Important enhancements for safely Migrating Fields and Options

The following steps outline how to safely update form names, field names and field options. Before you update any forms, or make any changes, always think about doing these when the system will be at the lowest usage times. You do not want to run a resave of the data or change a field name when a user is entering in a lot of data for a group of athletes, or if there is a lot of data stored offline on the mobile or installed applications. Try and ensure all users synchronise their data before you make any changes.

The best time to make system changes to existing Event Forms is when the majority of your users are not using the system (e.g. during their sleep). Also, if you make a change and it doesn't work, you will have time address it before users come online.

WARNING: The Migrate Field and Migrate Option CANNOT currently extend to updating a field if it is being used in Training Block. Please be aware of this limitation. We are working to resolve it as quickly as possible.

Safely Update your existing Event Form's fields and options WITHOUT deleting/losing any data

Safely Update your existing Event Form's fields and options WITHOUT deleting/losing any data

Each field name in an Event Form is named uniquely and data entered for that Event Form is linked to each unique Field name; that is why an error occurs if you have two fields with the same name in an Event Form. The data directly is linked with the field name so if the field name changes, the data is lost.

To safely transfer or change a field name, so that the system re-links the data from a previous Event Form field name, to a new Event Form name you MUST use the "Migrate Field" button or "Migrate Options" button depending on what you need to migrate (shown in the image here).

N.B. If you just open an Event Form and rename the existing Field Name or Option by typing over it in the Form Builder, even to update the casing or change a space between characters (e.g. from 40m Sprint to 40m sprint or 40-m sprint to 40 m sprint), ANY data stored that is linked to that field name/option will be deleted/lost because the link has been removed.

To safely rename an Event Form, click on "Edit Name" and then enter in a new name and click "OK"

To safely rename an Event Form, click on "Edit Name" and then enter in a new name and click "OK"

To Safely change an Event Form Name

1: Clicking on the "Edit Name" button

2: Change the Name in the Pop Up Box (e.g. from 40m Sprint to 40-m Sprint).

3: Click OK and the Event Form name will be updated.

If you are going to migrate a field or a field's options, take a back up copy of all of the existing data

For Best Practice you should take a copy of all of the data stored on the system for that Event Form.

1. Create a group with all users in it on the Administration tool

2. Run a report for all of the users and then take a back up by clicking on Excel in the Reports Page

To edit an Event Field name (e.g for a typo), click on Migrate Field

To edit an Event Field name (e.g for a typo), click on Migrate Field

For this example we are updating the field name in the 40m Sprint Form from

If you have done any OTHER Migrations you MUST check that these are completed

If you have done any OTHER Migrations you MUST check that these are completed

A warning message will pop up to check that any recent migrations or resaves are complete.

If you just completed a migration you MUST check that all of the data has been migrated successfully:

1. Wait for the Migration e-mail to be sent to your e-mail address (a message will be sent to your external and internal mai)

2. Refresh the Builder Site

3. Open the Event Form

4. Check that the name of the Field has been updated in the form. If it has not, the previous migration has NOT been completed, so do not start the next migration.

5. Repeat step 2-4 until the field has been renamed correctly in the Event Form

6. Login to the main site and run a report for the Event Form. Check that the Field Name is updated in the Report, and that the data is appearing with the updated Field Name.

7. If it has not updated, check it again

N.B. If you perform another migration before the previous one has been completed, you may delete your data

An additional warning will pop up to inform you of the need to check any calculations or settings that used the previous field name

An additional warning will pop up to inform you of the need to check any calculations or settings that used the previous field name

Thoroughly read the warning. Once you understand what additional steps you might need to take click "OK"

Select the field that you want to Migrate (Rename/Update)

Select the field that you want to Migrate (Rename/Update)

For this example the Field "Ground" is going to be updated to "Surface"

Enter in the new Name for the field

Enter in the new Name for the field

1: Select the Field to Migrate (e.g. Ground)

2: Click Select Field

3: Enter in the new name (e.g. surface)

4: Click OK

The Event Form list will reappear and a notification e-mail will be sent.

The Event Form list will reappear and a notification e-mail will be sent.

The Event Page List will Refresh

A migration complete notification will be sent to your e-mail and internal mail account (as shown in the image in the step below).

N.B. The more records that are stored on the system the longer the migration will take, so please be patient.

Wait until you get a notification via e-mail or internal mail, then check the data has migrated safely

Wait until you get a notification via e-mail or internal mail, then check the data has migrated safely

A "Migration complete" notification will be set to your e-mail address and it will also appear in the inbox in the internal mail on the application (as shown here).

