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.

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

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 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.

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

Sample Spreadsheet with Sub-Groups



Latest Update

4/25/2023

Add fields that can be updated and imported.