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Import Judges

Easily bulk import your judges and assign them to a program.

Jackson Clarke avatar
Written by Jackson Clarke
Updated over a week ago

Use the Judge & Judge Assignment Import features to solves the following goals:

  • Import a large number of judges and their assignments

  • Make it easy to spot check data entry issues and fix them

  • Support for CSV and Google Sheets (Allowing you to collaborate with your OpenWater Support Team to create, update and confirm data is clean)

This Import feature is available to admins with the "Import" permission.

Import Judges

To import Judges, select Judges and then Import from the left menu:

Click Generate CSV Template to open a popup that will allow you to select which fields you'd like to include in the Import. Required fields cannot be deselected.

The popup will allow you to choose the fields from the User Profile; or to unselect fields that are not required.

Once you've made your selections, click Download CSV Template at the top of the popup.

Once downloaded, open the template in a CSV Editor like Excel or Google Sheets. The template will include 2 lines, neither should be updated in the template directly, they can be updated while building your submission form.

The first line are your Field Aliases, these are how the backend of OpenWater refers to the fields.

The second line are your Field Labels, these are how applicants and reports see the fields.

Each subsequent line will be populated with a single entry's data.

Note that if importing a phone number field the required format is `+X XXX-XXX-XXXX.

It's recommended to add a single judge's data to test your configuration. Once you've successfully imported a single judge you can return and enter the rest of your data.

Upload or Google Sheet URL
When your template is ready you can choose to upload it or enter the publicly accessible Google Sheet link (remove public access once the import is complete).

You can still collaborate with your OpenWater Support Team in a private sheet, you'll just need to export it to from Google Sheets and upload it directly.

Confirmation Email Behavior

By default, when importing Judges confirmation emails will be suppressed. If you'd like your judges to receive these emails you can uncheck Suppress Emails.

Import Type
Choose Insert New, Update Existing, Upsert and then select to update or not update the submitter / user data in the process (based on a user's email).

The last section will allow you to select programs where your judges will be assigned.

You're now ready to click Process. The system will detect errors and allow you to clean up to 50 rows. If you have more than 50 invalid rows, we suggest going back to the source data and cleaning it up.

Invalid rows will be highlighted in red. Hover over these fields for a more details error message.

In this example "Value is invalid" is displayed because Timezone is a dropdown field with specific values. Using one of those values resolves the issue.

Once any issues have been corrected clicking Save will replace the Save button with a Finish Import button.

You can also import the following types of data:

  • Applicants

  • Judges / Reviewers

  • Judge Assignments

  • Sessions

  • Session Assignments (Sessions assigned to abstracts)

  • Categories

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