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Bulk Edit Background Checks

Purpose​

Edit multiple background check records simultaneously using an inline editing grid with auto-save functionality for efficient mass updates of compliance data.

Access​

From Background Checks page:

  1. Click the ✏️ Bulk Edit button
  2. Bulk Edit Items interface opens

Screenshot​

Bulk Edit Items showing inline editable grid with auto-save
Bulk Edit Items showing inline editable grid with auto-save

Description​

The Bulk Edit Items interface provides a powerful spreadsheet-like editing environment where administrators can update multiple background check records simultaneously. With auto-save enabled, changes are saved automatically as you move between fields, making large-scale updates efficient and reliable.

Page Header​

Title​

  • Text: "Bulk Edit Items"
  • Purpose: Indicates mass editing mode
  • Warning Message: "Auto Save Enabled. Make change and move to a different record to save."
    • Color: Typically orange or yellow background
    • Importance: Critical to understand save behavior
    • Behavior: Changes saved when moving to different record

Interface Controls​

Search Records​

  • Position: Top-left
  • Icon: 🔍 Search icon
  • Placeholder: "Search records..."
  • Real-time: Filters grid as you type
  • Searchable Fields: First Name, Last Name
  • Purpose: Quickly find specific records in large dataset

Records Per Page​

  • Position: Next to search
  • Icon: ≡ List view icon
  • Options: 10, 25, 50, 100 per page
  • Default: "10 per page"
  • Purpose: Control how many records display at once
  • Performance: Smaller page sizes load faster

Record Count​

  • Position: Top-right
  • Format: "Showing 1-10 of 542 records"
  • Purpose: Shows current view within total dataset
  • Example: 542 total background check records in system

Editable Grid​

Grid Layout​

The interface presents data in a spreadsheet-style grid with these characteristics:

  • Inline Editing: Click any field to edit directly
  • Tab Navigation: Use Tab key to move between fields
  • Auto-Save: Changes save when moving to different record
  • Checkmarks: Green checkmarks indicate "Yes" status
  • Empty Boxes: Unchecked boxes indicate "No" status
  • Date Pickers: Calendar icons open date selection
  • Column Headers: Sortable and indicate data type

Column Structure​

First Name​

  • Type: Text input
  • Editable: Yes
  • Examples: "Austin", "Elvira", "Alexandria", "Samantha", "Bonnie", "Peyton", "Amy", "Austin", "Ayla", "Gabrielle"
  • Use: Correct name spelling, update information
  • Validation: Cannot be empty

Last Name​

  • Type: Text input
  • Editable: Yes
  • Examples: "Abbott", "Alexander", "Allen", "Almon", "Alte"
  • Use: Correct name spelling, update information
  • Validation: Cannot be empty

Crim (Criminal Check)​

  • Type: Checkbox
  • Visual: Green checkmark = Yes, Empty box = No
  • Editable: Click to toggle
  • Purpose: Quickly mark criminal checks as complete/incomplete
  • Most Common: Bulk marking as complete after batch processing

Crim-Expiry (Criminal Check Expiry)​

  • Type: Date input with calendar picker
  • Format: YYYY-MM-DD
  • Icon: 📅 Calendar icon
  • Examples from screenshot:
    • "2026-01-21"
    • "2026-01-12"
    • "2025-06-16"
    • "2026-10-15"
    • "2026-10-10"
    • "YYYY-MM-DD" (placeholder)
    • "2026-07-01"
  • Editable: Click calendar icon or date field
  • Use: Set or update expiry dates in bulk
  • Auto-Complete: May suggest date based on policy (e.g., +1 year)

BGAuth (Background Authorization)​

  • Type: Checkbox
  • Visual: Green checkmark = Yes, Empty box = No
  • Editable: Click to toggle
  • Purpose: Mark authorization checks complete
  • Bulk Action: Useful for marking batch authorizations

BGAuth-Expiry​

  • Type: Date input with calendar picker
  • Format: YYYY-MM-DD
  • Icon: 📅 Calendar icon
  • Examples from screenshot:
    • "YYYY-MM-DD" (placeholder - not set)
    • "2025-06-26"
    • "2026-07-01"
  • Editable: Click to set/update date
  • Use: Batch update authorization expiry dates

Teams (Training)​

  • Type: Checkbox
  • Visual: Green checkmark = Yes, Empty box = No
  • Editable: Click to toggle
  • Purpose: Mark training completion
  • Bulk Use: Mark entire training session as complete

Teams-Expiry (Training Expiry)​

  • Type: Date input with calendar picker
  • Format: YYYY-MM-DD
  • Icon: 📅 Calendar icon
  • Examples from screenshot:
    • "YYYY-MM-DD" (placeholder)
    • "2025-06-20"
  • Editable: Click to set date
  • Use: Set training certification expiry
  • Common: Annual training renewal dates

DNR (Do Not Recruit)​

  • Type: Checkbox
  • Visual: Green checkmark = Yes (Flagged), Empty = No
  • Editable: Click to toggle
  • Purpose: Flag ineligible members
  • Warning: Use carefully - affects eligibility
  • Examples: Some records checked in screenshot

NFL (Credentialed)​

  • Type: Checkbox
  • Visual: Green checkmark = Yes, Empty = No
  • Editable: Click to toggle
  • Purpose: Mark credential status
  • Note: May vary by organization

