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UAFR - Biennial Inventory Mass Update

This article provides step-by-step instructions to use the Mass Update functionality in Biennial Inventory.

The Mass Update function provides Unit Contacts and Unit Specialists with the ability to update the value of attribute on multiple records to the same new value on once. For example, the Mass Update function would allow the value in the Equipment Manager field on multiple records to be updated to the same new value.

In contrast, the existing Batch Upload process provides Unit Contacts and Unit Specialists with the ability to update one or more attributes on multiple records to different new values. This is done by using an Excel spreadsheet that needs to be completed, uploaded, and submitted by the Unit Rep for processing. For example, the Batch Upload process would allow the value in the Equipment Manager field on multiple records to be updated to different new values.

The Mass Update function is completed by filling out a form within Biennial Inventory. The Batch Upload process is completed by uploading and submitting an Excel spreadsheet in Biennial Inventory

Please note that you will not be able to use the Mass Update function to update records for equipment items which belong to a family. Within the Mass Update form, you will see records for equipment items which belong to a family displayed with a red cross. These records can only be updated in FABweb by a Unit Rep.

Login

  1. Login to FABweb/Biennial Inventory using your NetID and password.
  2. Select Biennial Inventory from the menu.
  3. Select Mass Update from the menu.

Cycle and Organization Selection

Records for equipment items that belong to orgs that have already been certified as part of the current BI Cycle can no longer be updated in Biennial Inventory. Please have a Unit Rep update these records directly in FABweb or through the Batch Upload process.

Select the appropriate Biennial Inventory cycle from the Mass Updates drop-down menu.

  1. Select the Update Org List button.
  2. Verify that the appropriate organization checkbox is selected.
  3. Select one or multiple status checkboxes:
    1. Unverified
    2. Pending/Unfound
    3. Verified
  4. Select the View Items button to retrieve the item list for the selected cycle(s) and org(s).

Filters and Item Selection

Once you have selected a cycle and one or more org lists to view, then you will be presented with a page with two sections: an area to filter items at the top of the page and a table containing the detailed list of items at the bottom of the page.  

Equipment items which are part of a family cannot be updated from this page. Items which are part of a family are marked with a red cross on the left-most column and if you hover over this red cross this message appears: “Family asset is not updatable.” Family assets can only be updated by a Unit Rep in FABweb.

  1. Select a location from the Location drop-down menu and select the Filter Assets button to filter the list by location.
  2. Select a name from the Custodian drop-down menu and select the Filter Assets button to filter the list by custodian.
  3. Select a name from the Equipment Manager drop-down menu and select the Filter Assets button to filter the list by equipment manager.
  4. Select a condition from the Condition drop-down menu and select the Filter Assets button to filter the list by condition.
  5. Enter a manufacturer name into the Manufacturer field and select the Filter Assets button to filter the list by manufacturer name. (Must be full name – capitals not needed)
  6. Enter a model number into the Model field and select the Filter Assets button to filter the list by model number. (Can be partial model number)
  7. Enter a serial number or VIN number into the Serial # / VIN # field and select the Filter Assets button to filter the list by serial number or VIN number.
  8. Enter a part number or vehicle tag number into the Part # / Vehicle Tag field and select the Filter Assets button to filter the list by part number or vehicle tag number.
  9. Enter a description into the Description field and select the Filter Assets button to filter the list by description. (Partial allowed – capitals not needed)
  10. Enter a date into the Start Date and End Date fields and select the Filter Assets to filter the list by a date range.
  11. Select the Clear Filters button to clear all the filters.
  12. Identify all the items you would like to update by selecting the checkbox next to individual items OR selecting the Select #PTags Shown button at the bottom of the page.
  13. Select the Mass Update Selected Items button to edit details of the selected items.
  14. Select the Download Selected Assets to Batch Upload Spreadsheet to use to edit items.
    NOTE: You will receive an Excel file via email containing the following fields: TransNum, OTag, PTag, COAResp, OrganizationCodeResp, Location, Custodian, Equip Mgr, Condition, Manufacturer, Model, Serial Nbr\VIN, Part Nbr Vehicle Tag, Description, In-Service Date. This spreadsheet is useful because you may use it in the Batch Upload process.

Update Item Details Page

Once you select one or more items to updated, then you will be presented with the screen to choose which fields to update. You will then be able to either proceed to review updates or clear all update inputs or go back to the previous screen. You may also choose to remove one or more items from the list at this point.

  1. Select the Choose New Location button to select a new location for all items.
  2. Select the Choose New Custodian button to select a new custodian for all items.
  3. Select the Choose New Equipment Manager button to select a new equipment manager for all items.
  4. Select an item from the Condition drop-down menu to select a new condition for all items.
  5. Enter a date in the In-Service Date field to select a new in-service date for all items.
  6. Enter a new manufacturer name in the Manufacturer field to select a new manufacturer for all items.
    NOTE: The manufacturer name cannot be greater than 35 characters.
  7. Enter a new model number in the Model field to select a new model number for all items.
    NOTE: The model number cannot be greater than 30 characters.
  8. Enter a serial number or VIN number in the Serial # / VIN # field to select a new serial number or VIN number for all items.
    NOTE: The serial number or VIN number cannot be greater than 40 characters.
  9. Enter a part number or vehicle tag number in the Part # / Vehicle Tag field to select a new part number or vehicle tag number for all items.
    NOTE: The part number or vehicle tag number cannot be greater than 40 characters.
  10. Enter a description in the Description field to select a new description for all items.
    NOTE: The description cannot be greater than 60 characters.
  11. Select the Proceed to Review Updates button once all updates are made.

Review and Confirm Updates Page

You will be presented with this screen to review and confirm the updates you have made. This is your final chance to compare the new data to the original data before you choose to either proceed or cancel the updates.

  1. Verify the data in the Original Values and Updated Values columns.
  2. Select the Proceed with Update button to continue with the update process.
    NOTE: A green confirmation message will appear at the top of the screen stating “Success! Your updates have been saved and are now pending approval by your BI Unit Contact.”
    NOTE: Once an item is updated, then a green check with the text “Updated” will be attached to an item on the list page.
  3. Select the Go Back to Update Screen button to return to the original screen.


KeywordsUPAR, Unit Contact, Inventory   Doc ID124714
OwnerLearning Systems SupportGroupUI Training and Development Resources
Created2023-03-09 15:34:43Updated2024-02-02 10:00:07
SitesUniversity of Illinois Training and Development Resources
CleanURLhttps://answers.uillinois.edu/training/upar-biennial-inventory-mass-update
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