Bulk changes

About

Bulk changes allow you to update several datafields at once in a questionnaire. This for example enables the user to achieve the following goals:

  • choose a legal entity from a list of predefined entities, and simultaneously update the address, contact details, VAT number and signatory datafields to match the chosen entity
  • choose a signatory from a list of predefined signatories, and simultaneously update the name, first name and function title to match the chosen person
  • choose a product from a product list, and simultaneously update the unit price, internal number and minimum purchase amount in the contract.

A bulk change-set is primarily a convenience & management function: anything that can be achieved through it, can also be achieved manually by creating questions with predefined options and one or more changes that apply certain values to specific datafields. However, such manual process is not only cumbersome if several datafields would have to be changed simultaneously, but will also create a lot of overhead when the list of values needs to be updated (e.g., because the product list or list of signatories changes), in particular when this would need to be done for many different Q&As created by many different users. Bulk change-sets therefore provide strong supportfor central management.

Using bulk change-sets

In order to use bulk changes, you will have to orchestrate three different parts:

  • predefine one or more bulk change-sets
  • insert a question that refers to one of these bulk change sets
  • insert a change that applies this change set under certain conditions

Predefining bulk change-sets

You can manage bulk change-sets by clicking on the green button that contains your first name (in the upper right-hand corner of your browser), and choosing bulk changes.

In the screenshot below, you can see that two bulk change-sets already exist ("legal entity" and "signatory"). You can edit such existing bulk change-set by click on its label, and then modifying its contents.

Basic setup of a bulk data-set

To create a new bulk change-set, you will first have to choose its "master datafield" (i.e., the primary field that will be affected by the user's selection), either by choosing a recently used datafield from the dropdown list, or by clicking on the "... or load datafield" button, navigating to a Concept, and choosing a certain datafield within that Concept. In the screenshot below, the datafield name of concept supplier was selected.

Next, you will have to provide a description for this bulk change-set in one or more languages, and specify who should have access to it.

Populating the bulk data-set

Once the basic setup of the bulk data-set is done, you can start populating it.

Bulk data-sets assume that you enter a value for the master datafield at the left side, which will then not only change that datafield, but also lead to changes in the subordinate datafields at the right side.

In the example below, the master datafield (left side) consists of the supplier's name, while the subordinate datafields consist of the supplier's address, company number and signatory name. In practice, this means that within the Q&A session, the user will be able to choose a supplier from a dropdown list that would contain three entries (UVW Ltd., XYZ Gmbh and ABC Inc.). Once one of these entities is chosen, the subordinate datafields at the right side will also be changed.

You can choose a subordinate field in three ways:

  • either by pre-selecting it from the recently used list
  • by navigating to a certain Concept in the filesystem, and choosing a particular datafield within that Concept
  • by click on the "by adding all data-fields that are present in the other entries", to automatically load all the other subordinate fields from the other entries.
The subordinate datafields do not need to be stored within the same Concept as the master datafield. In fact, you do not even need to use the same subordinate fields for each master datafield entry. For example, in the screenshot above, it would be perfectly fine to change the address, company number and signatory name when the user chooses XYZ GmbH, while choosing UVW Ltd. would lead to a change in the address and some other datafield preferred-partner.


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