[main41]

I am interested in importing data to the Notes section of RE. My school has alumni information in the form of PDFs and JPGs that we wanted to import into the program. We'd like to be able to scan an image (say, a newspaper article about an alumni of importance) that we can import to appear in the Notes area.

I'm unsure at this point whether we need to import a large amount of data in one fell swoop OR if it will be more piecemeal, where we want to import a single PDF or other file at a time. (Though I have a feeling it will be more of the latter.) Either way, I'd be interested in hearing suggestions. We had an RE expert on staff who thought this was possible but as he's no longer at our organization, I thought I'd look into it.

Forgive me if I'm posting in the wrong place -- I thought import/export might be one place to start with this inquiry!

Thanks,
Jen
Maine

[Elaine Tucker]

Jen,

you can attach a PDF or jpeg to the media tab; notes are text fields so to import them in you would need to convert the PDF's to text and then import them in.

Prior to iimporting I would suggest looking at the information and deciding what the information is and then setting up your notes accordingly. I have found that segmenting notes using some kind of common denominator assists in finding information at a later date.

Part of the reason we have the different note types is that we use them for different purposes; some are just for internal use, some for external use and some for data management. We have the following note types for our alumni and they work pretty well:

Biographical Professional Info - used for info found in different sources for details on accomplishments in their professional field
Campus Accolades - used for accolades while they are students here
Class Note - used to indicate a class note that has appeared in our Alumni Magazine
Database Note - internal use only
In the News - any link or text to any news item that they are listed in - internal use only
Next Issue of The Pride - used to indicate a "pending class note" once the note has been published in the Alumni Magazine the type is changed to "Class Note"
Professional Designations - self explanatory
The Pride Feature - used to hold text of articles that appeared in our Alumni Magazine that are longer than a "note"

Good Luck,
Elaine

[main41]

I haven't posted materials under the media tab before... Thanks! Will have to see if I can try that out later today.

One question for you: The various categories that you talk about regarding different alumni news -- I assume that these are categories within the "media" section? Or are they categories you keep in the Notes area?

Jen

[Elaine Tucker]

The types mentioned are for NOTES -

our media types are:
imaging.document
Contact Report
Letter
News Photo
PDF of Documentation

the types are pretty generic for specific info for media we put that in the title or description

[Nina Williams]

You can Copy/Paste in Notes -- I do that for Obituaries often.