iMove

iMove updates addresses for members that have moved.

• Performs updates in real-time. No need to export your entire database for processing.
• Uses the Datatech SmartSoft AccuMail Move software for real-time NCOALink change of address processing. It processes any moves made in the past 18 months.
• Reduces costs by only validating addresses you select.
• Generates documents required for resorted discount certification on USPS First Class and Standard Mail.
• Pricing is scaled to the number of addresses certified.

System requirements

The following system specifications are required to successfully run iMove:

• UDP port 1434 must be open on the SQL server
• Both inbound and outbound traffic must be allowed on port 443 to 173.45.128.38
• Windows 11 or higher
• iMIS must be installed to run iMove
• iMIS 20.2.66 or higher
• Microsoft .NET Framework 4.8
• SQL Server 2016 or higher

iMove first time installation

Do the following for installing iMove for the first time:

1. Download the app from the Support Portal.
2. Unzip the file to the intended installation location.
3. Run the AccumailToolKit.exe to install the AccuMail Move Toolkit 2.0. Run through the setup wizard..

4. Click on iMove Setup 3.0.0.4.exe (or latest version). This will launch the Installer Wizard for iMove. Click Next in the dialogue box to begin installation.
5. Select I accept the terms in the license agreement
6. Click Next.
7. Click Install. The Installation Wizard will let you know the progress of the installation.
8. If you do not have .NET 4.8 installed on your computer, you will be prompted to install from a Microsoft Web Page

9. A dialog box will appear letting you know that iMove was installed successfully. Click Finish.
10. Restart your computer if prompted by the installer.

Troubleshooting Installation

Error Message: "Could not load the file or assembly 'NCOATools_NET.dll' or one of its dependencies. The specified module could not be found."

1. If you get this error message after launching iMove and logging in, you have some additional install steps.
   1. NCOA Toolkit is looking for files that are not present on your computer.
2. You must download and install the "Visual C++ Redistributable for Visual Studio 2015" from here:
   1. https://www.microsoft.com/en-us/download/details.aspx?id=48145
   2. Click Download.
      • Select vc_redist.x64.exe – if your computer is 64 bit
      • Select vc_redist.x86.exe – If your computer is 32 bit
3. After downloading double click on the executable file and follow the installation instructions.
4. When finished installing, you must restart your computer.
5. Run iMove again and login, you should no longer get the error message.

Upgrading iMove (in place upgrade) if your version is prior to 3.0.0

Note: It is best practice for all users to be on the same version of iMove.

1. Login to the Portal at https://customer.csiinc.com and download iMove to your workstation.

2. Uninstall the existing version of the Accumail Move API 2.0 by going to Add/Remove Programs and finding Accumail Move API 2.0. Click on the three dots and select Uninstall.
3. Run the AccumailToolKit.exe from the downloaded iMove to install the AccuMail Move Toolkit 2.0. Run through the setup wizard.

4. Unzip the downloaded zip file and right click to Run as Admin the iMove Setup 3.0.0.4.exe (or latest version) file.
5. If you do not have .NET 4.8 installed on your computer, you will be prompted to install from a Microsoft Web Page.

6. iMove is now ready for use.

About the license key

When you first log into iMove, the license process will attempt to register your license key automatically by calling back to CSI to get your iMIS information. If the information that CSI has on record is accurate then you will not be prompted with any license key information. It will update your license information automatically.

If the process cannot call CSI or the license key information does not check out with what CSI has on record, then you will be prompted to enter a license key manually. You will need to obtain this key by contacting support. After the license key has been validated and entered, you will be able to use iMove on your iMIS database. Since the license key is stored in your iMIS database, you will only need to enter this key once per database. Installing iMove on a new computer will not require you to re-enter your license key.

