Bulk update helps you change client and matter attributes across many records at once, so you save significant time compared with manual updates. Your administrator must enable bulk update before you can use it.
About bulk update in APS
Bulk update is designed for efficient updates to client and matter attributes. It's mainly used when a manager or partner for a specific department has left or been reassigned, and you need to replace them across multiple records.
Bulk update works in a similar way to running a query. It updates multiple records at the same time.
Choose the method that matches your update:
Method | Best for |
Bulk Update Selector | Updating clients or matters that match specific criteria, such as all clients with a specific current partner. |
Bulk Update Excel | Updating specific records or attributes that are difficult to filter by criteria, including different new attributes for each record. |
Supersede | Replacing one attribute with another across all associated clients or matters. |
Enable bulk update in APS
Before you can use bulk update, your administrator must enable the additional functionality. Once it's enabled, you'll find the bulk update options under Advanced Actions.
Use these steps to find the bulk update options:
Click Advanced Applications Menu, then click Advanced Actions.
Click Bulk Update Selector or Bulk Update Excel, depending on the method you need.
⚠️Important: Your administrator must enable bulk update and set the required permissions. If you can't see the options under Advanced Actions, contact your administrator.
Use the Bulk Update Selector
The Bulk Update Selector is the most commonly used bulk update method. It updates clients or matters that match the criteria you set, and you can update clients, matters, or both at the same time.
For example, you can replace a partner for all clients with a specific current partner.
Use these steps:
Search for the records that need updating using the attribute selector criteria.
Update the selected records in bulk for attributes such as partner, manager, or department.
⚠️Warning: Back up your database before you make significant changes. Updated records can't revert automatically, so you'll need to make manual adjustments or use scripts.
Use Bulk Update Excel
Use Bulk Update Excel when you need to update specific attributes or records that are difficult to filter using criteria. This method also lets you apply different attributes to multiple clients or matters in a single process.
For example, you can assign 100 clients to different partner IDs using an Excel file.
Before you start, prepare your Excel file:
Include the field columns the update needs, such as client IDs and new attribute IDs.
Check that each ID is correct and in the right format.
Validate the Excel data before you process it to avoid errors.
🤓Tip: Use the correct ID type for each attribute. A fee earner ID and a partner ID are different, and an incorrect entry can prevent the update.
Replace attributes with Supersede
Supersede is an alternative bulk update method for replacing one attribute with another. It doesn't use criteria, so it applies to all associated clients or matters.
Use Supersede when every associated record needs the same straightforward change, such as replacing one partner, manager, or department with another. It doesn't allow selective changes.
Common errors and best practices
Review these points before you run any bulk update to reduce errors and protect your data.
Watch out for these common errors:
Entering incorrect IDs or attribute formats, which can prevent the update from running.
Mixing up fee earner IDs and partner IDs.
Processing an Excel file without validating its data first.
Follow these best practices:
Confirm that your administrator has enabled bulk update and set the required permissions.
Back up your database before you run large updates.
Double-check IDs and formats before you start.
Validate Excel data before you process it.
Use Supersede only when every associated record needs the same change.