Memberships
Child pages
  • Bulk person import

Versions Compared

Old Version 36

changes.mady.by.user Michael Oliver

Saved on

compared with

New Version 37

changes.mady.by.user Michael Oliver

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

...

This section allows you to generate an import template file in the correct format - which may optionally include current data to update.

Generate Helper Files

Image Removed

 

Template field options
  • Custom Fields for role: Tick this if you want to import custom fields - the file will contain column to store additional information.
    By default, only standard fields are imported/updated. These relate to (some of the) information that can edited via the Personal Details tab of the Person Edit screen.
    If the Import Custom Fields option is checked then custom field data can also be imported/updated. These are fields defined under the People...Person Custom Fields menu item. 
    Custom fields can be defined by and organisation or its parent organisations, and fields can be restricted to only apply to certain Person Roles and or sub roles. 
    Custom field information can also edited via the Custom fields tab of the Person Edit screen.
  • Registration Field: Tick this if you want to import registration information - the file will contain column to store registration data e.g. registration type
  • Participant Roles Field: Tick this if you want to import participant roles - the file will contain column to store assigned roles e.g. junior, senior
  • Team Field: Tick this if you want to import information about team e.g. team name
Template preview: Fields and validation rules
  • Any records supplied without an ID are treated as new records. However validation checks are carried out when importing to make sure duplicate records are not created.
  • Records supplied with IDs are treated as updates. Checks are carried out to make sure the record can be updated. Any changes to first and last names are ignored, as these can only be done by individually editing eeach person record.
  • When importing/updating custom fields the CSV format cannot be used, and the file MUST have a header row.
  • There are limits to the maximum number of records that can be imported in one batch - see below.
Participant filtering options

  • Include Participant Data: Tick the checkbox to download data of those who already exist in the system in case of updating data in bulk.

  • Make a selection in the Role, Sub-Role, registration sectionss. Data will be extracted corresponding to the Roles, Sub-Roles and registration status selected.

...

Click the the Download import file template link link, and save the file to your hard disc. The file will be in tab delimited format with a header row.

You will need to review the file and fixing the information in case of updating in bulk. In case of importing new records, you will need to enter the information in the correct formats and validations rules. 

  • Open the file - recommend in Microsoft Excel. Each data field should be in a separate column. If using a text format such as CSV/TSV, and opening in Excel, care should be taken that Excel does not convert text columns that look like numbers (eg mobile phone numbers) to numbers which may result in loss of information. Consult the Excel help on how to import text documents and override the data types of certain fields.
  • Remove records (rows) in the file that you do not wish to change by deleting the entire row. If you are importing only new records then delete all rows except for the headings.
  • If importing/updating custom fields, then you can remove custom fields you don't want to import/update. For example, if the template you downloaded includes 4 custom fields, and you only want one, then delete the other 3 custom field headigs, and data relating to these for all rows of information. If importing custom fields the Import Custom Fields checkbox must be checked, otherwise any custom fields present in the import file will be ignored. NOTE: Do not remove any Standard Field information or headings from the import file.
  • Change the appropriate information for existing records (if any). First and last names cannot be changed by this process, and changes to these fields will be ignored. Hint: You may be able to copy and paste from existing data files you may have.
  • Add the appropriate information for new records (if any). For new records, first and last names must be specified and the ID field must be blank.
  • Save the file in Excel (or text) format.

Generate Helper Files

Image Added

 

  
  
  


Role/Sub Role

A Role and at least one sub role must be selected. These selections are used for:

...