Once you receive the migration complete, double check that data has migrated before completing another migration or resave etc. Follow the steps in the step below

Check the Migration: refresh,check the field name in the Form and check the data on the application

Check the Migration: refresh,check the field name in the Form and check the data on the application

Double check the data has been migrated successfully:

1. Refresh the Builder Site

2. Open the Event Form

3. Check that the name of the Field has been updated in the form. If it has not, the migration has NOT been completed. Wait and check again.

4. Refresh and login to the main site and run a report for the Event Form. Check that the Field Name is updated in the Report, and that the data is appearing with the updated Field Name.

5. If it has not updated, contact your administrator or support person before completing additional migrations.

N.B. If you perform another migration before the previous one has been completed, you may delete your data

If you migrated the name of a field that is used in calculation, you will need to update the calculations

The example here shows that field name "Row 1" was used in a number of calculations.

The Field name was migrated to "New Row 1". Now, all of the calculations that referenced the initial field name MUST be manually updated to enable them to calculate correctly.

To Migrate the Options for a field (a single selection, drop down or multiple selection), use the "Migrate Option" button

To Migrate the Options for a field (a single selection, drop down or multiple selection), use the "Migrate Option" button

The 40m Sprint Form has fields which have a set number of responses that a user can select from. If you need to modify the existing options available, then you need to use the "migrate option" button for that form.

Click on the Migrate Option(s) button

Click on the Migrate Option(s) button

To migrate options, click on the Migrate Option(s) button and follow the steps below.

If you had previously run a migration check that it is complete before starting this migration

If you had previously run a migration check that it is complete before starting this migration

Just as for the Field Migration steps, you also need to double check that any previous migrations have been fully completed. E.g. refresh the site, open the Event Form, and check the data on the system.

Confirm that you understand what changes will occur by clicking "OK"

Confirm that you understand what changes will occur by clicking "OK"

Select the Field you want to migrate the options for and click "Select Field"

Select the Field you want to migrate the options for and click "Select Field"

If you are updating options, then you first need to select the Field Name. The options for that field will then be displayed to be updated (as shown in the image in the step below).

You will be shown the existing options. Rename the options you need and click "Migrate"

You will be shown the existing options. Rename the options you need and click "Migrate"

Update the field option names and click "Migrate".

The example in the image here shows that the existing option "Soft" will be renamed to "Grass", "Medium" will be renamed to "Turf" and "Hard" will be renamed to "Track".

N.B. If you do not want to change an option, then just leave that option as it is, e.g. Tartan Track has not been changed.

You can click Cancel at Any time if you make a mistake to stop the migration.

An e-mail notification will be sent once the migration is complete.

An e-mail notification will be sent once the migration is complete.

Please be patient as the data is saved. Do NOT make additional changes in that form UNTIL you have confirmed that all of the data has been migrated.

N.B. The more records that are stored on the system the longer the migration will take, so please be patient.

If you need to add new fields into that option, you can do this by opening the Event Form, adding in the new options, clicking update and then saving the form

If you need to add new fields into that option, you can do this by opening the Event Form, adding in the new options, clicking update and then saving the form

For example, you have just updated the Surface options, but you also need to add in a new one for wooden floor. To do this, open the event form

1: Select the Surface Field

2: Go to the options for Surface

3: Add in the additional option (Wooden Floor)

4:Click "Update"

5: Preview to ensure that the form is working as expected

6: Save the Form.

You can add in New Options, but you CANNOT just retype over existing option names or you WILL lose data

N.B. You need to update any visibility settings that may reference that field's option, or any calculations that may reference that field's options as well (see the step below).

It is critical that you open the Event Form after you migrate a field or any field options to ensure that any calculations that referenced the previous field name are updated

On complex Medical Forms, or injury forms, multiple calculations may reference a specific option. The example here shows if the options in the field "availability" were migrated from:

"Available" to "Fully Available"

"Injured-Available" to "Injured but able to play"

"Injured-Unavailable" to "Injured unavailable for play"

The following changes would also be required for that form:

-The Date Fully Resolved Visibility is set to only appear when "Is the athlete unfit to compete/train" equal to "No", or when the "Availability" is Not equal To "Injured-Unavailable". This would need to be reset to "Availability Not Equal To "Injured unavailable for play", otherwise it wouldn't appear (shown here before the migration).

