Bulk Change

BULK CHANGE

Introduction

Bulk Change is useful when changes to a group of records or people are required. Some examples where the bulk change feature may be used are:

• Change the expiry date on a group of training records

• Lapse a group of training records

• Delete a group of needs

• Change the location for a group or people

• Archive a group of people

• Change the respondent for a group of forms

Permissions

The bulk change privilege is typically only allocated to administrators and can be managed via Lucidity Access. As this is a feature that can result in a large number of record changes, it is recommended only a very small number of administrators have permissions to the bulk change tool. Refer to the Access Roles page within the Lucidity Access user guide for more details.

Navigation

When the bulk change feature is selected, a wizard opens to guide the process. Available options may be slightly different dependent on which module of Lucidity Software is being accessed. 

Bulk change is available in the following modules:

• Competency

  • Records (update, lapse and delete)

  • Needs (update and delete)

• HR

  • People (update and archive)

• InForm

  • Form records (update, archive and delete)

Filters

Filters are a powerful tool enabling general or very specific searches to be applied. Filters are available on many pages within Lucidity Software.

Filter features:

• Search field for high level filtering

• Various search filters for generating very specific searches

• Ability to apply single or multiple filters at once

• Save filter option

• Reset filters, which returns filters back to default settings (which may include Person Status as Active)

• Clear filters, removing all entries in all filters (which may include removing default settings)

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For more information on using filters, refer to the My Filters user guide.

Update People or Records

To bulk update a group of people or records, navigate to the Lucidity Software module and relevant page where the basic steps are the same. In this example, we will bulk update a group of records in Lucidity Competency where the issue date has been incorrectly assigned.

1. Use the available filters to narrow down the list of records displayed

   1. In this example, all records for the "Star Wars Galaxy First Aid" have been selected

2. Select 'Bulk Change'

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3. In the wizard that opens, tick the records that need to be changed

   1. Ticking the very top box will automatically select all records in the list

   2. In this example, the first 4 records are selected

       

4. Click 'Next'

5. Click 'Update'

    

6. Click 'Next'

7. Tick the options requiring updating

   1. In this example both the issue date and expiry date are selected

       

8. Populate the new information as required

    

9. Click 'Next'

10. Review the changes and click 'Confirm'

     

11. The progress bar will display. Once complete, click 'Finish' to return the Records page

     

Lapse Records or Archive People

To bulk lapse or archive a group of people or records, navigate to the Lucidity Software module and relevant page where the basic steps are the same. In this example, we will bulk archive a group of users in Lucidity HR.

1. Follow steps 1-4 from Bulk Update People or Records

   1. In Lucidity HR, the bulk update feature is only available from the Employees, Casuals or Subcontractors pages, NOT from the All page

2. Click 'Archive'

3. Click 'Next'

4. Review the changes and click 'Confirm'

5. The progress bar will display. Once complete, click 'Finish' to return the People page

Delete Records

To bulk delete a group of people or records, navigate to the Lucidity Software module and relevant page where the basic steps are the same. In this example, we will bulk delete a group of forms in Lucidity Inform.

1. Follow steps 1-4 from Bulk Update People or Records

2. Click 'Delete'

    

3. Click 'Next'

4. Review the changes and click 'Confirm'

5. The progress bar will display. Once complete, click 'Finish' to return to the Form records page