Using the Bulk Instance Update Tool

Katarina Vucic
Katarina Vucic
  • Updated

What is the Bulk Instance Update Tool?

The Bulk Instance Update Tool allows you to update a range of properties on multiple Instances across different Events. These include Price Lists, Overlays and any Instance Attributes that you’ve got on your system.

Using the Bulk Instance Update Tool

For a quick overview of how to use the Tool, take a look at the video below. If you would like step-by-step instructions for how to use it, as well as a few suggestions for easy ways to select the relevant Instances, keep reading past the video.

 

Locating the Bulk Instance Update Tool

To open the Bulk Instance Update Tool, go to the Admin Interface and click the Update multiple instances button at the bottom of the Events page:

1_Bulktool.jpg

Before making any changes, be aware that you cannot undo a Bulk Update once it’s been done. If you need to reverse a change, you may be able to reselect the Instances and apply another Bulk Update, but you can’t undo it.

Choosing Instances

On the first screen you can choose the Instances that you’d like to update based on the relevant criteria:

2_Criteria.jpg

Take a look at the section below on Example Criteria for suggestions on which criteria to use, or watch the video above for a demonstration of how to do this.

Click Next to see an overview of the Instances:

3_Instances.jpg

If you want to edit this list, untick the box to the left of each Instance you don’t want updated. Once you’re happy with your selection, click Next.

Selecting Properties

On the next screen you can choose the changes you want to make. There are two sections, with different properties in each one. We’ve broken it into two here, to explain each one of them.        

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    The first section includes all of the visibility and on sale options that you would see on the Basic Details tab for each Instance, and likewise when using the Change the status of all instances option.

    4_First_Section.jpg

    Click on the checkbox to the left of each property to select it, and then choose which status to apply, or enter a date or time.         

          
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    The second section includes a wider range of properties to change, such as Ticket Designs, Price Lists, and - at the bottom of the list - Instance Attributes.

    5_Second_Section.jpg

    Choose one or more of these properties by selecting the checkbox next to it, and the value you’d like to change it to.

You can update multiple properties at the same time, if you need to. Any property that you don’t select will not be updated - the only changes that will be made are to the properties that you have selected.

Previewing Changes

Click Next to go to the final screen. This gives you an overview of the changes that will be made to the Instances that you’ve selected. 

  • 6_Overview.jpg

When you’re happy with everything on this screen, click the Next button to start the Bulk Instance Update. 

The system will now apply the changes, which might take a couple of minutes depending on how many Instances are being updated. When the Bulk Update is running you’ll see a little yellow box in the top-right corner:

7_Running.jpg

When the update is complete, you will see one of two messages in place of the running… message. If the update was successful, you will see this: 

8_Successful.jpg

Sometimes, however, the system might not have been able to complete the updates. In these cases, you will see this message instead:  

9_Error.jpg

If there are any errors, the system will generate a report telling you what the errors were - click on the link to open that up. 

Example Criteria

There are lots of different criteria, or combinations of criteria, available for you to use when selecting Instances to update. Here are a few common examples to start you off: 

  1. If you want to update all of the Instances in a single Event, choose Event from the criteria section and select the Event from the list.
  2. If you are looking for any Instance from any Event that starts on a Wednesday, choose Start Day and tick the Wednesday box.
  3. If you are updating all Instances taking place at a specific venue, choose Venue and pick the relevant venue from the list.

Like other criteria pickers in Spektrix, you can use AND / OR logic here too.

  • If you want to update all Instances from a specific Event where the start time was between 14:00 and 15:00, you could use the Event criteria AND the Start Time criteria together:

    10_EventStartTime.jpg

    If you want to update all Instances that take place during the weekend at a specific venue, you could use the Start Days criteria AND the Venue criteria together:

    10_StartDaysVenue.jpg

You should now have everything you need to be able to use the Bulk Instance Update Tool in Spektrix.

 

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