1. Log into iMIS as an administrator (manager).
2. Click File > System Setup.
3. Copy and send to support.

iMove Setup

Do the following to set up iMove:

iMove Launch and Login

1. Launch iMove from Start > All Programs > CSI Programs > iMove

2. Log into iMove using your iMIS user name and password.

   • DSN represents your iMIS 10 ODBC server location.

   📘

   Note

   This information is provided for archive purposes only. iMIS 10.6 is no longer supported as of version 2.3.21.

   • The web server represents your iMIS 15 (and above) application server location.

3. The first time you log into iMove you will need to create new objects on the database. When prompted, click OK.

4. Enter your iMIS SQL server user name (usually SA) and its Password and click OK.

Setting up iMove

1. When you purchase iMove, CSI places a PAF order with SmartSoft on your organization’s behalf. The License Key and Toolkit Key are generated by SmartSoft and sent to both you and CSI. These keys are required to set up iMove. Help can be found here: https://ncoa.smartsoftdq.com/pafms/Help/html/948e3bbd-a19f-4e10-8cd2-7c375f43a664.htm
2. The first time you log into iMove, you will receive the error below. This section walks you through setting up the PAF, so the error should not appear again.

3. Go to Tools > NCOA > NCOA Setup > PAF Setup. A browser window will open and direct to https://ncoa.smartsoftdq.com/pafms/Account/Login.
4. Click Register.
5. Enter your username, license key (both provided by SmartSoft) and your email address. You can now log into the PAF Management System. Ensure your PAF is listed and has a status of Enabled.
6. In iMove, go to Tools > NCOA > NCOA Setup > Account.
7. Enter the user mame, web service license key, and toolkit license.
8. Click OK.
9. Click Refresh PAF List. The selected PAF dropdown and Account Statistics section populates.
10. Run iMove.

Using iMove

On the iMove Data Pull screen, there are multiple options for selecting addresses to be sent for verification. Specific Member Types, Categories, Statuses, and Addresses can be selected. The values displayed are pulled from the iMIS database.

1. Checking All or leaving all individual values unchecked in each section will select everything.
2. Checking Mail, Bill, or Ship in the Addresses section will select the corresponding preferred address for verification.
3. Click Load Data to return the records from your defined criteria.

4. Click Get Address Corrections. You will be prompted to load the data first.

5. Click OK to load the data.

6. Click Get Address Corrections again.

   1. If there are insufficient credits to send the data or if the NCOA credit account will expire soon, the below dialog box will display, respectively.

   

   2. An NCOA Web Services dialogue box will open displaying user name, license key, PAF name, PAF ID, the current record count for verification and the remaining number of verification credits on your account. If the address credits are running low please contact support to order additional credits. Click OK.

   

   3. The dialogue box will display the status of the verification process.

Once complete, you will receive a Web Services Results window that allows you to view NCOA results for you address data, if desired.

• These reports are saved automatically as PDF in a folder called NCOAOut. The folder is automatically created in the same path where you chose to save the comma separated value file previously.
• If desired, you may view the data prior to importing into iMIS by selecting the report you wish to view and clicking on View/Print.
  1. Click Close and the data import to iMIS will begin. A progress will display at the bottom of the iMove window.
  2. Click OK to continue once the import completes. The NCOA results will display in the iMove Data Pull window.

On the next few pages you will find a list of NCOA Result, Move Type, and NCOA Correction code definitions that correspond to the NCOA Result, NCOA Corrections, and Effective Date columns below. The NCOA address verification and import to iMIS is now complete.

Handling Large Record Sets Using SQL Mode

When verifying a large set of addresses, it is best to break them up into smaller groups. iMove should be able to handle up to 400,000 addresses in a single set. However, if you have a single member type/status combination that contains more than 400,000 records, you can use SQL Mode to split them up for processing.

To use SQL Mode, write a query in the space provided, or write it in Management Studio and paste it in the window. The query should only return two fields: the ID of the record and the address number field for the address you want to verify. Address number fields for the preferred mail, bill and ship addresses can be found in the iMIS Name table at: MAIL_ADDRESS_NUM, BILL_ADDRESS_NUM or SHIP_ADDRESS_NUM.

