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Bulk Change Overview

Josh Doughty
Updated

HR

Bulk Change Overview

 

This guide will show you how to update the same change to a number of records in bulk using
Bulk Change. Please note a System Administrator Licence is required to use Bulk Change.

 

Contents

 

Introduction

You may have a group of employees that require the same change be applied to their records, in this instance you may be able to use the Bulk Change page to carry out this change in bulk.


As Bulk Change will apply the same change to all the records it is not suitable where records in the group require different individual information to be recorded. Where information will vary individually, a Data Import would be required. Please contact customer care for a quote if you would like assistance with a Data Import.

Access to Bulk Change

Firstly to be able to process changes in bulk, a System Administrator licence is required.
There are two pages associated with Bulk Change which need to be enabled for Users to view:

  • Bulk Change – to process changes
  • Bulk Change History – to view a history of changes you have processed

The page permissions can be assigned per user role via:

  • Latest menu: System Configuration > Role Management > [select user role] > Pages
  • Pre 2025 menu: System > Security > Role Management > [select user role] > Pages

Types of Bulk Change

There are three types of Bulk Changes:

  • Bulk Change to Fields in the Personal Details area:

Account Settings page

  • Account Enabled from
  • Account Expiry
  • Account locked (Pending Password Reset)
  • Login Method
  • Password Expiry
  • User Role

Personal Details page

  • BF Deadline (holiday brought forward deadline)
  • BF To Action (removal of untaken brought forward holiday by the deadline)
  • Employee Notice
  • Employer Notice
  • Ethnic Origin
  • Nationality
  • Record Group
  • Reports to (if not using the Jobs File)

Time Off page

  • Entitlement Total – this relates to the optional Absence Entitlement Code Table. For more
    information on this area please refer to the relevant help guide.
  • Bulk Change to Fields in the Job and Pay page:
    • Contract
    • Department
    • Job Classification
    • Location
    • Work Pattern

  • Bulk Change Action to:
    Create a record in:
    • Absence
    • Objectives
    • Talent Management Reviews
    • Training
    • Send Welcome Email: this mirrors the functionality of the New Employee Wizard
      to send a new starter email

Note: The list of options you see may differ depending on your Field Group Security


Further Information Fields added to ether Personal Details or Job and Pay can be included in the field list if required. Please see the help guide on the creation of Further Information Fields.

 

To change a Personal Details Field for a subset of employees

Choose:

  • Latest Menu: Data Management > Bulk Change
  • Pre 2025 Menu: People Admin > Tasks > Bulk Change

A screen displaying a three-step process will be displayed:

Step 1

  • Click Select person subset
  • The subset screen will be displayed enabling you to select the records for whom
    the change is to be made. Follow the subset steps:


Step 2

  • The screen will display your selected employee records in the Step 1 column
  • In Step 2 there is a choice of Action or Field
  • Since it is the contents of a Field that is being changed, click Field and select a Field from the dropdown list that is in the Personal Details area, such as Record Group. Then from the associated Change to dropdown list below, select the relevant group to change the records to

Note: Entering a BF Deadline (holiday brought forward) via Bulk Change will not automatically enable BF To Action, so this should also be updated in Bulk Change to turn the slider on in each record as required. 
Note: Step 3 on the right hand side will display ‘There are no options for these selections’ so can be disregarded with this type of field.
  • Click the Finish button at the bottom of the page to complete this action
  • You can export a PDF of the changes that you have just made as well as seeing it
    on-screen
  • The Bulk Change Results page can be viewed to see a history of your previous Bulk Change updates. The history is personal to your account so you will not see any other users’ history.
  • To return to the page go to;
    • Latest Menu: Data Management > Bulk Change History
    • Pre 2025 Menu: People Admin > Tasks > Bulk Change Results
Note: Bulk changing any field should be carried out with caution. Ensure that you have checked the subset of records and the change that is being applied. There is no undo option in Bulk Change.


To change a Job and Pay Field for a subset of employees

Choose:

  • Latest Menu: Data Management > Bulk Change
  • Pre 2025 Menu: People Admin > Tasks > Bulk Change

A screen displaying a three-step process will be displayed:

Step 1

  • Click Select person subset
  • The subset screen will be displayed enabling you to select the records for whom
    the change is to be made. Follow the subset steps:

Step 2

  • The screen will display your selected employee records in the Step 1 column
  • In Step 2 there is a choice of Action or Field
  • Since it is the contents of a Field that is being changed, click Field and from the
    dropdown list select the relevant field from the Job and Pay area, such as Location
  • From the Change to options select what the new result will be for the selected
    group of employee records

Step 3

  • As you are changing a field on the Job and Pay page, you have the option of editing
    the current field or inserting a new entry on the Job and Pay page for each
    employee in the Subset
  • Edit current Job and Pay will overwrite the field in the employee’s current Job and
    Pay so there will be no record of the date of change (eg to update a group of
    records where the Location was incorrect)
  • If you use the Insert new option you need to input the Reason for the change and
    the Date when the change is effective from (eg a change in Location due to a
    Restructure)

  • Click the Finish button at the bottom of the page to complete this action
  • You can export a PDF of the changes that you have just made as well as seeing it
    on-screen, and to view a history of changes go to:

    Latest Menu: Data Management > Bulk Change History

    Pre 2025 Menu: People Admin > Tasks > Bulk Change Results

Remember: Bulk changing any field should be carried out with caution. Ensure that you
have checked the subset of records and the change that is being applied. There is no undo option in Bulk Change.


Bulk Change Action - Creating Records for a subset of employees

At Step 2, if you select Action there is the option to create records in the following areas:


Please see the related help guides on each of these areas:

  • Using Bulk Change to record objectives
  • Using Bulk Change to Record Training
  • Bulk Change - Creating Talent Management reviews
  • Bulk entry of absence records*
  • Bulk Change send welcome message

*Note:  A separate Bulk Absence page is available with more features than the option in Bulk Change so it is recommended to use this page which can be found in:

  • Latest menu: Data Management > Bulk Change
  • Pre-2025 menu: People Admin > Tasks > Bulk Absence

 

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