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Scan Db

The ScanDb utility can help you maintain the quality of your database by locating and correcting a number of data problems.

Someone in your affiliate should be assigned the responsibility of running ScanDb once a month and should be asked to put a reminder in Outlook to ensure this gets done.

Under Open Security, anyone can use this function. Under User-Level Security only users with Administrator privileges or who are logged on as the Administrator can use this function.

You should backup your database and make sure that no one is using Keystone prior to running ScanDb.

You can find out if anyone is using the database by choosing Tools > View Users in Database.  If there are users working in the database, they will be listed by machine name.

To run ScanDb

1. Open the Tools tab in the Keystone ribbon and click ScanDb.
2. Click the Start Scan button.
   
   The scan will start. ScanDb displays the maintenance task it is currently performing. The number of errors it finds and corrects will be displayed when the scan is completed. A breakdown of the errors can be viewed by running the ScanDb Error Report.
3. When the scan is complete, you can open the Scan Db Error Report by clicking the View Error Log button in the ScanDb window.
4. To print the ScanDb Error Report, click the icon on the Keystone toolbar while the report is open on your screen.
5. If ScanDb found any errors, you may want to run it again to verify that all of the errors have been rectified.

The following is a list of processes ScanDb performs:

• Set Fundraising Activities descriptions to “Undefined” where they are missing.
• Set Fundraising Activities abbreviations to “Undefined” where they are missing.
• Set Donation payment methods to “UNK” (Unknown) where they are missing.
• Make the Donor Reference “Org” (Organization) when the Donor is an organization but the Donor Reference is not.
• Delete duplicate Escrow Recurrent Payees (ones that have the same "NameToPost" and Escrow Category).
• Add the correct ID if Escrow Payee defaults have a bad Recurrent Payee IDs.
• Delete Escrow Payee defaults that are duplicates.
• Add the correct ID if Disbursements have bad Recurrent Payee IDs.
• Set the Last Modified Fields to the earliest creation date minus one day, if they are blank.
• Correct the Person1 Volunteer HrsIDs if it is incorrect.
• Correct the Organization Volunteer HrsID if it is incorrect.
• Add the "No Preferences" Volunteer Activity if it doesn't exist.
• Add the "Interest" Escrow Category if it doesn't exist.
• Add the Property Seller category if it is missing.
• Set the Donation FRA IDs to 0 if it is blank.
• Set Type to “Undefined” if the Fundraising Activity definitions are missing the Type definition.
• Set Type to “Club Pledge” if Club Pledge Fundraising Activities are missing Type definition.
• Set Type to “Periodic Pledge” if Periodic Pledge Fundraising Activities are missing Type definition.
• Add the locations of receipt templates if they are missing.
• Add the locations of pledge reminder templates if they are missing.
• Add the locations of escrow interest templates if they are missing.
• If all the contact’s address fields are blank, delete it.
• Modify birth dates that are in the future.
• Add a Donors entry to the Categories table when one is missing.
• Add a Volunteers/General entry to the Categories table when one is missing.
• Add a Volunteers/General Category2 Name when one is missing.
• Add Covenant Partner entry to the Categories table when one is missing.
• Delete affiliation records where the parent record of either side of the relationship is missing.
• Delete affiliation records where the Organization has a blank name.
• Set ComType to default "O" if it is in error.
• Set Email Address Type to default "E" if it is in error.
• Reset duplicate Primary Contacts for Contacts without affiliations.
• Delete duplicate Volunteers/General categories.
• Delete duplicate Donors categories.
• Delete duplicate Covenant Partners categories.
• Delete Duplicate categories.
• If a Contact Reference equaling 1 is incorrect, correct it.
• If a Contact Reference equaling 2 is incorrect, correct it.
• If a Contact Reference equaling Both is incorrect, correct it.
• If a Contact Reference equaling Org is incorrect, correct it.
• If a Contact has a Covenant Partners category but no Covenant Partner record, add it.
• If a Contact has a Donors category but no Donor record, add it.
• If a Contact has a Volunteers/General category but no Volunteer record, add it.
• If a Family Partner Log has a Null ID or Null entry date or Null entry, delete it.
• If any Contact, Donor, Covenant Partner or Volunteer Log has a Null ID or Null entry date or Null entry, delete it.
• If a Property Log has a Null ID or Null entry date or Null entry, delete it.
• If a Category2 Name is missing, set it to "Undefined".
• If donations have a null or zero donation and a null or zero in-kind, and do not have an FRA, Message, or Note, delete them.
• If donations have a null date, list the donors for correction.
• If A Donor is marked incorrectly as having unacknowledged donations, correct it.
• If A Donor is marked incorrectly as not having unacknowledged donations, correct it.
• If there are Anniversary records that are orphaned delete them
• If the Interest category does not exist as an Escrow Category, add it.
• If the contact has properties but no category, add a General & Administration/Property Sellers category to the contact.
• If a contact has multiple Active addresses, make only one of them active.
• If a contact has multiple Default addresses, make only one of them the default.
• If hour records have both null total hours and null dates, delete them.
• List volunteers for correction that have hour records that contain total hours but no date.

• Checks for mortgage closing status, and displays mortgages that can be closed and those waiting for KeyCredit submittal.