Create or Update a Custom Database Using SwissSys

Use the command DATABASE | CREATE/UPDATE DATABASE to create a database containing the currently registered players, or to update one that already exists using your registered players.

You can choose to work with either your main database (the one listed in the Database setup and the Environments dialog) or with the Network database, as listed in the Environments dialog. If you want to use a custom database you created with some other database software, see the step-by-step instructions Use a database created by commercial database software.

Working with your main database

Usually you will want to work with your main database. This requires that you tell SwissSys a little something about the fields you want it to contain. (If you are working with the Network database, the fields are not customizable anyway.) The rest of this discussion will assume you are working with your main database.

Step-by-step instructions

Here are step-by-step instructions for creating a custom database using SwissSys or updating a custom database.

Note: To create a custom database, start at step 1. To update an already-established custom database with new players or revised player data, start at step 8.

Step 1

If you want to have more than 1000 players in your custom database (lucky you!), you will need to do this operation in batches of 1000 players or fewer.

Step 2

Select Database | Database setup to open the Database Setup dialog.

Step 3

Select the format you want your database to be in. You can choose from dBase, Access, or Excel (pre-2007 formats only).

Step 4

In the database name box, tell SwissSys where to save the database you are about to create, and give it a name.

You can use the browse button to navigate to the folder where you want to store the database, and then fill in the name in the filename box below.

You can call it anything you like, but give it the proper extension: .dbf for dBase files, .xls for Excel files, and .mdb for Access files.

Step 5

If your database is to be in dBase format, give names for any index files you want to create.

You should include an index file name for any field which you plan on searching the database by — usually name and ID number.

The index files can be called anything you want, but you should give them the reserved extension .NDX (e.g. NAMES.NDX).

Step 6

Decide which player data fields you want to include in your database, and give them names in the boxes provided.

You should generally give a field name to every field that you typically include when registering players.

Step 7

Click OK to exit the dialog. If asked to index the database, say no.

Step 8

From the main menu, select DATABASE | CREATE/UPDATE DATABASE.

Step 9

Follow the prompts SwissSys provides. You are first asked to confirm the database setup which you just finished. If everything looks correct, click OK.

Step 10

When prompted, choose a method of saving player ratings. If you are creating a custom database (rather than updating a pre-existing one) you will normally select “use listed rating.” Otherwise you can choose one of the other options listed, depending on your needs.

Step 11

When prompted, select which fields you want to create index files for. Check the boxes corresponding to the index files you named in step 5 above — usually name and ID.

Step 12

If you have more players to add to the database, start over with a clean slate (FILE | NEW | SECTION), register the next batch of players, and begin again at step 7 above.

Testing your database

You should now be ready to import players from this database at registration time. Test this by going to the registration dialog and typing in the last name of a player who you know is listed in the database (that is, one who is listed in the current roster of players).

If there is a problem, check over the steps above to be sure you did not omit anything, or consult the topic Database troubleshooting.

Further notes

In all updating operations, SwissSys first tries to identify a player in the database by ID number. If there is no ID number, the program attempts to find a match by the player’s exact name.

Either way, if SwissSys finds a match in the database, that player’s database record is updated with any fields that are not blank. If no match is found, the player is added as a new record to the database.

When creating or updating a custom database, be sure you always use the same forced name format (if any) as selected in the Formatting Options dialog (Print and Other Options tab).

Otherwise you may end up with multiple entries of the same player, differing only in the details of name capitalization, particularly if there is no unique ID number for the program to refer to.