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Security Note

You need Edit object security permission for an event to be able to edit it. In addition, if your user does not have permission to view Contacts, the default scheduler for a location or resource may not be set. If you're unable to edit an event you think should be available to you, contact your 25Live administrator.

25Live Pro allows you to edit events individually or bulk edit multiple events at the same time. When using the bulk editing functionality, you need to have access to saved searches as well as "Can access inline editing" permission. When bulk editing events, you can perform a number of actions:

Reminder: You Need Certain Permissions for Bulk Editing

In addition to using a saved search for bulk editing, you may need your 25Live Administrator to turn on permissions for “Inline Editing” (Rights > EVENTS > Inline Editing in the 25Live Administration Utility). 

For certain edits, you may need appropriate permissions set in the Series25 Group Administration tool, Administrative Options tab > 1.0.

How to Bulk Edit Events

1. Go to the Search Section

You can use the Go to Search button or the Search link in the More menu.
Image: You can use the Go to Search button from the dashboard or the Search link in the More menu.

Navigate to the Search section using the Go to Search button in the top navigation bar. There is also a Search link in the More menu in the top navigation.

2. Choose a Saved Search

Choose a saved search created by a user rather than any Pre-Defined searches
Image: You must choose a saved search created by a user rather than any Pre-Defined searches for bulk editing.

Be sure the Events search type is selected, and choose the search you want to use from the Saved Searches dropdown menu. You must select a saved search that was created by you or another user, such as those in the All of Your Event Searches section of the list.

Reminder: Choose a User Saved Search

You may not choose from the Pre-Defined Groups list of searches (such as Your Starred Events) when bulk editing events.

If you don't currently have a saved search available that includes all the events you want to bulk edit, you may create and save a new saved search, then come back to the search screen to begin the steps to bulk edit events.

Use the Search button to run the search.

 3. Choose From the Event List After Selecting the Bulk Edit Option

Selecting the Bulk Edit option from the Search results screen.
Image: Selecting the Bulk Edit option from the Search results screen.

Note: Event Selection is Limited

Selection for bulk editing is currently limited to 1,000 events or less to optimize performance.

On the search screen, use the Search Actions dropdown to select the Bulk Edit option.

Choosing events from the Event List.
Image: Choosing events from the Event List.

The Event List screen allows you to check which events you want to bulk edit. After selecting, use the Go to Actions button to continue.

4. Select and Run Available Actions

Select from the available actions in the dropdown menu. Each actions has its own set of criteria to enter and notes about the action results.

Add Categories

Select Categories to add or remove from events.
Image: Select Categories to add or remove from events.

Criteria to Enter

To add Categories, check all you wish to add. There are options available to Select All or Select None to reset your checked choices.

Use the Add Categories button.

Action Notes

  • If a category is already on an event, it will not be added twice.

Remove Categories

Criteria to Enter

To remove Categories, check all you wish to remove. There are options available to Select All or Select None (to reset your checked choices).

Use the Remove Categories button.

Action Notes

  • If one or more categories is not already associated with one of the events, no change will be made when running the action.

Add/Edit Event Custom Attribute

The criteria for adding or editing a custom attribute when bulk editing.
Image: The criteria for adding or editing a custom attribute when bulk editing.

Criteria to Enter

Choose one custom attribute from the Add/Edit Custom Attribute dropdown menu. Set the value of the attribute, if required.

Use the Add/Edit Custom Attributes on Events button.

Action Notes

  • Only one custom attribute can be edited at a time.
  • If the custom attribute is already on any event, the value will be updated.
  • If the custom attribute is not on any event, it will be added.

Remove Event Custom Attribute

he criteria for removing a custom attribute when bulk editing.
Image: The criteria for removing a custom attribute when bulk editing.

Criteria to Enter

Choose one custom attribute from the Remove Event Custom Attribute dropdown menu.

Use the Remove Custom Attributes button.

Action Notes

  • Only one custom attribute can be removed at a time.
  • If the chosen custom attribute is not on one of the events, no change will be made.

Add/Edit Contact Role

The criteria for adding or editing a contact role when bulk editing.
Image: The criteria for adding or editing a contact role when bulk editing.

Criteria to Enter

Choose or search for a role from the Search roles dropdown menu, then open the Search contacts dropdown menu to do choose from among favorite/starred 25Live user contacts or to search.

Use the Add/Edit Contact Role on Events button.

Action Notes

  • Only one contact role can be added or removed at a time.
  • The contact role does not directly affect assignment policy or notification policy in the application, but may impact those policies based on your institution's business practices.

Remove Contact Role

The criteria for removing a contact role when bulk editing.
Image: The criteria for removing a contact role when bulk editing.

Criteria to Enter

Open the Search roles dropdown to select from among those defined for your 25Live instance or search for a role.

