Batch Update Using Profiles

Save time by making changes to many contacts, contributions, event registrations, or memberships at the same time! In CiviCRM, these types of bulk updates are called Batch Updates and we do them using Profiles.

First, create a profile that has the fields you want to change. For example, if you want to change the Source for all contacts that match specific criteria, include the Source field in your profile. If you want to change or set the Thank-you Sent date, you would need to create a profile used by Contribution and add the field Thank-you sent date

Once you have your profile configured, you can search for the records you want to change. In the example above with contacts, you would search for the contacts that need to be updated. Your search can be as simple or complex as you want it to be. 

Batch updates can change up to 100 records at a time. In order to run the maximum number of changes at once, be sure to adjust the Rows per page setting at the bottom of the page to 100.


Next, from the search results screen, select Batch Update via Profile in the Actions drop down list. You will be taken to another screen to select the Profile you want to use for the update.

A grid will be displayed with all the fields of the records (contacts, contributions, registrations, memberships) you can change that have been included in the selected profile. For example:

Screen Shot 2016-08-08 at 2.00.46 PM.png

You can enter the same value for all rows (records) or change the value for each record one at the time. To use the same value for each record, enter a value in the first row, click the icon of the two sheets of paper and it will be copied to all the rows. 

Screen Shot 2016-08-08 at 2.05.03 PM.png

Click the Update button at the bottom of the screen and your updates will be done! You will be taken to a blank CiviCRM screen and click Done again. You will be taken back to your search results and update the next 100 records if needed.