You can use the Mass Updates feature to locate multiple records with outdated information and update all their fields at once.
If you have the Mass Updates permission, navigate to Lists > Mass Update > Mass Updates. From there, you can choose from the mass update list to open a Mass Update page. This page works similarly to a Saved Search, allowing you to define:
- Filters to select records for updating
- Result columns to display for the update
- Audience for the update
- Schedule for running the update (account administrators only)
- Field values to update for each record
To be eligible for mass update, a field must meet these criteria:
- Support inline editing
- Be displayed on your preferred form for the record type being updated
- If a standard field, be outside of subtab lists and not dependent on other fields
- If a custom field, be stored and without a sourcing relationship
You can perform a mass update immediately or save it for future use. With the Schedule Mass Updates permission, you can also schedule the update to run periodically. For processing up to 50 records, the mass update starts instantly. Processing more than 50 records may have a delay of up to a minute. Once a mass update starts, it cannot be stopped or canceled. Saved mass updates can be found at Lists > Mass Update > Saved Mass Updates. Only one mass update can run at a time in your account. Additional options may appear under Lists > Mass Update, depending on the features enabled in your account. For more information on specific mass updates:
- Updating Item Prices: Lists > Mass Update > Update Prices
- Swapping Prices Between Price Levels: Lists > Mass Update > Swap Prices Between Price Levels
- Duplicate Record Detection: Lists > Mass Update > Mass Duplicate Record Merge
- Working With Multi-Language Names and Descriptions: Lists > Mass Update > Bulk Update Translation
If your desired mass update isn't available, consider using the Import Assistant to update data via a CSV file. You can also send bulk emails for multiple transactions, including attaching messages and using scriptable templates.
Example Mass Update
A sales manager dealing with many potential customers can make use of mass updates. As potential customer leads are lost and communication stops, the sales manager can use mass updates to give all outdated lead records the status Customer-Lost Customer:
- From the Contact Management section of the Mass Updates list, the manager selects the Change Customer Status mass update. On the Mass Update page, the manager:
- In the Change Status to dropdown list, selects Customer-Lost Customer.
- On the Criteria subtab, defines the Date Created as a filter, and in the popup window that appears, selects within last month to date and clicks Set.
- On the Results subtab, defines the columns to be displayed as update results.
- On the Audience subtab, defines the users who have access to the mass update.
- Click the Save button.
- The mass update is now available as a saved mass update. The manager can go to Lists > Mass Update > Saved Mass Updates each month and use the saved mass update to close lead records that have become outdated since the last update.
Mass Updates and SuiteScripts
- Mass Update Scripts: Perform custom mass updates programmatically to update fields not available through general mass updates using a SuiteScript action script. See SuiteScript 2.x Mass Update Script Type. With the SuiteFlow feature enabled, use mass updates to find multiple record instances related to a single workflow and either initiate or process all records simultaneously.
- Mass Updates and User Event Scripts: Record changes from a mass update can trigger related user event scripts, similar to changes not made through a mass update. However, only the fields changed by the mass update are passed to the user event script, not the full record.
You can update more than one field on records, by using the links under the General Updates heading on the Mass Updates list. Use the links under the Sales Force Automation, Contact Management, Activities, Files, Group Records, Customer Support and Service and Marketing headings to quickly create more specific updates that only affect one field. If you want to learn more about the mass changes or updates, please contact Concentrus today to discuss your needs.
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