Global Update
Global Update
Welcome to the help page for Global Updates in Advanced HR! In this help document, you will find step-by-step instructions for creating Global Update definitions. A Global Update will update the same field(s) in multiple records. Globally updating records will save time and can reduce the possibility of missing records. Follow the instructions below to get started.
Preparing for a Global Update
Global Updates are irreversible: Once a Global Update has been run, it cannot be undone. If any erronious data is produced it will need to be identified and corrected by a user with sufficient permissions to do so. As such, we highly recommend that you fully plan and test your Global Update before running it.
Best practice: Create a Custom Report containing the same selection type and calculations as your Global Update first. This will show the records you will be updating and what values will be entered. Doing this will give you the opportunity to correct any issues with your values before updating records en masse.
Creating a Global Update
Locate Global Updates
In Tools Utilities, look for Global Update in the list and click to access.
Click on the Create button.
Click on the Create button.
Complete the Definition tab
In the Definition tab, enter a Name for your Global Update.
Select a Category. If you create lots of Global Updates this will help you find them by Category in the future.
Enter a Description to help easily identify what the Global Update will do.
Select the Base Table, where the field you want to update is located.
Select a Selection Type.
Select a Category. If you create lots of Global Updates this will help you find them by Category in the future.
Enter a Description to help easily identify what the Global Update will do.
Select the Base Table, where the field you want to update is located.
Select a Selection Type.
Create a new Global Update - Security tab
In the Security tab, select which groups will have what access to the Global Update.
Create a new Global Update - Columns tab
In the Columns tab, Click on the Add button.
Select the field in the table you wish to update.
Select the Selection Type. This may differ depending on the field type you have selected.
Select or enter the Value you want the field to be updated with.
Select the field in the table you wish to update.
Select the Selection Type. This may differ depending on the field type you have selected.
Select or enter the Value you want the field to be updated with.
When you have finished creating your Global update, remember to hit the Save button!
Running a Global Update
Once you have planned and created your Global Update, it's time to run it. Here's how this can be done.
Running a Global Update
In the list of Global Updates, on the line of Global Update you would like to run, click on ⋮ to reveal the Actions menu.
Click Run to run the Global Update.
When you run the Global Update you will receive a warning. This will advise the Global Update and the number of records that will be updated in the table based selected in the Definition tab.
You can check this number against the custom report created to check the records that would be affected.
If you are ready to proceed with the update, click Update.
Click Run to run the Global Update.
When you run the Global Update you will receive a warning. This will advise the Global Update and the number of records that will be updated in the table based selected in the Definition tab.
You can check this number against the custom report created to check the records that would be affected.
If you are ready to proceed with the update, click Update.
Examples of a Global Update
Here are a two examples of Global Updates that may give you some ideas of how you can use them.
Global Update Example 1 - Updating Notice Period
In this example we would be updating the Notice Period for all employees from 1 Month to 4 Weeks.
In the Definition tab, the Base Table is Personnel Records and Selection Type is All Records
In the Security tab the access has been set to Hidden for all users except Administrators.
In the Columns tab, the field for Notice Period has been selected with value of 4 entered, and the Notice Period has been selected with the value of weeks.
In the Definition tab, the Base Table is Personnel Records and Selection Type is All Records
In the Security tab the access has been set to Hidden for all users except Administrators.
In the Columns tab, the field for Notice Period has been selected with value of 4 entered, and the Notice Period has been selected with the value of weeks.
Global Update Example 2 - Updating the Leave Year
In this example we would be updating the Leave Year on Personnel Records for employees in a specific Division.
In the Definition tab, the Base Table is Personnel Records and Selection Type is Filter.
The filter created for this example is:
In the Columns tab, the field for Leave Year has been selected with Selection type of Lookup table value.
And the Leave Year Lookup has been selected with the required Leave Year.
In the Definition tab, the Base Table is Personnel Records and Selection Type is Filter.
The filter created for this example is:
In the Columns tab, the field for Leave Year has been selected with Selection type of Lookup table value.
And the Leave Year Lookup has been selected with the required Leave Year.
Actions in Global Updates
There are a few other helpful options available in Global Updates. Here's what they can do
Actions in Global Updates
In the list of Global Updates, on the line of Global Update you would like to look at, click on ⋮ to reveal the Actions menu.
Run: Will run your Global Update and give you a warning for how many records will be updated and on which table.
View details: Displays the properties of the Global Update, including description, created, last save and run dates.
Edit: Will allow you go enter the Global Update and make changes if you have the permissions to do so.
Security: Will allow you to update who will have what access to the Global Update.
Duplicate: This will copy the selected Global Update. Once copied, make your changes and save.
Delete: If you no longer require a Global Update this will remove it permanently.
Run: Will run your Global Update and give you a warning for how many records will be updated and on which table.
View details: Displays the properties of the Global Update, including description, created, last save and run dates.
Edit: Will allow you go enter the Global Update and make changes if you have the permissions to do so.
Security: Will allow you to update who will have what access to the Global Update.
Duplicate: This will copy the selected Global Update. Once copied, make your changes and save.
Delete: If you no longer require a Global Update this will remove it permanently.
