Mass Change Solicitor

erin russell

Me again. We recently had our DOD resign and now have a new one. I have been asked to remove her from all prospects in her portfolio and add the new DOD in her place. I can do this manually, but i was wondering if there is a way to do this on a bigger scale. I've never really used the Global functions, but i was looking around Global Change and didn't see any place where i can do this.



We have the prospect module. 



Any feedback is appreciated. 

JoAnn Strommen

Changes to solicitor info is not something that works in global change.  It would change all assignments if any.  The only way to do this in mass would be to export the relationships, make needed changes and import new assignments back in. 



To consider, in most cases we leave past solicitor info on the record for reference/questions.  If you can leave it, you can do a global add of the new DOD to the records using global add.  You just need a query of the constituents you want to add DOD as the solicitor to.  Works really smoothly.

 

JoAnn Strommen

That's what works in standard RE.  We don't have prospect module so don't know if that has separate solicitor assignment records.

erin russell

Thanks! Ill float the idea of keeping her on for record purposes, and hopefully give the add a try.

Joshua Bekerman bCLO bCRE

We also leave the former solicitor on the record and enter a "Date To."  Then we import the new solicitor relationships.

erin russell

Where do you put the "date to"

Joshua Bekerman bCLO bCRE

On the Assigned Solicitor relationship record (Relationships tab).

Nicole S

Another vote for leaving her on with an end date and adding the new DOD seperately.  I would make the former DOD inactive as well.

James Andrews

Nicole San Miguel:

Another vote for leaving her on with an end date and adding the new DOD seperately.  I would make the former DOD inactive as well.

In addition, when you uncheck the "Is a Solicitor" box on Bio1 of the former DoD's record, RE will prompt you to end date all the solicitor relationships. If you say yes, it's automatic.

Autumn Hubbard

There are some good instructions on changing this on the Knowledge Base. Also, just be careful about doing a "global change" on the date to/from field, because I've had issues with it changing the date to for EVERY solicitor on the record, even if I used a query that was indicating just one solicitors, etc. There's probably a way to avoid that if done correctly.... but just a head's up so you don't make the same mistake I did!

JoAnn Strommen

Just FYI to Autumn:  No, there's not a way to avoid it as there isn't a correct way to do it.    Here's link to an earlier thread on global change/add - some fields like attributes and solicitors are just not possible to change a specific one of using the function. 



https://community.blackbaud.com/forums/viewtopic/160/15248?post_id=48053#p48053

 

Christine Cooke 2

I would not remove her completely, that is erasing history and will then not correspond to moves management or notes of any kind.

Just make her an inactive User (I always add a "z" to the front of the name of the User and that indicates they are no longer in use when it pops up in other parts of RE),  and undo her as Solicitor by putting an End Date on all of her Solicitor Relationships.  And add the new DOD with a From Date.  You should be able to globally change/addif you have a query of all of the former DoD's constituents.  You can globally add an End Date and also the new DoD and From Date..

JoAnn Strommen

Christine, not sure what you are accomplishing to "undo her as Solicitor".  Even with an end date, solicitor will appear as solicitor relationship, as an option for solicitor when entering a gift.  Solicitors with a past end date can even be selected in batch gift entry to be credited with gifts. (Wish that was changed in RE.) Our solicitors are all entered with a From Date and a To Date.  You can mark the former DOD as an inactive solicitor by going to their solicitor details. 



Have you tried to just add an end date to specific solicitor relationships?  When I attempted to do that using global change, it put that end date for any without one.  Unless you're certain it works due to an update in RE, it doesn't.  Be sure to test it on one record before trying globally.  See the link in my previous post for others experience with this also.

Just make her an inactive User (I always add a "z" to the front of the name of the User and that indicates they are no longer in use when it pops up in other parts of RE),  and undo her as Solicitor by putting an End Date on all of her Solicitor Relationships.  And add the new DOD with a From Date.  You should be able to globally change/addif you have a query of all of the former DoD's constituents.  You can globally add an End Date and also the new DoD and From Date..