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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Patron_Services/PPpatrecbulk/Bulk-Changing_Patron_Records.htm">Open topic with navigation</a>
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<h1><a name="XREF_83470_Registering_Patrons"></a>Bulk-Changing Patron Records</h1>
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<p><a name="kanchor2799"></a><a name="IX_bulk_changing"></a><a name="kanchor2800"></a><a name="IX_patron_records_overview"></a><a name="kanchor2801"></a><a name="IX_bulk_change_overview"></a>You can group patron records that need a common task or have a common condition into record sets. See: <a href="../../Polaris_Basics/PIrecsets/Creating_and_Using_Record_Sets.htm">Creating and Using Record Sets</a>.</p>
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<p>With bulk change, you can make the same changes to all the patron records in a record set in one step, in real time (not as part of overnight processing).</p>
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<p class="NoteShade"><b>Example:</b>
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<br />Your library decides to place a longer expiration term on the accounts of volunteers. You can search for patron records by the <b>Volunteer</b> patron code, place all the records in the results list in a record set, and change the expiration term on all the records at once with bulk change.</p>
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<p>You can make bulk changes to most fields on the Patron Registration workform, as well as the free-text and library-assigned blocks and notes fields on the Patron Status workform. More than one field may be changed in a single bulk change operation. You specify what changes to make to the selected fields, and the same changes are applied to the selected fields in all the records in the record set. For more information about patron record fields, <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">see <a href="../PPregstr/Creating_and_Editing_Patron_Records.htm#XREF_52556_Creating_Patron">Creating and Editing Patron Records</a>.</MadCap:conditionalText></p>
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<p>For general information about the changes that can be made to patron records using bulk change, see:</p>
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<ul>
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<li><a href="#TOC_Bulk_Changes_to_User" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Bulk Changes to User-Defined Fields</span></a>
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</li>
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<li><a href="#TOC_Bulk_Changes_to_Blocks" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Bulk Changes to Blocks</span></a>
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</li>
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<li><a href="#TOC_Bulk_Changes_to_eReceipt" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Bulk Changes to eReceipt Options</span></a>
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</li>
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<li><a href="#TOC_Bulk_Changes_to_Notes" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Bulk Changes to Notes</span></a>
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</li>
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<li><a href="#TOC_Bulk_Change_Reporting" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Bulk Change Reporting</span></a>
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</li>
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</ul>
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<p>For instructions on bulk changing patron records and viewing the report, see:</p>
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<ul>
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<li><a href="Bulk_change_patron_records.htm">Bulk change patron records</a>
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</li>
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<li><a href="View_the_Bulk_Change_Report.htm">View the Bulk Change Report</a>
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</li>
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</ul>
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<h2><a name="TOC_Bulk_Changes_to_User"></a><a name="XREF_49866_Bulk_Changes_to"></a>Bulk Changes to User-Defined Fields</h2>
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<p>Your library specifies the user-defined fields (UDFs) for patron records in Polaris Administration. These information fields are displayed on the Patron Registration workform - General view. They may be free-text fields or menus of predefined options.</p>
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<p>When you apply bulk changes to free-text UDFs, the text is treated as a single unit. The whole text string can be deleted, replaced, or added, but you cannot replace parts of a text string. Bulk change affects only a free-text UDF’s text string, not a UDF’s definition. You can choose from the following actions:</p>
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<ul>
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<li><span class="FM_BulletHead">Add</span> - Input text in <span class="FM_Emphasis">blank</span> UDFs.</li>
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<li><span class="FM_BulletHead">Overwrite</span> - Replaces the existing text in UDFs with new text, and adds the new text to any blank UDFs.</li>
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<li><span class="FM_BulletHead">Replace</span> - Replace the existing text in UDFs with new text. The new text is <span class="FM_Emphasis">not</span> added to any blank UDFs.</li>
