RB User Guide > Tools > Bulk Update

Updating multiple contacts at once

If you have a number of contacts that need the same information changed, for example you have a new sales representative for your contacts, save time by changing all of the affected contacts at once.

1. Tools > Bulk Update
2. In the Bulk Update window, select Contact in the Entity drop-down.
3. Select the field you want to update in the Choose field to update drop-down:

   • Billing Rate Group–Billing Rate

     Default. To change the billing rate table for the contacts. Billing Rate Groups are created and default selected in Lists > Accounting. Billing rate tables are set up and assigned to a group in Billing Rates.

   • Client Of

     To change the resource the contacts belong to.

   • Contact Type

     To change the category the contacts are classified by. Contact Type and its default are set in Lists > Contacts.

   • Do not attempt marketing

     To change whether you send the contacts marketing or promotional matter from your company or not.

   • Gender

     To change the designated gender of the contacts. Gender types and default are set in Lists > Contacts.

   • Invoice Sending Method

     To change how you send invoices to the contacts.

   • Rating

     To change the contacts’ credit rating. Rating types and default are set up in Lists > Contacts.

   • Sales Rep

     To change the sales representative/account executive the contacts belong to.

   • Sales Tax Rate

     To change the percentage for the state sales tax for the firms.

   • Salutation

     To change the terms of address used in letters or messages for contacts, e.g., Mr. or Ms. Terms of address and default are set up in Lists > Contacts.

   • Statement Sending Method

     To change how you send statements to the contacts.

4. Selections in Set value to vary depending on the field you chose to update above. If you selected:

   • Billing Rate Group–Billing Rate

     Select a Billing Rate Group in the first field, then the specific Billing Rate Table in the second field.

   • Client Of

     Click . To find the responsible resource you want to change to in the Lookup Resource panel, see Looking up resources.

   • Contact Type

     Select the category you want to change the contacts to in the drop-down.

   • Do not attempt marketing

     Default is No. Click to select Yes if you want to avoid sending the firms your company’s marketing or promotional materials.

   • Gender

     Select the new gender in the drop-down.

   • Invoice Sending Method

     Select the method for sending invoices to the contacts.

   • Rating

     Select the credit rating you want to change the contacts to in the drop-down.

   • Sales Rep

     Click . To find the sales representative you want to change to, see Looking up resources.

   • Salutation

     Select new terms of address for the contacts in the drop-down.

   • Statement Sending Method

     Select the method for sending statements to the contacts.

5. Click Next.
6. In the Update To panel, choose one:

   • All contacts

     To change every listing in Contacts.

   • All active contacts

     To change only those listings for contacts that are still doing business with you.

   • Specific contacts

     Default. To select a custom set of contacts to update.

     1. Select a filter in the Search By drop-down:

        • Firm Name

          Default. To search for contacts who work at firms that have a common name, enter part of the name in Search Criteria.

        • Firm No.

          To search for contacts that work for one firm, enter the firm number in Search Criteria.

        • Parent Firm

          To search for contacts who work for firms that are part of one organization, click . Then find the firms’ headquarters in the Lookup Parent Firm panel. See Looking up firms.

        • Sales Rep

          When bulk updating sales reps only

          To search for contacts by their assigned sales representative, click . See Looking up resources.

     2. Click . RB9 displays all the contacts that fit the search criteria.
     3. Check the box in the Results header to select all contacts in the grid, or check only the boxes of specific contacts to update.
7. Click Update. Then click OK in the popup that appears.

Reference

• Contact
• Lists > Accounting
• Billing Rates
• Resources
• Client Of
• Lists > Contacts
• Sales Rep
• Firms
• Parent Firms

Step-by-step instructions

• Setting up Service Item Master
• Looking up resources
• Looking up firms