Set Up and Run Batch Update

Batch Update applies the same change to multiple Universal Tracking Application (UTA)/module, Organizations, and People records at once. Enable batch update for a role, configure custom batch update buttons for UTA/module records, and run a batch update on selected records or run type formulas.

Who: System administrators and program managers

When to Use Batch Update

Use batch update to apply the same change to multiple records at once. Common examples include:

• Updating payment statuses from pending to paid.
• Changing the status of multiple grant applications that are under review.
• Updating associated contacts on multiple grant applications.

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Batch Update Security Implications

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.
• Users can move records to a Status not associated with the designated Type.
• Batch update ignores any Visibility Conditions or Browser Scripts that govern the Owner or Status fields.

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Enable Batch Update

The Batch Update button appears at the top of list views. Role controls who can see the Batch Update button and perform a batch update on Organizations, People, and UTA/module records.

Enable Batch Update for a UTA/module

To enable batch update within a UTA/module for a role:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Click the Configuration Settings gear.
3. Click the Security tab.
4. Click Feature and Function Permissions.
5. Click the Feature tab.
6. Locate the Enable Batch Update drop-down menu, and select the relevant role.
7. Click Save.

The Batch Update button now appears at the top of the list view at each UTA/module level for that role.

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Enable Batch Update for Organizations and People

To enable batch update within Organizations and People for a role:

1. Click the System Administration gear in the upper navigation bar, and select Roles and Security from the drop-down menu.
2. Locate the Roles and Categories section, and click User Roles.
3. Click the edit [pencil] icon next to the role that will use batch update.
4. Click System Permissions in the left navigation.
5. Click the Organization or People tab.
6. Locate the Batch Update section, check the box next to Access, and then click Save.

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Configure Custom Batch Update Buttons

For UTA/module records, custom batch update buttons can apply a pre-set action rather than opening the full Batch Update page. Custom buttons are built within list views and can be restricted by role.

To add a custom batch update button:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Click the Configuration Settings gear.
3. Click the Level 1, Level 2, or Level 3 tab.
4. Locate the List View Settings section, and click List Views.
5. Click the edit [pencil] icon next to the list view that will include the custom batch update button.
6. Click the Batch Update Buttons tab.
7. Click the New Batch Update Button [+].
8. Click the relevant fields, add the applicable information, and then click Save.
   • Button ID: The system populates this field automatically upon saving. Leave blank.
   • Display Order: Determines where the button appears among the action buttons.
   • Button Name: An internal name for the button, not visible to end users.
   • Button Label: The text and/or icon displayed on the button. Text is required. An icon displays with the text as a caption; if there is no icon, the text label displays.
   • Description: An optional internal description of the button, not visible to end users.
   • View Roles: The user roles permitted to see and use this button. Click the Lookup [binoculars] icon to select roles.
   • Option: The field or attribute to update (for example: Status, Owner, Version, Consumer/Provider). Selecting an option controls what appears in the Value field.
   • Value: The value the button sets in the selected field when clicked. The selected Option determines the available values.

The button appears next to the general Batch Update button in the list view action buttons.

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Run a Batch Update

To run a batch update on records:

1. Use the search panel to find the records to update.
   • Select Search within result to further refine the results.
   • If more records exist than fit on one page, click Show All to display all records at once.
2. Check the box to the left of each record to include.
   • To select all records, check the box at the top of the list.
3. Click the Batch Update button at the top of the list view.
4. Check the relevant items to be updated on the left side panel.
   • When updating Level 1 records, adding a contact requires specifying the Role to assign to the contact.
   • When updating Level 1 or Level 2 records, adding a provider requires specifying the Role for that provider.
5. Click the field to update, and select the batch update action to perform. Available actions depend on the record type being updated:
   • Level 1 actions include Status, Archiving, Primary Contact, Organization, Associated Contacts, Meetings, UTA Providers (Level 2), Version, and Field Values.
   • Level 2 and Level 3 actions include Status and Primary Contact.
6. Click Batch Update at the bottom of the window.
   • The Batch Update button may also be named Update Grant Application or another name.

A green checkmark appears beside each record as it is updated. A pop-up notification confirms when the batch update is complete.

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Run Type Formulas via Batch Update

When a batch update is run on selected records without any field values entered, a prompt to run type formulas against those records appears.

To run type formulas via batch update:

1. Select the records on which to run type formulas.
2. Click Batch Update without entering any values in the left side panel.
3. Click OK to run the type formulas.
   • Click Cancel to exit without running them.

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