Mass Editing: Contacts

This article documents the steps involved in Mass Editing contacts in the Forth CRM. The Mass Edit page will allow you to change and manipulate multiple contact files at the same time.

This article includes the following topics:

• Overview
• Mass Editing
• Custom Fields
• Reassigning Contacts
• Deleting Mass Edit Lists of Contacts

Overview

The Forth CRM allows you to build custom lists to add filters to, create data columns, and share. Creating a list allows you to do a mass edit, meaning that you can include or exclude contacts based on location, status in a workflow, etc. 

1. From the Contacts tab, go to the right side of the Contacts table.
2. Select one of the following options:
   • With List - allows you to edit the entire contact list; or
   • With Selected - allows you to edit only the selected contact files.

3. From the dropdown menu, select "Mass Edit" and then click the white checkmark on a green background () to continue to the Mass Edit page.

   

4. The Mass Edit page opens.

   
   The Re-assign primary assigned tasks option, shown on the lower left of the image above, allows users to automatically transfer primary assigned tasks to a new user when contacts are updated. This feature, available via a checkbox (disabled by default), ensures that all tasks assigned to the current user of a contact are reassigned to the new user upon mass edit.

   IMPORTANT
   To avoid mistakes, double-check the number of contacts you are editing. This is displayed in big bold red letters.

   Back to top

Mass Editing

1. In the Standard Fields section, select the appropriate checkboxes and select an option from the following fields: 

   • File Type menu changes contacts from one file type to another (e.g., Debt Settlement to Student Loans).
   • Created By menu changes the user that created the contact file.
   • Created At date picker changes the date that the contact file was created.

   • Assigned To list reassigns the files to a new user or users. Use Ctrl-click to highlight multiple users. 

     NOTE
     If multiple users are highlighted, the system will reassign all contact files evenly split between the selected users.

    

2. Select the checkboxes and change the values in the following sections as needed:

   • Company Type Assignment

     NOTE
     Assigning a contact to a different company will grant that company access to the contact file.

   • Mass Edit External Company
   • Role Assignment 
   • Status / Other 
3. If desired, select the Note checkbox in the Mass Add Note section (see the image below). Next, select an option from the dropdown menu and type the desired message into the "Note" field.
4. If desired, the Mass Add Alert section (see the image above) allows you to add an alert displayed at the top of the Client Dashboard for all affected contacts in the Mass Add Alert section. To do so, select the Alert checkbox and type in the desired message.
5. From the Alert Type dropdown menu, select the urgency you wish to assign this alert (Urgent, Escalated, or Standard).
6. If you wish to assign an expiration date for this alert, click the checkbox next to Does this alert need an expiration date? and a small calendar popup will open for you to select an expiration date.
7. When finished, click Perform Mass Edit at the top left of the page (see below).

Back to top

Custom Fields

Custom fields are specific to your CRM and can be edited in addition to standard fields.

Reassigning Contacts

The most common way to utilize the Mass Edit page is to change Contact Assignments. The following options are available:

• Assigned To reassigns the files to a different user. Use Ctrl-click to highlight multiple Users. If multiple Users are highlighted, the system will reassign all contact files evenly split between the selected users.
• Company Assignment reassigns the files to a new company. Assigning a contact to a different company grants the Company access to the contact file.
• Role Assignment reassigns the files to a different user of the specified role.
• Team reassigns the files to a different team.

Back to top

Deleting Mass Edit Lists of Contacts

WARNING
This is a powerful tool. Deleting the wrong contacts can cause information loss or halt your ability to operate. Mass Deleting should be performed by an account administrator and with great care.

The Mass Delete feature deletes all contacts specified to be edited from the Contacts tab.

IMPORTANT
To avoid mistakes, double-check the number of contacts you are editing. This is displayed in big bold red letters.

1. From the Contacts tab, select Mass Edit from the dropdown menu at the top right of the page.
   
2. Select one of the following options:
   1. With List allows you to edit the entire contact list; or
   2. With Selected allows you to edit only the selected contact files.
      
3. Click the small white checkmark on a green background () to continue to the Mass Edit page.

4. Click Mass Delete from the Navigation Bar (see the highlighted area in the image below).

   NOTE
   Before you delete, review the number of contacts that will be affected before performing the action. Judge the number of 'contacts will be affected' with your estimates for how many you are assuming should be deleted.

   

   IMPORTANT: Contacts currently enrolled in or graduated from a debt settlement program cannot be deleted using the Mass Edit > Mass Delete feature. This will help maintain data integrity and ensure accurate reporting by preventing the inadvertent deletion of enrolled contacts.

5. You will then receive a confirmation message to confirm that you understand the action you are about to take. If you wish to cancel this action, click "Cancel". If you wish to continue, click "OK".
    

   WARNING
   Once deleted, contacts CAN NOT be immediately recovered. Contact support@setforth.com if contacts have been deleted in error, and ensure that you provide us who performed the deletion, the approximate date/time of the deletion, and approximately how many contacts were affected. Please be aware that the request may take 24hrs to fulfill. Mass deletion should be performed with great attention to detail.

Back to top