How to use combine duplicate function

How to use combine duplicate function

Combine Duplicate Records

SportsWareOnLine allows you to combine duplicate athlete records, e.g. two records for the same athlete. The Combine DUPLICATE function copies data from the DUPLICATE record to the MASTER record. An exact description of how the data is handled is listed below.


 

Procedure

  1. From the UTILITIES menu, select COMBINE DUPLICATE ATHLETES.
  2. Select an Athlete from the MASTER ATHLETES list.
  3. Select the Athlete’s duplicate record from the DUPLICATE ATHLETES list.
  4. Reviewing your selections:
    1. SportsWare displays the NAME, DATE OF BIRTH, ID, GROUP and GRADUATION DATE for each athlete.
    2. You can click the VIEW DETAILS button to view the complete athlete records.
  5. Click the COMBINE button to update the Master Athlete Record.
  6. The Duplicate Record is soft deleted, i.e. I can be viewed by selecting the VIEW DELETED from the Athlete Listing screen.
  7. The MASTER RECORD AUDIT LOG lists all field changes made during the Combine.

How Data Is Handled

Athlete Record Text and Picklist Fields

If the field is blank in the MASTER Record, data is copied from the DUPLICATE to the MASTER record. The changes are recorded in the Audit Trail.
MASTER
DUPLICATE
Combined
Wrestling
 
Wrestling
 
Soccer
Soccer
Wrestling
Soccer
Wrestling

Athlete Record Checkbox Fields

Checkbox fields, e.g. ACTIVE, EMERGENCY CONTACT 1 SIGNATURE ON FILE, EMERGENCY CONTACT 2 SIGNATURE ON FILE, CURRENT SPORT, SHARE DATA, EDIT RECORD, VIEW RECORD are not copied. Checkboxes can be CHECKED or UNCHECKED. This is no “blank” option, so SportsWare cannot determine which is the value to store in the MASTER

Athlete Record Note Fields

STATUS, DOCTOR and GENERAL NOTES in the DUPLICATE Record are added to the end of the same notes in the MASTER Record. Note: Medications Taken are treated like picklists and are not added together.
MASTER
DUPLICATE
Combined
Here are some notes in the MASTER Record
And these are notes in the DUPLICATE record.
Here are some notes in the MASTER Record.
And these are notes in the DUPLICATE record.

Athlete Insurance Card Picture

If there is no card in the MASTER Record, data is copied from the DUPLICATE to the MASTER record.
MASTER
DUPLICATE
Combined
New Insurance Card
 
New Insurance Card
 
Old Insurance Card
Old Insurance Card
New Insurance Card
Old Insurance Card
New Insurance Card

Athlete Attachments

Attachments from the DUPLICATE Record are added to the MASTER Record.
MASTER
DUPLICATE
Combined
Insurance Card Picture
MRI Report
Insurance Card Picture
X-Ray Image
MRI Report
X-Ray Image
 

All Other Athlete Records

All other records (Injury, Treatment, Insurance, etc.) are copied from the DUPLICATE Record to the MASTER Record.
MASTER
DUPLICATE
Combined
Injury 1/12/2012
--Treatment 1/14/2012
Injury 2/15/2012
Injury 12/15/2011
--Referral 12/16/2012
Injury 12/15/2011
--Referral 12/16/2012
Injury 1/12/2012
--Treatment 1/14/2012
Injury 2/15/2012

Weight

An athlete has one weight record, so weigh-ins/outs are copied from the old record to the new record.
MASTER
DUPLICATE
Combined
2/14/2013
2/10/2013
2/10/2013
2/15/2013
2/11/2013
2/11/2013
 
2/13/2013
2/12/2013
 
 
2/13/2013
 
 
2/14/2013
 

    • Related Articles

    • Replace Function

      Use the replace function to mass change information within SportsWare. 1. Select which database the information is found in 2. Select the field you want to replace 3. Find the specific field information you want to replace 4. Select or type in the ...

    • Methods to Add Athletes to the System

      There are 3 methods to get athletes into the system. Each method is detailed below. Adding An Individual Athlete to the Athlete Database Only users with Add access to the Athlete database can perform this action. Navigate to the Athlete Database by ...

    • How do I use filters?

      Use the filter option to see the data you need or to hide the information you don't need to see. If you are an Athletic Trainer who only deals with Basketball, then the filter options will be your best friend. You'll notice the funnel-like symbol at ...

    • Letter to Athletes and Parents Template

      Attached is a document that can be customized to distribute to your parents and athletes about logging into SportsWare.

    • Filling Out Forms - Athletes

      Instructions for Athletes to Fill out and Submit Forms Instructions for Athletes to Modify a Form that was Rejected by the AT