muv module installation and user...

of 16 Datatech SmartSoft SmartAddresser 5 MUV Module Instructions www.smartsoftusa.com

MUV MODULE INSTALLATION

AND USER INSTRUCTIONS


TABLE OF CONTENTS

Table of Contents ....................................................................................................................................................................................... 2

Installing the NCOALINK Module for SmartAddresser 5........................................................................................................................... 4

Configuring SmartAddresser 5 for NCOALink Processing ......................................................................................................................... 5

Validating Records For NCOALink Processing .......................................................................................................................................... 6

Validating Records For NCOALink Processing Continued ......................................................................................................................... 7

What information is returned after processing? ................................................................................................................................... 8

Reviewing the COA Addressing .............................................................................................................................................................. 9

Removing Unwanted COA Addressing ................................................................................................................................................. 10

Removing Unwanted COA Addressing Continued ................................................................................................................................ 11

View a Log of all Files Processed Through NCOALink ............................................................................................................................. 12

Print COA Reports ................................................................................................................................................................................ 13

Nxi_ Field Descriptions ......................................................................................................................................................................... 14

Troubleshooting ................................................................................................................................................................................... 15

Troubleshooting continued .................................................................................................................................................................. 16


IMPORTANT: THE NCOA LINK MODULE WILL ONLY WORK ON THE SPECIFIC COMPUTER FROM WHICH THE MUV UNIQUE IDENTIFICATION CODE WAS GENERATED. We have setup a secure, private area for you to upload "compressed" SmartAddresser 5 databases so that they can be processed through NCOALink®. Note: You should print this e-mail to use as a reference. Follow the directions below to:

• Install the NCOALink Module • Configure SmartAddresser 5 • Use NCOALink • Troubleshoot NCOALink

If you have any questions please feel free to contact our Technical Support department at:

• (800) 578-8324 • [email protected] • http://www.smartsoftusa.com/support

If you have questions regarding account status or number of records feel free to contact our Accounting department:

(800) 361-1409 (from US) or (800) 361-9673 (from CAN)

mailto:[email protected]�

http://www.smartsoftusa.com/support�


INSTALLING THE NCOALI NK MODULE FOR SMARTADDRESSER 5 Attached to this email is one or more Compressed “Zip” files. Extract all the files from the “Zip” files to the “iNCOAlink\Customer IDs” folder in the “SmartAddresser 2020 5.0” program folder. If you installed “SmartAddresser 5” to the default directory the path is: C:\Program Files\Datatech\SmartAddresser 2020 5.0\iNCOAlink\Customer IDs If you only have one set of files installed your Customer IDs folder will look like this (make sure that there not any sub-folders):


CONFIGURING SMARTADDRESSER 5 FOR NCOAL INK PROCESSING Open SmartAddresser 5 From the main menu; select Additions | Move Update | FTP Connection Setup…

Enter FTP User Name into the User Name box and FTP Password into the Password box exactly as they appear in your email. Click the Test Connection button. The program will attempt to send a test file to the NCOA server. Details of this connection will be displayed in the Connection Status box. If successful, you will be instructed to click the Save button. If not successful, please make sure your User Name and Password are correct and try again. You are now ready to validate records for NCOALink processing.


VALIDATING RECORDS FOR NCOALIN K PROCESSING Open the database you want to process through NCOALink. From the Special menu, choose Validate Records.

Check the NCOALink box and select the List Owners name from the NCOALink drop down box. In addition, make sure the “Auto Close” option is checked. Note: SmartAddresser 5 will automatically check the Preserve Address check boxes when selecting NCOALink. Click Validate

Note: For NCOALink processing you need to have the following fields:

First Last Company (for Business matches) Address City St Zip

Please verify these fields exist. If your name information is in one field please map that field to first, then parse the name by going to Special | Parse | Name.


VALIDATING RECORDS FOR NCOALIN K PROCESSING C ON TI N UE D After the list is validated the Monitor COA screen will appear

The MUV Update Agent is now working When the NCOALink process is complete, SmartAddresser 5 will automatically display a tally (below) and merge the change of address results back into your database.


WHAT INFORMATION IS RETURNED AFTER PROCESSING? SmartAddresser 5 will automatically create the fields:

1. OCOMPANY Contains the original company information

2. OADDRESS Contains the original address information

3. OCITY Contains the original city information

4. OSTATE Contains the original state information

5. OZIPCODE Contains the original zip code information

6. FFAPPLIED_ Contains the Year, Month, Day the record was processed & matched through the NCOALink System.

EXAMPLE: 20071227

7. MATCHFLAG_ Contains a code letter indicating a move M = Moved

G = PO Box Closed K = Moved, left no forwarding address F = Moved to a Foreign Country

8. MOVETYPE_ Contains a code letter indicating the type of move I = Individual Move F = Family Move B = Match on business name

9. MOVEDATE_ Contains the Year, Month, Day the permanent change of address was filed with the USPS.

EXAMPLE: 200406

10. NXI_ NCOALink provides additional information about your records located this field. EXAMPLE: A COA Match - The input record matched to a business, individual or family type master file record. A new address could be furnished. For explanation of codes, see page 9

11. ANK_ Indicates a probable move match in months 19 through 48. Will not reveal a new address but will provide an ANKLink return code (77) in this field.