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<li><span class="FM_BulletHead">Delete</span> - Delete the text in UDFs. You can only delete an entire text string, and you must specify this entire text string.</li>
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<li><span class="FM_BulletHead">Clear</span> - Delete the text in all UDFs, no matter what the text is.</li>
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</ul>
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<p>For drop-menu UDFs, you can choose from the following actions:</p>
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<ul>
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<li><span class="FM_BulletHead">Add</span> - Add the value only to <span class="FM_Emphasis">blank</span> UDFs.</li>
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<li><span class="FM_BulletHead">Overwrite</span> - Replaces the existing value in UDFs with the new value, and adds the new value to any blank UDFs.</li>
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<li><span class="FM_BulletHead">Delete</span> - Delete the selected value from UDFs.</li>
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<li><span class="FM_BulletHead">Clear</span> - Delete all values from the selected UDF, no matter what the value is.</li>
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</ul>
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<p class="NoteShade"><b>Note:</b>
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<br /> Because drop-menu options are branch-specific, if you select a value that is not valid for a selected Assigned Branch, the value is not changed and an error message is stored in the bulk change log file. See <a href="View_the_Bulk_Change_Report.htm#XREF_20477_View_the_Bulk">View the Bulk Change Report</a>.</p>
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<h2><a name="TOC_Bulk_Changes_to_Blocks"></a><a name="XREF_27733_Bulk_Changes_to"></a>Bulk Changes to Blocks</h2>
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<p>The text of each library-assigned block is set in Polaris Administration; the text of each free-text block is manually entered when you create the block. Although records may have multiple blocks, you can change only one library-assigned block and one free-text block per bulk-change process. You can choose from the following actions:</p>
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<ul>
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<li><span class="FM_BulletHead">Add</span> - Add a block to each record.</li>
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<li><span class="FM_BulletHead">Delete</span> - Delete a block from each record. For free-text blocks, you must type the entire text string in the <b>Text to delete</b> box.</li>
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<li><span class="FM_BulletHead">Replace</span> - For free-text blocks only, replace the existing text of the block with new text. You must type the entire existing text string in the <b>Find</b> box.</li>
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</ul>
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<p>For library-assigned blocks, you must first choose a registration branch, because these blocks are branch-specific. If a patron has a library-assigned block that is not valid for the new branch, the block is removed from the patron record.</p>
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<p class="NoteShade"><b>Note:</b>
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<br /> Blocks are displayed on the Patron Status workform - General view. See <a href="../PPstart/Patron_Services_Records.htm#XREF_12735_Accessing_Patron">Patron Services Records</a>. For information about working with individual patron record blocks, see <a href="../PPblocks/Working_with_Blocks_Stops.htm#XREF_36202_Working_with">Working with Blocks (Stops)</a>.</p>
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<h2><a name="TOC_Bulk_Changes_to_eReceipt"></a>Bulk Changes to eReceipt Options</h2>
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<p>You can set <b>eReceipt options in bulk for a patron record set. The Bulk Change dialog box - General tabbed page includes a setting for <b>eReceipt option</b>. You can select <b>None (default)</b>, E-mail</b>, <b>TXT</b>, or <b>All</b>. The system changes a record in the record set if that change would be allowed for a single record. For example, if a branch has not enabled eReceipts, the bulk change does not affect records from that branch and an error is written to the bulk change report. If a branch has enabled one type of eReceipt but not both, no change is made for the receipt type that is not enabled. But in this case, if <b>All</b> is selected for bulk change, the system does set a record in the supported eReceipt type. For more information about setting eReceipt options for patrons, see <a href="../PPregstr/Add_notification_data_to_a_patron_record.htm#XREF_98965_Add_notification">Add notification data to a patron record</a>. </p>
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<h2><a name="TOC_Bulk_Changes_to_Notes"></a><a name="XREF_16671_Bulk_Changes_to"></a>Bulk Changes to Notes</h2>
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<p>The Patron Status workform - Notes view includes two notes fields, one for non-blocking notes and one for blocking notes (those that block circulation). Each can contain one or more text strings, but each is a single field. You cannot bulk-change specific text within the field. When you bulk-change either note field, you can choose from the following actions:</p>
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<ul>
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<li><span class="FM_BulletHead">Append</span> - Add text to the end of an existing note in each record.</li>
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<li><span class="FM_BulletHead">Prepend</span> - Add text to the beginning of an existing note in each record.</li>
