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Mass Update

So you have a bunch of records that all need to be updated and you don’t have time to click every record, add some data, and click the update button. This process would be much easier if we could update all the records at the same time. Lucky for us, the Mass Update tool does exactly that: Update many records at the same time.

The mass update tool is found here (Fig 1). If you cannot see the button, you do not have permissions to use the mass tools for the current data module.

Fig 1 - Location of Mass Update Button

Fig 1 – Location of Mass Update Button

After you click the button, you’ll notice that you have three options on the popup that appears: Mass Update, Mass Delete, and Mass Email. You’ll want to pick Mass Update.

Fig. 2 - Mass Update, Delete, and Email Wizard

Fig. 2 – Mass Update, Delete, and Mass Email Wizard

Select Records

Determine which records will be updated. By default all the records in your current module will be selected for Mass Update. To update a segment of your data, you will need to create a filter.

Tutorial: Using Filters
Fig 3 - Example Filter

Fig 3 – Example Filter

You can also set the “Max Records To Retrieve” fields to limit the number of records you will be Mass Updating. Once you’re ready, click the “Next” button.

Fine Tuning

On step 2 of the wizard, you’ll be able to select the records you want to mass update. To update all the records, leave them all checked. If you don’t want to update a certain record, un-check it. After you have all the records you want selected, click the “Next” button again.

Select Field to Update

The next step is to select the field you want to update. The first box contains all the fields in your current module. Once you pick which field you want to update, another field to the right of it will appear. The field to the right will be where you enter in the actual value to be updated.

Fig 4 - Select field to update

Fig 4 – Select field to update

Depending on what type of field you are updating, the field may change. For example: A date field will show a date picker, a select field will show a drop menu, etc. It is possible to use field syntax in the update field, and you can also use keywords like “Today”.

Finishing Up

When you are ready to perform the update, click the finish button. The wizard will then show a progress screen with a count of how many records have been updated. When all the updates have been performed, the tool will say “Finished”.


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