Here is an example query that would verify the preferred mail address for "C" member type records, with a status of "A":

Select ID,MAIL_ADDRESS_NUMFrom NameWhere MEMBER_TYPE = 'C' andSTATUS = 'A' 

You can substitute member type and status values that apply to your organization, as well as add other types of filters to refine the query. 

Another method to break up a large record set in SQL Mode is by using the MODULO operator. The MODULO operator is expressed using: %. You can refer to the following link for more information on MODULO: 
This operator is used to divide a number by another number and return the remainder of the division only. For example, if we take any sequence of numbers and divide them each by 3 using MODULO, the result will of each will always be one of three numbers: 0, 1, 2. Here is an example, using the query above:

SelectID,MAIL\_ADDRESS\_NUMFrom NameWhere MEMBER\_TYPE = 'C' andSTATUS = 'A' andconvert(int,ID) % 3 = 0

Using this pattern, you would run address verification, change the 0 to a 1 and run it again, then finally change the 1 to a 2 and run the final verification. This effectively divided the record set into thirds for processing.

iMove options

There are several options available for customization of iMove.

Click Tools > Options to open the Options window.

Countries To Send

Include Blank Countries – selects addresses where country is "blank" – most users should pick this option. Currently, NCOA processing can only occur on U.S. addresses. In the future, when foreign country processing becomes available, you may select additional countries from the checkbox list.

Import Options (From NCOA to iMIS)

NCOA Backup Data Purge

iMove maintains its own backup table of all address corrections. As this table can grow quite large, we have added the ability to automatically purge older records from this table. To view the number of records you have in this table, you can run this statement (from SSMS)
select COUNT(*) From csi_Ncoa_backupdata

There will be a prompt, upon starting the iMove program (below), the first time iMove is run. The default setting retains the 2 most recent set of records only.

After opening iMove, this setting can be modified, or turned off, at any time. Go to Options, and change the number of record sets to keep by entering that number in the box (Automatically Purge ID/Address Backups). Entering the number 0 will turn this option off.
Clicking 'PURGE NOW' will display a window showing how many records it will be purging, before proceeding.

Bad Address Mapping

This feature is available to users who have the BAD_ADDRESS general lookup table in their iMIS database and have selected the "Use standard options" import option.

Use iMove to automatically update "bad" addresses in iMIS. 

During processing records are first checked against the Accumail Database to ensure they are a true mailable address.   If the Accumail Result Code (see  Accumail Result Codes) is a zero (0) then the address is then sent for National Change of Address processing.  Therefore, any Accumail Result code other than zero (0) can be assumed to be a "Un-mailable Address" and could be marked as such.

However, any address that does pass Accumail processing and is determined to be a mailable address, is sent to the National Change of Address database to see if the address has a move on file (Remember, only moves in the last 18 months are returned).  NCOA Result Codes of A, N91, and N92 can be assumed to be a valid move and as such, if the address was marked LOST, it could now have this status cleared.

In the example below, an address is marked lost, and we would clear this Status if the NCOA Result Code of A, N91, or N92 was returned.

Configuration

Do the following to set the configuration:

1. Prepare the BAD_ADDRESS table:

2. Create BAD_ADDRESS, general lookup/validation table. This link may be helpful when attempting the setup: the iMIS Desktop documentation

3. Per your company business rules, populate BAD_ADDRESS with the relevant code(s). Now these values will be available in iMove.

2. Map Accumail and NCOA Result Codes to the BAD_ADDRESS table:

   1. In iMove, go to Tools > Options and enter a valid code in NCOA Result Code.

   📘

   Note

   See Accumail Result Codes Definitions and NCOA Result Code Definitions (within this document) or, click the links on iMove’s Options to view descriptions for each code.

