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.

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)

• Registered Person License - updates licenses for persons with an existing registration. Use the report filters to narrow by Registration category and Title/License category.

• All Person License - updates licenses for persons without a registration (Member users only). Available to tenant Superusers and System Admins.

• Sanction

• Competition - batch update the status of multiple competitions. Requires a New Status and Description. Available to tenant Superusers and System Admins only.

When the user selects the entity type, the available statuses are populated based on that type and the configured workflow. 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.

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 to summarize the affected data.

When the user selects 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 to be made to them. You must review and confirm that you wish to proceed with the changes.

Step 4: Batch Update Summary

Once the update is complete, you will see a final summary of the executed transactions.