Data Analyser
Ability to compare CCH Central and CCH Company Secretarial databases.
The Data Analyser screen is available within File > Maintenance > Company Secretarial and it allows you to compare the Company Secretarial and CCH Central database and view the conflicts between the records before starting the synchronisation. The purpose of this functionality is to reduce the number of errors during the synchronisation process. By comparing the two databases and displaying the conflicts, you can view and then manually correct the conflicts before starting the synchronisation.
A task permission has been added to allow you to specify which security groups can access the Data Analyser screen. The permission key is located within Maintenance > Security > Task Permissions>Company Secretarial Sync>[Maintenance][Data Analyser]
Note: if you do not have permission, you will be unable to access the Data Analyser screen and receive a Permission Denied warning message.
- To start the comparison between the CCH Central and CCH Company Secretarial database, the synchronisation process must be stopped
Make sure for all companies and associated contacts you wish to compare, have the Extra field Sync with Cosec set to 'Yes'. You can use the bulk update function within CCH Central to update the records.
Note: make sure disable polling is not selected before running the Data Analyser. As shown in the screenshot below. Otherwise, the results of the conflicts will not be shown.
- If the data synchronisation is running, then the button has the label: Stop data synchronise.
- If the data synchronisation is stopped, then the button has the label: Start data synchronise.
2. Click 'OK' to close the screen
3. Select File > Maintenance > Company Secretarial > Data Analyser
4. Click on the Start Data Comparison button to start the comparison between the CCH Central and CCH Company Secretarial database
If the data synchronisation was not stopped the following message is displayed when the Start Data Comparison button is clicked:
When the Start Data Comparison button is clicked, the Company Secretarial service first retrieves the data from CCH Central and then retrieves the data from CCH Company Secretarial, after all the data is retrieved the comparison is started.
The following message is displayed if you click on the Start Data Comparison button while the data retrieval is in progress:
After the data retrieval has finished, the data comparison starts running. The label for the Start Data Comparison is changed to Stop Data Comparison and you can stop the data comparison process.
During the data comparison process, a new section, Comparing Central Database with Company Secretarial Database is displayed on the Data Analyser screen.
Within the Comparing Central Database with Company Secretarial Database section, you can view information about the data comparison process:
- Start Time displays the date and the hour when the data comparison was started
- Time Elapsed: displays the time that passed since the data comparison was started
- An informational message so that the user knows the data comparison is in progress
- A progress bar that displays the progression of the data comparison
When the data comparison is finished, the Data Comparison grid displays the conflicts found between the databases, and a Summary section is displayed with the following details:
- Number of records in CCH Central (identified by the Extra field sync with Cosec)
- Number of records in CCH Company Secretarial
- Number of conflicts
The Data Comparison grid displays the differences between the contacts that have identical names, in both CCH Central and CCH Company Secretarial databases. For example, if the company UK Express exists in both the CCH Central and CCH Company Secretarial database but with a different address, email, or phone number, the company will be displayed within the Data Comparison grid. To be more visible, the differences between the contacts are displayed in red. It will not show similar names or any new contacts, they will be brought in as Draft contacts.
Note: the conflicts displayed in the Data Comparison grid need to be manually corrected by the user only if the two-way sync is enabled. This is due to the contacts from CCH Central being synchronised first into CCH Company Secretarial and then the contacts from CCH Company Secretarial are synchronised into CCH Central. If no action is taken and once the databases have synced this process will update the relevant data with the changes.
The Data Comparison grid is divided into two sections: Central and Company Secretarial and the following fields are displayed for each section:
- Name - displays the name of the contact. The contacts from CCH Central are displayed in blue and you can click on the name to open the contact in CCH Central.
- Address - displays the Registered address of the contact.
- Email - displays the email address of the contact.
- Phone - displays the phone number of the contact.
- Contact Type - displays the contact type for both CCH Central and CCH Company Secretarial contacts: Person or Company
Note: the correction of the conflicts is not reflected in the Database Comparison grid unless the Data Comparison is performed again.
You can perform a basic search on the Database Comparison grid by typing one or more words in the Search box at the bottom of the grid. As you type in the Search box, the results are returned in the grid.
You can export the details from the Data Comparison grid into Excel by using the Excel option from Common section in the Tasks tab within the ribbon.
Note: after the data comparison is finished, the Database Comparison grid remains populated with records until you exit CCH Central. As a result, we recommend exporting to Excel the details from the Data Comparison grid.
After the data comparison is finished and all the conflicts are resolved, you can start the data synchronisation, for more information refer to the configuration chapter