CONVTRAK Interface Program
Version 3.4

Overview

The CONVTRAK program is a DOS program. It is used to convert transactions from a Control Systems H-Link or ERS software system to be compatible with the Tabs3 Merge Data Capture Transactions program.

The CONVTRAK program should only be used with systems using Control Systems H-Link or ERS software. It will not work with stand-alone systems such as Copitrak, Faxtrak, Postrak or Phonetrak.

This program can also create a client validation data file named CLIENT.DAT that can be used by the Control Systems software. This file will contain a record for each client/matter that exists in the Tabs3 Client file.

The CONVTRAK program must reside in the same directory as the Tabs3 programs in order to work properly. The Tabs3 program directory can be found by starting Tabs3 and selecting Help | About Tabs3.

Note: This program will not work if you are using a version of Tabs3 prior to 3.4.

Note: The Create Validation Files program must be run before you can successfully use this data capture device interface program. The Create Validation Files program is found in Tabs3 by selecting the following menu options Maintenance|Integration|Create Validation Files. When creating validation files, select a Validation File Type of Data Capture Device.

If you are using the Control Systems software, the Create Validation Files program in Tabs3 must also periodically be run before using the "CV" option so that new clients can be included in the client validation data file (step 4 under Executing the CONVTRAK Program).

Note: This DOS program cannot be run under a 64-bit operating system. Although it can be installed on a 64-bit server, it must be run from a non-64-bit workstation.

Installation

The Convtrak interface program (CONVTRAK.EXE) must be transferred to the directory on your hard disk where the Tabs3 program files reside. This is done by using the SETUP program on the CONVTRAK interface program CD.

To install the CONVTRAK interface program on your hard disk:

  1. Insert the CONVTRAK interface CD into your CD drive.
     
  2. The installation program will automatically start.

    Note: If the CD Autorun feature is disabled, click the Start button, and then click Run…  Click the Browse button and navigate to the CD drive.  Double-click the LAUNCH.EXE file.  Click OK.
     
  3. Follow the on-screen instructions to install the software onto your hard disk.

Executing the CONVTRAK Program

Use the following procedure for conversion:

  1. Transfer the data from your H-Link or ERS software subdirectory to the Tabs3 data directory on your computer’s hard disk. The default data file name is CUST.DAT for H-LINK data or ERSCUST.DAT for ERS data.

  2. From a DOS prompt, start the interface program by entering:

    3.         CONVTRAK

    Note: If you want to use a different data file name (other than CUST.DAT for H-LINK or ERSCUST.DAT for ERS), you can specify that name when executing CONVTRAK. For example, if your data file name is TRANS.TXT, you would enter: CONVTRAK TRANS.TXT

  3. The first time you run the CONVTRAK program, you will be asked whether you are using the H-Link or ERS software systems. If you choose "H" (for H-Link), you will be asked to enter the Tabs3 transaction codes that you use for photocopies, facsimiles, phone calls and the expenses corresponding to the eight different function keys (A-H). If you choose "E" (for ERS), you will be asked to enter the transaction codes used for photocopies, facsimiles, phone calls, laser copies, database searches, miscellaneous disbursements, and time entries. If you don’t use some of the available transaction types, simply enter zero when entering the transaction codes.

    4. Note: The transaction codes entered above are stored in a parameter file named CONVTRAK.PRM. Each time the CONVTRAK program is executed, it will read the CONVTRAK.PRM file and use those transaction codes automatically.

  4. Next, you will be prompted to enter a command: CD, CV or Q. If you enter "Q" the program will be aborted.

If you enter "CD" (for Convert Data), the program will look for the data file containing the Control Systems data. If the data file is found to contain data, the program will display the message "Converting Transactions" followed by a counter as each transaction is read from the file. The files T3EXPKEY.REM, T3EDESC1.REM, and T3EXP.REM will be created which can be merged with the main Tabs3 data files. If you are entering time transactions with the ERS software system, the files T3FEEKEY.REM, T3FDESC1.REM, and T3FEE.REM will also be created. You must then start Tabs3 and run the Merge Data Capture Transactions program.

If you enter "CV" (for Create Validation file), the routine will create a client validation data file named CLIENT.DAT. This file will contain a record for each client/matter that exists in the Tabs3 Client file.

Note: If you are running Tabs3 Version 9, you must first run the Create Validation Files program in Tabs3 with the Data Capture Device option selected and the Client check box selected before using the "CV" command. If new validation files are not created in Tabs3 before creating validation files in CONVTRAK, current client information will not be included in the new validation files for Control Systems.

Note: The client/matter or account number entered into the Copitrak, Faxtrak, Phonetrak, or Posttrak system must be in one of two formats. In the first format the client and matter numbers are separated by either a ‘.’ or a ‘-’ such as 200.03 or 100-30. In the second format there is no special character separating the client and matter. The number is entered as one number such as 20003 or 10030 (Warning: If you are using Tabs3 version 9 or later and you are using an alpha key type in Tabs3, the second format cannot be used).

Note: If you are not using a demo version of the program, the CUST.DAT or ERSCUST.DAT file will automatically be deleted when the conversion is complete to avoid double posting of the data.

Note: You may change any of the transaction codes used by the CONVTRAK program by deleting the file CONVTRAK.PRM that is created in your Tabs3 program directory. This will enable you to go through the setup procedure described above in Step 3 as a first time user of the program.

 2008/12/15