When beginning to use AWdb, it's important to enter old book information for clubbers to accurately reflect if a clubber is currently working in the middle of a book and to ensure the right awards trigger. If all the completed books are not entered in the database, AWdb may not be able to determine the correct book award for the next completed book. Once a clubber is created, assign historical books and mark sections without affecting the current year's points or stats by following the steps in this article.
Web App - from the Member's Books page:
Assign the historical books. Start with the oldest book completed and work to the current book. The first book assigned to a clubber will be forced to be the Primary. By marking each newly assigned book as Primary, it will clear the Primary and Current settings on the previous book. If the book for the current year has already been assigned (and is Primary), uncheck the Primary and Current boxes when assigning the historical books. Only books that a clubber is still working in should be marked as "Current".
Tip: While working with historical books, it can be useful to show the Book List within the member's Books tab, instead of the Book Sections.
Tip: For more information about assigning books, including ones that don't initially show in the list to be assigned, or about switching between the two views, read the article on Member > Books.
To mark an entire book as complete: With the book selected in the Members > Books page, tap/click the Edit button. Check "Mark all required sections as completed", then choose an appropriate date. The date should not be within the current year so that points are not awarded and so that the book does not show up in the Club > Year > Books list for the current year. [Note: Only book level awards will be created when using this checkbox.]
To mark individual sections as completed in the past: With the book selected in the Members > Book Sections page, click/tap the Show Display Options button
. Check the boxes for 'Show section completion dates' and 'Allow editing'; then Save the selections. Check the boxes for each completed section and adjust the completion dates as needed. The dates should not be within the current year so that points are not awarded.
Warning: all awards will trigger as sections are marked and will use the current club date as the Earned Date instead of any edited date. To change the earned dates on the awards, go to the Member's Awards page, select the award and click the pencil to edit the record; or, any historical awards can be deleted if preferred. To mark completed sections without triggering awards, see the instructions for the Windows App below.)
Windows App - from the Member Form's Handbooks tab:
Assign the historical books. The information above for the Web App about primary and current books and the order for assigning books is the same.
To mark an entire book as complete: In the row of the grid for the book, check the 'Done' checkbox. Click OK to confirm that the book is completed, then enter the Completion Date. The date should not be within the current year so that points are not awarded. [Note: Only book level awards will be created when using this checkbox.]
To mark individual sections as completed in the past, set the Entry Mode to either "Speed" or "History" to prevent awards and points from being awarded, and set the "use date of" to a date in the past.
If sections are completed with no skips, or there are few skipped, use Speed mode. Click the last section to be marked and all the previous sections are also marked. Then uncheck any skipped ones.
If there are only a few sections completed, use History mode and set the dates to the actual dates the sections were completed. This may take too much time and not be worth the effort, but it's possible to do!
Entering historical data can be a little time consuming but stick with it – it pays off!