Making Batch Updates Using Profiles

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Making Batch Updates Using Profiles

Postby Vanessa » Wed Feb 08, 2012 1:56 pm

You can make batch updates to your records using the Profiles and Search features. There are two steps:

1. Create a profile for the fields you want to update:

  1. Go to Administer → Customize → CiviCRM Profile.
  2. Click the Add Profile button.
  3. Name the profile 'Update WHATYOUWANTTOUPDATE' or something like that.
  4. Check Profile in the Used For field.
  5. Click the Save button. [You DO NOT need to edit any of the Advanced Settings.]
  6. Make a selection from the first Field Name drop-down.
  7. Make a selection from the second Field Name drop-down.
  8. Enter a Field Label.
  9. Click the Save button.

You can add as many fields for update as you'd like.

2. Perform the batch update:

  1. Go to the appropriate Search for the fields you want to update.
  2. Select any criteria for finding the records, but the less criteria, the more results.
  3. Click the Search button.
  4. Select the records you want to edit. (You can view up to 100 records at a time)
  5. Select Batch Update Via Profile from the Actions drop-down.
  6. Click the Go button.
  7. Select Update XYZ from the Select Profile drop-down.
  8. Click the Continue button.
  9. Select the field(s) for each record.
  10. Click the Update button.
  11. Click the Done button.
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Re: Making Batch Updates Using Profiles

Postby Deb McGinley » Mon May 14, 2012 11:10 am

When "Print PDF Letter", it always saves the activity. When I edit the letter and then "Print PDF Letter" again, it saves both letters. So before printing the second letter, I have to go back to the contact record(s) to delete the activity or I'll have multiple PDF letters.

I tried a Batch Update for Activity and deleted/removed the letter date but the "record" remains for the contact.

Example: Today I'm generating a letter to our Habitat Families. Now they all have about 5 records for the activity but will have only one (after I resolve this issue and Print PDF Letter).

Deb McGinley
Office Manager
HFH of Greater Centre County
Bellefonte, PA
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Re: Making Batch Updates Using Profiles

Postby Madelynn » Mon May 14, 2012 2:14 pm

Deb,

What profile are you using to perform the batch update?

Madelynn
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Re: Making Batch Updates Using Profiles

Postby Deb McGinley » Tue May 15, 2012 3:58 am

Batch Update PDF Letter Deletion
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Re: Making Batch Updates Using Profiles

Postby Madelynn » Tue May 15, 2012 7:22 am

Hi Deb,

Yep. I did eventually find the profile you're using.

Deleting the date will not delete the record. It will only delete the date. You might try the solution below, although I'm afraid it will delete ALL PDF letter activities if selecting all records and choosing Action --> Delete.

1. Search --> Find Activities
2. Activity Type --> Print PDF Letter

You can narrow this search by contact. Unfortunately, this "solution" shows you dates of activities but it may be hard to narrow down the correct one to delete. I searched out at CiviCRM and don't see a solution for deleting whole activity records without going in one-by-one.

Can you wait on "Print PDF Letter" until you've made your final edits?

Madelynn
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Re: Making Batch Updates Using Profiles

Postby Deb McGinley » Wed May 16, 2012 5:42 am

Hi Madelynn,

Unfortunately I don't know that I have to edit until I see the actual PDF letter . . . font needs adjusted, doesn't fit on one page, etc. I thought perhaps an adjustment could be made that the letter isn't actually saved as an activity until you click on DONE. Oh well.

So at this point, I'll delete the unnecessary PDF letters using your instructions.

As always, thanks for your assistance.

Deb McGinley
Office Manager
HFH of Greater Centre County
Bellefonte PA
Deb McGinley
 
Posts: 90
Joined: Thu Feb 24, 2011 2:50 pm
 

Re: Making Batch Updates Using Profiles

Postby Madelynn » Wed May 16, 2012 10:28 am

Sorry, Deb.

If I come up with another solution, I'll let you know.

Madelynn
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