Update Records in Bulk

Bulk updates in Rhythm allow you to make changes to constituent information en masse without submitting a support ticket. Across all Rhythm apps, you can make changes - from CRM to Membership, to Finance and Billing. In this article, we will cover the basics of Bulk Updates across our apps. Each app has two places where you can conduct Bulk Updates: the general search function and queries. 

We’ll use the CRM as our point of reference for this article.

Updates via the Search Function

1. Navigate to the CRM app.
2. In the left toolbar, select Contacts or Organizations.
3. Enter your search criteria for the records you want to update in bulk.
4. On the search results page, click the Bulk Changes button on the right.
5. Using the checkbox next to each record, you can select specific records to include in the update. To select all of the returned records, click the checkbox in the header.
6. Once you have selected the necessary records, the Bulk Changes button will change to prompt you to change the selected records. Click it and select Mass Update.
7. In the Mass Updates pop-up, select which built-in or custom fields you want to update. All of the fields you select will appear on the right under Selected Fields.
8. Once you have selected the necessary fields, click Next.
9. On the next screen, update the fields accordingly and click Next.
   

   Note: You have the option to use an expression. If you need assistance with this, please reach out to our support team. 

10. On the Preview and Confirm the Results page, download the preview of the proposed mass update. Any time you make mass updates to the platform, we ask you to inspect the preview to ensure you're achieving the desired results.
11. Once you have reviewed the changes, select the checkbox to proceed. 
12. Optionally, you can choose to receive an email with the results of your changes. Please note this information is also provided after the updates have been made.
13. Click the Update Records button. 
14. Once the operation is complete, you will see which updates were successful as well as any possible errors.
    

    Helpful hint: If you receive errors, please download the results. If there is an error that you are unable to resolve, this information will help our support team best assist you!

15. Click the Done button to navigate back to the CRM.

Note: Financials cannot be updated via the search function. You can, however, update financial records using queries.

Updates via Queries

1. Navigate to the CRM app.
2. In the left toolbar, select Queries. 
3. Click the New Query button on the right. 
4. Create the type of query you would like. Its output should be the records you want to update. Check out this knowledge base article to learn more about designing and executing queries.
5. Once you have selected your option, click Continue.
6. On the query designer page, click Edit Criteria and a window will appear.
7. In the criteria window, select the fields that you want as part of your filter.
8. Add any output fields you may need.
9. Click the Run button then click the Bulk Changes button.
10. Using the checkbox next to each record, you can select specific records to include in the update. To select all of the returned records, click the checkbox in the header.
11. Once you have selected the necessary records, the Bulk Changes button will change to prompt you to change the selected records. Click it and select Mass Update.
12. In the Mass Updates pop-up, select which built-in or custom fields you want to update. All of the fields you select will appear on the right under Selected Fields.
13. Once you have selected the necessary fields, click Next.
14. On the next screen, update the fields accordingly and click Next.
    

    Note: You have the option to use an expression. If you need assistance with this, please reach out to our support team.

15. On the Preview and Confirm the Results page, download the preview of the proposed mass update. Any time you make mass updates to the platform, we ask you to inspect the preview to ensure you're achieving the desired results.
16. Once you have reviewed the changes, select the checkbox to proceed.
17. Optionally, you can choose to receive an email with the results of your changes. Please note this information is also provided after the updates have been made.
18. Click the Update Records button.
19. Once the operation is complete, you will see which updates were successful as well as any possible errors.

    Helpful hint: If you receive errors, please download the results. If there is an error that you are unable to resolve, this information will help our support team best assist you!

20. Click the Done button to navigate back to the CRM.