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These options determine the behavior when updating existing records from the import file. It is not relevant for importing new records.
Overwrite ALL data - 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
Only overwrite missing data - only fields that have been provided in the import file AND are missing 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
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Untick the check box if you do not want to register people as part of import process
Importing the data
Once all options have been selected, including the file to import, click the Upload and Preview button. 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.
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Once you have reviewed the data in the Preview screen, click the Import Data button to save your changes to the database. 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.
Other important notice
Import file formats
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- Microsoft Excel (97 onwards) Excel (97 onwards) 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 (this is case-sensitive). Alternatively, leave this field blank to automatically use the first worksheet in the workbook.
- The Worksheet must contain data for standard fields in columns A to S as per the Field order specified below. If custom fields are being imported, these are supplied in columns T onward. However, most data is optional, and does not need to be supplied in each column.
- Header row - a row containing the field names. Field names in the header row for standard fields are ignored. If custom fields are being imported the field nameas obtained from the downloaded template must not be changed.
- 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.
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