-The Availability Question calculation would need to be re-written from:

if(isempty (Date Fully Resolved), if(Is the athlete unfit to compete/train="Yes", if (isempty (Date of Return to Training/ Competition),"Injured-Unavailable",

"Injured-Available"), "Injured-Available"), "Available")

to

if(isempty (Date Fully Resolved), if(Is the athlete unfit to compete/train="Yes", if (isempty (Date of Return to Training/ Competition),"Injured unavailable for play",

"Injured but able to play"), "Injured but able to play"),

"Fully Available")

-Recheck the scoring for the Availability Options and also the Best Value in the Advanced Properties

-The save and lock on the Form properties would been to be reset to equal "Availability" Equal To "Fully Available"

As you can see a number of fields within forms are linked so please ensure that if you migrate a field and you think other fields, sections or even other Event Forms might reference that field, write a complete list of changes that you need to make before you so the migration so that once you do the migration you can perform any other changes and ensure the system is working well for all of the users.

Complex form configurations- Update any other forms that were linked to the Form, field name or option as well, as they will need updating.

Complex form configurations- Update any other forms that were linked to the Form, field name or option as well, as they will need updating.

If you migrate availability options in a medical illness form, and a medical injury form also uses the same availability options that are both then used to calculate the availability colourings of the athlete on the sidebar or the select athlete page, you must update the availability settings on the injury form as well.

Alternatively, you may have a daily availability that uses the same availability codes, so you many need to update these as well. Some of the Gold Site have very complex form configurations, so if you do migrate options please ensure you know all of the other Event Forms and Form fields/properties that need to change as well. Again, if you have issues contact your administrator as soon as something goes wrong.

Duplicate a Form

Duplicate a Form

Duplicate the Entire Form

To Duplicate an existing form including all of the sections, questions, explanations and properties click "Duplicate".

1. Clicking on the "Duplicate" button to the right of the Event Form Name

2. Change the Name in the Pop Up Box from Form Name Copy to the name you require (e.g. 5-40m sprint)

3. Click Save and the new form will appear on your Events List (as shown in the step below)

The New Form is available in the Event Form List

The New Form is available in the Event Form List

To Delete a Form from the Form List, click "Delete"

To Delete a Form from the Form List, click "Delete"

If you need to delete a form from the system, the best way to do this is to go to the actual application and delete all of the existing data for that form off the application (run a report for all users and all data and then click delete all).

Then remove any Performance Standards or Performance Explanations for that Form

Then come to the form on the Event Form page (shown in the image here) and click Delete. You will be asked if you are sure you want to do it, click "OK" if you want to remove the form.You will need to confirm 5 times because you need to be confident that you actually want to remove the form.

The Resave Button enables you to resave all of the existing entries on the system for that Event Form

The Resave Button enables you to resave all of the existing entries on the system for that Event Form

Confirm you want resave all of the data entered for that Event Form

Confirm you want resave all of the data entered for that Event Form

Because you are getting every single field and calculation to resave, the system will ask you to confirm that this is what you want to do. If you have made a mistake with a calculation, a visibility setting, or even a link then you could lose data if you resave the form. Please ensure you have thoroughly checked your form, any recent migrations and the like before you resave it.

Please wait while all of the data is resaved, it may take some time depending on the form size and the amount of data stored

Please wait while all of the data is resaved, it may take some time depending on the form size and the amount of data stored

The resave may take some time depending on the amount of data and the complexity of the form. Please be patient and do not make any additional changes to the form while the resave is occurring.

An e-mail notification will be sent to your internal and external e-mail address when the Resave is complete.

Notification of completed Resave is sent

Notification of completed Resave is sent

Once the resave is completed, run a report and check that all of the data has recalculate correctly.

An example of when to use the Resave capability: Changing a calculation or adding in a new calculation

An example of when to use the Resave capability: Changing a calculation or adding in a new calculation

The example here shows that a new sum of 7 calculation has been added to a Skinfolds form. Only newly entered data from that time point on (or historical events which are opened and saved) would calculate the new sum of 7 field.

The image in the step below shows the athlete history which has not been resaved.

New calculation, no data for that field on the application

New calculation, no data for that field on the application

The image here shows the athlete history for the sum of 8 form which has just had the sum of 7 field added to it. The sum of 7 field doesn't autocalculate for all historical entries.

After the Resave, the data appears on the application

After the Resave, the data appears on the application

All of the existing historical data is resaved and the new field calculates.

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