Import records and make bulk updates
Prepare files you can reuse and update the chosen records in bulk, keeping their identifiers and the intended scope.
Before you start
Have permission to edit the records that will receive the data, the reviewed file and the list of records that will change. Before the full import, check the column mapping with a small sample.
Step by step
1. Prepare the identifiers and relations
In the target list, select the records and export the fields you need with the import-compatible export option when you intend to update existing records. Keep the External ID column, which identifies each record, and check the company, dates, decimal format and the identifiers of related records. Keep the original export to compare later.
2. Test and import the file
Choose Import records, upload the file and check the mapping of each column. Use Test to find missing relations or invalid values, correct the file and repeat the test until it passes without warnings. Import the reviewed file and check the number of records and a few reference totals. For accounting entry imports, the journal, the file layout and the completion rules must be configured.
3. Apply the configured mass edit
Filter the records, select them and open, in the Action menu, the mass edit configured by the administrator. For each field, set the new value or clear it, as intended, and check the values before applying. Afterwards, check a sample of the changed records. The administrator creates the action and defines the fields and the user groups that can use it.
4. Check the effect of automations
Check whether saving or importing records triggers automated actions, messages or computed fields. Before turning on a new automation for all records, the administrator reviews the trigger, the record filter, the action and the result on a sample record. Keep the imported file and the result of the update.
Expected result
The records are updated with stable identifiers, and the saved export lets you compare before and after.
If something goes wrong
To update existing records, import the file with the External ID column filled in: it links each line to the right record. If the filter included records that should not change, import the values from the saved export for those records.