Mass Updates

Bulk user and role management operations.

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Learning Objectives

After this module, you will be able to:

• Perform bulk user updates
• Execute safe mass update operations
• Use saved searches for targeting
• Avoid common mass update mistakes

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Mass Update Overview

MASS UPDATE CAPABILITIES
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┌─────────────────────────────────────────────────────────────────────────────┐
│                         MASS UPDATE                                         │
├─────────────────────────────────────────────────────────────────────────────┤
│                                                                             │
│  USER UPDATES                      RECORD UPDATES                           │
│  ├── Assign role to many users     ├── Change status (Inactive)            │
│  ├── Change department             ├── Update custom fields                │
│  ├── Update supervisor             ├── Modify classifications              │
│  ├── Modify location               ├── Set defaults                        │
│  └── Inactivate terminated         └── Bulk data corrections               │
│                                                                             │
└─────────────────────────────────────────────────────────────────────────────┘

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Mass Update Process

Navigation

Lists > Mass Update > Mass Updates

Step-by-Step Process

MASS UPDATE WORKFLOW
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Step 1: Select Record Type
├── Employee (for users)
├── Customer, Vendor, etc.
└── Any standard/custom record

Step 2: Define Criteria (WHO to update)
├── Use filters like saved search
├── Department = Sales
├── Status = Active
└── Custom fields, etc.

Step 3: Define Changes (WHAT to change)
├── Select field to modify
├── Enter new value
├── Can update multiple fields
└── Formula options available

Step 4: Preview
├── Review affected records
├── Check count matches expectation
└── Verify changes are correct

Step 5: Execute
├── Click "Perform Update"
├── Wait for completion
└── Review results

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Common User Mass Updates

Assigning Roles

ADD ROLE TO MULTIPLE USERS
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Scenario: Grant "Report Viewer" role to all Sales department employees

Step 1: Record Type = Employee

Step 2: Criteria
├── Department = Sales
├── Give Access = T (have login)
└── Status = Active

Step 3: Changes
├── Field: Roles (add)
└── Value: Report Viewer

Step 4: Preview & Execute

Result: All matching employees now have Report Viewer role added

Department Reorganization

CHANGE DEPARTMENT FOR USERS
===============================================================================

Scenario: Move Marketing team to new "Digital Marketing" department

Step 1: Record Type = Employee

Step 2: Criteria
├── Department = Marketing
└── Supervisor = Jane Smith

Step 3: Changes
├── Field: Department
└── Value: Digital Marketing

Step 4: Preview & Execute

Bulk Inactivation

INACTIVATE TERMINATED EMPLOYEES
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Scenario: Inactivate all employees with termination date before today

Step 1: Record Type = Employee

Step 2: Criteria
├── Release Date (termination) is before Today
├── Is Inactive = F (currently active)
└── Give Access = T (has login)

Step 3: Changes
├── Field: Is Inactive = T
├── Field: Give Access = F
└── (Removes login access)

Step 4: Preview & Execute

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Using Saved Searches

Search as Criteria

USING SAVED SEARCH FOR TARGETING
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Benefits:
├── Complex criteria already defined
├── Tested and verified results
├── Reusable for future updates
└── More flexible than basic filters

Process:
Step 1: Create saved search first
├── Define all criteria
├── Run and verify results
└── Save the search

Step 2: In Mass Update
├── Select "Use Saved Search"
├── Choose your search
└── Proceed with changes

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Safety Best Practices

Pre-Update Checklist

MASS UPDATE SAFETY CHECKLIST
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Before Update:
□ Test criteria with saved search first
□ Verify record count matches expectation
□ Check with stakeholders if needed
□ Consider backup/export of current data
□ Schedule during low-usage time
□ Document the planned change

During Update:
□ Preview before executing
□ Monitor progress
□ Be prepared to stop if issues

After Update:
□ Verify sample records
□ Run confirmation search
□ Document what was changed
□ Notify affected users if needed

What Mass Update CANNOT Undo

Action	Reversible?	Recovery Method
Field value change	Manual only	Re-run with old value
Role assignment	Manual only	Remove roles manually
Inactivation	Yes	Mass update to reactivate
Delete	NO	Restore from backup

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Role Changes vs Mass Update

Modifying a Role

ROLE MODIFICATION (Alternative to Mass Update)
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When you modify a ROLE directly:
├── Changes apply to ALL users with that role
├── Immediate effect (next login)
├── No mass update needed
├── Single point of change

Example:
├── Add permission to "Sales Rep" role
└── ALL sales reps get the permission

Use Role Modification When:
├── Change applies to everyone with role
├── It's a permission/restriction change
└── You want centralized control

Use Mass Update When:
├── Change is to user records (department, location)
├── Only subset of role holders need change
└── It's a one-time data correction

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Troubleshooting

Common Issues

Issue	Cause	Solution
No records found	Criteria too narrow	Broaden filters
Too many records	Criteria too broad	Add more filters
Update failed	Validation error	Check field requirements
Partial completion	Errors on some records	Review error log

Error Handling

HANDLING MASS UPDATE ERRORS
===============================================================================

If errors occur:
1. Note the error count
2. Download error report
3. Review specific failures
4. Fix underlying issues
5. Re-run for failed records only

Common Error Causes:
├── Required field missing
├── Record locked by another user
├── Validation script fails
├── Permission denied
└── Invalid field value

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Key Takeaways

1. Test First: Always preview before executing
2. Use Saved Searches: More reliable criteria
3. Document Changes: Keep audit trail
4. Cannot Undo: Plan carefully, no automatic rollback
5. Consider Alternatives: Role changes vs mass update

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Related Topics

• Users - User management
• Data Integrity - Data quality
• Roles Overview - Role-based changes