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<li><span class="FM_BulletHead">Clear</span> - Delete the entire note.</li>
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</ul>
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<h2><a name="TOC_Deleting_Multiple_Patron"></a><a name="TOC_Bulk_Change_Reporting"></a><a name="XREF_45377_Bulk_Change"></a>Bulk Change Reporting</h2>
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<p><a name="kanchor2802"></a><a name="IX_bulk_change_patron"></a><a name="kanchor2803"></a><a name="IX_overview_17"></a>When you bulk change records, the Bulk Change Report is automatically generated. It contains information about the number of records processed and the errors, if any, that occurred during the process. See <a href="View_the_Bulk_Change_Report.htm#XREF_20477_View_the_Bulk">View the Bulk Change Report</a>.</p>
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<p>You can also choose to have the bulk change process create an error record set containing the records that were not changed for some reason during processing. For example, if a record is locked by another user, it cannot be changed. The bulk change process makes a second attempt to change the item after completing the changes to the remaining records in the record set. If the second attempt to change the record fails, no further attempts are made. The record is added to the error record set and an error message is added to the Bulk Change Report log.</p>
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<h1><a name="XREF_64015_Bulk_change_patron"></a>Bulk Change Patron Records</h1>
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<p><a name="kanchor2705"></a><a name="IX_patron_records_procedure"></a><a name="kanchor2706"></a><a name="IX_bulk_change_procedure"></a>To edit all the patron records in a record set through bulk change:</p>
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<p class="NoteShade"><b>Important:</b>
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<br /> You need the system-level permission <b>Access patron record bulk change</b> and the branch-level permission <b>Patron registration: Modify</b> to do this procedure. If the patron records in the record set have various <b>Registered at</b> branches and you do not have permission to modify the records for a specific branch, these records will not be changed and an appropriate error message will be written in the Bulk Change Report. After the records are changed, they cannot be changed back to their original settings automatically.</p>
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<ol>
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<li value="1">Display a patron record set in the Record Set workform by one of the following methods:<ul><li>Create a new record set. <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">See <a href="../../Polaris_Basics/PIrecsets/Creating_and_Using_Record_Sets.htm">Creating and Using Record Sets</a>.</MadCap:conditionalText></li><li>Select <b>Patron Services, Record Sets</b>. Use the Find Tool to search for an existing record set, and open it from the results list.</li><li>Select <b>Links, Existing, Records Sets</b> from an open patron record workform when the record is a member of the record set.</li></ul></li>
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</ol>
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<p class="indent2">The Record Set workform appears.</p>
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<ol start="2">
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<li value="2">Select <b>Tools, Bulk Change</b> or click <img alt="iBulkChIcon.gif" style="margin-bottom: -4.000pt;mc-float: none;clear: none;vertical-align: text-top;width: 18;height: 17;" id="image1" src="iBulkChIcon_18x17.gif" /> to display the Bulk Change dialog box.</li>
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</ol>
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<ol data-mc-continue="true">
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<li value="3">Click <b>Report/Record Set</b> to display the Report/Record Set tabbed page.</li>
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<li value="4">If you want to change the default destination for the bulk change report, type the folder and file name in the <b>Save to file</b> box, or click <b>Browse</b>... to locate a destination.</li>
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<li value="5">If you want to create an error record set, do these steps:<ol style="list-style-type: lower-alpha;"><li value="1">Select the <b>Error Record Set</b> checkbox.</li><li value="2">Type a name for the error record set in the <b>Name</b> box.</li><li value="3">Type your user name or the library name as the owner of the error record set in the <b>Owner</b> box.</li></ol></li>
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</ol>
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<p class="NoteShade"><b>Note:</b>
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<br /> The error record set lists records that were not changed during processing due to errors. See <a href="Bulk-Changing_Patron_Records.htm#XREF_45377_Bulk_Change">Bulk Change Reporting</a>.</p>
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<ol start="6">
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<li value="6">Click the tab for the page that contains the field you want to change. The tabbed pages correspond to areas on the Patron Registration and Patron Status workforms:<ul><li><b>Registration</b> - Account information such as registered branch, expiration term and date, patron code, and statistical class</li></ul></li>
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</ol>
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<p class="NoteShade"><b>Note:</b>
