How do I update name fields?

Master Records

Use this routine to split the name that is saved in the Name field into a first name, middle name, last name, and suffix. Making this change to the name field means the name uses the same format in the application so you can sort records more efficiently, standardize the names that print on reports and forms, link records to a master contact, and so on.

When the name is listed [First Name] [Middle Name] [Last Name] [Suffix], the routine uses the space between each name to parse the name. When the name is listed [Last Name] [Suffix], [First Name] [Middle Name], the routine will use the comma that separates the [Last Name] [Suffix] to parse the name.

	First Name	Middle Name	Last Name	Suffix
Joe Smith	Joe		Smith
Smith, Joe	Joe		Smith
Joseph Andrew Smith	Joseph	Andrew	Smith
Smith Sr, Joseph Andrew	Joseph	Andrew	Smith	Sr.
Joseph Andrew Smith, Sr.	Joseph	Andrew	Smith	Sr.

Contents

How do I update name fields?
1. Before you get started
1. Updating name fields

Before you get started

Back up the database. See the help topic titled How do I back up a database?

Updating name fields

1. Open Connect System Management > Master Records > Update Name Fields.

2. Select the Application.

Use the Application drop-down list to select the application that has the name field that you want to parse into first name, middle name, last name, and suffix.

Application field

The section titled Field shows the name fields in the selected application. You can only update name fields in one application at a time.

Application Fields List

3. Select the fields to parse.

Use the section titled Field to select the checkbox next the field name that contains the values that you want to split into first name, middle name, last name, and suffix.

Selecting fields

4. Set up the checkbox titled Replace Existing Information.

When you run Update Name Fields, Connect splits the value in the name field into the first name, middle name, last field, and suffix. Use this option to replace the values saved in the first name, middle name, last name, and suffix with the new values.

What do you want to do?

I only want to parse names that haven't been parsed before. Do not select the checkbox titled Replace Existing Information.
I want to replace values for all names. Click to select the checkbox titled Replace Existing Information. If you run this routine and you want to revert to the previous values, use the backup file.

5. Click GO (CTRL+G).

The routine reviews the names in the selected name field and splits the name into the first name, middle name, last name, and suffix. The routine saves the parsed name. You can use the routine in the application that uses the name field to review the parsed values and make updates to names that were parsed incorrectly.