A company may experience many changes within its lifecycle. These changes may be due to both external and internal factors. For example, a company may initiate a change due to a change in customer preferences, and similarly, a company may initiate process-related changes with the intention of streamlining processes. These changes can sometimes be initiated suddenly or they can be implemented gradually. Regardless, a company needs to inform all its employees or specific employees who are impacted. Often HR professionals struggle with finding a proper medium to effectively and efficiently communicate the change to employees. With OrangeHRM's 'Bulk Update- Edit Inline', HR professionals can now communicate any changes made within the business in the most efficient and effective manner.
This feature allows updating employee details such as Location, Job Title, Sub Unit, Joined Date, and possible to add/remove direct supervisors through a bulk update. One of the key advantages of this feature is that it allows the user to pick and choose a specific set of employees who are impacted by the change. For example, if a supervisor with many subordinates is replaced by another supervisor, the bulk update-edit inline feature can be used to add the relevant subordinates to the new supervisor instantly.
To access this feature go to Employee Management → More → Manage Data → Bulk Update. The 'Bulk update screen is displayed as follows.
Step 1: Complete the following search criteria to narrow down the search.
| Filter | Description |
| Employee Name | Select employees based on employee names. Multiple employees can be selected. |
| Employment Status | The user can select employee statuses from the dropdown such as Full-Time Contract, Full-Time Permanent, Part-Time Contract etc. |
| Supervisor Name | Select employees based on the supervisor's name. |
| Job Title | Select employees based on the job title. |
| Sub Unit | Select employees based on the department |
| Include | The user can select the following options from the dropdown;
|
| Location | Select employees based on the work location. |
| Job Category | Select employees based on the job category. |
| Joined Date | The user can select the following 'joined date' options from the dropdown
The user can search for employees based on the chosen option. |
| Probation End Date | The user can select the following 'probation end date' options from the dropdown :
The user can search for employees based on the chosen option. |
| Date of Permanency | The user can select the following 'date of Permanency' options from the dropdown :
The user can search for employees based on the chosen option. |
Selecting Fields to update
Step 2: The user can select one or more fields from the below fields.
Supervisor Name
Sub Unit
Probation End Date
Job Category
Location
Date of Permanency
Employment Status
Workshift
Job Title
Joined Date
Custom Fields - under Other Job details if you have created any custom fields under the "Other Job Details" custom section, the system shows the created fields.
Step 3: After that, if you are trying to update the employees as a batch you can select "Update as Batch" As a further example, let’s say that due to some organizational restructuring, all employees in the finance department have relocated to Australia. To easily facilitate this organizational change, you can simply select "Finance" as the subunit, and from the “Fields to update” section, select “Location” and select the option "update as a batch".
If you want to update a group of employees to various sub-units, click "Edit inline" and you'll see all of the employees' names on the screen. You can then select the appropriate ones and update them in bulk.
Update employee data using Edit Inline
Step 4 – The user can click "Edit Inline". Upon clicking the following screen is shown.
Edit inline option gives the user better control of the changes he/she wants to make.
Step 5 – Select employees in order to edit.
Step 6 – Go to the "Change to" option available under each field and select the desired option from the dropdown. The user can change the value for a specific field for all employees. Change the value from the drop-down list for each field. The user also can change values for each employee one by one. This option allows the user to change the values of the fields to different or new values rather than changing all employees to one value.
Step 7 – Click the "Update" button. Upon clicking the following screen is displayed.
Step 8 – Above screen allows the user to choose the 'Job Event' from the drop-down and the desired 'Effective Date'.
Step 9- Click "Yes, Update".
Update employee data using "Update as Batch"
Step 4 – The user can click the "Update As A Batch" button. Upon clicking this button the following screen is shown.
This option allows the user to notify a change to a large number of employees.
Step 5 – The user can define the fields that have been chosen as update fields previously. Also, the user can delete the chosen update field/fields by clicking button.
Optional: If the user wants additional fields apart from the defined update fields, the user can click button to "Add new field to update". Upon clicking this button the following screen is triggered.
The user can select a 'Field to add' from the dropdown and click "Add" to include it to the list of fields that are going to be updated.
Step 6 – Click the "Update" button after step 5 has been completed. Upon clicking the following screen is displayed.
Step 7 – From the above screen the user can choose the "Job Event" from the drop-down and choose the desired "Effective Date".
Step 8 – Click "Yes, Update".