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Batch Update Overview

Updated

Batch Update updates multiple records simultaneously from a consolidated list view, without opening each record individually. It applies to records in a Universal Tracking Application (UTA)/module as well as to company and user records. Two modes are available. Default Batch Update updates a preset range of fields and options, while Customizable Batch Update allows specific update options to be configured per user role.

Who: System administrators and users in authorized/permissioned roles

What Is Batch Update

Batch Update enables the simultaneous updating of multiple records, whether they are part of a UTA/module or related to company or user records, from a single list view interface.

Two modes are available:

  • Default Batch Update: Updates a preset range of fields and options.
  • Customizable Batch Update: Allows specific update options to be configured per user role.
NOTE  A separate Batch Update feature also exists in the settings section of Custom Fields, on the Field List page. That feature is distinct from the Batch Update described in this article.

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When to Use Batch Update

Use Batch Update when the same change applies to multiple records at once. Common examples include:

  • Updating payment statuses from pending to paid.
  • Changing the status of multiple applications that are under review.
  • Update the ownership of multiple records or update the associated contacts on multiple records.
  • Update field values.

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Available Fields

The fields available for batch updating depend on the record type.

UTA/Module Level 1 Fields Available for Batch Update

Batch Update can change the following fields and options on UTA/module Level 1 records:

  • Status and Owner.
  • Person, to assign contacts to records with a specified Role and organizations with a designated Company Role.
  • UTA Consumer/Provider, to assign providers to consumer Level 1 records.
  • Archive, to archive records.
  • Version, to update the record version.
  • UTA Provider/Consumer Relationships, to update relationships.

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UTA/Module Level 2 Fields Available for Batch Update

  • Status and Owner can be updated.
  • UTA Consumer/Provider can be used to assign providers to consumer Level 2 records.
  • The record version can be updated.
  • UTA Provider/Consumer Relationships can be updated.

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UTA/Module Level 3 Fields Available for Batch Update

  • Status and Owner can be updated.
  • The record version can be updated.

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Other Record Type Fields Available for Batch Update

  • Status can be updated for Time & Expenses records.
  • Status can be updated for Company records.
  • Status can be updated for User records.

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Security Implications

⚠ WARNING  Batch Update is a powerful tool. It is recommended to review these implications carefully before enabling it for any role.

Any user with access to the Batch Update tab can modify the Owner and Status of any Level 1, Level 2, or Level 3 record. Specifically:

  • Batch Update bypasses Lock on Status, Roles That Override Lock, and Roles That Can Set This Status settings on Status pages.
  • Records can be moved to a Status not associated with the designated Template.
  • Any Visibility Conditions or Browser Scripts that govern the Owner or Status fields are ignored.

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Resources

For more information about Batch Update, see:

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Helpful Links