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 that you can 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.

   

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

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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 Type checkbox in the Mass Add Note section (see the image below). Next, select an option from the dropdown menu and type the desired message.
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. When finished, click Perform Mass Edit at the top left of the page (see below).

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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.

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Deleting Mass Edit Lists of Contacts

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, go to the top right side of the Contacts table and select Mass Edit from the dropdown menu.
   
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. Click the small white checkmark on a green background () to continue to the Mass Edit page (see the sample page 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.

4. Once your selections have been made, click Mass Delete at the top left of the page in the Navigation Bar (see below).
   

   WARNING
   Once deleted, contacts CAN NOT be immediately recovered. You can 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 24 hours to fulfill. Mass deletion should be performed with great attention to detail.

5. You will then receive a confirmation message like the one shown below 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 the "OK" button.

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