Use the Remove Contact Role from Events button.

Action Notes

  • Only one contact role can be removed at a time.
  • If the chosen contact role is not on one of the events, no change will be made.

Edit Event Name and Edit Event Title

The criteria for editing names and titles when bulk editing.
Image: The criteria for editing names and titles when bulk editing.

Criteria to Enter

You can find and replace strings of text in the titles of Event Names and Event Titles with simple keywords or using regular expressions. Use the checkboxes to apply your terms to:

  • All Instances - If this box is checked, all of the matches will be replaced. If it is unchecked, only the first match will be replaced.
  • Case Sensitive - If this box is checked, it will only match on strings that are an exact match including case. If it is unchecked, it will not consider case when looking for a match.

Viewing a preview of a simple keyword find and replace.
Image: Viewing a preview of a simple keyword find and replace.

You can also Preview how your edit will apply.

When you're sure your edit will apply as intended, use the Update Event Names or Update Event Titles button.

Action Notes

  • It is helpful to search online for guides and examples for using regular expression syntax.

Regular Expression Examples
  • 1.) A keyword find and replace is the most simple edit to make.
    • Event Name/Title:  Apple Festival Orientation
      • Find: 

        Apple

      • Replace: 

        Banana

    • Result:  Banana Festival Orientation

  • 2.) For a more complicated regular expression edit, you can add a prefix to all values.
    • Event Name/Title:  Apple Festival Orientation
      • Find:  

         (^)

      • Replace:  

        Autumn

    • Result:  Autumn Apple Festival Orientation

  • 3.) Similarly, you can add a suffix to all name/title values.
    • Original Event Name/Title:  Apple Festival Orientation
      • Find:  

        ($)

      • Replace:  

        Brunch

    • Result:  Apple Festival Orientation Brunch

  • 4.) You can replace the whole of the name or title content.
    • Original Event Name/Title:  Apple Festival Orientation
      • Find:  

        .*

      • Replace:  

        Brunch

    • Result:  Brunch

  • 5.) Use this to replace a blank title.
    • Original Event Title:  (blank)
      • Find:  

        ^\s*$

      • Replace:  

        Brunch Reception

    • Title Result: Brunch Reception

Note: The Result of Your Regular Expression Name Edit Cannot Be Blank

If your regular expression syntax edit would result in a blank name value, the edit will not be applied. Titles are not affected. 

Edit Primary Organization

The criteria for editing the primary organization when bulk editing.
Image: The criteria for editing the primary organization when bulk editing.

Warning: Bulk Edits Can Affect Pricing

Some bulk edits, such as editing the Organization, can affect event pricing. If pricing is affected, the event will have a note displayed on its pricing view alerting that a pricing refresh/update is needed.

Best practice is to go to the affected events in your chosen bulk edit search to refresh pricing right away after making the edits.

Criteria to Enter

Select the Primary Organization from the list, then use the Edit Event Primary Organization button.

Action Notes

  • If any events in the bulk edit do not have a Primary Organization, the chosen organization will be added. Otherwise, the Primary Organization will be replaced.

Edit Event Type

Editing event type
Image: The criteria for editing the event type when bulk editing.

Criteria to Enter

Select an Event Type from the list, then use the Edit Event Type button.

Action Notes

  • Just as when inline editing the Event Type, changes made will not affect the current folder or currently applied custom attributes.

Edit Event State

Bulk editing the event state
Image: Editing the event state for multiple events will set them all to be the same.

Criteria to Enter

To edit the Event State, check all you wish to edit to be the same state. There are options available to Select All or Select None (to reset your checked choices).

Select from the allowed Event State options in the dropdown.

Use the Set Event State button to save your selection.

Action Notes

Only Event States that your user has permission to view/use will display in the dropdown menu.

Unassign Locations

Options for unassigning locations in bulk
Image: The criteria for unassigning locations when bulk editing.

Criteria to Enter

Select an Unassign Locations from the list, then:

  • Choose the beginning and end of the date range (including times) in which you want to remove location assignments
  • Use the Select Locations button to choose specific locations you want to remove
       OR   You can choose no locations to allow the action to remove all locations from the events you're editing

After completing the options, be sure to review your choices, then use the Unassign Locations button to complete the bulk edit.

Action Notes

  • This feature is only available for administrators (in the (-1) security group), but it will soon be optionally expanded to other security groups.

5. After Success, Return to Event List or Search

You may see a Locked Events List with the success message.
Image: You may see a Locked Events List with the success message.

After completing each action, a Success message will be displayed. You may also see a Locked Events List of events that could not be edited due to a lock or insufficient permissions. You can try to edit those events individually or contact your 25Live Administrator to discuss the locks or your current security permissions.




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