The Modify button allows for bulk editing of registrations, bulk loading of activities such as notes/reminders into peoples timelines. and bulk activations.
There is no undo button so please ensure your filter is correct and the bulk edit settings are correct before proceeding.
In this article:
Bulk Edit
Bulk Edit can be used to update a question field in a registration form on mass. To apply a bulk edit first filter on a form. If a filter is not applied, the bulk edit will be greyed out and will not let you continue. See this article for help creating filters.
Please note bulk editing records should be treated with caution. Many records are updated at the same time so making a mistake will affect multiple records. There is no undo button so please ensure your filter is correct and the bulk edit settings are correct before proceeding.
Steps:
1. Open SuperCRM.
2. Apply a Filter making sure you have filtered on a Year and Organisation form.
3. Click Modify.
4. Click Bulk Edit.
5. Either create a new bulk edit or use a previous saved bulk edit.
6. To create a new bulk edit, select the Question you want to update.
7. Set the Update to value.
8. A confirmation screen will display how many records will be updated and the change that will be applied.
9. If a large number of records are being updated, the activity will complete in the background and you will receive an email once finished. Otherwise, the update will be applied and the screen will refresh.
Bulk Activity
Bulk Activity can be used to add a Note or a Reminder into people records timeline on mass. This can be a filtered list or applied to the whole SuperCRM.
Please note that there is no undo button so if the selection is wrong then it can affect multiple records.
Steps:
1. Open SuperCRM
2. Filter or check the person records you want to update
3. Click Modify
4. Click Bulk Activity
5. Either create a new bulk activity or use a previous saved bulk activity.
6. To create a new bulk activity select the Type either a note or a reminder.
Reminder: Enter the reminder Date and Note in relation to the reminder to apply to all selected records.
Note: Enter the Note you want to apply to all selected records.
7. Click Apply once you are certain that this is bulk activity you want to apply. Remember there is no undo button.
8. A confirmation screen will display how many records will be updated and the note that will be applied.
10. If a large number of records are being updated, the activity will complete in the background and you will receive an email once it is finished. Otherwise, the activity will be applied and the screen will refresh.
Bulk Activation
Bulk Activation can be used to update eligible registrations from a Pending to an Active state. Registrations requiring special circumstances to be activated (such as those requiring a transfer from another organisation) will be excluded from this action.
A report will detail which registrations were excluded from bulk activation so they can be individually reviewed.
Steps:
1. Open SuperCRM.
2. Apply a Filter making sure you have filtered on a Year and Organisation form.
3. Click Modify.
4. Click Bulk Activate.
Sporty will request a final confirmation, this confirms how many registrations it will attempt to activate. This count includes all registrations attempted to activate. In the example below, 12 records were in the filtered list to be activated.
Once bulk activation is confirmed and the process complete, Sporty will send the administrator performing the bulk activation an email detailing he number of registrations that were updated, and the number that were not changed. The a CSV attachment in the email will display a breakdown of how the individual registrations were actioned.
The responses are:
Activation Success - the registration record is successfully changed from Pending to Active
Activation Error (Transfer Required) - the registration record was not changed from Pending as it was identified a transfer is required. The administrator would then manually approve the registration and invoke the transfer process.
Skipped (Registration not pending activation) - the registration record was not in a Pending state. Most like this was due to already being in an active state.
Using our above example where 12 records were selected, the CSV output shows:
5 registrations were activated (Activation Success)
3 require an admin to send a transfer request (Activation Error - Transfer Required)
4 do not require activation (Skipped - Registration not pending activation.