Step 4, Define Data Transfer, is where you choose whether you want to copy or move records, and whether you want to copy or move all of the records or only specific ones. Remember that any attachments (documents, pictures, forms, etc.) will be included in the copy or move, as long as the destination list(s) also support attachments.
This field is used to specify whether you want to move or copy the selected records.
NOTE 1: (COPIES) There is a setting in the Administration Properties called "Overwrite Destination List Items" that determines the treatment of any records that already exist in the destination list when a copy is performed. It does not apply to moves. For a detailed explanation, please see the Administration Properties.
NOTE 2: (MOVES) When records are moved to a destination list, the Data Publisher does not perform a check to see if the records being moved already exist in the destination list. It simply adds the moved records to the list and does not do anything to any records that already exist in the list. However, when records are moved to a destination library, the Data Publisher looks at the name of the file associated with each record in the source and the destination. If the file already exists in the destination library, it is overwritten when the move is performed. If the file does not already exist, a new record is added to the destination.
This field is used to specify whether you want to transfer all of the records displayed on the screen or only selected ones.
• If you choose Yes, all of the records will be selected for the data transfer when you click the Store Settings button on this page.
• If you choose No, you will need to select the individual records you want to include in the copy or move.
This field is only displayed if you chose to map a Transfer Message field as described in Step 2 (Select Lists and Map Fields). If this field is displayed, you can use it to define the contents of a Transfer Message field that can be added to every record that is copied or moved to the destination list. For example, you might want to use this field to provide a marketing code that indicates the original source of the data, the name of the person performing the data transfer, or some other piece of information.
If you do not want to have the same message added to every record, you can instead use the Transfer Message field described below. Both [Today] and [Me] are supported as variables within this field.
If you do not want to copy or move all of the records displayed on the screen, you need to place a check mark in the Select column next to each record you want to include. Any records that do not have a check mark in this column will not be copied or moved. If a selected record has an attachment, the attachment will be included in the copy or move as long as the destination list or library also supports attachments.
HINT: If you want to move most of the records but not all of them and you do not want to take the time to click on each one, set the Copy/Move All field to Yes, click Store Settings, then remove the checkmarks next to the records you don't want to move and click Store Settings again.
If you want to define custom content for the Transfer Message field in individual records, you can do so in the entry area to the right of each record. Both [TODAY] and [ME] are supported as variables in this field. They are case-sensitive.
NOTE 1: If you define a message in the Message For All field, it will take precedence over anything you type in a Transfer Message field.
NOTE 2: If you set the Copy/Move All field to "Yes," you cannot define individual messages for each of the records to be copied or moved. It will automatically use the value in the Message For All field (even if it is blank). However, you can work around this: Set the Copy/Move All field to "Yes" and click Store Settings. This places a check mark next to every record. Then set the Copy/Move All field to "No," define the individual messages you want to use, and click Store Settings again. While the point made in Note 1 above still applies, you cannot define a transfer message in both the Message For All field and the Transfer Message field.
If you utilize the Data Publisher to copy records and then delete a record from the source list, the next time you use the Data Publisher to perform a copy with the same configuration settings, you will be given the option for the Data Publisher to delete that record from the destination list. If you scroll to the bottom of the record listing on the Define Data Transfer screen, there will be a "Delete" section that states the IDs of any records that have been deleted from the source list.
If you want to delete that record from the destination list, place a check mark in the box to the left of that record. When you execute the copy, the record will be deleted.
The destination record is only deleted if you go to the Define Data Transfer screen and enable the check box. If you skip this screen or do not enable the check box, the record will remain in the destination list.