Mass Update Records

Table of Contents

Mass Update Records #

Groupdesk allows Users to edit the details of multiple records at once, using the Bulk Update Function.

Record Types than can be edited using the Mass Update Function:

  • Trips

  • Bookings

  • Contacts

  • Catalogs

  • Accounts

  • Activities

  • Campaigns

  • Documents

  • Inventories

Record types that cannot be edited using the Mass Update Function:

  • Users

  • Quotes

  • Transactions

Mass Update/Edit Trip Records #

  1. Search for all Trip records that you want to update in the Search bar

  2. Select the Trip records you want to update and an Edit button will appear under the search bar

  3. With the Edit window open, select the box beside the field you want to update.

  4. Then update the field and click the Mass Update button.

Fields on Trip Records that can be updated using the Mass Update Function:

  • Status

  • Brand

  • Year

  • Type

  • Program Period

  • Launch Date

  • Deposit Deadline

  • Travel Week

  • Departure Date

  • Require Payment in Full

  • Enable Pay in Full Discount

  • Total Available Traveller Spots

  • Passport Required

  • Allow Rooming Changes

  • Automatic Status Changes

  • Enable Offline Payment

  • Card Required

  • Account

  • Gateway

  • Destination

  • Hotel Catalog

  • Campaign

Fields on Trip Records that cannot be updated using the Mass Update Function:

  • Trip Name

  • Enable Passport Changes

  • Payment Period Count

  • Payment Period Unit

  • Deposit Amount

  • Periodic Amount

  • Balance Date

  • Currency

  • List Price

Mass Update/Edit Booking Records #

  1. Search for the booking records that you want to update in the Search bar

  2. Select the booking records you want to update and an Edit button will appear under the search bar

  3. With the Edit window open, select the box beside the field you want to update.

  4. Then update the field and click the Mass Update button.

For more information on completing Mass Trip Switches (editing the trip field) please click here.

Fields on Booking Records that can be updated using the Mass Update Function:

  • Comp Sent

  • Med Sent

  • Deluxe Sent

  • Premium Sent

  • Status

  • Trip (more info here)

  • Contact

  • Student Number

  • Frequent Flyer Number

  • Referred By

  • Insurance Policy Number

  • Ticket Number

Mass Updating Booking Statuses to Waitlist is not ideal as it works against ASU rules.

Mass Update Account Records #

  1. Search for the Account records that you want to update in the Search bar

  2. Select the Account records you want to update and an Edit button will appear under the search bar

  3. With the Edit window open, select the box beside the field you want to update.

  4. Then update the field and click the Mass Update button.

Fields on Account Records that can be updated using the Mass Update Function:

  • Type

  • Language

  • Website

  • Email Address

  • Phone Number

  • Address

Fields on Account Records that cannot be updated using the Mass Update Function:

  • Account Name

Mass Update Activity Records #

  1. Search for the Activity records that you want to update in the Search bar

  2. Select the Activity records you want to update and an Edit button will appear under the search bar

  3. With the Edit window open, select the box beside the field you want to update.

  4. Then update the field and click the Mass Update button.

Fields on Activity Records that can be updated using the Mass Update Function:

  • Subject

  • Documents

  • TypeLaunch

  • Call: Status, Category, Start and End Time, Notes

  • Case: Case Type, Status, Priority, Refund Amount, Currency, Assigned to, Description, Resolution

  • Meeting: Start and End time, Category, Location, Notes

  • Note: Date received, Response date, Notes

  • Task: Status, Category, Priority, Due date, Notes, Assigned To

  • Trip Dollar Case: Status, Priority, Assigned to, Description, Resolution, Trip Dollar Amount Outstanding, Trip Dollar Amount Redeemed, Trip Dollar Currency Trip Type Cancelled, Trip Type Redeemed, Booking Earned, Booking Redeemed, Trip Year Earned, Trip Year Redeemed

Mass Update Campaign Records #

  1. Search for the Campaign records that you want to update in the Search bar

  2. Select the Campaign records you want to update and an Edit button will appear under the search bar

  3. With the Edit window open, select the box beside the field you want to update.

  4. Then update the field and click the Mass Update button.

Fields on Campaign Records that can be updated using the Mass Update Function:

  • Launch Date

  • Deposit Date

  • Brand

Fields on Campaign Records that cannot be updated using the Mass Update Function:

  • Campaign Name

  • Sales Region

Mass Update Catalog Records #

  1. Search for the Catalog records that you want to update in the Search bar

  2. Select the Catalog records you want to update and an Edit button will appear under the search bar

  3. With the Edit window open, select the box beside the field you want to update.

  4. Then update the field and click the Mass Update button.

Fields on Catalog Records that can be updated using the Mass Update Function:

  • Display Name

  • Status

  • Type

  • Brand

  • Destination

  • Notes

  • Airline: Flight Status URL, Baggage Requirements, Website, IATA Code, Requirements, Phone Number

  • Brand: Sales Workflow, Brand Gateway Type, Email, Profile URL, Main Description, Hotel Transfers, Rooming Notice, Bus Transfer, First Choice Hotel Description, Trip Page Introduction, Trip Page Staff, Status Messages, Program Period Descriptions, Price Descriptions, FAQ’s, Terms & Conditions Acceptance, Payment Account, External Payment Processor Enabled

  • Destination: Climate, Language, Currency, Calling Home, Electricity, Country, Requirements, Major Airport, Short Description

  • Gateway: Gateway Type, IATA Code, Flight Information, Address

  • Hotel: Phone Number, Amenity, Dining Option, What to Know, What to Love, Public Website, Email, Requirements, Address, Short Description

  • Insurance: Coverage Type, Trip Page Description, Booking Form Description, My Profile Description

  • Other: Other Type, Website, Email, Requirements, Reviews, Address, Phone Number, Trip Page Description, Booking Form Description, My Profile Description

  • Transportation: Trip Page Description, My Profile Description

Mass Update Contact Records #

  1. Search for the Contact records that you want to update in the Search bar

  2. Select the Contact records you want to update and an Edit button will appear under the search bar

  3. With the Edit window open, select the box beside the field you want to update.

  4. Then update the field and click the Mass Update button.

Fields on Contact Records that can be updated using the Mass Update Function:

  • Salutation

  • First Name

  • Middle Name

  • Last Name

  • Display Name

  • Birthday

  • Lead Status

  • Lead Source

  • Grad Year

  • Type

  • Phone Number

  • Address

  • Medical Conditions

  • Dietary Requirements

Mass Update Inventory Records #

  1. Search for the Inventory records that you want to update in the Search bar

  2. Select the Inventory records you want to update and an Edit button will appear under the search bar

  3. With the Edit window open, select the box beside the field you want to update.

  4. Then update the field and click the Mass Update button.

Fields on Inventory Records that can be updated using the Mass Update Function:

  • Type

  • Contract Date

  • Status

  • Trip Year

  • Brand

  • Destination

  • Program Period

  • Travel Week

  • Cost Currency

  • Price Currency

  • Mandatory

  • Enable Rooming

  • Supplier

  • File Number

  • Locator