Batch Update Involvement Settings¶
TouchPoint has a batch action that allows you to export Involvements to Excel, edit certain items in the spreadsheet, and then import the spreadsheet to update the Involvements.
You can also use this update to add sub-groups to Involvements. See below.
Note
Anyone with the Edit role can generate and edit the export. However, only the user with the Admin role can perform the batch update.
The settings will be exported along with the name of the Involvement and of course the Involvement 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 Involvement. Also, you will want to review our help articles, especially those in the Involvement Settings Tab section in the article listed below.
See also
To Update Involvements¶
- Step 1
Go to Involvement > Manage > Search and use the filters to find the Involvements you want to update.
Press Search after selecting the filters.
- Step 2
Select Toolbar > Cloud > Export Excel > Export Involvements
See also
- 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 InvID column.
Then copy the columns that you have changed, including the header.
Important
Do NOT remove the InvID 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 System Administrator to perform the Batch Update.
- Step 5
- Go to Administration > Batch Actions > Update Involvements
- 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 Involvement name, such as Young Married Class
- Description
- actual value, should be a short paragraph about the Involvement
- First Meeting
- date
- Last Meeting
- date
- Schedule
- works when there is only one schedule on the Involvement
- 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 Involvement
- TRUE or FALSE
- Entry Point
- ID #
- Leader Type
- ID #
- Involvement Status
- ID # - 30 for Active; 40 for Inactive
- Use Register Link2
- TRUE or FALSE
- Send an attendance link to leaders at the start of a Meeting
- TRUE or FALSE
- Does not meet weekly
- TRUE or FALSE
- Allow Attendance Overlap
- TRUE or FALSE
- Use Directory
- TRUE or FALSE
- Max Limit
- integer
- Registration Type
- ID #
- Filter Attendance Roster by subgroup
- TRUE or FALSE
- Absents Threshold
- integer
- Include in Mobile App
- TRUE or FALSE
- Relaxed Requirements (all)
- TRUE or FALSE
- Show in Mobile App
- TRUE or FALSE
- Location
- ID #
- Show Registrant Count
- TRUE or FALSE
- Start Date
- Date
- End Date
- date
- Category
- ID #
- Button text
- actual value
- Extra values
- will match the type of the extra value
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 Involvements, 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 Involvements. But that means that you need to create a lot of the same sub-groups in a lot of Involvements. 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 Involvement ID#.
- Step 3
- Enter the list of new sub-groups (separated by a comma) in the SubGroups column for the Involvement 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 Involvements 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 Involvement listed in the spreadsheet. If an Involvement already has a sub-group with the same name, a new group will not be created.
Sample Spreadsheet with Sub-Groups
| Latest Update | 4/25/2023 |
Add fields that can be updated and imported.