Bulk edit user profile attributes

Owned by Annu
Last updated: Aug 21, 2023
6 min read

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 are filtered/how many users are listed on the Users tab.

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

How to bulk edit users?

Once clicked 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, manually choose users or use bulk selection check box.

Chooses attributes

In this step, specify what all changes to be made in user attribute data.

In this step notice three columns -

  • Attribute name - Select the attribute that need to be updated for selected users

  • Action - There are multiple actions displayed relevant to selected attribute name. Refere to the table below

  • Value - Once Attribute names and Actions are selected, possible values are displayed based on 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 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 date type field was used 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

While doing the bulk edit user, multiple attributes can be selected and then relevant add action and values needs to be selected with respect to each selected attribute every time. Here as many as attributes can be added 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.

Selected rows of different attribute rows can be deleted by clicking on Trash icon in front of the respective row.

Confirmatio

  • This is the last screen, confirm all the selected updates

  • Check if an update needs to be sent to users about the changes respective to their profiles

  • Click on Confirm.

Clicking on Cancel takes back to the main users page. All the selections made will be vanished and the bulk edit process can be started 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 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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