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The Block Update tool, available via " Search", enables data stored in one field replicated on several assets to be amended across all selected assets with one command:
| 1. | Select " Search" from the Side Bar. |
| 2. | If appropriate, select the required Module from the drop-down box. (NOTE: Changing module once the search has been constructed will clear the search). |
| i. | Select the field to be searched from the drop-down menu in the Field Name box. (HINT: If a date field is selected, the other two fields will be automatically completed with default settings. These can be amended if required). |
| ii. | Select the appropriate operator to be applied to the search from the drop-down list in the Operator field. |
| iii. | Input the term to be searched for in the Criteria box. (HINT: If a date field is selected in "Field Name", a calendar is available from the drop-down list). |
| 4. | If a refinement of the search is required, add More Rows as appropriate and enter the search criteria as above. |
| 5. | Choose whether the results should Match All Criteria or whether the results should Match Any Criteria. (NOTE: Match All Criteria is an AND command, and will return results only for those records where all criteria are met. Match Any Criteria is an OR command. Any records where any of the criteria are met will be returned). |
| 6. | Click Search Now or the  icon on the Tool Bar to display the results of the search. |
| 7. | Check that the correct assets have been returned by the search – if not, amend the criteria and search again. |
| 8. | Right-click in the Data Area and select "Block Update" from the subsequent menu. |
| 9. | The Block Update dialog box will open: |
| • | All Assets - all the assets returned by the search will be amended, or |
| • | Selected Assets - amendments will be made to a user-defined selection of the assets. To select a range of assets to be updated, click on one of the required assets, hold down the control key and click on the other assets required. To select a block of assets, click on the first asset in the block, scroll to the last asset in the block, hold down the shift key and click on the last required asset. Assets selected in either of these ways will be highlighted in blue. |
| ii. | If necessary, select Update Type. By default, Asset Details is selected. The option to select Repair Details will only become available if a repair field is included in the Data Area. Repair fields are: |
| iii. | Select the appropriate Update Style (NOTE: Date fields and certain large text fields may only be Overwritten): |
| • | Overwrite will replace existing text with new text. |
| • | Prefix will insert new text in front of existing text. (HINT: It may be necessary to add a blank space at the end of the new text in order to prevent the new and existing text from joining up). |
| • | Suffix will insert new text at the end of existing text. (HINT: It may be necessary to add a blank space at the start of the new text in order to prevent the existing and new text from joining up). |
| iv. | Select the Fields to Update from the drop-down box and input the amended text into the text box. |
| v. | Add More Rows and repeat Step iv as required. |
| • | the selected assets will be updated, or |
| • | a "Continue With Update" dialog box will open: |
One, or both, of the following messages will appear in the dialog box:
| • | "{number} assets don't have repairs and will not be updated. Do you want to continue with the update?" |
| • | "{number} assets cannot be updated due to security restrictions. Do you want to continue with the update?" |
(NOTE: Security restrictions may apply, for example, where certain of the listed assets are contained within a Certified scheme (which prevents them from being updated) or the login account currently in use does not have access rights to the Scheme in which certain of the assets are held).
To continue with the update, click Yes, or to return to the Block Update screen and refine the update, click No.
| ix. | Refresh the screen to view the effects of the update. Either: |
| • | click the  icon (Refresh Data) on the tool bar, or |
| • | click the icon or choose to Search Now on the Search screen. |
The results area of the search screen will update. Only those records NOT amended in the course of the block update will display.
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