Consolidate Files

The consolidate files option allows you to run manually what is normally a process run with in timed operations on a weekly basis. This option is designed to delete from the system those CRM company, customer and vehicle records marked for deletion. The associated contact and service and phone number records are also deleted as part of this process. The option is better run as part of timed operations as the system requires exclusive access to the files involved and this means that users would not be able to use the CRM system or access the CRM records from other modules while the option is being used.

Using the consolidate Files Option

Before this process is used you must make sure that the system has exclusive access to the following files ( ie there are no users accessing the files) :-

MK.compy This is the Company records file.
MK.targt This is the customer records file.
MK.vehic This is the Vehicle records file.
MK.conta This is the contact history file.
MK.histy This is the service history file.
MK.phone This is the Telephone number index.

If the system recognizes that any of the files are currently in use you will receive a waning that the file cannot be opened and the files will not be updated.

Note: even as a priority 8 user you will not be able to reset the files as you will not have access to file utilities. You will need to contact Autoline software support for help with this.

Once the consolidate Files Option is selected from the CRM system maintenance menu you will be presented with the option form. The form has three buttons which are :-

OK: This will start the consolidation programme running

Cancel: This will take you back to the CRM system maintenance menu.

Help: This will launch the help file for the option.

As the process runs you will be advised of progress by the status box. When the consolidation process is complete you will be asked if you require the phone index to be rebuilt and given the options to OK this or cancel.