From version 1.00.18.138 it is possible to update a batch of records (Candidates, Contacts, Clients or Vacancies) by creating a GROUP and then updating all members of the GROUP.
(If you are on an earlier version of the software this was done in a different way - see this article HERE.)
Note: the mass update of records via GROUPS is usually restricted to the UserID "ADM" only, but additional users can be specified with parameter Workbench,Text(4) - Additional UserID for Bulk Field Change.
Mass update of Records using a Group
1) Use the relevant workbench [Companies], [Contacts], [Candidates] or [Vacancies] to create a GROUP containing all the object you wish to update.
2) Having created the GROUP you will need to share the GROUP with the userID "ADM" (unless you were logged in as ADM when you created the Group.)
3) Login as "ADM", go to the relevant workbench and select the GROUP. Choose Properties and open the Group Properties.
At the top right of the Properties screen are some icons which will allow the mass update of this GROUP.
Policy (Padlock)-This icon will allow you to subscribe people to a policy. They can opt IN/OUT/ASK.
Set Values (Grid) -This allows users to update the value of any field in the table. e.g. If you had a GROUP of candidates you could set their 'Current Basic' to £28,000 for all GROUP members.
Set Status (i) - This allows you to set the STATUS for all records in the Group, e.g. You might set the STATUS for several vacancies to "LOST" or several clients to "PROS" (Prospect)
Set Owner (Heads) - This will set the Owner for all records in the Group.
Set Notes (Notepad) - This will allow you to create and assign a NOTE to all members of the Group. This note will be accessible from the small 'notepad' icon in the toolbar of each record.
NB: Each of the options above will require a PASSWORD to be entered before the action will be performed. Passwords can be found in the 'Password' cabinet in Maintenance > Setup > Parameters Groups, which is probably only accessible by the ADM userID, or other 'high level' users.
If any records in the Group are being edited by another user at the time that the update is run, they will be skipped, but a warning message will be displayed. Each of the options are described in a little more detail below.
Set Policy (en Masse)
Click the policy icon *padlock* and enter the password when prompted.
Then select a Policy and choose Opt IN, Opt Out or ASK
All members of the Group will be subscribed to/removed from the selected policy or in the case of ASK they will be added to the relevant Policy manager Group.
Set Values(en Masse)
This allows users to update the value of any field within the record.
Click the Set Values icon (*Table +*) and enter a password when prompted.
Use the drop-down to select the field you wish to set, then type a VALUE for the field.
The field will be updated to the chosen value for all members of the GROUP.
Please note that fields are CASE sensitive, so LIVE is different than Live
NB: After version 1.00.18.145 fields from the associated Contact Record are also available. This means (for example) that you an set the eShot flag which affects a GROUP of candidates by setting this on the Contact record.
Important: After release 1.00.20.205 it is possible to use this to set items multi-occurrence such as "Sought Role" on candidate records. It is a case of selecting the relevant <Occurence> of the field or the special <Next Free> to add the code to the next free 'slot' on the record.
Set Status (en Masse)
This allows users to update the Status for records.
Choose the Status icon (i) and enter the password when prompted.
Use the drop-down to select a new status, then click [Set] to update all members of the Group.
Set Owner (en Masse)
This allows users to update the Owner for records.
Click the Owner icon *heads* then enter the password when prompted.
Use the drop-down to select a user, then press [Set] to update all members of the GROUP.
Set Notes (en Masse)
This allows users to update the Text Notes held against all records in the GROUP.
Click the Notes icon (*Notepad*) and enter the password when prompted.
Type your note into the large white text box, then use the drop-down at the bottom to chose the relevant notes field to record this into. Press [Set] to store the note for all records in the GROUP.