Bulk Actions in Client Groups
The Bulk Action feature allows you to change or update multiple client records at one time using the Groups Page. All clients must be a member of the same group. Use the left sidebar on the Groups Page to access your agency's groups.
Active vs. Archived Groups: Archived groups are a great way to put inactive groups to the side. Conducting a bulk action in an archived group will be disabled. You can unarchive a group by clicking Unarchive Group.
How to Create a New Group
1. Click on the People Tab
2. Click the Groups Button
3. Enter the desired group name in the Group Name field
4. Click the Save Button
After a group is deleted, you may not create a new group with the same name. All deletes in this section are soft deletes so that groups may be undeleted if necessary.
Add People to a Group
1. Click the Add People button and the Add People section will expand.
2. You can add people individually or in bulk
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Add People Individually
- Begin typing the client's name in the Add Individual Client field until it shows up in the drop-down menu
- When their name appears, click it
- Your client has been added to the group
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Add People in Bulk
- Under Add Clients in Bulk, select which filter you'd like to search by
- The drop-down menu will autofill depending on which filter you selected
- Select which set of clients you would like to add to the group using the drop-down menu.
- Click the Add Client(s) button and all selected clients will be added to your group
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Group Page
The group page is where you can see all the members of the group. The page includes a search feature that allows you to search the group members. Start typing and the results will be narrowed down. Clicking on the client's name in the table will take you to their record. If you'd like to update the group name, simply click the pencil icon beside the name
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How to Use Bulk Actions
1. Click on the People Tab
2. Click the Groups Button
3. Click on your desired group to go to the Group Page
4. Select the clients you wish to bulk assign from the Group Page
- Use the Select All button to select all clients listed in the table. This button turns into Deselect All when at least one client record is selected from the table.
- When at least one record is selected in the table, the Remove Clients button will appear. This will remove all the selected clients from the group. Note- it is not deleting the record, just taking it out of that group.
5. Click on Bulk Assign and the Bulk Action overlay will appear
6. You may Bulk Assign clients to:
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- Program Applications- Update application status and dates
- Programs- Add clients to specific programs
- Quick Services- Adds Quick Services to clients who have not been assessed yet
- Assessments- Schedule an assessment to the client's records
- Record Status- Change client record status
- Client Portal Status- Change client's Client Portal Status
- Assign Navigator- Assign clients to a specific navigator
- Unassign Navigator- Unassign clients from a specific navigator
- Intake Notes- Add the same intake note to all selected clients
- Quick Referrals- Add Quick Referrals
- Client Type- Change the client type
- Warning Indicators- Add or remove Warning Indicators
7. Click on your desired Bulk Assignment type and the fields below will change based on the Assignment
8. When you have completed filling in the information, click the Complete Assignment button
Note- Mandatory fields are noted with an asterisk *. These fields must be entered before the Assignment can be completed.
9. A message at the top of the screen will appear to confirm you'd like to perform the selected Bulk Action updates. This gives you a moment to make sure you an extra sure you'd like to complete the action.
10. After clicking the Confirm button, your Bulk Action will be complete
Activity Logs
The Activity Log shows all bulk action activity for the chosen group.
1. Click Activity Log and the Activity Log overlay will appear
2. On the overlay you may:
- Click View Clients to see which clients were involved in a specific action
- Retract a bulk action by clicking the Undo Bulk Action button.
- Undoing a bulk action will revert the record to whatever state the client record was in before the bulk action was conducted. It will not call back notifications.
- If a Bulk Action is undone, it will disappear from the activity log
FAQ
What should I do if I accidentally bulk assign an activity?
- Go to the Activity Log, locate the incorrect bulk assignment, and select Undo Bulk Assign.
Can I remove a client from a group from the client record?
- Yes, in the client record under Groups, select Manage Groups. You can deselect the group or click the trashcan icon to remove it.
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