Facilities Inventory Bulk Edit Documentation Expanded

BULK EDIT

11/10/14  jcc25

Bulk Edit was designed to add information – e.g. New Org Presences, Functions, Room Notes, in some circumstances you will have to do a series of Bulk Edit tasks to accomplish your desired end results.

Be clear on what you’re requesting through Bulk Edit before you begin.  We strongly recommend performing the steps and checking the results in the Training System before attempting it in Production.  If you make an error in Bulk Edit, there is no un-do; you will need to correct the records one by one!

Training System:  https://facilitiesinv-train.hosting.cornell.edu                                                                                                                 

Limitations:

• Bulk Edit can be used to process up to 500 records, attempting to Bulk Edit more than 500 records will put a drain on the entire system and hang your browser (for training purposes the examples here only include a few rooms).
• All rooms in a Bulk Edit must have a common Org Code included in the Room Search to access existing Org Code Data; Org Status, Org End Date, Add a Function to the existing Org Code.
• All rooms in a Bulk Edit must have a common Function Code included in the Room Search to access existing Function Code Data; Function End Date.
• All rooms in a Bulk Edit must have a common Occupant NetID included in the Room Search to access Occupant Data; Occupant Type, End Date, Occupant Comment, Research Acct.
• When there are two instances of the same Org associated with a room record because you are changing your Org proration during a Fiscal Year, (end dating 100% on 6/29/2013, start dating 50% on 6/30/2013) Bulk Edit cannot differentiate between the two instances of the Org -- if you add function 1.1 to the new instance of the Org at 50% it will also be added to the old instance of the Org at 100%.  The Functions will need to be added room by room.
• When there are two instances of the same Org associated with a room (as above) if Bulk Edit is used to put the Org Statuses on Hold/Freeze, both instances of the Org are put on Hold/Freeze.
• Only one Org can be added or end dated during a Bulk Edit transaction; repeat transaction for each Org Code.
• Only one Function can be added or end dated during a Bulk Edit transaction; repeat transaction for each Function.
• Only one Occupant can be added or end dated during a Bulk Edit transaction; repeat transaction for each Occupant.

To begin a Bulk Edit transaction, search for and select the rooms you wish to edit.  The attributes used in the search will determine the fields that can be updated.

Table of contents:

Grow your query in complexity by adding fields to your search:

A)      Search by Facility and Room Number (Level1) ………………………………………………………………..   2

B)      Search by Facility, Room Number, and Org Code (Level 2)…………………………………………………….  3

C)      Search by Facility, Room Number, Org Code, and Function Code (Level 3) …………………………………..  5

D)     Search by Facility, Org Code, and Occupant NetID (Room Number, Function Code, Optional) (Level 4) ……  8

Examples:

I)        Put Org Presences in Hold/Freeze at the End of the Update Cycle…………………………………………….. 10

II)      Transfer Rooms from your Org to another Org using Bulk Edit ………………………………………………. 12

III)   Change Room Coding to Reflect Shared Space using Bulk Edit ………………………………………………  20

IV)   Update Rooms under Renovation as Identified by the Drafter’s email ………………………………………… 31

A)     Search by Facility and Room Number (Level 1)

 Available Actions

• Change room status 
• Change room type   
• Change “Has vacant space” 
• Update or change brief room info (overwrites existing brief room info)
• Add room notes ( adds to existing room notes)
• Add a new Org presence
  • Start Date
  • Org Proration
  • CC/EN code
• Add a Function to a new Org presence
  • Start Date
  • Function Proration

Search Screen

Search Results 

Bulk Edit Screen

B)      Search by Facility, Room Number, and Org Code (Level 2)

Available Actions

• Change room status 
• Change room type   
• Change “Has vacant space” 
• Update or change brief room info (overwrites existing brief room info)
• Add room notes ( adds to existing room notes)
• Add a new Org presence
  • Start Date
  • Org Proration
  • CC/EN code
• Add a Function to a new Org presence
  • Start Date
  • Function Proration

Add Org Code to the Search

• End Date existing, searched for Org
• Update Org status 
  • Hold
  • Freeze
• Add/Change CC/EN field on existing Org
• Add Function to existing Org
  • Proration
  • Start Date
• Add New Occupant
  • Occupant Type
  • Start Date
  • Occupant Comment
  • Research Acct.

