Batch Updating Data

Overview

Use the "batch update" feature to update multiple records at once in a query result. 

Batch update records with caution; there is no "undo" option.

This article outlines the steps to batch update records. 

Step 1: Set Up a Query

First, set up a query for all of the records that should be updated. In order for a field to be batch-updateable it has to be in the base table of the query, and the ID field must be a field in the query.

Please Note: The “ID field” varies based on the type of record being updated. For example, when updating person records, the “Person ID” should be in the query. When updating classes, the “Internal Class ID” field should be the in the query (irrespective of the other “Class ID”) field.

The field being updated must be included in the query and displayed in the query results in order to be eligible for this procedure. A user can also only batch update fields that have one value stored in them (e.g. birthday, class status, grade level, etc.); fields that contain multiple values or selections (e.g. person roles) cannot be batch updated.

Once the query has been set up correctly, run the query and verify that the results yielded include the correct records to be updated.

Step 2: Select the Desired Records

Next, select the records within the query results that should be included in the batch update by clicking the checkbox to the left of each record. If no individual records are selected, the batch updating process will update ALL of the records in the query results.

Step 3: Run the “Batch Update Records” Procedure From the Action Menu

Click the action menu (lightning bolt) on the query results and select the “Batch Update Records” procedure. In the window that appears, select from the dropdown the field that should be updated.

Please Note: If the field to be updated is not included in the list, it might be that the field is not included in the query or displayed in the results. If that is not the case, the user should contact their Veracross Account Manager.

Once the field has been selected from the dropdown, indicate the new value for that field in the value box to the right.

To update multiple fields for the same records simultaneously, click the blue “+Add Field” link and repeat the process.

Step 4: Click the “Update [X] Records” Button

Once all fields and corresponding new values have been entered, click the green “Update [X] Records” button. Axiom will then cycle through and update the necessary records (either the highlighted records or all of the records, if none have been highlighted).

There is no limit on the number of records that may be updated. Since batch update happens in a background process, users may leave the Query Results page to do other work after initializing a large batch update. Check the progress of background operations in the Action Menu. Choosing to stay on the Query Results page will yield individual record status updates, letting the user see at a glance which records have completed successfully, which are still in progress, and which records had an error during the operation.

Please Note: Once the batch update procedure has been run, the query results will refresh. When returning to the query results, the results shown may now exclude the records that were updated, depending on the query criteria. If every record in the query was updated and the newly updated field values no longer meet the query criteria, the results page will say “No Records Found.” For example, when running a query such as “show all the classes that do not have an Exam Weight set,” the query would have criteria in place where Exam Weight field = 0. After all of the records have been batch updated to have the proper exam weight, the user would be left with no class records for that query because none of the records still have an Exam Weight = 0. To see the records again, simply return to the query design and adjust the criteria.