Bulk edit user profile attributes

Background

UpRaise supports custom attributes for user profile that makes it easy to have as many as profile attributes added to the company directory to manage employee data. Going further we realised that our users want to edit/update the data in these profile attributes as and when their employee information is changed.

For example, there is a team of 20 employees whose reporting manager has been changed. In this case, admins need to change that data one by one for these users. Although the field can be made editable to individuals, it is not generally accepted by all companies considering the policies and data integrity perspective.

Considering above and many such reasons, we came up with a functionality to bulk edit user attributes. Let us see how it works

Navigate to Company directory >> Users tab >> Actions >> Bulk edit all 200 users

Number of users shown in above option will differ based on how many users you have filtered/how many users are listed on the Users tab.

Currently you can bulk edit maximum 500 users at a time. If you have selected more than 500 users, proper messaging is displayed. Else user is taken to new tab to start the bulk edit process.

How to bulk edit users?

Once you click on Bulk edit option, if number of users is 500 or less, user is taken to new tab in the window displaying a 3 step process to start with bulk edit function as mentioned below.

Choose users
Choose attributes
Confirm

Choose users

In this step you can manually choose users or use bulk selection check box.

Chooses attributes

In this step you will specify what all changes you want to make in user attribute data.

In this step notice three columns -

Attribute name - Select the attribute you wish to update for selected users
Action - There are multiple actions displayed relevant to selected attribute name. Refere to the table below
Value - Once you select Attribute name and Action, possible values are displayed based on your selection.
- For eg. Selected Attribute name is Designation, action is ‘Change to’, in that case Value drop-down will display the list of all designations available in your company directory.

Please refer to the below table to understand the actions available based on the type of field used in for different attributes at the time of attribute creation.

For eg. If the attribute is Joining date, that means you had used date type field while creating that attribute. From the below table, Date type field related actions will be applicable for such attributes.

Attribute Feild type	Action for each field type	How value is selected/added
Text field (Single line)	Change to Clear all	Change to User will see a plain text input box to enter the new value of this attribute. The new entered value will replace any existing text against this attribute for selected users. Clear all All values of that attribute will be cleared for the selected users
Text field (Multiple line)	Change to Clear all	Change to User will see multiline text editor box to enter the new value of this attribute. On save, newly entered text will replace any existing text against the attribute for selected users. Clear all All values of that attribute will be cleared for the selected users
Select list (Single choice)	Change to Clear all	Change to User will see single select drop-down User can select any value from the available options. On save, any existing value against this attribute for selected users will get replaced by the value selected in this drop-down. Clear all All values of that attribute will be cleared for the selected users
Select list (Multiple choice)	Add to existing Replace all with Find and remove these Clear all	User will see multi-select drop-down User can select any values from the available options. The system will not show the value drop-down when ‘Clear all’ action is selected. The value of these attributes will be updated based on the selected action as follows Add to existing Selected values from the value drop-down will be added to existing values of that attribute for the selected users. Replace all with Selected values from the value drop-down will be replaced the existing values of that attribute for the selected users. Find and remove these Selected values from the value drop-down will be removed from the existing values of that attribute for the selected users. Clear all All values of that attribute will be cleared for the selected users
Date picker	Change to Clear all	Change to User will see a date picker to chose a date. On save, any existing value against the attribute for selected users shall get replaced by the value selected in this drop-down. Clear all All values of that attribute will be cleared for the selected users
User picker (Single select)	Change to Clear all	Change to User will see get a drop down of users to chose single user. On save, any existing user will be updated with newly selected user for this attribute for selected users Clear all All values of that attribute will be cleared for the selected users
User picker (Multiple select)	Add to existing Replace all with Find and remove these Clear all	The value/s of these attributes will be updated based on the selected action as follows Add to existing Selected user/s from the drop-down will be added to existing user list of that attribute for the selected users. Replace all with Selected user/s from the value drop-down will be replaced the existing user/s of that attribute for the selected users. Find and remove these Selected user/s from the value drop-down will be removed from the existing values of that attribute for the selected users. Clear all All values of that attribute will be cleared for the selected users
Numeric field	Change to Clear all	Change to User will see a numeric input box to input any number. On save, any existing value against this attribute for selected users is replaced by the value new value. Clear all All values of that attribute shall be cleared for the selected users

You can select multiple attributes and add action and values with respect to each selected attribute every time. You can add as many as attributes you want in this step

Add or remove multiple attribute rows

Users can add multiple attributes to be updated at the same time. Click on +Add new option and add new attribute and its Action and Value.

You can also delete added attribute rows by clicking on Trash icon in front of the respective row.

Confirmation

This is the last screen, confirm all the updates you have selected
Check if you wish to send an update to users about the changes respective to their profiles
Click on Confirm.

Clicking on 'Cancel' takes you back to the main users page. All the selections you made will be vanished and you can start over again.

A few important points about this feature -

Once confirmed, system take around 20 mins to update a batch users up to 500. The time completely depends on the data and the number of users you have selected to be updated.
- If the user's tab has more than 500 users, clicking on the ‘Edit users in bulk’ action will show an error message.
Once confirmed the process of updating user attribute data will keep running in the background and app can be used as usual, there won’t be any intervention in normal app usage.
Currently all the changes made in profile attributes will be shown as 'System updated' change. In upcoming release, it will be changed with the relevant user name to track who made these changes.
Only admins and super admins will have Edit bulk users option by default.
In the Attribute name dropdown, ‘Name’ user attribute is excluded
During the three step process, moving to Next or Previous page will retain the latest selections and data as it is.

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