   2. To flag an address as bad based on the result code, select a status other than “Blank Out” from the Bad Address Status drop down list:

   

   📘

   Note

   After new values are entered in BAD_ADDRESS, the Options window must be closed and reopened to refresh the Bad Address Status drop-down list.

   3. To unflag an address as bad based on the result code, select the status "Blank Out".

3. A sample of  mapping of the Accumail Result Codes (see Accumail Result Codes above) might look like:

4. The NCOA Result Codes are listed in the section NCOA Result Codes (NCOA_COA_CODE).   If your organization uses the BAD_ADDRESS field in iMIS and addresses are manually marked bad when mail is returned, then the recommendation is to blank out the BAD_ADDRESS field when the NCOA Result is A, N91, or N92.

In the above example, we have created Bad Address status codes to let us know exactly why an address is bad - numbers 1-16 are Accumail result codes and indicate the address is not real or deliverable.  Codes A, N91, and N92 reflect that the address is deliverable and that there was a move found as such, IF the BAD_ADDRESS flag was set in iMIS, we are blanking it out.

In Order to setup the above:

Mapping grid rows may be deleted by selecting the row header and then pressing the

Users choosing to use the “Use csi_sp_iMoveImportCriteria stored procedure” import option instead can still access the NCOA Code to Bad Address mapping by accessing the csi_iMoveNCOACodeBadAddressMappings table in their custom SQL.

Accumail and NCOA code definitions

The following are Accumail and NCOA code definitions:

Accumail Result Codes

This column will contain only one of the following codes for each address:

NCOA_MOVE_TYPE

This column can contain exactly one of the following coded for each address:

NCOA Result Codes (NCOA_COA_CODE)

If the address passes the Accumail validity test (indicated by an Accumail Result Code = 0), the address is matched up against the National Change of Address (NCOA) database to determine if a change of address has occurred. One of the following result codes will be returned indicating the result of the attempted match:

NCOA_CORRECTIONS

This column can contain zero or more of the following codes for each address:

Choose Save Directory

Use this option to set up the folder where the newly created address files from NCOA will be stored.

Stored Procedure example

This stored procedure imports all records with move updates that have already occurred as long as they are a successfully coded match or an EWS (Early Warning System) match.

CREATE PROC [dbo].[csi\_sp\_iMoveImportCriteria] (
@id VARCHAR(10),
@addrNum INT,
@firstName VARCHAR(20),
@lastName VARCHAR(30),
@company VARCHAR(80),
@streetAddr1 VARCHAR(40),
@streetAddr2 VARCHAR(40),
@streetAddr3 VARCHAR(40),
@city VARCHAR(40),
@stateProvince VARCHAR(15),
@zip VARCHAR(10),
@ncoaEffectiveDate DATETIME,
@ncoaResult VARCHAR(2),
@ncoaMoveType VARCHAR(2),
@ncoaCorrections VARCHAR(40),
@ncoaCoaCode VARCHAR(5),
@errorMessage VARCHAR(255) OUTPUT
)
AS
-- From NCOA Documentation (codes omitted for brevity)
DECLARE @recordMoved BIT; -- Set to 1 if there was a move of any type, otherwise 0
SET @errorMessage = '';
-- Was there a "MOVE Update"?
SET @recordMoved = 0;
IF @ncoaMoveType <> ''
BEGIN
SET @recordMoved = 1; -- Set Move Here
END;
-- See above for what these codes mean
IF @ncoaResult NOT IN (0, 12)
BEGIN
-- Only allow successful or Early Warning updates
SET @errorMessage = 'Return code is not a match or an EWS match';
GOTO ErrorExit;
END;
-- Check to see if move has occurred
IF @ncoaEffectiveDate > GETDATE() AND @ncoaEffectiveDate IS NOT NULL
BEGIN
-- The person is probably moving but it has not happened yet; do not update record
SET @errorMessage = 'Move code was returned but this move has not occurred';
GOTO ErrorExit;
END;
ErrorExit:
RETURN;
GO
GRANT EXEC ON [csi\_sp\_iMoveImportCriteria] TO IMIS;
GO

Another stored procedure example can be found below.

