FAQ - How to Bulk Update a Multi Select Field

mark.thompson@oneadvanced.com Updated by mark.thompson@oneadvanced.com

Introduction

Multi Selected Fields have a additional Business Object to store their values. So although a field may appear to be part of the main business object on screen it will not be structured in that way in the database.

For example , the System User Employment Contract has a "Works At" field which is a multi select of the Team Object. If a user has 3 Teams in the "Works At" field they will have 1 record in the Employment Contract business object and 3 records in the "Works At" Business Object , each of these 3 records will have a GUID for the relating Team and System User Contract. Therefore , to add more Teams to the "Works At" field for a user - they should be added to the "Works At" object, not the Employment Contract object

A number of multi select fields are available via a bulk update feature at the top of the page , however of they are not they can be updated via and export and import - this process is described below, using the "Works At" example.

Instructions

  1. Create a new Data Migration Map

Go To Data Management -> Data Import -> Data Migration Maps -> Create New

  • Set 'Target Record Type' to be 'Work At'
  • Set a suitable Name. 'Works At Import' for example
  • Save

Create Excel Spreadsheet

  • There are Two Columns with headers
    • First Column: SystemUserEmploymentContractId
    • Second Column: TeamId
  • Add data as needed. Both need to be Guids (17B8C6B7-A9A0-EE11-A35E-0050569231CF, for example)
    • Id of Contract in first column
    • Id of Team in second column
  • Close file
  1. Create a new Data Import Processes

Go To Data Management -> Data Import -> Data Import Processes -> Create New

  • Set 'Data Migration Map' to the 'Works At Import' created above
  • Set 'Import Action' to 'Add new records'
  • Set 'File' to excel file created above
  • Set 'Use Empty Cells to 'No'
  • Save record
  • Click 'Execute Import Process' from the ribbon
  • Records should be imported

GUIDS

In order to get the GUIDS required the same extract process as above can be used and the GUID field added to the export. In this example that would be the 'SystemUserEmploymentContractId' field to gain the GUIDs for the Contract records.

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