Tutorial Series - Import Tool Part 3 - Convert from Manual to Synced and Updating Matches in Synced

77 STEPS

1. Welcome to the Import Tool Tutorial Series, Part 3: Convert your Competition from Manual to Synced mode, and Updating Matches in Synced mode.

2. We have an existing Competition with matches that were imported manually.

Let's start by converting it to Synced mode.

Click the magnifying glass next to the Competition.

3. Note the import mode is currently MANUAL.

4. To change the import mode, click Edit Competition Record.

5. The mode highlighted in green shows the current import mode.

6. Click Convert to Synced Import Mode to convert it from Manual to Synced.

7. Click Convert to Synced Import Mode again to confirm this action.

8. We are now in Synced mode.

9. Click Cancel to return to the previous page.

10. Synced mode should only be used if your match keys are not duplicated across different matches within the Competition and are unique to a single match.

11. Duplicate match IDs (match keys) often occur when matches from multiple seasons or years are kept inside one Competition.

It is best practice to clone a competition for a new season and archive the old competition to avoid duplicate match IDs.

12. We will review handling a postponed match where an existing crew requires payment and using a similar match key for when it is rescheduled with a new crew that will need to be paid separately.

Note there are currently 52 matches in this Competition.

13. Click Imports

14. Click Import Schedules

15. If your import file contains only some of the games for the date range in the Competition, leave the Check Missing dropdown as the default.

This option is useful if your import file only contains matches with changes.

16. If your import file contains all games for the date range of the Competition, click File contains ALL games for its date range instead.

This option will allow you to process all matches in the import file, including those that have not changed.

17. Click Choose File to select your Excel import file. Remember to delete any empty columns as the import currently has a limit of 20 columns.

This limit will be expanded soon to accommodate all the columns within the new import template.

18. Select the relevant file from your computer.

19. Click Open

20. Click Continue

21. Click Auto Map Columns

22. An Excel Column Summary is displayed on the right side of the page.

23. Your import file is also placed into a Grid that can be edited directly if you find minor errors. This option bypasses the need to edit and reimport the import file.

Edits to this grid carry through the rest of the import process.

24. Click Mapping Completed after confirming the columns have been mapped correctly.

25. Click Mappings are correct to proceed to the next step.

If they are not, go to the previous steps to make any needed corrections.

26. If date formats are consistent, the tool will auto-detect the Date Format and highlight it in green.

If there is no green highlight, it means at least one of the cells is not formatted correctly. Go back to the step with the grid to correct it.

27. Click Continue to Time Format

28. If time formats are consistent, the tool will auto-detect the Time Format and highlight it in green.

If there is no green highlight, it means at least one of the cells is not formatted correctly. Go back to the step with the grid to correct it.

29. Click Continue to Site Mapping

30. Sites need to be mapped the first time the import tool is used for a Competition.

On subsequent imports, click Auto Detect Site Mappings to have the system recall your mappings.

Click the site name for any sites not yet mapped.

31. Click Map To Site

32. Search and select the relevant site from the master database.

33. Click Save this Mapping

34. To see what you have mapped, or to make a correction, move the Hide Completed toggle to the left.

35. You can remap a site by clicking on it and remapping it.

To hide completed mappings, move the Hide Completed toggle to the right.

36. Click Site Mapping Completed

37. Correct or confirm any unverified field names. This list should be empty before moving on to the next step.

38. Click Schedules

39. Recall that our Competition previously had 52 matches in it. This import file has 53 matches, meaning a new game has been added to this Competition.

40. Click Confirm to proceed.

41. A Preview of our Import file is displayed here.

If you see errors that need correcting, you can either go back and correct errors in the grid, or go back to the first step, delete the import, and start over with a new file.

42. Click Import Matches into Staging.

Recall that the staging area is a new feature of the import tool, which identifies exact matches and allows us to process changes and updates.

43. Click Import Matches into Staging again to confirm this action.

44. The top region area shows us what we have on this page. Click any region to jump to it directly.

We can see this import has 1 new match, 29 updated matches, and 23 unchanged match records.

45. This new match is a rescheduled match from one that was previously postponed.

However, the scheduling platform used the same match key to indicate the rescheduled match, which poses a problem if officials on the postponed match require payment.

46. If that previously postponed match has officials who need to be paid, update that match key with a suffix such as -P so it stays unique, those assignments are preserved, and this import creates a new match to be assigned with other officials.

47. Click Create All New Matches to create all new matches with one click.

You can also select a subset of matches and click Create Selected Matches or click the plus sign next to any match to create it.

48. Click Create All New Matches again to confirm this action.

49. The counts in our top region have now been updated. Click refresh at any time to refresh the counts and statuses.

Our Batch Status has now been partially applied.

50. Let's now focus on the Unchanged Records. These are matches that have no changes from what was currently in our Competition.

Since we have 23 unchanged matches, click Rows to display them all.

51. Click All

52. If you want to inspect a specific match in this list, click the magnifying glass next to it.

Otherwise, click Process Unchanged Matches and all the matches in this list will be processed in one click.

53. Click Process Unchanged Matches again to confirm this action.

54. We have 29 Updated Matches.

Click Rows to display them all here.

55. Click All

56. The Diff Detail column shows each item that has changed from what was previously in our Competition and what this import file now says.

57.
We can see that placeholder teams have been updated to actual team names, TBD team names updated to a new team, as well as match statuses, times, and fields.

Items that were previously missing but now have data will be added.

58. Let's look more closely at a specific match to see additional processing options.

Click the magnifying glass next to the match.

59. The Record Review shows us this update is pending. It also shows the difference details and any conflict resolution status.

60. There are 3 columns of interest here: What is in this import, what is currently in Ref Insight, and what our previous import had.

61. Proposed changes are listed in bold under the State column, which is the state of the specific data item.

62. If you want to acknowledge the changes the import is proposing, but not modify what is currently in Ref Insight, click the Dismiss button. What is currently in Ref Insight remains the same and none of the proposed changes will be applied.

63. If you want to ignore any proposed changes until the next import, click the Skip button.

64. Any edits made locally in Ref Insight between imports will also be shown here and be preserved when we accept proposed changes only.

65. Click Accept PROPOSED Changes Only to accept the proposed changes.

66. The updates for this specific match have now been accepted.

67. Click Cancel to return to the match list.

68. It is not necessary to inspect each match if you are confident in the contents of your import file.

You can select specific matches to update, click the plus sign to update that match, or click the top check box to select all the matches.

69. Click Update Selected Matches when ready.

70. Click Update Selected Matches again to confirm this action.

71. Our Batch Status is now Applied and the finalized date and time appear here.

72. Notifications of game detail changes are sent to assigned and accepted officials. If the schedule settings include putting accepted assignments back into assigned status when game details change, that change will also be applied.

73. Click Return To Competition when ready.

74. Click the magnifying glass to see the matches in the Schedule.

75. Note that our previously postponed match with the -P suffix added to the match key remains intact for those officials to be paid.

76. The new, rescheduled match is also here with its new date and time.

77. Thank you for watching Part 3 of the Import Tool tutorial series -- Converting from Manual to Synced mode and Updating Matches in Synced mode.

See Part 4 of the series to review New Imports in Synced mode.