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RI Member Synchronisation

Discussion in 'General Support' started by Chris McGrath on May 20, 2018.

  1. Chris McGrath

    By:Chris McGrathMay 20, 2018
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    Trying to get all member data in line and synchronised with RI. I am an administrator of our District website plus my own clubs website.
    Is there a shortcut I am missing to synchronise? Currently it appears to be one member at a time.
    Your advice please.
     
  2. Bob Spencer

    By:Bob SpencerMay 21, 2018
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    Have you gone through their step-by-step process?
    Guide: https://www.clubrunnersupport.com/api/v1/articles/464/attachments/66987/url
    Video: http://www.screencast.com/users/Clu...os/media/19293c7c-1b8e-4b0d-9d4d-c8d6493b5ec2

    Once you have that in place, there is the Compare & Sync tool that does go 1 by 1 to correct items that are not currently matched up\conflict.
    https://www.clubrunnersupport.com/article/701-how-to-use-the-compare-synchronize-function

    From a district perspective, EACH CLUB has to go thorough and opt into this process, you cannot activate this for all clubs in the district without them choosing to sync their club. I'm a district administrator as well, and getting the clubs to take the steps to opt in has been a challenge.
     
  3. Chris McGrath

    By:Chris McGrathMay 21, 2018
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    Hi Bob,
    Pretty OK will all the protocols which as we both know are many, but it still leaves me with the question. Do we have to open each individual name file, check and adjust accordingly by using "compare" then save?
    If this is the case the task ahead is enormous. I have 18 members in my club, have re synchronised 3 which took 15 minutes even using fast NBN.
     
  4. Bob Spencer

    By:Bob SpencerMay 21, 2018
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    You make a good point, Chris. I have always just looked at the header of "Members In Sync", and presumed that everything was fully matched up between RI and CR, so we didn't have to go through each member. However, I did a compare of myself in my club, and there were some fields that were NOT synchronized (specifically Sponsor and Join Date).

    Clubrunner support (which is closed today for the holiday), please address this concern. How can a member be listed as "In Sync", but not have the data synchronized between the two databases?!?!
     
  5. Zach

    By:ZachMay 22, 2018
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    Hello Bob & Chris,

    Thank you for the feedback! Let me do my best to address your questions & concerns.

    You are not missing a shortcut, at this time compare and sync process can only be run in a single member's profile. This is something we are looking into, so that Districts & Clubs have improved tools to get an overview and are able to make bulk changes more quickly.

    Part of the slowness of the compare and sync pages are connecting to Rotary to get the data and then doing the comparison. We are looking at ways to try to make this faster in whatever way we can.

    Members in Sync is a category on the Compare and Sync page that shows that members are matching their First Name, Last Name, and Rotary ID between both databases. This ensures that when supported changes are made they will be sent to Rotary International. There are many reasons why some data between ClubRunner and Rotary data may be different such as:
    • Changes were made directly on Rotary.org
    • Changes were made before integration was enabled
    • Changes were made when the member was not syncing properly, an example would be if the First Name, Last Name, and or Rotary ID did not match between both systems
    • Changes were made while a privacy setting restricted that flow of data
    I hope that helps explain why data may be different between the two systems in some cases, but the members themselves are still in sync.
     
  6. Bob Spencer

    By:Bob SpencerMay 22, 2018
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    Thank you for that explanation.

    Is there any way to schedule a "Full compare" (that can take 24+ hours), then come back and look at the records that have any differences (flagged somehow, or categorized). Currently, to be accurate, we have to periodically check everyone, just to make sure there isn't anything that was missed at some point. The more you can do to filter out those that are 100% matched, the easier the process will be.
     
  7. Anita Graham

    By:Anita GrahamMay 24, 2018
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    We got a warning recently when there were fields missing in our Clubrunner profiles. I know this isn't the same as getting the synchronization differences, but verifying the clubrunner data may be a start.
     
  8. David H.

    By:David H.Jun 8, 2018
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    That is a good idea, but what do you think of this idea:
    We could make an option on the "RI Compare and Synchronize" page to compare all members which do not have their data matched between ClubRunner and RI. When you first click on this button it will load the first member of the Club alphabetically from ClubRunner and RI to compare. In the background it will load the next members who need to be compared. If the member's data matches between ClubRunner and RI, they will not be loaded. After you compare and correct the first member, you can click "Next" and it will take you to the second member. After you correct that member, you can click "Next" and it will take you to the next member, and so on. This way you will correct all of the members who have issues. These pages would load quickly because they would preload while you compare the first member. Do you think this would be a good enhancement? The only downside of this I can see is the user would have to go through all of the members with issues, but they might want to do this to correct them all. What do you all think?

    Could you please tell me more about the warning? Was it the country code for the phone numbers? If it was, we recently corrected this issue.
     
  9. Chris McGrath

    By:Chris McGrathJun 15, 2018
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    That is not a bad idea David with one exception.
    If you check say 15 members for instance then decide that is enough for the session, can you bale out and not lose the data you have processed?
     
  10. David H.

    By:David H.Jun 20, 2018
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    Yes, after you click the "Next" button it would save the data you changed. This way if something comes up, you can cancel out of it and finish it later.
     
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