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.