Difference between revisions of "Batch Update"

Revision as of 13:40, 14 May 2010

The Batch Update feature in the Universal Tracking Application allows multiple records to be updated all at once.
The fields that can be updated are:

• Level 1: Status, Owner and Person

Contacts can assigned to records with a given Role

UTA Consumer/Provider

Level 1 records can be archived

• Level 2: Status and Owner
• Level 3: Status and Owner
• Time & Expenses: Status

There is also a Batch Update the for the settings section of Custom Fields,
found on the Field List page when editing Custom Fields.
Click here to go to the associated Wiki article.

Note: Batch update is a very powerful tool. Review the implications below before enabling.

Enabling Batch Update

This feature is accessed via the Batch Update tab on the menu bar:

Visibility of the Batch Update tab is controlled on a per-role basis for each UTA using the Show Batch Update Manager Permission.

• Important: See below for the security implications of allowing Batch Update to be used.

Using Batch Update

Choose Level

First you must select which group of records you wish to update: Level 1, 2, 3 or Time & Materials, using the uppermost combo box on the search panel:

Search

You should use the search panel on the right to find the subset of records you wish to update.

• You can use the Search within result check box to further refine your search.
• If there are more records than fit on one page (depending on your personal settings) you may want to click Show All so they can all be displayed:

Select
Next you need to select the check box to the left of all records you wish to update.

• If you want to select all records click the check box at the very top of the list which will Select All.

You can then de-select some records if required.

Update
Once you have selected the records you wish to update you should enter the new Status and/or Owner for those records in the Update Values section. Then click the Batch Update button.

A pop-up box will notify you when the Batch Update is complete.

• If you updated the Status, any Workflows associated with the new Status will be triggered during the batch update.

Note: the changes will not be shown on screen.

Important

Batch Update is a powerful tool. If the Batch Update tab is displayed, anyone with access to it will be able to change the Owner and Status on any Level 1 record.

• It ignores the Lock on Status, Roles That Override Lock and Roles That Can Set This Status settings on the Status pages.
• Records can be changed to a Status that is not associated with the given Template.
• Any Visibility Conditions or Browser Scripts that control the Owner or Status fields will be ignored.