Multi-Record Changes

Global Changes for Predefined Field Data #

Use this tool to mass change information stored in a predefined field, on Company, Name or Position records. Use this with strong caution. Changes made cannot be undone. Only a billable database restore from the previous day of the change can undo some mistakes.

1. Click the System icon on the Main Toolbar.
2. Click Global Change.
3. Click Change Companies, Change Names, or Change Position.
4. Predefined field types will be selected by default
5. Select the Field Name from the dropdown list
6. Optional but strongly suggested: Limit to a Rollup (Note: If you skip this step your entire database will be modified accordingly)
7. Enter a New Value for the selected field.
8. Optional: Enter an Original Value.
   • Only records with a matching Original Value would be updated to the New Value
   • This value must be spelled exactly as it appears in the field on records.
9. If your fields currently contain information, select Modify Only Empty Fields
10. After checking all of your settings click Apply at the bottom of the window. An update window with a progress bar will confirm that your changes have been made.

Global Changes for Custom Field Data #

Use this tool to mass change information in a custom field on a record. Use this function with strong caution. Changes made cannot be undone. Only a billable database restore from the previous day of the change can undo some mistakes.

1. Click the System icon on the Main Toolbar.
2. Click Global Change.
3. Click Change Companies, Change Names, or Change Position.
4. Click the Custom charm in the upper left corner of the window.
5. Select the appropriate Global Change Mode from the dropdown at the top.
   • Below will be a description of how each works
6. Select the Field Name from the dropdown list
7. Optional but strongly suggested: Limit to a Rollup (Note: If you skip this step your entire database will be modified accordingly)
8. Enter a New Value for the selected field.
9. In some modes (options 3 and 5 from the list below) you will be asked to type an existing value in the Current Field Value box to work as an identifier for your Global Change. This value must be spelled exactly as it appears in the field on records.
10. After checking all of your settings click Apply at the bottom of the window. An update window with a progress bar will confirm that your changes have been made.

Change a Custom Field Name #

Use this tool to change the name of an existing Custom Field.

1. Click the System icon on the Main Toolbar.
2. Click Global Changes.
3. Click Change a Custom Field Name.
4. Select Field Type (Company, Name or Position).
5. Enter the Current Field Name (this is case sensitive).
6. Enter the New Field Name.
7. After checking all of your settings click Apply at the bottom of the window. An update window with a progress bar will confirm that your changes have been made.

Copy a Predefined Field to a Custom Field #

Use this tool to mass copy information currently stored in a Predefined field to a Custom field.

1. Click the System icon on the Main Toolbar.
2. Click Global Changes.
3. Click Copy Predefined to Custom Field.
4. Select the appropriate Global Change Mode from the dropdown at the top.
   • Below will be a description of how each works
5. Select Record Type (Company, Name or Position).
6. Optional but strongly suggested: Limit to a Rollup (Note: If you skip this step your entire database will be modified accordingly)
7. Select the Predefined Field to copy from.
8. Select the Custom Field to copy to.
9. Optional: Enter number for the Custom Field Sort Order
10. After checking all of your settings click Apply at the bottom of the window. An update window with a progress bar will confirm that your changes have been made.

Copy a Custom Field to a Custom Field #

Use this tool to mass copy information currently stored in one Custom field to another Custom field.

1. Click the System icon on the Main Toolbar.
2. Click Global Changes.
3. Click Copy Custom to Custom Field.
4. Select the appropriate Global Change Mode from the dropdown at the top.
   • Below will be a description of how each works
5. Select Record Type (Company, Name, Position, or Placement).
6. Optional but strongly suggested: Limit to a Rollup (Note: If you skip this step your entire database will be modified accordingly)
7. Select the Custom Field to copy from.
8. Select the Custom Field to copy to.
9. Click Apply.

Mass Move Names to a Different Company #

Use this tool to mass change all names on a Rollup to a new Company, a Rollup is required.

1. Open a Rollup List containing all names to be moved to the company.
2. Select all the records to be moved.
3. Click the Change Company action icon within the Rollup.
4. Find the company using the Select Company dropdown.
5. Review selections for Copy Options.
6. Click Change.

Mass Delete Records #

Use this tool to mass delete Company, Name, or Position records from the database. A Rollup is required.

1. Open a Rollup List containing the records to be deleted.
2. Select all records to be deleted
3. Click the Delete from Database action icon within the Rollup.
4. Deleted records will go to the PCR recycling bin by default
5. Click Delete.

Move or Copy Records to a Different Database #

Use this tool to mass move/copy Company, Name, or Positon records to another database, a Rollup List is required. This process is often used to move inactive records to an ‘archive’ database. You must be a System Administrator with the same User Name, Security Level, and Password in both databases to perform this action.

1. Open a Rollup List containing the records to be moved or copied (Moving the records will delete them from the current database).
2. Select all records to be copied/moved.
3. Click the Move to Database or Copy to Database action icon within the Rollup.
4. Select the Target Database.
5. Select Duplicate Checking Options.
6. Select Database Copy Options
7. Click Move or Copy.

Split Email/WWW Field #

This Global Change will allow a PCRecruiter Admin user to separate the “Predefined: Email/WWW Address” field, located on Company Records, to two designated Custom fields. This split will happen based on if the value of the field is an Email Address or a Website.

Click here to learn how to create custom fields.

1. Select System from the Main Toolbar
2. Select Global Change
3. Choose Split Company Email/WWW Field
4. Select Email Custom Field to set the custom field to store your Email values.
5. Select Site Link Custom Field to set the custom field to store the Website values.
6. Check Modify Only Empty Fields to not overwrite existing data in the custom fields (In cases where the field is already populated, no change will occur).
7. Select Run when you are ready to perform the action (This will take a few minutes and varies greatly depending on database size)

Once this change is ran, return to a company record with the Email/WWW Address field populated, you will see the value can now be seen in the desired Custom field based on the value type (Email vs. Web Address).

**Please Note: It is recommended this change only be ran in your database once. After this is ran, users may begin using the custom fields to enter the data in an organized fashion.

Global Change Modes #

1. Replace All Values: This mode will delete all values in the custom field and replace it with the new value that you type in.
2. Modify Only Empty Fields: This mode will only update records with the new value IF the custom field is empty.
3. Modify Only Records With Specific Value: This mode will remove all values in a custom field that you type in the Current Field Value box and replace it with what you type in the New Value box.
4. Add New Value to Existing Values: This mode will allow you to add a new value to a custom field if it is not already selected for that record.
5. Add New Value to Existing Values for Records with Specific Values: This mode will allow you to add a new value to a custom field for records that already have a current value of your choosing.