Making bulk updates to people records

By using the People Management console, you can make organization, location, support group, functional role, or application permission updates on up to 100 People records in a single operation.

Using the search function of the People Management console, you create a list of People records that match the selected search criteria. From the list of matching records, you then select the specific records to receive the updates. After selecting the records, you specify the required updates in the Updating People area of the console using one of the following methods:

Template—Use templates to ensure accuracy and consistency when performing common updates.
Manual—Select the updates manually when you do not have a template for the update you are performing.

Best practice

We recommend that you use templates for all commonly performed people record updates.

Fields that can be updated in People records

The People record fields that you can update using the People Management console are:

Organization Information: Company, Organization, Department
Location Information: Region, Site Group, Site
Support Group: Support Group, Functional Role
Permission: Application Permission, License Type

You cannot use the People Management console to remove information from People records. When you use the People Management console to update support groups and permissions, the new support group and permission information is added to the existing support group and permission information. The updates do not replace existing information.

Permissions required to update people records

You need one of the following permissions to use the People Management console. The permission determines the level of access to the fields on the People form.

Permission	Access level
Contact People Admin	Performs updates to only the organization and location fields
Contact Organization Admin	Performs all operations on all fields
Contact Support Admin (permission group)	Performs all operations on all fields

Functional areas of the People Management console

Functional area	Features
Administration tab	Use this tab to see the status of any submitted update job, or to cancel any update job with the status of "In Queue."
People Management console header
Search Filters	Use the Search Filters area to define and then apply a filter to the contents of the People table. Each filter has three fields. From left to right, they are: Search Type—From the selection list, choose whether to search by Company, Organization, Department, and so on. The default value of this field is Company. Operator—From the selection list, choose whether the search results contain, do not contain, are equal to, are not equal to, and so on, the value that you selected in the Search Type field. Search Value—Type the name of the Company, Organization, Department, and so on that you selected in the Search Type field. For example, to create a search that returns all Calbro user IDs: from the Search Type field, select Company; from the Operator field, select equals, and in the Search Value field, type Calbro. You can define up to five filters.
Magnifying glass	Click this to apply the filter to the contents of the People table.
Add	Use this control to add more filters to the People Management console header.
Collapse All / Expand All	Use these controls to close or open the filters panel. Important: Collapse All does not delete the filters. To delete the filters, see "Minus sign", which follows.
Clear All	Use this control to delete the contents of the filter fields. If you defined more than one filter, it also deletes the contents of those filters.
Minus sign	Use this control to delete the associated filter from the People Management console header.
Navigation pane
View Broadcast, or New Broadcast	Click this button to open the broadcast dialog box, from where you can view, create, modify, and delete broadcasts. When there are unread broadcast messages, this area displays a message: New Broadcast , along with the number of new messages. When there are new broadcast messages, the area also turns red.
Defined Searches	Use this area to execute the predefined searches.
Functions	Use the links in this area to do the following actions: Create People—Create people records. Search People—Search the People form (opens the People form in search mode). My Profile—Set your profile. Application Preferences—Set your application preferences and application options. Reminders—View and create reminders. Reports—Create and execute custom reports.
Consoles	Use these links to open the consoles of the listed applications. The consoles that appear in this list depend on your user ID permissions and what applications are installed in your environment.
People
Create	Use this control to open the People form in New mode, for creating a new People record.
View	Click this control to see the People record selected in the People table.
Quick Actions	From this menu, select People Update to open the Update People area. From there, you perform the People record updates. Important: The People Management Console does not support the Bundled license option while updating people records using the License Type field.
People table	From this table, you view a list of the People records returned by the combination of defined search and search filters. Each table view, or page, holds a maximum of 100 records. If your search and filter combination returns more than 100 records, the results are displayed on multiple pages. Use the arrow keys on either side of the page counter at the top of the table to move between pages. For example, if your query returns 250 records, the first 100 records appear on Page 1, the second 100 records appear on Page 2, and the final 50 records appear on page 3.
X entries returned - Y entries matched	X Entries Returned—The number of records on the current People table page. The maximum number is 100. Y Entries matched—The total number of records found by the combination of defined search and search filters. For example, if your search finds 250 matching records and you are viewing Page 1 of the People table, you see 100 entries returned - 250 entries matched.
Page	Use Page to see which page of the table you are viewing. The arrows on either side of the page counter let you switch between pages.
Select All / Deselect All	Click this button to select or deselect all of the entries on the current page of the People table.

