If that is not a valid User ID, you will receive Data File Integrity Check errors until until the User IDs are added to System Configuration or the field is edited to contain a valid value.  If the name in the From field is more than 8 characters, PracticeMaster will first use the default value assigned to the User ID field.  If a default value is not assigned, the User ID you are logged in as will be used.
• GroupWise tasks with a priority higher than a 9 will be imported into PracticeMaster with the default specified in File Maintenance for the Priority field.
• Unaccepted tasks for the user will not be exported.
• If you send yourself a task (this is different than creating a Posted Task) and you accept the task in GroupWise, two records will be exported to PracticeMaster. One record, regardless of the status in GroupWise, will not have a completed date. It is recommended to delete the incomplete task. If the task is not marked completed in GroupWise, in PracticeMaster you will have two identical records. It is recommended to delete one of those records. Typically when creating tasks for yourself in GroupWise you will create Posted Tasks so it is not likely you will have this problem.
• Completed tasks imported into PracticeMaster will be assigned the current system date in the Completed Date field.
• GroupWise tasks import into PracticeMaster with a record type of "T" (task calendar record). 

To Export Tasks

1. Start GroupWise 6.5 or 7.
2. Start the GWIMPEXP.EXE program.
3. On the Export tab, enter the path and file name for the output file in the Output path and file field. Export the information to the PracticeMaster CMSYSTEM directory (i.e., F:\STI\CMSYSTEM\CMCAL.EXP).
4. In the Data Source section, select the Tasks option.
5. In the Delimiters section, select the Quote Comma option.
6. In the Quote Substitute section, select the Replace quote with single quote option.
7. In the End of Line section, select the CR/LF option.
8. In the Year Format section, select the CCYY - four digit with century option.
9. Select the Include field names as header record check box.
10. In the Available fields section, double-click the following fields in the following order:
    Due Date, Subject, Priority, Completed, From, Message.
11. Click the Export button to export the records.

To Import Tasks

1. Start PracticeMaster.
2. From the Setup Task Folder, click the File Maintenance icon. 
3. Click Yes to make a backup.
4. From the PracticeMaster File Maintenance window, double-click Calendar.
5. On the Utility tab, click the Import Data icon.
6. In the File to be imported field, type CMSYSTEM\CMCAL.EXP and click Next.
7. In the Import Data - Field Mapping window, click the drop-down arrow next to the Import File Type field and select GroupWise - Tasks. If using Version 14.1 or lower, click Reset.
8. Verify that the fields in the Import Fields column match the fields in the PM Fields column.
9. When viewing the first record of the import file, select the Skip this record check box. 
10. Click Next and then Finish to import the records.
11. Click OK when the import is complete.
12. If an error log is created, view the Error Log Report.

Converting Reminder Notes to Client Notes

Things to consider before exporting/importing reminder notes:

• The value contained in the GroupWise From field will be imported in the PracticeMaster User ID field. If the name in the GroupWise From field is less than 8 characters, that value will be placed in the User ID field in PracticeMaster. If that value is not a valid User ID, you will receive Data File Integrity Check errors until the User IDs are added to System Configuration or the field is edited to contain a valid value. If the name in the From field is more than 8 characters, PracticeMaster will first use the default value assigned to the User ID field. If a default value is not assigned, the User ID you are logged in as will be used.

To Export Reminder Notes

1. Start GroupWise 6.5 or 7.
2. Start the GWIMPEXP.EXE program.
3. On the Export tab, enter the path and file name for the output file in the Output path and file field. Export the information to the PracticeMaster CMSYSTEM directory (i.e., F:\STI\CMSYSTEM\CMJRNL.EXP).
4. In the Data Source section, select the Notes option.
5. In the Delimiters section, select the Quote Comma option.
6. In the Quote Substitute section, select the Replace quote with single quote option.
7. In the End of Line section, select the CR/LF option.
8. In the Year Format section, select the CCYY - four digit with century option.
9. Select the Include field names as header record check box.
10. In the Available fields section, double-click the following fields in the following order:
    Start Date, From, Message.
11. Click the Export button to export the records.

To Import Reminder Notes

GroupWise reminder notes import into PracticeMaster with a journal type of "N" (client notes).

1. Start PracticeMaster.
2. From the Setup Task Folder, click the File Maintenance icon.
3. Click Yes to make a backup.
4. From the PracticeMaster File Maintenance window, double-click Common Client Related Files to expand the list of files.
5. Double-click Journal.
6. On the Utility tab, click the Import Data icon.
7. In the File to be imported field, type CMSYSTEM\CMJRNL.EXP and click Next.
8. In the Import Data - Field Mapping window, click the drop-down arrow next to the Import File Type field and select GroupWise - Notes. If using Version 14.1 or lower, click Reset.
9. Verify that the fields in the Import Fields column match the fields in the PM Fields column.
10. When viewing the first record of the import file, select the Skip this record check box.
11. Click Next and then Finish to import the records.
12. Click OK when the import is complete.
13. If an error log is created, view the Error Log Report.

Field Order

The following information is provided for reference purposes. Each table lists how the GroupWise fields are mapped and imported to the PracticeMaster fields. Modifications can be made to the field mappings as desired.

Address Book Information

Appointments

Tasks

Notes

Technical Notes

Display Note: There is a display problem with the exported GroupWise information in the PM Import Data program. When displaying subsequent records in the Field Mapping window, all of the fields for a record in the export file are displayed next to the first field in the PracticeMaster file. This occurs because the exported data file from GroupWise uses a soft carriage return before the closing quote of the last field in the record. The information is imported into PracticeMaster correctly. However, if you click the Next button (under Import Fields) to display the next record, and then click the Prev button to go back to the first record, the information will display correctly.

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