Bulk actions on contacts

What it does

Use a bulk action to change many contacts in one go, such as tagging every customer in a region. Ticked rows bring up a bar at the top of the list. Work boards and tasks covers ticking rows and selecting every match. To narrow the list first, filter it from the search box by Type, Tags, Created or Company.

On the Contacts list, the bar offers Edit Fields, Tags and Delete.

Action	What it does
Edit Fields	Changes the Company or the Default Currency of every ticked contact. Tick each field to change, then choose Set or Clear under the field’s name
Tags	Changes the tags on the ticked contacts. Choose Add, Remove or Replace under How to Change. It starts on Add, and the window’s title and button follow your choice, as in Remove Tags from 12 Contacts
Delete	Deletes the ticked contacts

Each action follows the rules of the same action on the contact’s page. Before anything changes, the window shows how many contacts will change and why Lucrii skips the rest.

Lucrii runs the check once the action’s settings are filled in, and again on each change.
Lucrii groups the skipped contacts by reason. The Show button beside a reason lists up to 10 of them, each linked to its page. A link such as “and 12 more” opens the rest in Bulk Activity. These links open in a new tab.
A button such as Select 3 Skipped Contacts ticks the contacts with that reason.

When the job finishes, a message says how many contacts changed and how many Lucrii skipped, and the list reloads.

View Job opens the job in Bulk Activity.
Select Skipped ticks the skipped contacts again, and Select Failed ticks any that failed.
A message with skips or failures does not close by itself. You close it.

Good to know:

Moving a person to another company, or clearing their company, removes their links to the old company’s locations. The check warns you first.
Lucrii leaves the Select Skipped button out when every contact you selected has that reason. When you select one contact and Lucrii skips it, the window gives only the reason.

Before you start

Any member can run these actions, as they can on one contact.
Company takes an organisation already in your contacts, and its search does not add a new one.
Default Currency takes a currency Lucrii supports.
Tags needs at least one tag, whichever change you choose.
Deleting more than 25 contacts asks you to type the number of contacts first.
You can have three jobs in progress at once, counting bulk actions and exports together. Quotes, sales orders and purchase orders says how the limit works.

How to use it

Open Contacts and tick the contacts you want, or filter the list from the search box first.
To include every matching contact, select the link beside the count, as in Select All 240 Contacts.
Select Edit Fields, Tags or Delete in the bar.
Choose the change. The window shows how many contacts will change and why Lucrii skips any.
Select the button that counts the contacts that will change, such as Add Tags to 12 Contacts.

Troubleshooting

Lucrii skipped some contacts. The reason is the one the contact’s page would give. Select Skipped in the finish message ticks them again, and Bulk Activity lists each one beside its reason.

Lucrii skipped organisations, with “A company cannot be filed under another company.” An organisation cannot belong to a company, so Lucrii skips organisations when you change Company.

The Company search finds no one. It lists organisations only. Add the organisation in Contacts first.

The contacts list: Search one table of the people and organisations you buy from and sell to.
Tags on a contact: Add free-text tags to a contact, with suggestions from the tags your organisation already uses.
The contact page, editing and deleting: Open a contact’s page to see its details, addresses and files, then edit or delete it.
Importing and exporting contacts: Import contacts and their locations from a spreadsheet, or export them as a CSV file.
Bulk Activity: Follow the imports, exports and bulk changes your organisation runs, and see what happened to each record.