CDTOCM Instructions

The CDTOCM program is a conversion program designed to convert date records from Critical Date Version 8.1 to PracticeMaster Version 11.2 calendar records.

Note:  All technical support calls regarding this conversion are billable calls.

Note: Critical Date Event Plans will not be converted.

Note: Any date records assigned to "All Employees" will not be converted.  To identify these date records, in CDS Version 8, run a Critical Date by Employee Report for employee number 0 for all date records including completed date records. You can either edit these date records to have a specific employee number in CDS so they are converted; or, you can enter the date records into PracticeMaster after the conversion is completed. If you want these date records transferred to PracticeMaster, it may be easiest to edit the date records in CDS to an existing employee, and then after the conversion is completed, edit each date record in PracticeMaster so it is associated with the appropriate group of employees.

Before Installation

If you are converting other Tabs3 applications, the Tabs3 applications must be converted to Version 11 before performing this conversion. Additionally, the PracticeMaster program must be installed and clients set up in PracticeMaster before installing the CDTOCM conversion program. 

In PracticeMaster, the Key Type  must be Numeric and the Decimal Places must match the second digit of the Key Type in CDS Customization. For example, a Key Type of 8.2 in CDS would require Decimal Places in PracticeMaster of 2. If the second digit of the CDS Key Type does not match the Decimal Places in PracticeMaster, use the Renumber Clients program in CDS to change the Key Type. 

All CDS clients must already be present in PracticeMaster with the same Client ID before converting. If Tabs3 is also being converted and all CDS clients are also in Tabs3 with the same Client IDs, this will occur automatically when Tabs3 is converted to Version 11 and the data is synchronized to PracticeMaster. However, if for some reason CDS and PracticeMaster  have the same client names but different Client IDs, this presents a problem. In this case, you will need to run client lists from both CDS and PracticeMaster and compare the Client IDs on the lists. All clients will need to be renumbered to match the number in the other system. You can either renumber clients in CDS to match PracticeMaster, or renumber in PracticeMaster to match CDS. 

All date records imported with a Client ID that does not exist in PracticeMaster will report an error 54 (Client Record Not Found) in the PracticeMaster Data File Integrity Check.

Make a backup of your Critical Date data and run the File Reorganization specifying the desired purge date in order to prevent date records that have been marked D (delete) or P (purge) from being converted.

Date records in CDS use a Location field. The Calendar File in PracticeMaster does not contain a Location field by default. If you want to retain the Location field from CDS, you can create your own Location field in the Calendar File, if desired, by adding this field using File Maintenance (refer to the online Help provided with PracticeMaster for step-by-step instructions). As an alternative, you can map this field to the Comments field in PracticeMaster to be combined with the date record description or you can choose to not import this information.

Installation of the CDTOCM Program

The CDTOCM.EXE conversion program must be transferred to the directory on your hard disk where your CDS program files reside. 

Creating the Employee/User Mapping File (CONVUSER.TBL)

In CDS Version 8.1, the date records contain Employee information, whereas calendar records in PracticeMaster contain User/Group information. In order to convert information in the "Employee" field to "User/Group" information, a simple text file named CONVUSER.TBL must be created. This is necessary because PracticeMaster has no way of knowing which employee is associated with which user/group.

Use the following steps to create the CONVUSER.TBL file:

  1. In CDS, print an Employee List.
  2. In STI System Configuration, print a User List.
  3. Every CDS Employee needs to have a corresponding user defined in STI System Configuration.
  4. Add User IDs to STI System Configuration for all CDS employees that do not have a corresponding User ID.
  5. Use a text editor to create a file named CONVUSER.TBL in the same directory where your CDS program files reside.  We suggest using the MS-DOS Edit command to create this file.  Each line (i.e., record) in this file must consist of an Employee number followed by a User/Group ID. A comma must separate the two fields, and the User ID/Group ID should be in uppercase letters. The following is an example of a CONVUSER.TBL file:

    6. 1,PMADISON
    2,DBRADY
    3,JPOWERS

  6. Save the file as "CONVUSER.TBL".  Make sure that the extension of the file is TBL only and that no extensions were appended by the text editor you used.

Executing the CDTOCM Conversion Program

The following procedures are used to create a data file named CDTRANS.EXP that includes the exported CDS date records.

  1. From a DOS prompt, enter the drive letter of your CDS program directory followed by a colon. (i.e., F:)  From the F:\> prompt, switch to the Critical Date program directory using the CD command.  (i.e., CD STI)
  2. Invoke the conversion program by entering: CDTOCM
  3. You will be asked the following questions:

Have you created the CONVUSER.TBL file? (Y/N): Y

If you answer "Y" (the default), the program will look for the CONVUSER.TBL file in the directory where you are running the CDTOCM conversion. It will convert the employee information to user/group information based on the contents of this file.

If you answer "N", the program will not convert the employee numbers to users. When employee information is imported into the Calendar File, a Data File Integrity Check error 145 (User ID record not found) will result for each Calendar record.

Should records with a date prior to today be marked as completed? (Y/N): Y

If you answer "Y" (the default), the Date Completed field in PracticeMaster will default to the date of the CDS record if:

If you answer "N", the Date Completed field in PracticeMaster will only default to the date of the record if the record has a Status of "C" (complete) and will not insert a date completed if the Status was left blank.

Note: This will not affect any entries previously entered into PracticeMaster.

After answering the previous two questions, a similar screen display will be displayed as follows:

CDS Type

PM Type

A

T

B

T

·

·

·

·

·

·

Valid Types are 'T', or 'E'

You must map the CDS Type to "T" (task) or "E" (event). You can use the arrow keys or the ENTER key to scroll between each type. If you keep the "T" default, the previously entered CDS Type (A through Z) will become "T" in PracticeMaster. If you type "E" for the PM Type, the corresponding CDS Type (A through Z) will become "E" in PracticeMaster.