EXAMPLE: 77


REVIEWING THE COA ADDRESSING

To view all records affected by NCOALink Navigate to: Select | Show | NCOALink Matches

You will then see a variety of ways to view address affected by NCOALink and ANKLink


REMOVING UNWANTED COA ADDRESSING There are some records that you may want to remove from your list. Here are some examples:

• PO Box Closed • Moved, left no forwarding address • Moved to a Foreign Country • A probable move match in months 19 through 48 and no new address was returned

We’ll use the Search Editor to build a search filter to locate and flag these records for deletion. For more information on the Search Editor and saving your search filters so you never have to build the same search twice, see Advanced Searching in the SmartAddressser5 Help File. From the Select menu, choose Search Editor or click the Search button from the main toolbar. The Search Editor window will appear.


REMOVING UNWANTED COA ADDRESSING CONTINUED Select the Matchflag_ field from the Fields list (double click) Select the Condition “Begins With or Matches” G Select the Conjunction “OR” Repeat this process to complete the Search Filter as it appears here

Check, Delete Matches

Click Search When the search is complete, the matching records will be displayed and marked for deletion. You can now either:

Export the found records

Pack the database to permanently remove these records and create a backup file of them

Show All records to display all records including the records you just marked for deletion


VIEW A LOG OF ALL FILES PROCESSED THROUGH NCOALI NK

View a log of all files processed through NCOALink by selecting Additions | Move Update | View Log


PRINT COA REPORTS To get a report of changed/updated addresses, do the following: Use the Select->Show->NCOALink Matches… ->Matched 0-18 Months method from above to create a new selection. Print a report of the COA addresses by pulling down the File menu to Print |Reports Select the report named "NCOALink Results Report” (example) Click arrow to add to the List of Reports to Print

Be sure that your ‘Scope’ is set to ‘Selection’ before printing the file. For more information on the Search Editor and saving your search filters so you never have to build the same search twice, see Advanced Searching in the SmartAddressser5 Help File.


NXI_ FIELD DESCRIPTIONS A COA Match - The input record matched to a business, individual or family type master file record. A new address could be furnished. Please Note: If this return code is achieved then no other matching attempts are permitted regardless of the matching attempts PROCESSING mode. 91 COA Match: Secondary Number dropped from COA - The input record matched to a master file record. The master file record had a secondary number and the input address did not. The record is a ZIP+4 street level match. Please Note: This return code is derived from Individual matching logic only. If this return code is achieved then no other matching attempts are permitted regardless of the PROCESSING mode. 92 COA Match: Secondary Number Dropped from input address – The input record matched to a master file record, but the input address had a secondary number and the master file record did not. The record is a ZIP+4 street level match. Please Note: This return code is derived from individual matching logic only. If this return code is achieved then no other matching attempts are permitted regardless of the PROCESSING mode. 01 Found COA: Foreign Move- The input record matched to a business or resident in the in the master file but the new address was outside the delivery area. This code may be returned regardless of the processing mode, matching logic or COA type. Please Note: If this return code is achieved then no other matching attempts are permitted regardless of the PROCESSING mode. 02 Found COA: Moved and left no Forwarding Address- The Input record matched to a business, individual or family type master file record but the new address was not provided to the USPS. This return code may be returned regardless of the processing mode, matching logic or COA type. Please Note: If this return code is achieved then no other matching attempts are permitted regardless of the PROCESSING mode. 03 Found COA: Box Closed No Order (BCNO) - The Input record matched to a business, individual or family type master file record which contains an old address of PO BOX that has been closed without a forwarding address provided. This return code may be returned regardless of the processing mode, matching logic, or COA type. Please Note: If this return code is achieved then no other matching attempts are permitted regardless of the PROCESSING mode. 05 Found COA: New 11digit DPBC is ambiguous- The Input record matched to a business, individual or family type master file record. The new address on the master file could not be converted to a deliverable address because the DPBC represents more than one delivery point. This return code may be return regardless of the processing mode, matching logic or COA type. Please Note: If this return code is achieved then no other matching attempts are permitted regardless of the PROCESSING mode. 14 Found COA: New Address Would Not Convert at Run Time - The input record matched to a master file (business, individual or family type) record. The new address could not be converted to a deliverable address. This return code may be returned regardless of the processing mode, matching logic, or COA type. Please Note: If this return code is achieved then no other matching attempts are permitted regardless of the PROCESSING mode. 19 Found COA: New Address not ZIP+4 coded - There is a change of address on file but the new address cannot be ZIP+4 coded and therefore there is no 11-digit DPBC to store or return. This return code may be returned regardless of the processing mode, matching logic, or COA type. Please Note: If this return code is achieved then no other matching attempts are permitted regardless of the PROCESSING mode.


