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Mass Editing Records

This topic describes how the Mass Edit feature works with records.

Mass Edit Operations

Mass editing allows you to modify several records and fields simultaneously. For instance, you might change the Status field in a particular set of records to Closed. More complex changes are also possible. For example, you might use a search filter to change the status of several records to Closed, change the Closed On field to Sep 15 2004, and append the string "Resolved in Release 2.4" to the Comment field.

To choose records for mass editing, select the checkboxes next to the desired records in the table view, and then click Mass Edit in the action bar. This opens the Mass Edit Wizard

Changes from mass editing, like changes while editing a single record, are reflected in a record's history.

Mass Edit Permissions

Permissions for mass editing are set on the Permission tab of the Groups wizard, and access is controlled by group membership. Groups that are not authorized to mass edit records in a table do not see the Mass Edit icon on the action bar for that table.

To grant a group the permission to mass edit records:

  1. Go to Setup > Access > Manage Groups and edit the relevant group.
  2. In the Groups wizard, click the Table tab and edit the relevant table.
  3. In the Table Permissions wizard, click the Record Permissions tab and select the "Mass Edit multiple records in [Table Name] in a single operation" checkbox.
  4. Click Finish.

Mass Edit Wizard

The Mass Edit wizard appears when you click Mass Edit on a table's action bar. It contains several tabs for configuring the mass edit operation.

Select Fields Tab

The Select Fields tab allows you to select which fields to change. Fields that are greyed out cannot be modified. You can use the following methods to choose the fields to edit:

  • Choose any number of fields by selecting the corresponding checkbox.
  • Click Select All to choose all fields.
  • Select a linked field from the drop-down menu to edit fields in a linked record.

Update Tab

The Update tab contains a set of inputs for each selected field and appropriate input aids based on the field type. For example, Choice fields use radio buttons or drop-down lists, and Date fields include a calendar icon for choosing the date.

You can also update fields based on formulas and variables, enable search and replace string substitution for most data types, and use other update formulas to set the field's value. For example, if you're mass editing the Total Cost field in a table, you could set its value to the product of the Unit Price and Quantity fields.

Certain data types have additional mass editing options. For example, Multi-Choice fields allow you to decide whether the new value overwrites existing values, is appended to existing values, or is removed from existing values.

Confirm Tab

The Confirm tab allows you to choose whether to run rules triggered by the change and update default field values when the change is saved.