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||||
<br /> Statistical class codes are branch-specific. If you change the registered branch and a patron’s statistical class code does not exist for the new branch, the statistical class code is changed to null.</p>
|
||||
<blockquote>
|
||||
<ul>
|
||||
<li><b>Address</b> - Address and notification options.<a name="kanchor2707"></a></li>
|
||||
<li><b>General</b> - General information fields such as original registration date; eReceipt options; language; reading history; exclusion from overdue notices, almost overdue and auto-renew reminder notices; exclusion from collection agency reporting; additional text messaging; and do not delete patron record. Staff members with the permission to secure patron records can select the <b>Secure the patron record</b> checkbox to prevent any library activity for the patrons in the record set. For more information, see <a href="../PPuseacct/Secure_a_patron_record.htm">Secure a patron record</a>.</li>
|
||||
<li><b>UDFs</b> - User-defined fields, as set up in Polaris Administration; see <a href="Bulk-Changing_Patron_Records.htm#XREF_49866_Bulk_Changes_to">Bulk Changes to User-Defined Fields</a>.</li>
|
||||
<li><b>Blocks/Notes</b> - Library-defined and free text blocks; patron record blocking and non-blocking notes. See <a href="Bulk-Changing_Patron_Records.htm#XREF_27733_Bulk_Changes_to">Bulk Changes to Blocks</a> and <a href="Bulk-Changing_Patron_Records.htm#XREF_16671_Bulk_Changes_to">Bulk Changes to Notes</a>.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<p class="NoteShade"><b>Note:</b>
|
||||
<br />If you are changing library-assigned blocks, you must first choose a registration branch on the Registration tabbed page, because library-assigned blocks are branch-specific. If a patron has a library-assigned block that is not valid for the new branch, the block is removed from the patron record.</p>
|
||||
<p class="indent2">The appropriate tabbed page appears.</p>
|
||||
<ol start="7">
|
||||
<li value="7">Select the checkbox for the field you want to change. The companion box becomes available.</li>
|
||||
<li value="8">Select or type the new values for the fields in their corresponding box.</li>
|
||||
<li value="9">Click <b>OK</b> to start the bulk change process. The Summary of Changes message box lists the settings you made for the bulk change.</li>
|
||||
<li value="10">Click <b>Continue</b> to confirm your bulk change settings. The bulk change process applies all your changes to the records wherever the changes can be made. Some records may have a status that prevents certain changes from being performed.</li>
|
||||
</ol>
|
||||
<p class="indent2">You can do other tasks in Polaris while the bulk changes are being made. A message box appears when the bulk change process is finished.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="11">Click <b>OK</b> on the message box. The Record Set workform appears.</li>
|
||||
</ol>
|
||||
<p class="indent2">When the bulk change process is complete, review the Bulk Change Report for any errors in the process. See <a href="View_the_Bulk_Change_Report.htm#XREF_20477_View_the_Bulk">View the Bulk Change Report</a>.</p>
|
||||
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|
||||
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|
||||
<div id="footer">
|
||||
<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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||||
]]></div>
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||||
<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
|
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|
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|
||||
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|
||||
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|
||||
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|
||||
+72
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||||
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||||
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Patron_Services/PPpatrecbulk/View_the_Bulk_Change_Report.htm">Open topic with navigation</a>
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<div class="MCBreadcrumbsBox_0 breadcrumbs" role="navigation" aria-label="Breadcrumbs" data-mc-breadcrumbs-divider=" > " data-mc-breadcrumbs-count="3" data-mc-toc="True"><span class="MCBreadcrumbsPrefix">You are here: </span>
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|
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|
||||
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|
||||
<h1><a name="XREF_20477_View_the_Bulk"></a>View the Bulk Change Report</h1>
|
||||
<p><a name="kanchor4416"></a><a name="IX_viewing"></a>When the bulk change process finishes, Polaris creates a Bulk Change Report. The Error Details section of the report contains basic record information and the reason for each error, if any. If this section of the report is blank, there were no errors. To display the Bulk Change report in a text editor or word processor:</p>
|
||||
<ol>
|
||||
<li value="1">Wait for the bulk change process to complete.</li>
|
||||
<li value="2">Start your text editor or word processor application.</li>
|
||||
<li value="3">Navigate to the report file and folder you specified on the Bulk Change dialog box, and open the Bulk Change Report file that you want to view. You can print the report from your text editor or word processor application.</li>
|
||||
</ol>
|
||||
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|
||||
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|
||||
<div id="footer">
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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]]></div>
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
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Reference in New Issue
Block a user