Batch Update Organization Settings

TouchPoint has a batch action that allows you to export organizations to Excel, edit certain items in the spreadsheet, and then import the spreadsheet to update the organizations.

You can also use this update to add sub-groups to orgs. See below.

Note

Anyone with Edit role can generate and edit the export. However, only the user with Admin role can perform the batch update.

The settings will be exported along with the name of the organization and of course the organization Id #. See below for the list of fields (columns) that can be updated using this method.

Tip

If you are not familiar with the meanings of all the terms / fields that are in the spreadsheet, you can select Show Help when you are viewing tabs on an organization. Also, you will want to review our help articles, especially those in the Organization Settings Tab section in the article listed below.

To Update Organizations

Step 1

Go to Organizations > Search / Manage and use the filters to find the organizations you want to update.

Press Search after selecting the filters.

Step 2

Select Toolbar > Cloud > Export Excel > Export Organizations

See also

Toolbar Options

Step 3
Edit the Excel file, noting the list below of the columns that can be updated and the text that should be used when updating.
Step 4

Remove any columns you are not updating except for the Org ID column.

Then copy the columns that you have changed, including the header.

Important

Do NOT remove the Org ID column or the Header row.

Tip

If you are editing the spreadsheet, but are not the System Admin; make your changes, save the spreadsheet, and email it to your Systems Administrator to perform the Batch Update.

Step 5
Go to Administration > Batch Actions > Update Organizations
Step 6
Paste what you have copied into the empty text box and press Submit.

Note

Only the items listed below can be edited using this update. Some of the drop down type items require the ID #, and that is indicated below. For those using an ID #, 0 equals NULL or Not Specified. You can find these ID#s in Administration > Setup > Lookup Codes. When the field is a date use this format: 1/1/2015. When it is a Schedule use this format: Sun 8:00 AM

The fields/columns that can be updated

These are in the order in which they appear in the spreadsheet.

Name
actual org name, such as Young Married Class
Description
actual value, should be a short paragraph about the org
First Meeting
date
Last Meeting
date
Schedule
works when there is only one schedule on the org
Campus
ID #
Location
actual value, such as W220
Reg Start
date
Reg End
date
Can Self Check-In
TRUE or FALSE
Roll Sheet Visitor Wks
integer
Limit
integer
Can Self Check-In
TRUE or FALSE
Birth Day Start
date
Birth Day End
date
Gender
Male or Female
Grade Age Start
integer for a single grade, not a grade range
Last Day Before Extra
date
No Security Label
TRUE or FALSE
Num Check-In Labels
integer
Num Worker Check-In Labels
integer
Phone Number
actual value, such as 9013472000
Main Fellowship Org
TRUE or FALSE
Entry Point
ID #
Leader Type
ID #
Organization Status
ID # - 30 for Active; 40 for Inactive
Use Register Link2
TRUE or FALSE

Remember, there are other columns in the Excel export, but they cannot be updated using the batch process unless they are listed above.

Add Sub-Groups Using Batch Update

If you need to add the same sub-groups to multiple orgs, you can do that using the batch update process.

Use Case

You want to track memory verses for all the children enrolled in Life Groups from 4 yrs old through 5th grade by using sub-groups in those existing orgs. But that means that you need to create a lot of the same sub-groups in a lot of orgs. This batch process will make it very easy for you. Use your imagination to set up groups that will give you what you need without creating too many groups. For example: one sub-group for every 10 verses a child memorizes, instead of one sub-group for every verse.

Step 1
Follow Steps 1 & 2 above to get the export.
Step 2

Add a column in the Excel spreadsheet named SubGroups.

Note

Make sure the new column is somewhere to the right of the column with the Org ID#.

Step 3
Enter the list of new sub-groups (separated by a comma) in the SubGroups column for the org at the top of the list.
Step 4
Copy the cell containing the sub-groups and paste the content in the SubGroups column for all orgs in the spreadsheet.
Step 5
Complete Steps 5 & 6 above to import the spreadsheet.

The result will be that the same sub-groups will be added to every org listed in the spreadsheet. If an org already has a sub-group with the same name, a new group will not be created.

http://i.tpsdb.com/2016-07-06_10-24-21.png

Sample Spreadsheet with Sub-Groups

© 2018 TouchPoint Software, LLC.  All rights reserved.