Search Screen

Results Screen 

Bulk Edit Screen

C)     Search by Facility, Room Number, Org Code, and Function (Level 3)

 Available Actions

• Change room status 
• Change room type   
• Change “Has vacant space” 
• Update or change brief room info (overwrites existing brief room info)
• Add room notes ( adds to existing room notes)
• Add a new Org presence
  • Start Date
  • Org Proration
  • CC/EN code
• Add a Function to a new Org presence
  • Start Date
  • Function Proration

Add Org Code to the Search

• End Date existing, searched for Org
• Update Org status 
  • Hold
  • Freeze
• Add/Change CC/EN field on existing Org
• Add Function to existing Org
  • Proration
  • Start Date
• Add New Occupant
  • Occupant Type
  • Start Date
  • Occupant Comment
  • Research Acct.

Add Function to the Search

• End Date existing, searched for Function

Search Screen

Results Screen

Note, Room 210 is not included in the results because it does not have any space coded to the searched for function, 4.6.

Bulk Edit Screen

D)     Search by Facility, Org Code, and Occupant NetID (Room Number, Function Code, Optional) (Level4) 

Available Actions

• Change room status 
• Change room type   
• Change “Has vacant space” 
• Update or change brief room info (overwrites existing brief room info)
• Add room notes ( adds to existing room notes)
• Add a new Org presence
  • Start Date
  • Org Proration
  • CC/EN code
• Add a Function to a new Org presence
  • Start Date
  • Function Proration

Add Org Code to the Search

• End Date existing, searched for Org
• Update Org status 
  • Hold
  • Freeze
• Add/Change CC/EN field on existing Org
• Add Function to existing Org
  • Proration
  • Start Date
• Add New Occupant
  • Occupant Type
  • Start Date
  • Occupant Comment
  • Research Acct.

Add Occupant NetID to the Search

• Update existing Occupant Information

Search Screen

Results Screen

Bulk Edit Screen

Occupant Information

Example I – Put Org Presences in Hold/Freeze at the End of the Update Cycle

Search for the Rooms you want to put in Hold/Freeze, including the Org Code.  Remember that Bulk Edit can only handle about 500 Rooms per transaction; add limits to the Facility Code field to reduce returns.

Search Screen: Include Org Code 

Search Results

0139, Entomology, is a small Org, I can put all the rooms in Freeze at one time

Bulk Edit Screen

Update Org Status

Save Changes

Return to Search

Search Results

Rooms are in Freeze

Example II:

Transfer Rooms from your Org to another Org using Bulk Edit

For general procedure see Org Admin Materials & Special Documentation:  “Org Transfers and Room sharing”

Bulk Edit is useful for this process when the transfer is taking place during the fiscal year and the Org Presences and Functions need to be End Dated and Start Dated. 

Transfer taking place on 04/18/2013

From Org 2388 to Org 2374

Room data from “Export Search Results to Excel”

Objective

1.     End Date Functions

2.       End Date Occupants

3.       End Date Org Presence

4.     Add the New Org

5.     Add the New Org CC/EN code

6.     Add the New Org Start Date

7.     Add the New Org Proration

8.     Put your Org Presence into ‘Freeze’ status

Room Search:

Search for the rooms being transferred including Org Code, Function Code, and if appropriate, Occupant NetID; if there are multiple function codes and occupants, choose the most frequently occurring ones.  In Bulk Edit you can end date a function and occupant if they are included in the search criteria.  Since we can only specify one function code and one NetID in our search, we can only end date one function and occupant in a Bulk Edit transaction.

I can tell from the “Export Search Results to Excel” who the occupants are; in this situation because occupant dap43 is in all the rooms, I’ll use Bulk Edit to end date his presence.  I’ll end date lb244’s presence on the Room Info page.

Search Screen:  Include Org Code, Function Code, and Occupant NetID.  If there are multiple function codes, choose the most frequently used code.

Search Results

Bulk Edit Screen

1.       End Date the Occupant

Save Changes

2.       End Date the Function 2.2 (in search criteria)

Save Changes

Return to Search

Functions 1.1 and 1.5 and Occupant lb244 still have to be End Dated.  Depending on the data (number of rooms; Org Code/Function combinations; Occupants) either perform another search using the next Org Code/Function combination (Occupant NetID) and End Date the Function (Occupant) in Bulk Edit, or scroll through the rooms and End Date the Function (Occupant) room by room. 

Tip:  When performing a task that requires several Bulk Edits, create a comma delimited list of the rooms you are updating; copy and paste into the room search screen

Search Screen: Add Function 1.5 to Search Criteria

Bulk Edit Screen

End Date Function 1.5

Repeat for Function Code 1.1

Save Changes

Return to Search

All the functions have been end dated; there is still an Occupant in room 145 whose presence needs to be end dated.  I’m going to end date the Occupant by selecting the room from the current “Return to Search” screen.

