If you need to update a large selection of data at once, Bulk Actions will allow you to knock out a big task in one process!
Important Considerations
- Always remember that the query type reflects the type of data that will be impacted by the Bulk Action. As an example, if we use a Contact Query, then Contact Records will be impacted by the various Bulk Actions available. To learn more about Nested Queries, best practices, and tips, check out this support article that covers all of this in-depth!
- When using Bulk Updates via the Query Tool, remember that this will populate the SAME value/change across all the selected pieces of data. To update many records with unique data for each, you will want to use the Bulk Data Tool to navigate this need.
- Not all Virtuous CRM+ Users have viewing access to all areas of the Virtuous CRM+ app and may not have the appropriate Permissions to execute bulk updates.
Executing a Bulk Action
From the results page in the Query Tool, select the top check box. This will only select the results visible on the current page. Be sure to select the additional link "Select all X items in query results" to include every item in your results.
After selecting to include all items in the query results, the total number of items included will display at the top of the page.
To access the list of the various bulk actions available, select the "Actions" drop-down menu in the top right corner of the page.
Depending on which query type you are working with and your specific Permissions, the list of available Actions vary between query types and users.
After selecting the specific Action, a pop-out window will open. Before you can save any changes, you must confirm that you are making a bulk update and check the box. You'll notice a number of items to be impacted is displayed. This is a great opportunity to double check that you have included all the results in your query.
After confirming and then entering the appropriate data, select the save option at the bottom of the window. The exact term displayed will vary depending on the action being executed. As an example, in the below screenshot, Tags are being added to Contacts making the save option "ADD".
Your bulk update will begin processing and a confirmation message will be displayed. Depending on the volume of your update, the processing period will vary. As noted in the displayed message, do not change the criteria of your search or else it could adversely affect the results of your request. Virtuous CRM+ is using your query as the "rules" for the bulk update in process.
Once your bulk update has been completed, you will receive an email confirmation reflecting the completed action.
Bulk Actions Available
Using the appropriate query type to execute your bulk update is the first step. Each query type has a specific selection of Actions available. Reference the list below to decide which query would best serve your bulk update needs.
Contacts
Contact Query
- Add Contacts to Email List
- Add Contacts to Queue
- Add Note to Contact
- Add Tag to Contact
- Add Task for Contacts
- Archive Contacts
- Assign Contacts to Organization Group
- Edit Custom Fields
- Invite to an Event
- Remove Contacts from Email List
- Remove Contacts from Queue
- Remove Tag From Contacts
- Unassign Contacts from Organization Group
Contact Collection
No Bulk Actions Available - CSV export with Contact Collection specific data available
Contact Membership
No Bulk Actions Available - CSV export with Contact Membership specific data available
Contact Note
No Bulk Actions Available - CSV export with Contact Note specific data available
Individual
- Add Individuals to Email List
- Add Note to Contacts
- Add Tag to Contacts
- Edit Custom Fields
- Invite to an Event
- Opt-In Primary Phone Numbers
- Opt-Out Primary Phone Numbers
- Remove Individuals from Email List
- Remove Tag from Contacts
Individual Collection
No Bulk Actions Available - CSV export with Individual Collection specific data available
Individual Form Submission
No Bulk Actions Available - CSV export with Individual specific data available
Project Donor
No Bulk Actions Available - CSV export with Project Donor specific data available
Giving
Gift
- Add Contacts to Queue
- Edit Custom Fields
- Edit Gifts
- Receipt Gifts (Note: This is NOT the best practice for sending single gift receipts.)
Gift Ask
No Bulk Actions Available - CSV export with Gift Ask specific data available
Gift Splits
No Bulk Actions Available - CSV export with Gift Splits specific data available
Grant
No Bulk Actions Available - CSV export with Grant specific data available
Planned Gift
No Bulk Actions Available - CSV export with Planned Gift specific data available
Pledge
- Edit Pledge Project Designation
- Edit Pledge Segment Assignment
Recurring Gift
- Edit Recurring Gift Segment
- Edit Recurring Gift Project Designation
Projects
Project
- Edit Project Custom Fields
- Edit Project Details
Project Expense
No Bulk Actions Available - CSV export with Project Expense specific data available
Project Note
No Bulk Actions Available - CSV export with Project Note specific data available
Project Role
No Bulk Actions Available - CSV export with Project Role specific data available
Other
Automated and Recurring Tasks
- Edit Task Owner
Event
No Bulk Actions Available - CSV export with Event specific data available
Event Attendee
No Bulk Actions Available - CSV export with Event Attendee specific data available
Event Sponsor
No Bulk Actions Available - CSV export with Event Sponsor specific data available
Sent Email
No Bulk Actions Available - CSV export with Sent Email specific data available
Volunteer
No Bulk Actions Available - CSV export with Volunteer specific data available
Volunteer Opportunity
No Bulk Actions Available - CSV export with Volunteer Opportunity specific data available
Need More Help?
Need something else to help clean up your data? Virtuous Professional Services offers solutions to optimize your CRM data and improve data hygiene through deduplication, Pledge & Recurring Gift clean up, and data appends beyond what's available from Bulk Actions in Queries. These services are geared to improve your Donor Segmentation, streamline your marketing Campaigns, and ensure accurate reporting. Click here to learn more about our Professional Services offerings, or contact your Customer Success Manager to get started!