The Mass Update process allows you to change the value of a field within an Sage HRMS database for an entire group of employees. That is, you can change data for a group of records rather than change the data for each individual record. You can update most, but not all, fields in mass. For example, Sage HRMS does not allow you to update the Employee ID field, because the system uses that field as the primary identification for each employee record.
Using the Mass Update process, you can select the database file to change, the field to update and the new value for the field. You can change information for all employees or for a related group. This group might include, for instance, employees employed for a certain length of time or employees with a certain job skill.
Caution! The Mass Update process can change a significant amount of information. We strongly recommend you back up your data before mass updating employee information. Backing up your data before you change it ensures you can always restore the original data and repeat the process.
If you are running a new installation of Sage HRMSand you want to update the Supervisor field, you must first mass update the supervisor company (pe.p_superco) and then mass update the supervisor ID number (pe.p_superno). Then run the Import Calculations process to update the supervisor name (pe.p_supervis). Similarly, if you want to update the Secondary Supervisor field, you must first mass update the secondary supervisor company (pe.p_sup2co) and then mass update the secondary supervisor ID number (pe.p_sup2no). Then run the Import Calculations process to update the secondary supervisor name (pe.p_sup2vis).
To Mass Update Information
- Select Employees, Time Off, or Training > Processes > Mass Update.
- The Update File and Update Field drop-down lists allow you to designate the file and the field you want to update.
- The Records to Update field allows you to specify which records within the database to update.
- The New Value field allows you to specify the value you want to substitute in the field you identified.
- The OK button remains disabled until you select a file to update.
To change the bonus amount to $500 for all employees whose initial hire date is prior to June 1, 2016, the following sections demonstrate how you should use the Mass Update dialog box to accomplish this task.
File and Field To Update
- Click the Update File drop-down list to view the Sage HRMS files for which you can perform a mass update.
- Click the desired file. For the example, select Employee Personnel.
- Click the Update Field drop-down list to view the field descriptions for the file you selected. Click the field to select it. If necessary, use the scroll bar to reveal other field descriptions. For this example, select Bonus Amount. For more information about database files and fields, refer to Data Dictionary.
Records to Update
If you leave this field blank, the Mass Update process updates every record in the database. If you only want to update certain records, you must identify the records by establishing a criteria expression for Sage HRMS to use when performing the Mass Update process. For more information about expressions, refer to Expressions and Functions.
To continue the example, update only those employees whose original hire date falls prior to June 1, 2016. You can enter the expression using one of two methods: enter the expression directly, or access the Expression Builder to help you build the expression. If you are familiar with the database field names and syntax, you can enter the following expression directly:
P_ORIGHIRE < {06/01/2016}
New Value
The New Value field allows you to instruct Sage HRMS what the new field value should be. In the example, the new bonus amount is 500, so select the New Value box and type: 500
Note: Do not include a dollar sign or comma when you enter a new value.
The new value might be a complex value involving other fields in the database, such as P_SALARY + 500. This value indicates the bonus amount is equal to the employee's salary amount plus $500. If necessary, you can use the Expression Builder to help create the entry for the new value.
Complete the Process
- Click to perform the Mass Update process. Sage HRMS displays a message box indicating the number of records the system should update and asks whether you want to proceed. If you want to back up your database before the system performs the mass update, click and back up your data before you proceed. If you click , Sage HRMS performs the mass update and indicates the number of records updated upon completion.
- Run the Import Calculations process to ensure that all updated information is current and up-to-date.