What are the Resource Bulk Editing Tool Options?

What is the Resource Advanced Search & Bulk Editing Tool?

1. phone numbers with or without brackets that do not meet style guide expectations
   
2. resources updated in the past week, to complete QA on resource editing team members
   
3. Programs under an Agency to confirm the Eligibility is the same for all
   

1. Click ‘Resources’ in the left side menu then click the ‘Manage Resources’ link on the right side of the page
   
2. On the Manage Resources page, under the Listings section click the ‘Advanced Search & Bulk Editing’ link on the left side of the page
   

1. Each resource appears in the table on a separate row, just like how they appear when viewing them in your Resources data export file
   
2. By default, at the top of the page the ‘View Mode’ switch is selected, and you must choose to switch to ‘Edit Mode’
   
3. Under ‘Tools’, in the far-left column in the table, next to each Resource there is a box with an arrow button; hover your mouse over the button and notice if you click the button a new tab opens where you can view the resource details
   
4. By default, all resources in your system appear in the table, with no filters applied; you can add as many filters as you’d like
   
5. By default only ’25 Record per page’ are selected to appear; use the drop-down list at the bottom of the page to set more resources to appear per page
   
6. By default, six fields are selected to appear as columns in the table; you can select a maximum of ten columns to appear
   
7. Click the four-arrow button in the top right corner to view the tool in full screen
   
8. Filters and column choices persist only for the current session and will reset to the default choices each time the tool is accessed
   
9. Filed visibility settings for your organization are not applied to this table and any field can be updated, regardless of visibility settings 
   
10. If you have access to edit resources in more than one iCarol database, notice the drop-down list at the top of the page with your default Resource database selected
    

1. Select the ‘Edit Mode’ switch at the top of the page and notice the text color changes as follows, depending on the field and if you’re able to edit it:
   
1. Some fields remain BLACK: this means you can’t edit the text within that field
   
2. Some fields appear RED: this means the field is currently empty and you can edit the text within that field
   
3. Some fields appear BLUE: this means the field isn’t currently empty and you can edit the text within that field
   
2. Click your mouse in any of the fields with red or blue text and notice you can start typing to update the current text
   
3. Once you’re finished making changes to the field you’ve selected, click the check mark appearing directly to the right of the field to save your changes, or click the ‘x’ to discard your changes
   
4. For any resources you edit, notice if you click the box with an arrow button under the ‘Tools’ column, then click the ‘History of Changes’ link at the bottom of the resource, any changes you made using the Resources Advanced Search & Bulk Editing tool appear
   

How to Apply Filters in the Resources Advanced Search & Bulk Editing Tool

1. By default, all resources in your system appear in the table, with no filters applied; depending on which fields you wish to filter by, complete either of the following steps:
   
1. if you wish to filter by any fields appearing as columns in the table, hover your mouse over the field name and click the funnel button that appears to the right of the field name you wish to filter by
2. if you wish to filter by any fields not appearing as columns in the table, click the ‘Show/Hide Field Choices’ switch at the top of the page to display your fields available to filter by, and click the funnel button that appears to the right of the field name you wish to filter by. TIP: standard fields are in alphabetical order and custom fields are at the bottom of the list, or you can use the search bar at the top of the list to quickly find any field
   
2. Depending on the type of field selected, you’ll have the following types of filter logic to choose from:
1. Text Field IS / NOT:
1. Equals To
2. Contains
3. Begins With
4. Ends With
5. Is Null
2. Date Field IS / NOT:
1. Equals To
2. Is Greater Than (>) - think of "Greater" as "After"
3. Is Greater Than Or Equals To (>=)
4. Is Less Than (<) - this of "Less" as "Before"
5. Is Less Than Or Equals To (<=)
6. Is Null
   
3. Note, if you want to search for a "blank" text field, set your filters to the following: NOT - Equals To - [blank], where as if you want to search for an empty checkbox or drop-down list, set your filters to the following: IS - Null
3. Once your filter choices above appear, you can either add the logic from this first view, or you can click the ‘Add’ button and adjust the filter logic once they appear at the top of the page
4. Regardless of the field type selected, or where on the page you choose to adjust the logic, for each filter added you will (1) either leave the default selection for the drop-down list to the left blank to select 'IS', or change the drop-down list to select 'NOT, depending on the logic you wish to apply, (2) select the appropriate logic from the list above, and (3) enter the related text in the free text field for each filter you wish to apply
5. Notice, once you add more than one filter, you can choose to ‘Return results with meet ANY / ALL of the above conditions’
6. To remove a filter, click the red x appearing to the far right of the filter at the top of the page
   

1. To filter text fields to show resources with any text entered the field (not blank), set your filters to 'NOT EQUALS TO' and leave the text field blank; to filter blank fields (with no text), set your filters to 'EQUALS TO' and leave the text field blank
   
1. For example, if you wanted to show all resources that have a blank phone number field, then apply a filter 'Phone 1' NOT EQUALS TO [leave text field blank]. Once you apply this filter, only resources with a phone number entered in the Phone 1 field appear in your table.
   
2. If your organization uses the Agency, Site, Program, or ProgramAtSite structure, you may wish to use the ‘Parent Resource Num’ or ‘Connects to Program…’ or ‘Connects to Site…’ filters to find related records or complete organizational records
1. For example, if you wanted to show all Programs, Sites, and ProgramAtSites that belong to a given Agency, first find the ‘Resource Number’ for the Agency record, then apply a filter ‘Parent Resource Num’ EQUALS TO [Agency Resource Number]. Once you apply this filter, only Programs, Sites and ProgramAtSites for that Agency appear in your table.
   
