In addition to locating cases, providers, names, staff, and messages in your firm's database, you also have the option to update particular fields of multiple cases at one time using the Mass Update feature.
It is important to review the selected cases and the field content you plan to modify before committing to any permanent changes. Changes made using the Edit (Mass Update) feature cannot be reversed, so it is recommended to carefully review anticipated modifications prior to making a bulk change. For any questions, contact Support to guide you in this process.
NOTE: You must have the proper permissions to Special Permissions > Update Multiple Cases in order to access the Mass Update feature. You must also have at least Enabled permissions to General > Advanced Search.
Click HERE to watch a video tutorial on how to perform a Mass Update from Advanced Search.
To access the Mass Update edit screen from Advanced Search:
In the Advanced Search tab, specify your search criteria and click the Run Search button to list results in the grid.
Your "Search for" selection will dictate the available options in the Update Results window. For example, when searching for a specific tab, e.g., Counsel, only fields within that tab will be present in step 4. Whereas searching for "Cases" will include all tabs within a Case and the corresponding fields from the selected tab.
NOTE: When changing assigned Staff across multiple cases, all selected cases must be the same Case Type in order to display the Case Staff "(CS)" fields on the Update Results window. To narrow your search results, add criteria for the Staff Role you wish to change. For example, to change Case Staff with the "Attorney" Staff Role, select "(CS) Attorney" – Equal – "<Staff Code>". The results will decrease, allowing you to confidently select the cases that require editing. In the Update Results window, select the "(CS) <Staff Role> field, e.g., (CS) Attorney, and choose the Staff Code for which all selected cases will be changed to for this staff assignment.
Select the check boxes of the cases you wish to update. The number of selected records will display above the grid. Click the top heading check box if you wish to update ALL results. Click Bulk Actions > Edit.
An Update Results window will display, almost identical to the Update Cases screen on the Companion Cases Tab. Review Performing a Mass Update for additional details.
Select the first dropdown to choose the Case Folder tab you wish to change for all the selected cases from the Advanced Search results. Only one tab can be selected for each mass update.
NOTE: To create Notes in bulk, refer to Bulk Add Notes to Cases/Intakes. Notes can still be edited in bulk directly from the Case/Intake Notes Tab or when performing an Advanced Search for Notes.
Your Case Folder tab selection will dictate the available standard and user-defined fields in the Fields dropdown. For example, if you choose to update the Documents Tab, the fields available will be changed to include both standard and user-defined document fields. Additional fields for Document Tags (Add) and Document Tags (Remove) are included in the Case Documents Tab for bulk edits. Select from the available tags that you wish to add to and/or remove from ALL documents within the case(s).
Select the desired field(s) you wish to change. The entered content will overwrite anything that already exists in those field(s).
NOTE: If the Checklist Code dropdown is blank, the field changes will be applied for all Checklist Codes in the selected Case(s).
The Collaborators field has been added to the Checklist bulk update performing an Advanced Search for Checklist. The selected staff will be added to the Collaborators field for all selected Checklist tasks. Updates to the Collaborators field in bulk will add to the existing list, not overwrite current collaborators.
Click Save to complete the global change for the selected Case(s).
When the change is complete, the Update Results window will close and a success banner will display.
Your selected entries will remain selected when returning to Advanced Search.
Checklist items updated in bulk now display in the Notifications pane when complete. It is recommended to Search for "Checklist" when updating Checklist items in bulk. The "Checklist Updates Complete" banner and notification will only display when the Checklist Code exists in the selected Case(s).
