Performing bulk updates to FirmFlow folders

Alerts and notices

Administrators can perform bulk updates on existing workflow data, such as PIC, workflow step routing assignments, information fields, and deliverable due dates.

Note: This feature can be used with only one workflow at a time.

If you change a workflow's description, GoFileRoom will create a new workflow and will not update any information for an existing workflow.

Follow these steps to perform bulk updates.

  1. Choose Reports > FirmFlow Reports from the GoFileRoom toolbar.
  2. Click Options, select Standard Reports, and then select the appropriate template as follows.
    • 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 must have appropriate user- or group-level privileges to view new reports.

  3. Select a service type and workflow and then click Search.
  4. From the results screen, choose Options > Export Report.
  5. In the prompt that appears, choose Save As and save the file with a CSV extension (for example, Test.csv).
  6. Start Excel and use the following steps based on the version of Microsoft Office you are using.
    • Office 2010 or 2013: Click the From Text button.
    • Office 365, Excel 2016 or higher: From the Data ribbon, and then choose Get Data > Legacy Wizards > From Text (Legacy)

      Note: To activate the Legacy Import wizard in Microsoft Excel, choose File > Options > Data, and then mark the From Text (Legacy) checkbox.

  7. In the Text Import Wizard - Step 1 dialog, verify that the Delimited option is selected and click Next.
  8. In the Text Import Wizard - Step 2 dialog, clear the Tab checkbox, mark the Comma checkbox, and click Next.
  9. In the Text Import Wizard - Step 3 dialog, scroll down to see all columns and then select each column and mark the Text option. Click Finish after you have done this for all columns.
  10. If the worksheet is not named Sheet 1, right-click the tab at the bottom of the worksheet, select Rename, and rename the worksheet to Sheet1.
  11. Delete the first eight rows of the worksheet.
  12. Make any necessary updates to the data in the worksheet.

    Note: You can update only the following fields: PIC, Deliverables, Current Due Date, Workflow Step Routing Assignments, and 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.

    Use the Clear Contents command on cells to help prevent errors when uploading the spreadsheet. For example, if you do not clear cell contents for a PIC who is no longer at the firm, the export still shows this person’s name as PIC, but because this user is no longer active within GoFileRoom, an error would be generated during the import process.

  13. When you are finished making changes, choose File > Save As and save the file as an XLS or XLSX file.
  14. Close Excel.
  15. In GoFileRoom, choose Administration > Manage FirmFlow, select a drawer from the Drawer drop-down list, and then click the Folder Administration tab.
  16. Select the Service Type, Workflow, and Assigned to values.

    Note: Although an entry is required for the Assigned to field, this value will not be applied when performing bulk updates to existing workflows. This value is used only when creating new workflows using the bulk import process.

  17. In the Specify Excel list with form information field, click the Browse button and select the XLS or XLSX file containing your firm's data.
  18. Click Import.

Note: Bulk import is an overnight process. The updated workflows will be available the following day.

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