Batch Update
The Batch Update helps you complete your work tasks faster by allowing authorized users to select a subset of data records and apply specific updates to that data set in bulk.
The Batch Update feature enables you to clean up your data faster: deactivate all medical exam licenses from last year, terminate all Futsal Player registrations at the end of the year, extend all registrations with a specific end date, and expire all Coaching contracts, to name a few. All these bulk changes can be made using our Batch Updates tool.
The Batch Update tool contains the Registration Rollover functionality. Please check the following page for more info: Registration Rollover
You can access this tool in the COMET Admin App → General → Batch Update menu item.
Batch Update is a wizard-like tool that guides you through the process and provides explanations and additional information where needed.
Step 1: Fill data - Choose what you wish to update
In the first step, you must choose the entity type and the desired action to perform on it.
Available actions are:
status override - overrides the current status of entities
set End date field - updates the value of the End date field for selected records
Available entity types are:
Registration (Player, Coach, Staff, Official, Referee, or Referee Observer)
Contract (Player, Coach, Staff, Official, or Referee)
Title (Player, Coach, Staff, Official, or Referee)
License (Player, Coach, Staff, Official, or Referee)
Sanction
When the user selects the entity type, the available statuses are populated based on the entity type and the workflow configured for it. If the New status is selected, the Description is also mandatory and will be applied to the status log for each updated record. If you leave the New status field empty, then you must select a new End date for this update. You must select at least one (status or end date), but you can also update both simultaneously, if needed.
If a field is left blank, then it will not be updated. For example, if the End date field is left blank, that field will not be updated. If you want to extend the validity of entities (e.g. registrations) for some reason, please enter an End date in the future (do not leave it blank)
Once this screen is completed, you will be able to proceed to the next step.
Step 2: Report Parameter Form - Select the set of records for this update
Based on the initial entity type, the next step displays a list of appropriate parameters for further filtering of those entities. This screen looks exactly like the input screen in COMET Data, with the same filters and criteria applicable when generating a report. You are, in fact, preparing a report listing the records that will be affected by this batch update.
For example, if you select to update Player Registrations, this correlates to the report called “Person Registrations” in COMET Data. If you selected to make an update on Coach Contracts, this correlates to the report called “Person Contracts” in COMET Data, and so on.
The “report” screen will be open with specific predefined parameters, some of which should NOT be changed, and they will be validated before completing the update:
the association is set to the organization of the user (National Association or Confederation)
“Include organizations below in hierarchy” is turned off initially,
other custom predefined parameters (e.g., if the entity type is “PlayerRegistration”, then the pre-selected registration category is “Player”)
Users can set up additional filters, just like in COMET Data, and can always check which data will be affected by selecting the Run report button.
The Run Report button is implicitly used here as the summary of the affected data.
When the user decides they have selected the data to be updated, they can click the Next button to proceed to the third step.
Step 3: Verify Batch Update
In this step, you will see a quick summary of the number of selected records and the changes that will be made to those records. You must review and confirm that you wish to proceed with the changes.
Please review the changes carefully before proceeding, as they are irreversible.
When proceeding to the 3rd step, additional filtering is applied for the selected entities. This filtering is used when some of the chosen entities don’t meet the criteria from the 1st step.
For instance, if we choose entity type = PLAYER REGISTRATION, and in the second step we set Category = PLAYER and COACH, we will filter out coach registrations and display a warning message to the user in the third step.
By selecting the CANCEL or BACK button, the user is always returned to the first step, with all values being reset.
Step 4: Batch Update Summary
Once the update is complete, you will see a final summary of the executed transactions.
