mass change intro
Module
In order to access Mass Change options, the Mass Change Module will need to be enabled. For more information on System Modules click here.
- Go to System > Modules
- Locate the Mass Change Service and click the
to install.
- Once installed the
will change to 
- An informational message will appear at the top of the grid. Click to refresh page to complete the installation.
- The checkbox in the 'Installed' column will now be checked and a Mass Change button will now be added to grids for users that have the proper permissions.
Grids with Mass Change Option
The Mass Change Option is available on the following grids.
| Menu | Page |
|---|---|
| Core | Accounts > Fund |
| Core | Accounts > Cash |
| Core | Accounts > Appropriation |
| Core | Accounts > Expenditure |
| Core | Accounts > Revenue |
| Core | Bank Accounts |
| Core | OPUs |
| Core | Projects |
| Core | Vendors |
| Transaction | AP Invoices |
| Transaction | Distributions/Error Corrections |
| Transaction | Pending Transactions |
| Transaction | Purchase Orders |
| Transaction | Receipts |
| Transaction | Refunds |
| Transaction | Requisitions |
| Transaction | Transfers/Advances |
| Budgeting | Scenarios |
| Budgeting | Proposed Amounts |
| Periodic | Building Profiles |
| Periodic | Cash Reconciliation |
| Periodic | Civil Proceedings |
| Periodic | Federal Assistance Detail |
| Periodic | Federal Assistance Summary |
| Periodic | Spending Plan |
| System | Users |
| Utilities | Account Filters |
| Utilities | Account Change |
| Accounts Receivable | Billings |
| Accounts Receivable | Customers |
| Accounts Receivable | Ledger Codes |
| Accounts Receivable | Payment Location |
| Accounts Receivable | Payments |
Permissions
Once the Mass Change Module is enabled, access is granted by default to users with Administrator access. Other users can be granted access to Create, Delete, or Execute Mass Change definitions by adding a custom Role using the following permissions. Users needing to run predefined Mass Change definitions would be granted the ADMIN_MASSCHANGE_EXECUTE permission.
- ADMIN_MASSCHANGE
- ADMIN_MASSCHANGE_CREATE
- ADMIN_MASSCHANGE_DELETE
- ADMIN_MASSCHANGE_EXECUTE
Add Role with Mass Change Execute Access
- Go to System > Roles
- Click
- Enter Role Id (name) and Description (optional)
- Locate ADMIN_MASSCHANGE_EXECUTE permission and move to Granted section
- Click
- Assign to User(s) in System > Users
- Locate user and click
to edit user - Add Role Id
- Click
Maintenance
Create and update Mass Change Definitions that can be run by users that have been granted execute access.
- Script Definition and Script Parameters: These fields are used to define what will be updated in the change and what the fields will be updated to. More information can be found in the Simple & Complex update sections below.
- Switch to Advance Mode: Allows for more complex parameters to be entered into the Script Definition.
- Definition Name: Used to save definition and will be used to identify the definition for execute users in the "Load Definition" drop down
- Download Definition: Allows definitions created in the current instance to be downloaded to share with other instances
- Import Definition: Allows definitions created in other instances to be imported to be used in the current instance
- Clear Definition: Will clear information entered to all fields in the current definition view
- Save: Will save the current parameters entered for a definition. Requires the Definition Name to be entered. If the Definition Name already exists, saving will update the parameters of the definition. If the definition does not exist, it will be created and added to the Load Definition drop down. This will make the definition available for users with access to execute Mass Change definitions.
- Load Definition: Allows definitions to be loaded to view or update the parameters
Simple update
At minimum, a Mass Change definition must include a Property and New Value field to define what will be changed with the definition is executed. A simple change only requires these two items to be populated in order to change a field to a specific value. This can be done within the Script Definition (Normal Mode) section.
Script Definition
- Property: The field on the object being changed that will be updated. These properties correspond to fields that can be seen when a record is viewed
- New Value: The desired value to update the selected property to when the change is executed
| Type of Field | New Value formatting | Notes |
|---|---|---|
| Boolean (check box) | true or false | Entering the value "true" will populate the checkbox. Entering the value "false" will leave the box unchecked. |
| Text | "text" | Must include the quotations around the value that should appear in the field. |
Date | ('MM/DD/YYYY') | Enter the date that should appear in the field instead of MM/DD/YYYY. Must be formatted with all digits in the definition. |
Clearing fields
If trying to mass change a field to blank, the word "null" (no quotation marks) can usually be entered as the New Value.
Dynamic update
Mass change definitions may be needed to allow execute users to enter their own values for a field. This can be done using the Script Parameters section.
Script Parameters
- Name: This will be used as the field name of the Mass Change Parameter. Should be entered with no spaces, starting with a non-capital letter. Capital letters will specify when a new word begins. Example: enterDate will appear as Enter Date for the field name.
- Default Value: The value entered will populate as the default value in the field when in execute mode. This value can be changed or overwritten prior to executing the definition.
These parameters can then be utilized as the "New Value" when entering the script definition fields.
When configured this way, the definition will allow values to be entered or default values to be modified prior to being executed. This grants additional flexibility to users that have execute only access when processing a change.
Execution
- Script definition
- Filtering grid - number of matching entries
- Download csv first
Examples
- Creating a definition - vendor
- Importing a definition
- Accounts
- active/inactive
- fields - start/stop dates
- Vendor taxid