Mass Update process

Use the Mass Update process to change the value of a field within a Sage HRMS database for an entire group of employees—instead of manually changing the data for each record.

You can update most, but not all, fields in mass. For example, you cannot change the Employee ID because the system uses that ID as the primary identification for each employee.

Using the Mass Update process, you 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 (such as 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 running this process so you can restore the original data if necessary.

Note: If you are running a new installation of Sage HRMS and you want to update the Manager, you must first mass update the manager company (pe.p_superco) and then mass update the manager ID number (pe.p_superno). Then run the Import Calculations process to update the manager name (pe.p_supervis). Similarly, if you want to update the Supervisor, you must first mass update the supervisor company (pe.p_sup2co) and then mass update the supervisor ID number (pe.p_sup2no). Then run the Import Calculations process to update the supervisor name (pe.p_sup2vis).

To run the Mass Update process:

  1. Back up your data so you can restore the original data if necessary.

  2. Select one of the following:

    • Employees > Processes > Mass Update
    • Time Off > Processes > Mass Update
    • Training > Processes > Mass Update.
  3. On the HR Mass Update page, Attendance Mass Update page, or Training Mass Update page for Update File, select the file you want to update. The drop-down list shows the files for which you can perform a mass update.

  4. For Update Field, select the field you want to update. The drop-down list shows the fields from the file you selected in step 3.

    Tip: For information about database files and fields, see the Data Dictionary.

  5. For Records to Update, either:

    • Leave this blank to update all records.
    • Specify which records within the database file to update. You can type a criteria expression directly or click Expression Builder to use the FoxPro Expression Builder to create the expression.

  6. For New Value, specify the value you want to substitute in the field to be updated.

    If the new value is a complex value involving other fields in the database, enter an expression for the new value. You can type a criteria expression directly or click Expression Builder to use the FoxPro Expression Builder to create the expression.

    Note: When you enter a new value, do not include punctuation or symbols (such a comma or dollar sign).

  7. Click OK to start the Mass Update process.
  8. A message shows the number of records the system will update and asks whether you want to proceed. Click Yes to proceed with the mass update.
  9. When the mass update process is complete, the number of records updated is displayed. Run the Import Calculations process to ensure that all updated information is current and up-to-date.

To change the bonus amount to $500 for all employees whose initial hire date is prior to June 1, 2020, you can use the Mass Update process to accomplish this task.

  1. Select Employees > Processes > Mass Update.
  2. On the HR Mass Update page for Update File, select Employee Personnel.
  3. For Update Field, select Bonus Amount.

  4. Because you only want to update only those employees whose original hire date falls prior to June 1, 2019, enter the following expression for Records to Update:

    P_ORIGHIRE < {06/01/2019}

  5. For New Value, the new bonus amount is $500, so type: 500.

    If the new value is equal to the employee's salary amount plus $500, you would enter the following expression: P_SALARY + 500.

  6. Click OK to start the Mass Update process.