In this article we will explain how to mass-update records in the database.

Contents

TABLE OF CONTENTS

• OVERVIEW
• MASS UPDATE RECORDS
  • STEP 1: SEARCH FOR THE RECORDS TO UPDATE, AND CREATE A GROUP
  • STEP 2: USE THE GROUP PROPERTIES TO MASS UPDATE THE GROUP
• WHAT CAN BE UPDATED USING A GROUP ?
• OLDER SYSTEMS WITHOUT GROUPS - MASS UPDATE USING 'SEARCHING'
• WHO CAN MASS UPDATED RECORDS USING A GROUP ?

OVERVIEW

From time-to-time you may wish to update multiple records with a new values. For small numbers, it is often simplest/quickest to open the records and update them one-at-a-time, but if there is a large number, then it may be worth updating them en-masse.

To mass update records is a simple 2-step process:

Step 1 is to identify all the records you wish to update, and turn them into a GROUP.

Step 2 is to then set the values of certain fields for all members of the GROUP to the desired new Value.

MASS UPDATE RECORDS

As mentioned, mass updating records is a two step process.

STEP 1: SEARCH FOR THE RECORDS TO UPDATE, AND CREATE A GROUP

Go to the relevant workbench for the records you want to update. (e.g. [Candidates], [Companies], [Vacancies], etc.)

Run a search to identify the records you want to update.

(e.g. You might want to find all candidates in a particular area, or with a particular ROLE, etc.)

Once you have all the records on-screen, expand the GROUPS section at the left of the workbench, and choose +[Add To] and select [New]

You will then be able to create a New GROUP containing all the candidates you see on-screen.

Give the GROUP a name and a description, then press [OK] to create the GROUP.

STEP 2: USE THE GROUP PROPERTIES TO MASS UPDATE THE GROUP

Now you have a GROUP containing all the records you wish to update, the next stage is to actually update the records themselves.

At the left of the workbench choose GROUPS, and expand the Properties section.

Select the GROUP you made in Step 1 and open the GROUP properties page. At the top right click the set Values icon 

(looks like a small table with a plus)

When prompted, enter the password to allow mass update, and click [OK]   {Note: The password will be given to business owners/directors only - they can share this with their staff if they wish.}

Having clicked [OK] you will then be presented with a list of fields that can be updated. Select the field you want to change and then choose a new value.

Finally press [SET] to make your change.

WHAT CAN BE UPDATED USING A GROUP ?

Using the mass update process outlined above, it is possible to update various items. Details are given below.

Having created a GROUP of items (Candidates, Contacts, Companies, Vacancies, etc.) it is possible to use the Properties of the GROUP to mass update all of its members. At the top right of the properties window are several icons and these allow the updating of various things.

Items which can be mass-updated are listed below :

OLDER SYSTEMS WITHOUT GROUPS - MASS UPDATE USING 'SEARCHING'

On some older systems, they may not have GROUPS.

If that is the case, then there is a similar feature that can be performed using the older SEARCHING area of the system,

The principle is very similar, i.e.

Go to SEARCHING

RUN a SEARCH to identify the records you wish to update, and tick/mark them all within the search.

Give the search a name to save it, then choose the [Set Values] tab.

Click the [ADVANCED] button, and then choose the field that you wish to set/mass-update.

For more information about using this older method, please see our previous support article:

Click here for Article: https://influence-helpdesk.freshdesk.com/a/solutions/articles/103000144419

WHO CAN MASS UPDATED RECORDS USING A GROUP ?

As mentioned above,it is possible to control which users can 'Mess Set' values and/or Statuses by linking a UAC (User Access Control) list to the parameter(s). That way it is possible to have a specifiedlist of users who are able to set the status.

The userID 'ADM' will always be able to Set Status/Values for GROUPS.

The following two parameters control the priority needed:

GROUPS, Priority(1) - Priority to set values for a Group
GROUPS, Priority(2) - Priority to set Status for a Group

There is also a single parameter to specify one additional UserID who is able to set the STATUS en-mass for a GROUP. Parameter Workbench, Text(4) can be used to specify one additional User_ID.