CRM - Bulk Update
If you wish to make the same update to a number of your Prospects or Customers, this can be done using the Bulk Update window.
The first step is to build a list of the records that you wish to update in the CRM Control window.
Use one of the search tab cards to locate the records that are to be updated.
Highlight the records in the list. All the records in the list can be selected using the Shift key and a mouse click; individual records can be selected using the Ctrl key with a mouse click.
When you have located and highlighted the records that are to be updated, click the Bulk Update function on the toolbar of the CRM Control window.
On the Bulk Update window, the Field Selection list will contain all the fields that can be updated using this bulk update process.
Select a field from the list.
Enter the value that is to be saved, for the selected field, on all the records you have selected for updating.
Tab from the entry field to place the field name and update value in the list above.
The prompt will move to a new blank line ready for a new selection.
You can select any item already in the list to change the update value.
Be sure to place the prompt on the empty line at the end of the list before selecting another field. If you are not on a new line your selection will replace the line currently highlighted in the list.
The Clear Line button can be used to remove a line from the list of updates; highlight the line before pressing clear.
Click OK to activate the update.
Field types
For fields for which a list of values has been defined, the values will be available as a drop down list from which you should select a value.
For date fields, an empty input field will be made available. Enter the date in your usual way.
For "Yes/No" fields, a tick box will be displayed. Tick the box to get the field into the list.
A ticked box will update the records with a tick or "Yes" value.
To update the records with an unticked box or "No" value, select the field in the list and remove the tick.
Make sure you move to a blank line at the end of the list before making your next selection or you will over write "Yes/No" field currently highlighted.
You will not be allowed to place a field in the update list more than once.
When the Bulk Update is complete, you will be returned to the CRM Control window.
You will need to refresh/rebuild the list of records before the revised values appear in the displayed columns.
Fields that can be updated
The fields are listed in alphabetical order of the labels.
This list refers to the field labels that come with the software and also to the position of the fields on the CRM Data Entry window.
Hopefully, this will mean that even after you have changed the labels to suit the way you plan to use the fields, this list can still be used to identify the fields that will be updated.
The colour coding matches the default colours for Prospect (blue) and Contact (cream). Customer record fields are the same as the Prospect record fields.
Label | Type of field | Location on CRM Data Entry window | Location on CRM Data Entry window |
Active | Flag/Checkbox | Contact record | Foot of Details tab |
Agent | List | Company record | Details tab - column 1 |
Allocated User | List | Contact record | Details tab - column 3 |
Budget Holder | Flag/Checkbox | Contact record | Foot of Details tab |
Co. Next Action | Date | Company record | Details tab - column 3 |
Company Keyword | Text | Company record | Keywords tab |
Contact Char 10 | List | Contact record | Details tab - column 2 |
Contact Char 8 | List | Contact record | Details tab - column 2 |
Contact Char 9 | List | Contact record | Details tab - column 2 |
Contact Date 2 | Date | Contact record | Details tab - column 3 |
Contact Date 3 | Date | Contact record | Details tab - column 3 |
Contact Date 4 | Date | Contact record | Details tab - column 3 |
Contact Date 5 | Date | Contact record | (Details tab - custom field) |
Contact Date 6 | Date | Contact record | (Details tab - custom field) |
Contact Date 7 | Date | Contact record | (Details tab - custom field) |
Contact Flag 4 | Flag/Checkbox | Contact record | Foot of Details tab |
Contact Flag 5 | Flag/Checkbox | Contact record | Foot of Details tab |
Contact Keyword | Text | Contact record | Keywords tab |
Contact Number 1 | Number | Contact record | Details tab - column 4 |
Contact Number 2 | Number | Contact record | Details tab - column 4 |
Contact Number 3 | Number | Contact record | Details tab - column 4 |
Current Product | List | Company record | Details tab - column 1 |
Customer Type | List | Company record | Details tab - column 1 |
Decision Maker | Flag/Checkbox | Contact record | Foot of Details tab |
Exclude Contact From List | Flag/Checkbox | Contact record | Foot of main Contact record |
Industry Type | List | Company record | Details tab - column 1 |
Market Sector | List | Company record | Details tab - column 1 |
Next Action | List | Contact record | Details tab - column 1 |
Next Action Date | Date | Contact record | Details tab - column 3 |
Opportunity Type | List | Contact record | Details tab - column 1 |
Prospect Char 10 | List | Company record | Details tab - column 2 |
Prospect Char 11 | List | Company record | Details tab - column 2 |
Prospect Char 12 | List | Company record | Details tab - column 2 |
Prospect Char 13 | List | Company record | Details tab - column 2 |
Prospect Char 14 | List | Company record | Details tab - column 2 |
Prospect Char 6 | List | Company record | Details tab - column 1 |
Prospect Char 7 | List | Company record | Details tab - column 1 |
Prospect Char 8 | List | Company record | Details tab - column 2 |
Prospect Char 9 | List | Company record | Details tab - column 2 |
Prospect Date 2 | Date | Company record | Details tab - column 3 |
Prospect Date 3 | Date | Company record | Details tab - column 3 |
Prospect Date 4 | Date | Company record | Details tab - column 3 |
Prospect Date 5 | Date | Company record | Details tab - column 3 |
Prospect Date 6 | Date | Company record | Details tab - column 3 |
Prospect Date 7 | Date | Company record | Details tab - column 3 |
Prospect Number 1 | Number | Company record | Details tab - column 4 |
Prospect Number 2 | Number | Company record | Details tab - column 4 |
Prospect Number 3 | Number | Company record | Details tab - column 4 |
Prospect Number 4 | Number | Company record | Details tab - column 4 |
Sales Process | List | Contact record | Details tab - column 2 |
Sales Stage | List | Contact record | Details tab - column 2 |
Salesman | List | Contact record | Details tab - column 1 |
Sort Key | List | Company record | Part of main record |
Source | List | Contact record | Details tab - column 1 |
Status | List | Contact record | Details tab - column 1 |
User Sort 1 | List | Company record | Part of main record |
User Sort 2 | List | Company record | Part of main record |
User Sort 3 | List | Company record | Part of main record |
Notes:
The three date fields flagged as "custom fields" may be used in place of other Contact record fields if your CRM module has been customised by your support provider.