In order to export clients for import into another ClientBase database, you will need to create two files. Please read below for instructions.
You can export certain profile information from a ClientBase database, and you can keep it in a format that can be imported into a different ClientBase database. Not all of the exportable fields can be imported, and not all available importable fields are created in the export files. Only basic profile information can be moved. No Res Cards, Travel History, or Activities can be transferred. Names, addresses, and communication files can be exported. Also traveler information with passports and birth dates (although birthdates are imported back into the traveler notes field) and some other information can also be moved in certain cases. This is done via a 2-part import.
During the import, the Interface ID is used to link the Travelers to the main profiles. If the exported profiles do not have Interface IDs, you can export the Profile numbers and use that for the Interface ID during the subsequent import.
When we do the export, we will export only the information that can be imported back into another ClientBase database. We will ignore any other fields. This is because those fields are ignored during the import, and any excess fields will slow down the import procedure. We can also export Marketing Codes in the main profile file so they will be available if needed.
First query for the list of clients that are going to be exported to transfer to the new database.
Now we will create the two files:
1. For the first file: Click on File/Export. Click on the three dots in the left of the File Name to create the name of the file and the folder where you wish to place the file. Take out the *.txt at the bottom and replace it with the name you wish to call the file. I have named it “my clients profile info”. I chose Desktop for my folder. Then click on Save.
Now you can select the fields to export, and the other settings in the export screen:
Uncheck “Include Only Addresses with Marketing Permission Checked”.
Check “Include Marketing Info”.
Then move fields needed in Fields Available column to Fields in Export File column by clicking on the arrows between the columns, moving from left to right, and remove any fields not wanted that you see in the Fields in Export File column by moving them from right to left. The remaining Fields in Export File for the main profile file should be:
Now click on Export at the bottom. The profile file will be created.
2. Now we will create the second file for the traveler information. Stay in that export screen to create the second file to export the Traveler information. First change the dropdown to Profile Traveler Information. Then click on the three dots next to the File Name line to change the name to “my clients traveler info”. Make sure you still point to the Desktop. Click on Save.
Now we will choose the fields to export. You will select the wanted fields in the same way as the fields for the first file.
Here is the list of traveler fields:
After clicking Export, the traveler file will be created.
Now you have the two files needed for the import back into a different ClientBase database.