Types of People record searches

There are two areas of the People Management console that you use to search the People form:

Defined searches

The Defined Searches area contains a list of predefined searches that you use to find records in the People database. The defined searches let you search the People database for records that match a selected status, or in the case of support staff, an availability status.

You can choose to search the People database for all people that match the selected criteria, for just support staff, or for just non-support staff. For example, you can use a predefined search to locate and display the records of non-support staff with a status of Proposed.

Search Filters

Use a search filter to refine the results of the predefined search.

For example, if you define a search filter to show only records with Incident Viewer permissions to use with the results of the defined search mentioned in the preceding paragraph, the People table now displays only the records of non-support staff with the status of Proposed, who have Incident Viewer permissions.

If you add a second search filter you can further refine the list. For example, if you create a second search filter for "Company equals Calbro," the People table displays only the records of non-support staff with the status of Proposed, who have Incident Viewer permissions, and who are assigned to the Calbro company. You can create up to five search filters.

To search for People records to update

From the navigation pane of the IT Home page, select Administrator Console > Application Administration Console.
Click the Custom Configuration tab.
From the Application Settings list, select Foundation > People > People Management Console, and then click Open.
In the Defined Searches area of the Navigation pane, select the search you want to perform.
For example, if you want to search for all people with the status of Enabled, expand All People and click Enabled. The search runs immediately and the results are displayed in the People table.
(Optional) To filter the results of the search, in the Search Filters area at the top of the console, select a search type (Company, Organization, and so on), select an operator (equals, does not equal, and so on), and type a search value (the name of the Company, Organization, and so on) in the filter area of the People Management console header.
To apply another search filter, click Add in the Filters area, and create the filter as described in step 2.
When you finish creating the search filters, click the magnifying glass icon.
The application applies the search filters to the search results and updates the People table with the filtered search results.

To update the People records

From the navigation pane of the IT Home page, select Administrator Console > Application Administration Console.
Click the Custom Configuration tab.
From the Application Settings list, select Foundation > People > People Management Console, and then click Open.
From the People table, select the records you are updating. If you are updating all of the records on the People table page, click Select all.
The People table displays up to 100 records per page. If your defined search and search filter combination returned more than 100 records, then the results appear on more than one page.
(Optional) Use the arrows on either side of the Page field at the top of the table to move between pages.
From the Quick Actions menu, select People Update.
The table at the top of the Updating People area contains the records that you selected in step 1.
(Optional)If there are records in this table that do not belong there, select them and then click Remove Selected.
In the Job Name field, type a name for update job that you are executing. Make sure the job name is meaningful; this is the name that appears in the Job Name column of the People Management console Administration tab, which you use to keep track of the people update job status.
If you are using templates to perform the update, continue to the next step. Otherwise skip to Step 6.
From the Template list, select the template that you want.
If you are not sure about which template to use, select a template from the list and then click View to open a dialog box that lets you review the template's contents.
Click Apply. Skip to step 9.
After you click Apply, the fields in the Updating People dialog box appear dimmed and empty. This is to prevent them from being edited after you apply the template.
Select the field contents in the Organization Information area and the Location Information area according to the needs of the People database update you are making.
Select the field contents in the Support Group area according to the needs of the People database update you are making. If you are adding more than one support group, click Add. The original support group is added to the table and the Support Group fields are cleared so that you can select another group.
Select the field contents in the Permission area according to the needs of the people database update you are making. If you are adding more than one set of permissions, click Add. The original permission is added to the table and the Permission fields are cleared so that you can select another permission.
Click Perform Update and then click Yes to continue. The system displays the Administrator tab from where you can see the status of the job you submitted. The job statuses are:
- In Queue—The job is waiting for the system to execute it. The system executes updates every five minutes.
  When the job status is In Queue, you can cancel it by clicking Cancel Selected. This removes the job from the queue and deletes any data associated with the job.
- Processing—The system is executing the job.
- Processed—The system has finished executing the job.
If your defined search and search filter combination returned more than 100 records, return to the Console tab, move to the next page in the People table, and then run the update against the records on the next page as described in the following steps:
1. From the Administration tab, click the Console tab.
2. Click the arrow to the right of the Page field at the top of the People table.
  The next People table page is displayed.