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You will need to review the file and fixing fix 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
headigsheadings, 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: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.
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You may need to download helper files to retrieve the correct data and fill in the import file for both existing and new records. You could download the list of participant role, registration type and team lists.
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Tick this checkbox if the import file contain contains custom fields
Data Updating (for existing records)
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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Tick the check box if you want to register people in the import list with the association in the drop down list in applicable registration period.as part of import process
Untick the check box if you do not want to register people as part of import process
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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 1 to S 19 as per the Field order specified below. If custom fields are being imported, these are supplied in columns T 20+ 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 name as 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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