After you have entered the desired PM Types, you will see the prompt:

OK? (Y/N):

If you answer "N" to the "OK? (Y/N)" prompt, the cursor will move back to the top of the screen allowing you to change your selections.

If you answer "Y" to the "OK? (Y/N)" prompt, the conversion will begin at which point the following message will be displayed:

Now performing the conversion.

A message will be displayed indicating the number of records remaining to be converted. When the conversion has finished, the following message will be displayed:

Conversion is done. The conversion file is ‘CDTRANS.EXP’.

You can then close out of the program by clicking the Close button in the top right corner of the window.

Note: If the CDS Duration field is blank, then the PracticeMaster End Time field for events will default to the Start Time field.

Technical Note: If the CDTOCM program encountered employee information that could not be converted to valid user/group information, a text file titled CDTRANS.ERR will be generated. This file can be opened using any text editor. This information will also be reported by the Import Error Log Report and by the Data File Integrity Check as error 145 (User ID record not found) after the CDTRANS.EXP is imported into PracticeMaster.

Importing into PracticeMaster

Transfer the CDTRANS.EXP file to the directory where the PracticeMaster files reside.

Open PracticeMaster to import the converted CDS data.

If you would like the tcodes in CDS to be imported as calendar codes in PracticeMaster, you can import the CDTRANS.EXP into the Calendar Code File. If they do not exist in PracticeMaster, Data File Integrity Check error 146’s (Calendar code not found) will result.

To import the CDS tcodes into PracticeMaster Calendar Codes

  1. From the Maintenance menu, select File Maintenance.
  2. Expand the Lookup Files by clicking on the "+".
  3. Double-click the Calendar Code File.
  4. Click the Utility tab.
  5. Click the Import Data icon.
  6. To the right of the File to be Imported field, click the "…" button. Navigate to the CDTRANS.EXP file and click Open.
  7. Click Next.
  8. A Field Mapping panel will be displayed. The left column displays the imported fields from CDS and the right column displays the fields in PracticeMaster that the CDS information will be imported into. The third Import Field is the Calendar_Code field (Trans code in CDS) and should be mapped to the PracticeMaster Cal_Code field. If you would like the date record description to be imported as the calendar code description you can map the Desc(Short_Desc) Import Field to the Desc PM Field.  This will use the description from the first date record with that tcode.  All other CDS Import Fields should be mapped to "None"

    To map an Import Field to a PM Field
    1. Highlight the Import Field that is being mapped.
    2. Double-click the desired field in the PM Fields list.
    3. Click the drop-down button.
    4. A drop-down list containing fields in the PracticeMaster file will be shown. Scroll through the list and click the desired field.
  1. Select the Skip this record check box.
  2. Click Next.
  3. Select the Reject duplicate records option and click Finish.
  4. After the import is complete, you will be given the option of viewing the Import Error Log Report. This report will include information regarding records or fields that were not imported.
  5. Run the Data File Integrity Check (Utilities|Data File Integrity Check) to verify the integrity of the data that was imported.

To import the CDS date records into the PracticeMaster Calendar File

  1. From the Maintenance menu, select File Maintenance.
  2. Double-click the Calendar File.
  3. Click the Utility tab.
  4. Click the Import Data icon.
  5. To the right of the File to be Imported field, click the "…" button. Navigate to the CDTRANS.EXP file and click Open.
  6. Click Next.
  7. The Field Mapping window will be displayed on the screen. The left column displays the fields from CDS and the right column displays the fields in PracticeMaster that the CDS information will be imported into. The fields should be mapped as follows:
    8. Import Fields PM Fields
    Due_Date Due_Date
    Complet_Dt Complet_Date
    Calendar_Code  Cal_Code
    Desc(Short_Desc) Desc*
    Type Type
    Start_Time Start_Time
    End_Time End_Time
    GroupInfo GroupInfo
    Client_ID Client_ID
    (blank) Related_Party
    Priority** Priority
    User_ID User_ID
    Comments(Location) Comments***
    Comments(Full_Desc) Comments****

* The Desc field in PracticeMaster is 128 characters long. The Desc(Short_Desc) Import Field contains the first 128 characters (truncated by word) of the CDS date record description and can be imported into the Description field in Practice Master.

** The Priority Import Field contains converted Importance Levels from CDS. In CDS, 0 indicated the lowest priority and 9 indicated the highest priority. In PracticeMaster, 0 indicates the highest priority and 9 indicates the lowest priority. The CDTOCM will take this difference into account and convert Importance Levels of 0 to 9, 1 to 8, etc.

*** The Comments(Location) Import Field contains the Location field information from CDS. If you created a location field in the Calendar File, the Comments(Location) Import Field can be mapped to it. Otherwise, you can map this field to the PracticeMaster Comments field where it can be combined with the date record description if desired.

**** For purposes of retaining all information entered in CDS, the Comments(Full_Desc) Import Field will contain the entire date record Description. This field can be mapped to the PracticeMaster Comments field, which has a 45,000 character limit.

    Note: If you do not want to import the Desc(Short_Desc), Comments(Location), or Comments(Full_Desc) fields, they can be mapped to a PracticeMaster Field of "None".

  1. Select the Skip this record check box.
  2. Click Next.
  3. Click Finish.
  4. After the import is complete, you will be given the option of viewing the Import Error Log Report. This report will include information regarding any records or fields that were not imported.
  5. Run the Data File Integrity Check (Utilities|Data File Integrity Check) to verify the integrity of the data that was imported.

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