SET ANSI\_NULLS ON;
GO
SET QUOTED\_IDENTIFIER ON;
GO
-- =============================================
-- Author: Justen
-- Create date: 3/5/2015
-- Description: Sample stored procedure to run after iMove completes.
-- This is a simple example and should be used as a template.
-- =============================================
CREATE PROCEDURE csi\_sp\_RunAfterImoveSample
AS
BEGIN
-- Prevent extra result sets from interfering with SELECT statements.
SET NOCOUNT ON;
-- This will update the initiation dates for members within a specific university.
UPDATE Demo\_Individual
SET IN\_INITIATION\_DATE = GETDATE()
WHERE IN\_INIT\_UNIVERSITY = 'Example University';
-- Insert into the name\_log table for event logging.
INSERT INTO Name\_Log
VALUES (
GETDATE(),
'CHANGE',
'CHANGE',
'999999',
0,
'Changed by iMove after run stored procedure'
);
END;
GO

Setting up iMove on a second machine

Since iMove requires some files to be created as part of the setup of the system, including the PAF file, Customer Info, and FTP information. This information may need to be transferred to a different machine so you can have 2 or more machines with iMove on them. To do this, follow the following procedure.

1. On the machine that you originally set up iMove, and submitted your PAF files (Processing Acknowledgement Form), locate your iMove NCOA Toolkit directory. C:\Smartsoft\NCOA.
   1. In this directory there will be many files…copy the following files:
   2. By default, these directories are hidden. In order to copy the 3 Bin files to their new location, you will need to change your folder options to 'Show hidden files'.)
      • NCOACustInfo.bin
      • NCOASetup.bin
      • PAF.pdf
      • PAFData.bin
2. Install iMove on the second machine.
3. Locate the iMove NCOA Toolkit directory on the second machine directory: C:\Smartsoft\NCOA
4. Ensuring iMove is closed, copy the files you copied in step 1 to the appropriate directory.
5. Open iMove on the second machine.
6. Once logged in, verify your settings have transferred.
7. Click Tools > NCOA > NCOA Setup.
8. Verify your User Name, License Key and Toolkit License Key and the PAF selected from the drop down are correct.

Remitting a PAF form

PAF forms must be signed and remitted when new accounts are created or when information on the PAF changes. Do the following:

1. Go to Tools > NCOA > NCOA Setup…> PAF Setup.
2. Login to the Smart Soft website.
3. From the PAF Management System Dashboard, create a New PAF. You cannot modify an existing form.
4. Complete the PAF form.
5. Click Save.
6. Sign the PAF form (digitally or handwritten).

Digital signature option

1. Click Sign Now.
2. Sign your name (requires all capital letters).
3. Specify if you are a List Owner or a Broker/List Administrator.
4. Click OK.
5. Remit the form. You may print the form out and fax it to SmartSoft, but most iMove users will send the form to [email protected] with the subject of “Revised PAF from for [Company x]”.

Handwritten signature option

1. Click Print Interim Copy. The PAF form will open.
2. Print and sign the form.
3. Remit the form. You may print the form out and fax it to SmartSoft, but most iMove users will send the form to [email protected] with the subject of “Revised PAF from for [Company x]”.

Once completed, return to iMove:

1. Open Tools > NCOA > NCOA Setup.
2. Click Refresh PAF List.
3. Select your new PAF

Warning notifications

The remaining number of verification credits is less than the current record count for verification

If there are insufficient credits to process the requested records a notification will be displayed. Please contact CSI, Inc. at support if you need more address credits added to your account.

The NCOA credit account will expire soon

Contact support to purchase additional address credits or update the account.

The NCOA credit account has expired

Contact support to purchase additional address credits or update the account.