Update fields in bulk using the available menu options (Objects without a workflow).

Within the workplace environment, there are several pages allowing the user to update fields in bulk.

To identify which pages allow for changes in bulk:

1. It is only possible to make bulk changes from a list/hierarchy page (etc.).

   

2. A selection box must be present in front of each instance.

   

3. The “Update fields” button must be available for the user to carry out the update.

   

Step-by-step on how to perform changes in bulk:

1. Select the instances that have to be updated by clicking on the “Selection box”;

2. Click on the “Update fields” Button;

   1. If more functions are available, this button will be available using the “Selection” drop-down menu.

3. Select the field that should be updated;

4. Select the value the field should be updated to;

5. Click OK to update.

In the example below, we will update the field “User type” with the help of the “Update fields” functionality.

1. Initially, the user type for testusr1 and testusr2 is “Requestor.

2. We start by selecting the two users by clicking on the selection boxes in front of each instance.

   1. When an instance has been selected, its row turns green.

3. When we select the instances that should be updated, we click the “Update fields” button.

   1. If more functions are available, this button will be available using the “Selection” drop-down menu.

      

4. We select the field that we want to update as well as the new value of this field.

5. When clicking OK, the value of the “User type” field will be updated for these instances.

6. The user type has been updated from “Requestor” to “Full user.”

Update fields in bulk using a custom report (Objects without a workflow)

In the example below, we want to change the user profile for multiple users in the environment. No default report or list page view gives us an overview of all users and their respective user profiles. Thus, to be able to select and change this data in bulk, we must first build a custom report that can give us this overview. Subsequently, we can change the user profiles in bulk.

1. Navigate to reports via the navigation menu;

2. Click on New report;

3. Make sure that the report is based on the correct object. In our example, we need a report that originates from the “contact” object to be able to adjust the user profile field in bulk. This is because the “Default user profile” field is “Contact.UserProfileId”

   

4. Our report (filter fields and page fields) can be seen below:

   

5. A report must be able to multi-select the data entries. Multi-select must be turned on by the report’s list page.

   1. Open up the list page settings.

      

   2. Select “Multi” by the selection field.

      

6. After the report has been built, click on view to get an overview of the results.

7. On the result page, Select the instances that should be updated;

8. Click on“Selection”;

9. Click on “Update fields”;

   

10. Select the field and value, and click OK.

    

Enter and exit the correct mode in bulk

• To enter the correct mode in bulk:

1. Click on the gear symbol;

2. Click correct.

   1. The fields that are normally not editable can now be editable for all instances.

• To change a field in bulk:

1. Select the items;

2. Click on Update fields;

3. Select the field and value, and click Ok

• To exit the correct mode in bulk:

1. Click on the gear symbol;

2. Click correct.

   1. The fields that are usually not editable cannot be changed anymore.

Update the workflow status in bulk (including stop/ start workflow instructions).

The article Start/stopping workflow (and change status) goes over the core principles of how to stop a workflow process, change the status of the instance, and how to restart the workflow process. This method allows the admin to quickly make necessary changes to an existing instance without discarding the old one and generating an entirely new instance.

Step 1: Create a report from the object Workflowcase.

In this example, we show how to change the status of multiple requests from submitted to handled.

First and foremost, we have to create a report from the object Workflowcase. This will ensure that we can start and stop the workflow of the instances in question. The report must be able to filter objectNameId, which in this case will be set equal to “Request.”

To build a report from the WorkflowCase object:

1. Navigate to reports via the navigation menu;

2. Click on New report;

3. Click on Add filter;

4. Search for “Workflowcase”;

5. Select “ObjectNameId”;

6. Click on the magnifying glass icon for Workflowcase.objectNameId;

   

7. Click on Set default;

   

8. Select “Request” from the drop-down menu by the “Value” setting;

   

9. Click on Save and return.

We now add a few more page and filter fields to the report to create a list of the requests that we would like to change. Open the expands below to get an insight into how our simple report is built up.

10. Ensure the “Multi” selection has been turned on for the report on the list page.

    

Step 2: Select, correct, and stop the workflow

To stop the workflow of all the instances (or a selection of instances) from the report:

1. Select the number of instances that you would like to stop the workflow for;

2. Click on correct (behind the gear symbol);

   

3. The items will automatically be deselected.

4. Select the items again;

5. Click on the Execute function (Behind the selection drop-down-menu);

   

6. Select Stop to stop the workflow and click OK.

   

Step 3: Build a second report based on the Request object.

To be able to update the status of the requests (requestStatusCode), we would have to either use an existing report or create a new report that is based on the request object.

1. Create or use an existing report based on the Request object;

2. Select the data and make sure the data is in the correct mode (behind the gear symbol);

3. Select the data and click on the Update fields behind the selection drop-down menu;

   

4. Select the field and choose the new value;

   

Step 3: Restart the workflow.

1. Go back to the report used to stop the workflow;

   1. Note: We now have to filter on the status “Handle.”

   2. Make sure to be in the correct mode.

   3. Select the Execute function.

      

2. Start the workflow;

3. Exit correct mode.