EVENT REGISTRATION UPLOADER DOCUMENTATION

Transcription

1 August 8, 2012 EVENT REGISTRATION UPLOADER DOCUMENTATION The Purpose To aid in generating more accurate reporting for engagement, event data needs to be entered into Griffin. The Event Registration Uploader provides an efficient method of recording event registration and participation data in Griffin by providing the ability to create multiple registration and participation records for single or multiple events simultaneously. Goal The goal is to transfer as much outside event data into Griffin as possible, accurately and efficiently via the Event Registration Uploader tool. The Event Registration Uploader application is an Excel template which automates the processes for uploading event registration and participation data into Griffin. Access Each area/unit that wishes to use the event application should identify one or two Event Area Representatives. Each representative must: Take the event maintenance course and be granted event maintenance privileges; Submit a request to griffinhelp@uchicago.edu to authenticate their CNetID and password to use event registration tool. The representatives will be responsible for any event data uploaded into Griffin and will be the Griffin Team point of contact. If an area/unit does not have a representative and needs 50 or more registrants and participants uploaded into Griffin, contact Griffin Help at griffinhelp@uchicago.edu for assistance. How to Upload Registration/Participation Status Data into Griffin 1. Create an event record in Griffin. 2. Open the Event Registration Uploader workbook in Excel. a. Excel will ask you to enable the Macros associated with the workbook. Click Enable Content. Event Registration Uploader Help Documentation Page 1

2 3. Add Registrants and Participants to the workbook. a. Paste the registration status data under the Registration Status column. Paste the participation status date under the Participation Status column. Paste the Event ID number under the Event ID column. An entity ID is required for data transfer Seven digit entity IDs do not need to be padded with leading zeroes Check your data for duplicate entity IDs on the same event. While the tool will not create duplicate registration/participation records, duplicates may have different registration/participation values. The tool will only capture one set of these. Check your data for IDs with trailing spaces or non printing characters this can adversely affect the upload process. You can check by copying your data into Microsoft Word and viewing with the Show/Hide paragraph functionality ( ) activated as shown below. The square characters ( ) are normal and can be disregarded. Check registration and participation values to make sure they are valid and contain NO spaces or dashes, (e.g. No Show should be NoShow). There are drop down values in each cell in the Registration and Participation columns to help you: NOTE: the tool will not allow you to validate your username and password until the valid values are corrected. Event Registration Uploader Help Documentation Page 2

3 b. Do not populate data in the Event Name or Registration ID columns. The tool will populate those columns when data is validated and uploaded. 4. Choose the environment and validate the data. a. PRD is the appropriate environment to use; select that from the drop down box. b. In the Event ID column, enter the appropriate Griffin Event ID #. Click outside the cell. c. Click Validate. d. In the Login window enter your username and password; click Submit to continue. e. If the validation is successful, the Validation OK window will appear and you may proceed with the upload. Event Registration Uploader Help Documentation Page 3

4 5. Upload the data. a. Click Upload. The Login window will appear with your username and password filled in. Click Submit. b. The message box will appear Do you wish to update Event: Name of Event (Event ID) with # of registrations if yes, click Update Event. 6. Verification Process. a. When the upload is complete, the Griffin Registration ID numbers will appear in the sixth column of the workbook. b. At this point, the workbook of Griffin registration id numbers can be saved in a separate file for your records. Event Registration Uploader Help Documentation Page 4

5 c. In Griffin, review the event to verify that the number of registrations/participations uploaded coincides with the number of rows in the spreadsheet. You may have to click on the Refresh button in Griffin to display the most current data for the event: 7. Upload Failed Date transfer failure is an indication that there are invalid values for Entity ID, Registration status or Participation Status. Invalid values will appear in red. a. To review only the rows with upload failures within your data, click Remove Successfully Uploaded Rows. b. Correct your errors and repeat steps 4 6. Additional Important Information The Event Registration Uploader tool will not create invitations for your event, only registration and participation records. Unlimited registration/participation records can be processed at one time. Wi Fi data transfers are less reliable than Ethernet connections. With Wi Fi service there may be interruptions in service. The Upload macro can be run multiple times without creating duplicate registrations or participations in Griffin. Any changes to registration and participation values will be reflected in Griffin. The Event Registration Uploader tool may be downloaded from the Griffin Help site if you need an untouched copy. Event Registration Uploader Help Documentation Page 5

6 If you have questions or concerns about using the Event Registration Uploader, please contact Griffin Help for support: Event Registration Uploader Help Documentation Page 6