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Bulk Person Import (Detailed Information)

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Bulk Person Import (Detailed Information)

Mode:                        Teams/Competitions/Organisations

Menu:                        People > Person Import & Bulk Change

Overview

This article provides additional information on the Bulk Import/Bulk Change process. For step-by-step instructions see the article “Bulk Person Import (Recommended Method)” in the Knowledgebase.

 

Role and Role currency

The Role/Sub-Role and Role Currency selections affect how new records are imported. These options are ignored for existing records.

When the Import records with current roles option is selected, the selected Roles/Sub-Roles are added to the record (in effect making them 'active' within the association). This option is used to import current participants (e.g. players who are still playing with a club).

If the Import records with no roles option is selected, then the following applies:

·           only one Sub-Role can be selected

·           the Sub-Role is used to set the 'Last Sub Role' of the person

·           current roles are not added to the record

This option is used to import participants who are no longer active in the organisation (e.g. past players being imported to update data from previous seasons).

People within your association can be assigned one or more roles and sub roles in order to designate the record as a certain type. A person record may have any number of roles assigned. For example, a person can be assigned a PLAYER role, and within that role, on or more Sub-roles such as SENIOR, JUNIOR etc.

Roles can also be added and removed in bulk (ie for several person records at once) via the Person Roles Bulk Change screen.

Import file formats

Files can be imported in any of the following formats:

·           Microsoft Excel (.xls) file:

The data can be in any Worksheet within the imported workbook, however the name of the Worksheet containing the data must be specified exactly in the Worksheet Name text box.

The Worksheet must contain data in columns as per the Field order specified. However, most data is optional, and does not need to be supplied in each column.

No Header Row - Data must commence in Row 1 (in which case do not check the File has header row option)

Header Row - Header is in Row 1, and data commencing in Row 2 (in which case check the File has header row option). While having a header row in your file assists you in determining which values relate to which columns, the actual header values are ignored in the import, and the column order must still be as specified below.

If data is not available for a particular field for a record, leave the appropriate cell empty.

Use one row per record - ID numbers must not be repeated. Use as many rows as required and leave all subsequent rows blank.

IMPORTANT NOTE:  If you receive a "specified cast not valid" error message, this is usually because Excel has added "hidden" formatting characters.  The simplest way to resolve this error is to:

  • Copy the selection of cells, not the worksheet, to a brand new excel file.
  • When you Paste the data, select Paste Special - Values Only, this pastes the data without any formatting.
  • You will need to format the DOB column, select the column and choose format cells, select DATE format and dd/mm/yyyy.

·           Comma separated values file:

This is a file with each row on a new line, and values within each row separated by commas.

No Header Row - Data must commence in Row 1 (in which case do not check the File has header row option)

Header Row - Header is in Row 1, and data commencing in Row 2 (in which case check the File has header row option). While having a header row in your file assists you in determining which values relate to which columns, the actual header values are ignored in the import, and the column order must still be as specified below.

If data is not available for a particular field for a player, a comma 'placeholder' must be used. For example - the following is a placeholder between A and B: A,,B,C......

Use one row per record - ID numbers must not be repeated. IDs must not be repeated. Use as many rows as required. Each row must have a total of 16 commas, corresponding to 17 fields.

·           Tab separated values file:

This is a file with each row on a new line, and values within each row separated by tabs.

No Header Row - Data must commence in Row 1 (in which case do not check the File has header row option)

Header Row - Header is in Row 1, and data commencing in Row 2 (in which case check the File has header row option). While having a header row in your file assists you in determining which values relate to which columns, the actual header values are ignored in the import, and the column order must still be as specified below.

If data is not available for a particular field for a player, a tab 'placeholder' must be used. For example - the following is a placeholder between A and B: A<tab><tab>B<tab>C...... where <tab> refers to a tab character.

Use one row per record - ID numbers must not be repeated. IDs must not be repeated. Use as many rows as required. Each row must have a total of 16 tabs, corresponding to 17 fields.

Note: Data dowloaded by clicking the Download import file template link will be in tab delimited format, with a header row.

Import Field order and validation rules:

Further information about whether a field is mandatory and the allowable values can be found within the Required file format and validation rules section of the screen. The same validation rules apply irrespective of whether records are added/modified using the bulk import process, or manually editing records one by one using the person edit screen.

Import options

These options determine the behaviour when updating existing records from the import file. It is not relevant for importing new records.

·           Replace data for existing records only where new data is provided

Only fields that have been provided in the import file AND are different from existing data will be written. This option means that you can leave fields blank in the import file without overwriting existing data. Example:

 

Home phone

Work phone

Mobile phone

Value for Player X in database

9399 9999

9488 8888

0411 111111

Value for Player X in import file

9877 7777

(blank)

0411 111111

Value for Player X in database after file is imported

9877 7777

9488 8888

0411 111111

·           Replace ALL data for existing records

Any blanks in the import file will be written, which could lead to loss of data. Use with care! Example:

 

Home phone

Work phone

Mobile phone

Value for Player X in database

9399 9999

9488 8888

0411 111111

Value for Player X in import file

9877 7777

(blank)

0411 111111

Value for Player X in database after file is imported

9877 7777

(blank)

0411 111111

Importing the data

Before the file is successfully uploaded, the system will validate your choices, and if import is possible, a preview screen will display. This screen lists data for the records present in your import file, and gives an indication of what the values of each field will be after the import.

Each row is colour coded to give an indication of the actions that will take place:

BLUE

A new record which will be added to your person list

PLUM

An existing record which will be modified in your person list

WHITE

An existing record which has no changes, and will not be modified

RED

A record which has an error, and will not be imported/modified. This may be due to a number of reasons such as creation of a duplicate record, failure of various validation checks, or the fact that the association may not have the access to edit an existing record.

·           At the Preview screen you can click <<<Prev to return to the first screen to change import options.

Or

·           Make changes to the import file by clicking Reload data from file to reload into the Preview screen.

·           Any records that have been marked as in error (in red) will be skipped.

·           Once imported, changes cannot be undone, although data can be re-imported, and/or individual records can be edited in the usual way.

·           A final confirmation screen displays after import which indicates the import status of each row with colour coding the same as in the Preview screen.

Keywords: upload, many, player, people, lots, into, system

 

 

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