The Mass Update Advanced tool is used to update the Activity Feed, project phase, custom fields, or collection items in a project type in bulk, or to change a project contact across multiple project types. This tool uses a project list report to make changes in bulk to the Activity Feed, phase, custom fields, or collection sections.
This requires that the Mass Update Advanced tool be unlocked for you by the Support team and that you have Org Admin access.
Before using the Mass Update tool, run and save a project report of the projects you wish to change. For example, if you want to add a new task on all cases in a certain phase, you should limit your report to only projects in that phase.
The mass update tool is in the Advanced menu. If you are part of multiple Orgs, you will need to choose the desired Org from the dropdown.
Watch the video below to hear a Filevine expert from our training team give an overview of how to make mass update changes.
Using the Mass Update Advanced tool, you can
- add a note or task,
- change the phase,
- edit certain fields,
- add a collection item,
- or change the project contact for multiple projects at once
in every project in a source report. Actions taken by the Mass Update tool cannot be undone, so use caution when performing these actions.
To start a mass update, under the “+ Add an Update” tab in the tool and select your action type.
You can then select your project type and report. Depending on which action type you’ve selected, a form will appear allowing you to dictate changes. Fill out the form and select “Queue Update.” Once you have queued an update, you will be able to see the status of that update in the “Job Status” tab.
Mass Update Action Details
Adding a Note or Task
In the text field, add the text you’d like for the note or task. You can use the “Task Options” menu to assign the task to a project role and set a due date. Hover over the “Assign To” option to select an assignee role, rather than assigning to a specific user. If you are using project roles, this method allows you to assign the task to the user serving that role on the project, even if that role is served by different users across different projects.
You can also use special formatting for notes and tasks just as you would in the Activity Feed.
Changing a Phase
In the “Set Phase to” dropdown, select the project phase you would like to move all projects in the report to.
Editing a Field
Choose a project section and the field in that section that you’d like to change. In the field, fill in or select the information that you would like the field to be changed to.
Adding an Item
Choose a collection section from the dropdown. Once the collection section is chosen, the fields for items in that section will appear. Fill out at least one of the fields to add that information. Any fields left blank will be blank in all projects. Fill out as many fields as you like.
Changing a Project Contact
This mass update will be applied to all project types, so you will only need to choose the action and then select the report for criteria.
In the “Change Contact To*” field, enter the project contact you’d like to change to. You can add an existing contact or create a new contact by clicking the new contact icon.
Click “Queue Update” and the mass update will be added to the queue. It can be viewed in the “Job Status” tab.