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This article applies to:

  • Product: GoFileRoom
  • Subject: printing-emailing-exporting

Bulk update a FirmFlow folder

Administrators can perform bulk updates on existing workflow data, such as PIC, workflow step routing assignments, information fields, and deliverable due dates.
  1. Select
    Reports
     in the GoFileRoom toolbar and choose
    FirmFlow Reports
    .
  2. Select
    Options
    , then
    Standard Reports
    .
  3. Choose one template:
    • If you are updating deliverable information select
      BULK IMPORT TEMPLATE (BY DELIVERABLE)
      .
    • If you are updating workflow information, select
      BULK IMPORT TEMPLATE (BY WORKFLOW)
      .
    note
    You need user-level or group-level privileges to use new reports.
  4. Choose a
    Service Type
     and
    Workflow
    , then select
    Search
    .
  5. In the Options screen, select
    Options
    , then choose
    Export Report
    .
  6. Select
    Save As
     and save the file as a CSV file. For example, Report.csv.
  7. Open Microsoft Excel and open the
    Data
     menu.
  8. Select
    Get Data
    , choose
    Legacy Wizards
    , then choose
    From Text (Legacy)
    .
    note
    If you don't have the Legacy Wizards option,
    1. Open
      File
      , then select
      Options
      .
    2. Select
      Data
      .
    3. Select the
      From Text (Legacy)
       field, then select
      OK
      . The option is now available.
  9. Select the CSV report file from GoFileRoom, then select
    Import
    .
  10. Select
    Delimited
    , then select
    Next
    .
  11. Clear the
    Tab
     field and instead choose
    Comma
    , then select
    Next.
  12. Select each column and change the
    Column data format
     to
    Text
    .
  13. Select
    Finish
    , then
    OK
     to import the report.
  14. Check that the imported worksheet tab is named
    Sheet1
    . If you need to rename it, right-click the tab and select
    Rename
    . Change the tab name to Sheet1.
  15. Delete the first 8 rows of the worksheet.
  16. For any deliverables that you want GoFileRoom to delete, append the name of the deliverable as it appears in the CSV file with [DELETE] at the beginning of the name. For example: "[DELETE]1120 US Corporation Income Tax (Calendar)."
  17. Make any other necessary updates to the data.
    • You can only update the following fields:
      • PIC
      • Deliverables
      • Current Due Date
      • Workflow Step Routing Assignments
      • Information
    • If you want to update only the Deliverable and Current Due Date columns, you can select cells in other columns, such as PIC, Workflow Steps, or Information, right-click, and choose Clear Contents. When you clear cell contents this way, the current value will be retained, however; if you enter the word CLEAR in a cell, the value will be removed.
    • If you need to clear cells, right-click on them and choose
      Clear Contents
      .
  18. Open
    File
     and select
    Save As
    .
  19. Change the file type to
    Excel Workbook (*.xlsx)
     and select
    Save
    .
  20. Close Excel.
  21. In GoFileRoom select
    Administration
    , then
    Manage FirmFlow
    .
  22. Choose a
    Drawer
     then select
    Folder Administration
    .
  23. Choose the
    Service Type
    ,
    Workflow
    , and
    Assigned To
     values.
    Assigned to
     won't affect existing workflows, only newly created workflows during this import.
  24. In
    Specify Excel list with form information
    , select
    Browse
     and choose the new .XLSX Excel file.
  25. Select
    Import
    . 
    • After you complete the import, you'll receive a status email that will either:
      • Validate a successful import, or
      • Provide a detailed list of action items, failed records, and errors in the attached spreadsheet.
    • We'll queue successful imports for processing within 2 hours. This allows you to address any failed records and re-import them if necessary.
    • We'll complete all folder validations within 30 minutes.
    • With the Bulk Import option for partial uploads, we'll import the valid records within 2 hours. This lets you access the FirmFlow folders and Workflows on the same day.
    • The processing time for bulk imports can vary. It depends on the file size and the number of requests from all firms in the queue.

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