How to update or add data to multiple records at once using Data Viewer
Data Viewer is a powerful tool for querying and viewing your Landscape data. It also allows you to update a single field or add data across multiple records all at once. The bulk actions available to you will differ based on the type of record you're editing.
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Update a field
This bulk action is available to all record types.
Instructions
- Start with a view of the things you want to edit. For example, if you want to update the 'Category' field of multiple Property records, you would start with an 'All Records' view. If you want to update the status of multiple Issues at once, you would start with an 'Issues' view, etc. You may need to create a new view from scratch in order to see the field you want to edit.
- Make the field you want to edit visible by using the 'Fields' button. You may also wish to add additional fields that make filtering the records you want to see easier (see callout below).
- Select the records you want to edit by clicking the check box to the left of the record. The top left box will select all records.
- Once a result is selected, you will see the available bulk actions for that record type. In the example below, we are going to click 'Update field':
- Select the field you want to edit from the editor that appears. If you do not see the field as an option, then it's likely that you are looking at the wrong type of view (ie. you need a Record view instead of an Issue view, etc.). You can also select whether to add the selected value or remove the selected value.
- Click 'OK'. The view will then display the new added value in the field:
Tip: Apply filters to use of the 'Select All' button for quick record selection
You can apply filters to the view and use the 'select all' button in order to make selecting the records you want easier. For example, if you wanted to add a 'Primary Contact' tag to most but not all of your 'Landowner' Contact Roles, then you would start with a view of 'All Active Record Contacts' > Apply a filter to 'Tag' of 'Landowner' > then select all records using the top left check box > then de-select the few records that you don't want to apply the new category to.
Add or Edit Data
The other bulk actions to add or edit data depend on the type of record you're editing.
Bulk Actions List
| Action Name: | Action Description: | Applies to record type: |
| Add to form library | Allows you to add a form to all selected records' libraries, where it can be further customized to meet the needs of those records. Read more about this process here. | Portfolio record |
| Add work items | Allows you to add the same work item to all selected records. | Portfolio record |
| Add tasks | Allows you to add the same task to all selected records. | Portfolio record |
| Add to project | Allows you to link all selected records to the same Project record. | Portfolio record |
| Merge records | Allows you to consolidate all selected records into one record. Read more about this process here. | Portfolio record |
| Merge contacts | Allows you to consolidate all selected records into one record (typically because of duplicates). Read more about this process here. | Contacts |
| Add communications | Allows you to add the same communication to all selected records. If added from a Contact view, the communications will be added to the contact entry. If added from a Contact Roles view (Like 'All Active Record Contacts') then the communication will be tied to the Portfolio record as well as the Contact record. | Contacts, Contact Roles |
| Add time tracking | Allows you to add the same Time Tracking entry to all selected records. | All Work Items |
| Change Required Work | Allows you to add or edit the Work Item requirement in order to mark a Task as completed. Read more about Required Work Items in Tasks here. | Tasks |
Instructions
- Start with a view of the things you want to edit. You may need to create a new view from scratch in order to see the field you want to edit.
- Add fields to give you additional context into what you're editing. You may also wish to add fields that make filtering the records you want to see easier (see callout above).
- Select the records you want to edit by clicking the check box to the left of the record. The top left box will select all records.
- Once a result is selected, you will see the available bulk actions for that record type.
- Select the bulk action you wish to complete. A popup will appear with fields relevant to that action. Fill in the fields, then click 'OK' to complete the action.