Search Results Screen

Click on the room number (in blue), it will take you right into the room (when editing one room, there is no need to check the box and select “Edit Selected Rooms”)

End Date lb244 Occupancy

Save Changes

Return to Search

All Functions and Occupants have been end dated

Remaining Steps

3.       End Date Org Presence

4.       Add the New Org

5.       Add the New Org CC/EN code

6.       Add the New Org Start Date

7.       Add the New Org Proration

8.       Put your Org Presence into ‘Freeze’ status

Search Screen: Include Org Code.   All the rooms will be in error.

Search Results

Bulk Edit Screen

3.       End Date Org Presence

4.       Add the New Org

5.       Add the New Org CC/EN code

6.       Add the New Org Start Date

7.       Add the New Org Proration

8.       Put your Org Presence into ‘Freeze’ status

Save Changes

Return to Search

The new Org Presences are in error, the errors will be cleared when the coding is completed by the new Org.  The Org Presences we put into Freeze were free from errors.

When the new Org is ready to code the rooms, Bulk Edit can be used to add an additional Org, Function Codes, and Occupants (useful when the same Occupant is in multiple rooms).

Example III

Change Room Coding to Reflect Shared Space using Bulk Edit

For general procedure see Org Admin Materials & Special Documentation:  “Org Transfers and Room sharing”

Bulk Edit is useful for this process when the transfer is taking place during the fiscal year and the Org Presences and Functions need to be End Dated and Start Dated.  In Bulk Edit you can’t change an Org, you can only add (Start Date) and remove (End Date)

Transfer         04/18/2013

From              100%   Org 2374   To   50%      Org 2374

                                                                  50%      Org 2370       

Room data from “Export Search Results to Excel”

Note:  More than one instance of an Org Code in a room

Because we are changing the proration of an Org in the middle of the year, we need to End Date the Org with 100% proration and Start Date a new presence of the Org at 50% proration.  Bulk Edit can’t tell the difference between the two instances of the Org, so we can add the new instance of the Org @ 50% in Bulk Edit, but we can’t add any Functions – they would be added to both Org presences.  The new instances of the Functions under the 50% Org need to be added room by room.  The same applies to putting the Org Statuses in Hold/Freeze during the Fiscal Year; the rooms with the old Org proration of 100%  will need to be put in Hold/Freeze individually, if done in Bulk Edit, both instances of the Org – old @ 100% and new @ 50% – will be put into Hold/Freeze.

Objective

1.       End Date Occupant presence

2.       End Date the existing Org presence with 100%  proration

3.       End Date the existing Functions associated with the existing Org

4.       Add a new instance of  the existing Org

5.       Add the CC/EN code

6.       Add the Org Start Date

7.       Add the Org Proration

8.       Add a new instance of the existing Functions to be associated with the new Org Proration

9.       Add a Usage Proration to the new instances of the Functions

10.    Add a Start Date to the new instances of the Functions

11.    Add remaining existing Functions to be associated with the new Org Proration

12.    Add the New Org

13.    Add the CC/EN code

14.    Add the New Org Start Date

15.    Add the New Org Proration

Note: End Dating Occupants in Bulk Edit:  I can tell from the “Export Search Results to Excel” that there is only one occurrence of the same Occupant in more than one room.  Because I have to go into room 129 to end date the Occupancy for wwt26, there is no benefit in using Bulk Edit to end date the Occupancy for rgh27 in rooms 126 and 129.

End Date Occupants

Room Info page:

Search for rooms by Facility Code and Room Number

Click on Select

Click Edit Selected Rooms

1.       End Date the Occupants

End Date Org Presence and Functions

Search Screen:  Include Org Code and Function Code, if there are multiple function codes, choose the most frequently used code.

Search Results

Bulk Edit Screen

2.       End Date existing searched for Org Presence

3.       End Date the existing searched for Function

Note:  The field for the Org Start and End Date (1) is further left than the field for the Function End Date (2)

Save Changes

Return to Search

Functions 1.1 and 1.5 still have to be End Dated.  Depending on the number of Org Code/Function combinations, either perform another search using the next Org Code/Function combination, and End Date the Function in Bulk Edit, or scroll through the rooms and enter the Function End Date room by room.  In this case I’ll repeat the Bulk Edit for one of the remaining two functions and then scroll through the rooms to end date the final Function

Search Screen: Include Org Code and next Function Code

Search Results

Bulk Edit Screen

End Date Function 1.1

Save

Return to Search

End Date Function 1.5 Room by Room

Select Rooms and from the current Search Results Screen

Room Record

End Date final function, select Next (will save current record as long as there is a Next record), to save Final Record select Save Changes.

