Batch updating Opportunity Approval and Volunteer Leader Approval Managers using the Apex Data Loader
The Opportunity Approval Manager and Volunteer Leader Approval Manager can be updated individually in the Organization Record.
For most action centers, the Opportunity Approval Manager and the Volunteer Leader Approval Manager is the same for all the organizations in your system; therefore, you may need to do a system wide change to update this value when staff has changed.
Unlike most updates in the system that can be done through the native Salesforce Data management tools, this process requires the use of the Apex Data Loader to update the records. Please visit this post for information on how to download the Apex Data Loader and for directions on accessing your Security Token which is also needed.
Creating the Report
Go to Reports and click on Create New Custom Report
Select Category: Organizations and Contacts
Select Report Type: Organizations
To start, remove all the columns
Set the following filters:
Show: All Organizations
Date Field: Created Date
Range: All Time
Add Filter: Organization Name not equal to Individual
Columns to Add
Organization ID (Salesforce.com ID)
Opportunity Approval Manager
Volunteer Leader Approval Manager
Optional Columns to Add
Run the report and export as .csv
NOTE: If you have specific Opportunity and/or Volunteer Leader approval manager(s) based on the organization involved, then you can use the filter Opportunity Approval Manager equals (name of person currently in this role that you want to change). This will filter to just those organizations rather than all the organizations in the system using the process above.
Editing the Table
Save the exported table as an archive.
Open the Exported table and make the following changes:
Change the name in the Opportunity Approval Manager and/or Volunteer Leader Approval Manager to the Salesforce.com ID for the user that will now be in that role.
To find the Salesforce.com ID for the user, go to Setup/ Admin Setup/ Manage Users/ Users.
Find the User that will be in this new role and click on their name to go to the User Detail.
In the user detail record, look at the URL, the Salesforce.com ID is the alphanumeric value between the / and the ?. See screenshot below.
Copy and paste the Salesforce.com ID for all the rows in the appropriate column.
Delete the Report Footer
Save the changes to the table as a new file to update using the Data Loader.
Apex Data Loader
Open the Apex Data Loader and Select Update
Enter your username and password.
The password is your usual password followed immediately by the security token: PasswordSecurityToken
Click Login, and then once successful click Next
From the Select Salesforce Object- select Organization (Accounts)
Then click Browse to locate the file with the update Opportunity and Volunteer Leader Approval Managers
Then click Next
The system will initialize the file and confirm for you how many records (rows) are in your table.
You will now map the items in your table to the items in HandsOn Connect.
1) Click on Create or Edit Map
2) If you didn't change the names of the column headers, you can select "Auto-Match Fields to Columns." Otherwise, you will need to manual click and drag the field labels from the top to the bottom.
The fields should be mapped as follows:
Opportunity Approval Manager: HOC__Opportunity_Approval_Manager__c
Organization ID: Id
Volunteer Leader Approval Manager: HOC__Volunteer_Leader_Approval_Manager__c
3) Once all the fields are mapped as needed, click on OK
Confirm that your fields are mapped correctly and click Next
Every time you use the Data Loader, two log files are created, an error log and a success log. Click Browse to identify a location where you want those logs saved.
Once you have identified the location for the log files, click Finish.
It will provide you with a warning message that once updated, it can't be undone. Click OK
While the records are being uploaded, you'll see a progress bar indicating how many successes and errors are occurring along the way, if any errors, and how much time it will take.
Once the file has finished uploading, you'll receive a confirmation message. You can look at the error and success logs, or click OK to close the window and open the Error and Success logs from their saved locations.
Once it is completed, please check to ensure that the Opportunity and/or Volunteer Leader Approval Managers were updated properly.