Updating Profiles in Bulk

Streamline profile management with the Power Diary Bulk Update feature. Learn how to update statuses, communication preferences, classifications, and more for multiple profiles simultaneously.

Power Diary's Bulk Update functionality helps to update all profiles statuses, communication opt-in/out, add or remove classifications of client and contact profiles in bulk, rather than one by one, anytime you need.  

You can find this feature in Tools → Bulk Update:

Please read on to find out which of the profile settings are included in the Bulk Update feature and how it works. 

In this article:

• Using Advanced Search Filters to Select Profiles
• Updating Specific Fields for Selected Profiles
• Archiving and Deleting Selected Profiles

How to Use Advanced Search Filters to Select Profiles

Once you are on the Tools > Bulk Update page, you will see the Advanced Search filters that will help you to select the profiles that require updating. 

1. First, you can select which of the profiles to select according to their Role: Client, Referrer, Contact, or Third Party, or any combination of more than one Role. 

2. Then, make a selection of the relevant filters. While a majority of the filters and fields on the advanced search are fairly straightforward (first name, last name, telephone, email etc.), some might not be as immediately obvious. 

• Filtering by Practitioner Type

It is possible to generale a list of clients based on available practitioner types and their relationship to client profiles. 

• • Primary Practitioner: a practitioner that is set as a Primary Practitioner in a client profile > Admin Manage page. 
  • Assigned Practitioners: practitioners that are set as Assigned Practitioners in a client profile > Admin Manage page. 
  • Appointment Practitioner: a practitioner who provided appointments to the clients which will be included in the list. 

• 'Had an Appointment Between' and 'No Appointments Between'

These two filters can be extremely powerful if you're looking for information specific to a client's activity within your business.

For example, you might want to find a list of all clients who have had an appointment this year but don't have an appointment booked for the future. To do this you would simply set the 'Had an Appointment Between Dates' to the 01/01/2022 to today's date and then toggle the 'No Future Appointments Slider': 

• Using Multiple Filters to Refine Search Results

You are able to use all of these filters in conjunction with each other. This means that you can refine the results of the search down to refine a specific list of results. For example, you might want to run the above search but only look for results relevant to a specific practitioner and clients with a particular classification applied. In this case, you would set the above filters up and then simply select the relevant classification (or classifications) and the practitioner that you're wanting to report on. 

3. Once the roles and filters are selected, click on the Get Clients button to generate the list of profiles to be updated.

How to Update Specific Fields for Selected Profiles

1. When the list is ready, tick the boxes in front of client names to select all or some of the listed profiles that you wish to update: 
2. Under the generated list of Profiles, you will see the section that allows you to select which profile fields to update. 
3. Select a field you'd like to update (e.g. 'Client Status')
4. Select the item you'd like to be updated for all profiles (e.g. 'Active')
5. Click Update. 

 

How to Archive and Delete Selected Profiles

1. Repeat the above steps to generate a list of profiles you'd like to archive or delete. 
2. Make sure you ticked the boxes to select which profiles to archive or delete. 
3. Click on the Archive or Delete* button and follow the prompts to confirm the action.