3. You can choose to filter by the same field one or more times
1. For example, if you wanted to show all resources that have a ‘(’ or ‘)‘ symbol in the phone number fields, first determine the phone number field(s) you wish to update; in this example we’ll look at the ‘Phone Business Number’ field. Next you would apply a filter ‘Phone Business Number’ CONTAINS ‘(‘, then add another filter ‘Phone Business Number’ CONTAINS ‘)’, and select either option for ‘return results which meet ANY/ALL of the above conditions’.

Note about Sorting Resources:

Sorting is currently designed to sort by the Agency resource number, grouped with it's related child records (Sites, Programs, and ProgramAtSites), and there is no additional Sorting function currently supported in this feature. For example, the resources in your table will be sorted as follows: Agency resource number 1 will be listed first with all it's related child records, followed by Agency resource number 2 with all it's related child records, and so on.

1. By default, six columns appear in the table and a maximum of ten columns can be displayed
2. To remove columns, hover your mouse over the column title in the table and click the red X that appears
3. To add columns, click the ‘Show/Hide Field Choices’ switch at the top of the page to display your fields available and select the checkbox that appears to the left of the field name you wish to add as a column, or deselect the checkbox to remove the field. TIP: standard fields are in alphabetical order and custom fields are at the bottom of the list, or you can use the search bar at the top of the list to quickly find any field
4. To move the order which columns appear in the table, click the arrow icon appearing to the right of the Tools column, then use the arrow icons appearing next to each field name to click and drag the column titles to the appropriate order
5. Notice, if your screen is not large enough to display all columns selected, click the four-arrow button in the top right corner to view the tool in full screen and display additional columns
   

1. Allow Resource Editors to Bulk Assign Taxonomies to Resources from the main Resources Page: choose resources from your search results to assign taxonomy terms to; note this tool is only available if you subscribe to the iCarol Taxonomy Tools. 
2. Allow Resource Editors to Bulk Assign Resource Properties from the main Resources Page: choose resources from your search results, then select a specific field (ex. hours, eligibility, custom fields, etc.) you wish to update in the selected resources. Then specify how you'd like to update that field; you can choose to replace, append, prepend, or search and replace the existing value. 
   

1. your organization's style guide has been updated and you need to update a field value in a large number of resources
2. your organization is doing a "clean up" project to ensure all data in your resource records is entered consistently
3. a new taxonomy term has been created and you want to update a large number of resources to include this new taxonomy
4. accepted industry language for a certain term or phrase has changed and you want your resource database to include the updated language
   

How to Enable the Tools

1. Click 'Admin Tools' from your left side menu
2. On the Resources tab under the Basic Setting section, select the check boxes next to the settings as they're named above
3. Click 'Save'
   

How to use the Allow Resource Editors to Bulk Assign Resource Properties from the main Resources Page

1. First complete your search from the main Resources page that will include all resources you wish to bulk edit
2. At the bottom of your search results you'll see a button 'Assign Properties to theses Results'; click the button 
3. A pop-up window opens with the resources from your search results listed on the left side of the page
4. Next you'll need to select the resources you wish to include in your bulk edit; select the checkboxes for the resources you wish to include
5. On the right side of the pop-up window is where you'll select the field (property) you wish to edit; from the drop-down list select the name of the field you wish to edit
   
1. Note, Custom Fields are all located at the end of this list
   
6. Complete step 7 if you selected a free text field (standard or custom), and skip to step 9 if you selected a Custom Field with drop-down or checkbox choices
7. If you selected a free text field (standard or custom), you'll see a drop-down list appear with the following options: replace, append, prepend, or search and replace, which are defined as follows:
1. Replace: removes existing value for this field in the selected resources, and replaces it with the value you enter in the next step
2. Append: leaves existing value for this field in the selected resources, and adds the value you enter in the next step to the end of the existing value
3. Prepend: leaves existing value for this field in the selected resources, and adds the value you enter in the next step to the beginning of the existing value
4. Search and replace: finds specific values for this field in the selected resources that you'll enter in the next step, and replaces those values with a new value that you'll enter in the next step
   
8. After you've made your selection for how you'd like to edit the values in the selected, enter the new value(s) and click 'Apply Changes'
9. If you selected a Custom Field with drop-down or checkbox choices, select the value(s) you wish to update the selected resources with, then choose if you want to 'Clear selections first' (if you select this checkbox it will wipe out any existing selections you've made for the custom field in the resources selected on the left side of the page)
10. After you've made your selections click 'Apply changes' at the bottom of the page, click 'OK ' to confirm you want to make these changes, and then your page will reload with a confirmation message the changes were made; these changes can be found in the 'History of Changes' for each resource and are labeled as '(BULK)' 
    

How to use the Allow Resource Editors to Bulk Assign Taxonomies to Resources from the main Resources Page

1. First complete your search from the main Resources page that will include all resources you wish to bulk edit
2. At the bottom of your search results you'll see a button 'Assign Taxonomies to theses Results'; click the button 
3. A pop-up window opens with the resources from your search results listed on the left side of the page
4. If you wish to add new Taxonomy assignments, follow the instructions at the top of the pop-up window to assign multiple resources to one or more taxonomies, select Resources on the left then select Taxonomies on the right, and click 'Assign Taxonomy' at the bottom of the page; the page will reload with a confirmation message
5. If you wish to remove existing Taxonomy assignments, select Resources on the left then select Taxonomy on the right to remove from the selected Resources, and click 'Remove Taxonomy' at the bottom of the page; the page will reload with a confirmation message

Note, the bulk editing tools are limited to editing search results of 500 resources or less. If your search results include more than 500 resources, you'll need to adjust your search criteria or filters to reduce the size of your search results to use the tools.