Tip:  Copy the Date, Paste into the blank Function End Date Field, select Next, Paste, Next…..

Remaining Steps

The old Org Presence and all the Functions related to the old Org Presence have been End Dated

4.       Add a new instance of the existing Org

5.       Add the CC/EN code

6.       Add the Org Start Date

7.       Add the Org Proration

8.       Add a new instance of the existing Functions to be associated with the new Org Proration

9.       Add a Usage Proration to the new instances of the Functions

10.    Add a Start Date to the new instances of the Functions

11.    Add remaining existing Functions to be associated with the new Org Proration

12.    Add the New Org

13.    Add the CC/EN code

14.    Add the New Org Start Date

15.    Add the New Org Proration

Search Screen:  Include the Org Code in the search.

Search Results

Bulk Edit Screen

4.       Add a new instance of  the existing Org

5.       Add the CC/EN code

6.       Add the New Org Start Date

7.       Add the New Org Proration

8.       Add a new instance of the existing Functions to be associated with the new Org Proration

9.       Add a Usage Proration to the new instance of the existing Functions to be associated with the new Org Proration

10.    Add a Start Date to the new instance of the existing Functions to be associated with the new Org Proration

Save Changes

Return to Search

Add the remaining new instances of existing Functions associated with the new Org Proration Room by Room.  When there are two instances of the same Org associated with a room record because you are changing your Org proration during a Fiscal Year, Bulk Edit cannot differentiate between the two instances of the Org -- if you add function 1.1 to the new instance of the Org at 50% it will also be added to the old instance of the Org at 100%.  The Functions will need to be added room by room.

Search Results

Room Screen

11.    Add remaining existing Functions to be associated with the new Org Proration; add Occupant Information.

Remaining Steps

12.    Add the New Org

13.    Add the CC/EN code

14.    Add the New Org Start Date

15.    Add the New Org Proration

Search Screen: Include Org Code

Search Results Screen

Bulk Edit Screen

11.    Add the New Org

12.    Add the CC/EN code

13.    Add the New Org Start Date

14.    Add the New Org Proration

15.    If you are transferring within your Org, you can add a Function Code, proration, and Start Date

Save Changes

Return to Search

Manually put the rooms at the old Proration into Freeze – this can only be done in Bulk Edit when you are ready to put all the instances of the Org Presence in the room into Freeze.

 Search Results

Room Info Page

The rooms are in error until the new Org adds Function Codes

Example IV

Update Rooms under Renovation as Identified by the Drafter’s email

For complete documentation on managing rooms for renovations and new buildings see document “Renovations/New Buildings”.

 Objective

Code Rooms in Request Obsolete

1.       End Date Org Presence in existing rooms

2.       End Date Functions in existing rooms

3.       End Date Occupants in existing rooms

Code Newly Activated Rooms

4.       Correct Org Code, if necessary (cannot be done with Bulk Edit)

5.       Add Functional Coding

6.       Add a Start Date that matches the Org Start Date. 

Search Screen:  Include Org and Function Codes (if multiple functions, choose one) assigned to the room.  You can narrow the returns by specifying the room numbers identified as under renovation on the FI Renovations SharePoint site.

Search Results

Bulk Edit Screen

1.       End Date Org Presence in existing rooms

a.        Add room notes, if desired

2.       End Date functions in existing rooms, may take multiple Bulk Edits

3.       End Date occupants in existing rooms using Bulk Edit or Room by Room depending on the data

Save Changes

Return to Search

The rooms will be in Error – Facilities Inventory will complete the Obsoleting process.

You will get an email from Facilities Inventory when the renovation is complete and the new rooms are ready to be coded.

Note:  If the Org Code needs to be updated, you will not be able to do it in Bulk Edit because it is a change, not an addition.

Coding the Newly Activated Rooms:

Think about the coding that can be done with Bulk Edit; Room Type, Function Codes, CC/EN Codes, additional Org presences, Room Notes.  Consider doing part of an update with Bulk Edit and part room by room, you will save time and reduce input errors.

There is more than one way to perform the tasks outlined in this document.  Just remember to try things out and check the results in Training before you do it in Production!