NCOA Update
Overview of NA39
If your organization receives NCOA (National Change of Address) updates, you can run the files against your name/address database to perform the updates. The NCOA Report can be run in preview mode (no changes to records are made) or Update mode (modifies qualifying records).
The files can be provided in up to 7 different variations, which can contain the following fields:
When you receive the files, the first step in the process is to format the spreadsheets to work with DDI Connect. Modify the spreadsheet(s) as follows:
- Insert a blank column for column B
- Cut and Paste so that column “I” is the 2ND NAME, rename the column to “Name 2”
- Cut and Paste so that column “J” is the street address, rename the column to “Address 1”, this should cause columns “K-O” to be correct
- Cut and Paste the “Record key” column (which is the PIN number) into column “X”
- Create a new entry in column “AD” and name it “FLAG”. Fill the entire column with either an “A”, “X”, or “Z”. See the document below called “NCOA Output Files” for information on the flag
- Make sure there is no comma after the city name in the “L” column. If there is a comma, do a “Find and Replace All” to remove it
- Make sure the zip code column is formatted as text so that when saving as a CSV file, it does not drop the leading zeros from the zip code. Double check the CSV file to make sure the zip codes are correct
The fields should look like this:
When you have formatted the file(s), you can now run the utility.
- From the DDI Connect main menu, double-click Name/Address System
- Double-click Utilities
- Double-click 39 NCOA Update. The parameters screen will launch:
The following fields are available on this screen:
| Field | Description |
|---|---|
| Do not change records modified after | Enter the date in a mm/dd/yyyy format or click the calendar icon to select the date |
| NCOA Input file | Type the file location and name, or click the folder icon to navigate to the file that you wish to run |
| Update | If selected, the process will update qualifying records. If not selected, the process runs in preview mode so that you can review the changes that will be made prior to updating the records |
Print Options
After clicking the Print Options button you will see the following options. Choose the desired options and click OK to return to the report parameters screen.
| Option | Description |
|---|---|
| Printer | Click the drop down arrow to select from a list of available printers. DDI Connect uses your default printer unless told otherwise |
| Format | Click the drop down arrow to select from a list of available formats. Select paper size, number of columns, and number of rows for printing. Each report has built-in format defaults. Select “Use Defaults” to use the built-in report defaults. The number of rows and columns controls the print size and amount of information per page |
| Memo | If you wish, you can add a memo to the output of the report. NOTE: It is recommended that Word documents be saved with the .docx extension |
| View Report | This option generates a pdf file that is displayed on the screen when the report is generated |
| Archive Report | If this option is selected, the system will archive the report in the DDI Connect report archives. For information on working with archived reports, please reference this page: Archived Report Viewer |
| Print Report | If selected, the system will generate the report output to your default printer. NOTE: You will also receive a pdf version of the report, displayed on your screen |
| Print via PDF | Prints directly to your printer. |
| This option allows you to send a .pdf attachment of the report to the indicated users' email addresses. When OK is clicked, a dialog box will open requesting a recipient | |
| Duplex/Top | Prints the report on both sides of the paper in landscape style. The printer must be capable of printing on both sides or an error will occur |
| Duplex/Side | Prints the report on both sides of the paper in portrait style. The printer must be capable of printing on both sides or an error will occur |
| Green bar | Adds shaded, horizontal bars to the report, making it easier to read across columns |
| No dialog | Selecting this option means that no ‘Report Completed’ dialog will display after the report has been generated |
| Extra copies | If you want extra copies of the report generated, type the number in this field |
Click Start. The system will now run the update against the file you selected, and update applicable records.
