FastTrac: Bulk Changes in RecTrac
How to run a Bulk Change within RecTrac
Table of Contents
Information:
Join Brian Hatch as he reviews how to process a bulk change within RecTrac 3.1
Video:
Transcription:
In this video, we're going to walk through the process of making a bulk change in RecTrac. The Bulk Change program is available for any management records. And in our example, today, we're going to walk through a bulk change with activity section records. So I actually already have activity section management open here at the top, so I'm going to Click on that. And under the More Button at the bottom, we have our Bulk Change option here. So the ability to get to the bulk change program. So I'll go ahead and click on that. This is going to open up into a whole new panel, the Screen breaks down into kind of three main areas, the top area, which is our, our section data grid with our normal section filters. So we have the ability kind of filter down to find the records that we actually want to make changes to. Below there, we have the available fields that we want to make changes for some most core fields are available. And we can find the records, we want to actually update in the bottom left here. And we basically move them over to the bottom middle part of the screen. So our changes to be complete, we've loaded our changes in the middle part of the screen. And once we're ready, as a final step, we'll hit process Bulk Change down here in the bottom right. So let's walk through an example of a common Bulk Change that we will see our customers make when getting programs ready for a new season. So on the top, I'm just going to filter down to a few records that I've set up for a fall soccer program. And I can see that there's no enrollments linked to those. So they've already been archived, I can see they haven't updated year on these records. And what I really want to update is the beginning date, the end date, and also the record status on these three different values that I want to update, assuming they have the they share the same dates, and I'm ready to kind of open up for enrollment for all three, or all four of these records, I can change them in bulk. So I'm gonna go and highlight these four records. And you can notice, as I highlight them, the number counter above there kind of keeps tracks I've actually got four records selected. And that's a nice little indicator just to ensure that you don't have other records selected, prior to the filter. And the bottom left, I can now find the fields that I actually want to update. So I'm gonna go and just Type in the word date. And I'm gonna switch my filter option here to contains. And these are all the date fields that are available. So I'm going to select begin date, add, and an individual Field change that pops up, I'm going to switch the first pull down to new value, and I can set that new value to the new date I want to go with. So we'll just see a starts in September. And I'm also going to set the end date. So I'm going to select End Date in that list and hit add, new value. And it will say it goes through October. And I'll hit continue. And the last value I want to change is going to be that record status. So I'm just going to Type in status here. There's record status, I'll highlight that hit add. And I want to make them active in my example here. So I'll just hit continue. And you can see all three values are actually listed in the middle. So they haven't been changed yet. These are the dates that I will actually be updating along with the status. So they're all loaded into the queue ready to be applied to the records in the top. So on the bottom right, I can hit process Bulk Change. And I'll see one more challenge method. So this is letting me know, again, four records selected. So these are the four records. This is the last chance to kind of make any changes if I have anything that looks out of the ordinary or not what I'm expecting. But once I hit yes, on this challenge message, the Bulk Change will actually be sent to the server to be processed, I'll go and hit yes. Gives me that message. And depending on the changes that you're making in the number of records that are impacted, it might take some time for it to actually completed. But you can see in the top right, I get the message that the records have been updated. So if I actually bounce back to activity section management, and if I just hit refresh on my data grid could since I already had it open, I'm just going to filter down to those same records. And we can see now that they all have an active status. And if I scroll to the right you'll see those updated dates on these records. So the begin date and end dates have been updated. And this activity section is now available for registration, assuming there are other changes that need to be made. So that's the process for making an activity section Bulk Change in RecTrac