VSI is updating the way RecTrac Activity Sections are converted to Group Names in ePACT. Based on customer feedback, more detailed identifying information is now being added to the Group Names being created in ePACT. A joint user study conducted with several early adopters of the integration suggested Group Names were not easily identifiable to the group administrators interacting with groups in ePACT on a regular basis.
Group Name Changes
RecTrac Version 3.1.09.05 and Prior
These versions currently utilize a group naming convention for the integration as outlined below:
•Year (9999 format) Season ComboKey
•Example:
2019 Fall 110001_01
RecTrac Version 3.1.10.00 and Beyond
These versions will utilize a newer, more detailed group naming convention for the integration:
•Short Description – Begin Date (mm/dd/yy format) Begin Time (hh:mmA format) –Weekdays (M,Tu,W,Th,F,Sa,Su Format) - Location Code - (Combo Key)
•Example: Little Scampers – 10/07/19 09:30A – M,Tu,W,Th,F – WALDS (110001-01)
Will this change impact existing Groups?
Yes, group name changes will be applied to all RecTrac Activity Sections being integrated with ePACT. VSI has worked with ePACT to allow you to prepare for this change prior to updating RecTrac to version 3.1.10. Here’s what you need to know.
Obtaining your New Group Names
VSI has written a program for you to export your ePACT enabled activity sections with the
current ePACT group name, and what the group name will be after the 3.1.10 update. This file will assist both you and ePACT in creating your new groups and assigning group administrators prior to your RecTrac 3.1.10 update. Follow the instructions below to generate your export today.
1. Download and extract the attached ePactNamingConversion.r program from the ePACT Naming Conversion Instructions.zipfile.
2. As a RecTrac Administrator open the Quick Fix Processor from your RecTrac Menu (Management > System Management > Misc Management > Quick Fix Processor).
3. In the Program File field browse to the ePactNamingConversion.r file downloaded in step 1 and click Process.
4. At the “Continue with Quick Fix Processor?” prompt, click the Process Quick Fix button.
5. Wait for the following notification in RecTrac: “Quick Fix Processor: Process is Complete.”
6. In RecTrac go to the Document Center and select “---All Document Types---” in the Document Type drop down.
7. Select the ePactNamingConversion.csv file and click Open to download the file.
8. Review the file and remove groups which are no longer valid for your organization. This will typically be groups where the end date has already passed.
“I’ve got my Group Names, what now?”
Contact your ePACT Customer Success Manager for assistance with getting your new groups created in ePACT. This will allow you to provide your group administrators access to the new groups prior to your RecTrac 3.1.10 update ensuring a seamless transition on the day of your update.