TROUBLESHOOTING

Scenario One:

“When I go to the Validate Screen the NCOALink checkbox is completely grayed out and there is no red text visible next to it.”

There are three situations that could cause this to happen. The most likely scenario is that the bin files have not been properly saved to the Customer IDs folder. Please check that your folder looks similar to the one pictured above in the installation instructions. The most common mistake we see is decompressing the bin files in such a way that a new folder is created under “Customer IDs” where the bin files are then placed.

The second scenario is that the Windows user account does not have read/write access to the Customer IDs folder and the bin files therein. Read/write access is necessary for the NCOALink bin files to work properly

If neither of the above is the case then the most likely scenario is that the one or more of the files were corrupted in transit. Please contact Technical Support at 800.578.8324 so we can assist in getting new files created for you.

Scenario Two:

“When I go to the Validate Screen the NCOALink checkbox is grayed out with red text saying ‘Bad Serial #’”

This means that the serial number the bin file is expecting is not the same as the system which it is on. If you have multiple computers that are going to be running NCOALink, check that you are installing the correct bin files to the correct system. Otherwise please contact Technical Support with the Unique ID Number for your system, which can be found by going to

Additions->Activate Product

The Unique ID Number will be in at the bottom of the window that pops up. Scenario Three: “At the Validate Screen the NCOALink checkbox is grayed out with red text saying ‘File exceeds limit (4)’” This means that somewhere along the line the count which the bin files keep and your actual number of available records are no longer properly synced. This can easily be fixed by reinstalling the most recent set of bin files from the email which they were sent. Be sure to overwrite the existing bin files in the “Customer IDs” folder. If you no longer have the email with the current bin files still attached you can contact Technical Support and we will assist in getting new ones for you.


TROUBLESHOOTING CONTINUED Scenario Four: “When I run the NCOALink the monitor window comes up and just hangs” If the name of the original file you imported your list from (“demofile.csv” for example) is longer than 30 characters the process will freeze. If your file name is longer than 30 characters please rename it and run it through again. If there is no issue with the file name and the monitor window is still up, close it. Now go to Additions->MUV Update->Delete Pending Files… If your monitor window still hangs do the same process again, however before re-attempting to process the file contact Technical Support so that we may clear any frozen files on our server from your account. Please note that records are not subtracted from your account until they have been received back on your machine. This exercise will not be use up extra records.

This can happen for several reasons, but the main one is that you have a firewall blocking SmartAddresser 5 from being able to transmit data to the server and/or receive data being returned. An easy way to test for this is to open a web browser such as Firefox, or Internet Explorer and go to the address

Scenario Five: “When I run the FTP Connection Test, it is unable to connect to the server”

ftp://12.68.179.41. You will be prompted with a login box where you will need to enter the user name and password you use on the FTP Connection Test window. If you are unable to login you have a firewall issue. Contact your IT person and have them set your firewall to allow SmartAddresser 5 both upstream and downstream access to ftp://12.68.179.41 through port 21. If you are able to login using a web browser you probably do not have the correct Host Address entered on the FTP Connection Test window. The correct Host Address is 12.68.179.41. You should also double check your user name and password, which is case sensitive. Scenario Six: “When I run the NCOALink Results Report I get a bunch of records that show the same data for Original Address and New Address.” This means that the report was run against all NCOALink records instead of the 0-18 month matches. Because SA5 will mark 19+ month old records as NCOALink records however new information is not provided, running the report without first setting up the selection for 0-18 months will show you those old records as well. To get only the updated records in your report be sure to: Use the Select->Show->NCOALink Matches…->Matched 0-18 Months method to create a new selection. On the Print Reports screen make sure your ‘Scope’ is set to ‘Selection’. Datatech SmartSoft, Inc. is a non-exclusive licensee of the USPS.® Datatech SmartSoft’s product and service prices are neither established, controlled, nor approved by the United States Postal Service. NCOALink, USPS®, CASS Certified™, RDI™, PAVE Certified™ ZIP + 4™ ZIP Code® The United States Postal Service® and related product names and designations are trademarks of the United States Postal Service.

ftp://12.68.179.41/�

ftp://12.68.179.41/�

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