Status​

  • Type: Checkbox or status indicator
  • Editable: May be checkbox or derived status
  • Purpose: Overall compliance status
  • Note: May be calculated from other fields

Pagination and Navigation​

Pagination Controls​

  • Position: Bottom-center
  • ⏮ First: Jump to page 1
  • ◀ Prev: Go to previous page
  • Page Numbers: Click specific page (1, 2, 3, 4, 5 visible)
  • Current Page: Highlighted (green "1" in screenshot)
  • ▶ Next: Go to next page
  • ⏭ Last: Jump to last page

Status Display​

  • Position: Bottom-right
  • Text: "Showing 1 to 10 of 542 entries"
  • Purpose: Context of current view

Auto-Save Behavior​

How Auto-Save Works​

Trigger Conditions​

The auto-save triggers when you:

  1. Click Another Row: Move to different record
  2. Tab Away: Tab to field in different record
  3. Page Navigation: Move to different page
  4. Search/Filter: Apply search or filter

What Gets Saved​

  • All changes made to current record
  • Multiple field changes in same record
  • Both checkbox and date changes
  • Name corrections

Visual Feedback​

  • No explicit save confirmation
  • Changes persist immediately
  • Refresh page to verify if unsure
  • Check audit log for save confirmation

Important Auto-Save Notes​

Critical Behaviors:

  • No Manual Save: No save button to click
  • Automatic: Saves without confirmation
  • Record-Level: Saves when leaving record
  • No Undo: Changes saved automatically (no undo)
  • Be Careful: Verify changes before moving away

Best Practices:

  • Review changes before moving to next record
  • Double-check dates before tabbing away
  • Be deliberate with checkbox clicks
  • Use search to work on specific subset

Use Cases​

Batch Updating Expiry Dates​

Scenario: Annual renewal - updating expiry dates for entire group

Process:

  1. Click Bulk Edit button
  2. Optional: Search or filter for specific group
  3. Set records per page to larger number (e.g., 25 or 50)
  4. Click on first Crim-Expiry date field
  5. Enter or select new expiry date (e.g., +1 year)
  6. Tab to next record's Crim-Expiry field
  7. Previous record auto-saves
  8. Continue for all records needing update
  9. Navigate through pages as needed
  10. All changes save automatically

Marking Training Complete​

Scenario: Training session completed - marking entire group

Process:

  1. Access Bulk Edit interface
  2. Search for attendees if needed
  3. Click Teams checkbox for first member
  4. Click calendar icon for Teams-Expiry
  5. Set expiry date (e.g., one year from training)
  6. Move to next record (auto-saves)
  7. Repeat for all training attendees
  8. All members now marked as trained

Updating Criminal Check Status​

Scenario: Batch of criminal checks completed

Process:

  1. Open Bulk Edit
  2. Search for members whose checks completed
  3. Check Crim checkbox for first member
  4. Set Crim-Expiry date
  5. Tab to next member
  6. Repeat process
  7. All checks marked complete and dated

Correcting Name Spelling​

Scenario: Multiple names misspelled in import

Process:

  1. Access Bulk Edit
  2. Search for affected records
  3. Click in First Name or Last Name field
  4. Correct spelling
  5. Tab to next field or record
  6. Change auto-saves
  7. Continue for all corrections

Bulk DNR Flagging​

Scenario: Multiple members failed checks or violated policy

Process:

  1. Open Bulk Edit
  2. Locate first member to flag
  3. Check DNR checkbox
  4. Update relevant check status (uncheck Crim if failed)
  5. Move to next record (saves)
  6. Repeat for all members needing flag
  7. Follow up with detailed notes in individual records

Setting Initial Expiry Dates​

Scenario: New records need expiry dates established

Process:

  1. Filter to show new records
  2. Bulk Edit interface
  3. For each record, set expiry dates:
    • Crim-Expiry (e.g., one year from check)
    • BGAuth-Expiry
    • Teams-Expiry
  4. Tab between fields and records
  5. All dates save automatically
  6. Expiry monitoring now active

Tips for Efficient Bulk Editing​

Preparation​

Before Starting​

  • Plan Changes: Know exactly what needs updating
  • Filter First: Use search to narrow to relevant records
  • Backup: Export data before major changes
  • Page Size: Set appropriate records per page
  • Reference Data: Have reference information ready (e.g., expiry dates)

During Editing​

Efficiency Tips​

  • Tab Navigation: Faster than mouse clicking
  • Keyboard Shortcuts: Learn date entry shortcuts
  • Pattern Work: Work in patterns (all Crim, then all BGAuth)
  • Pagination: Work page by page systematically
  • Double-Check: Review each entry before moving on

Accuracy Tips​

  • Go Slow: Speed causes mistakes
  • Verify Dates: Ensure correct year/month/day
  • Checkbox Caution: Easy to accidentally click
  • Name Review: Check spelling carefully
  • Cross-Reference: Compare with source documents

Common Mistakes to Avoid​

Auto-Save Pitfalls​

  • Accidental Clicks: Clicking wrong checkbox saves immediately
  • Hasty Tab: Tabbing away saves incomplete changes
  • Wrong Date: Entering wrong date saves when you move
  • Lost Focus: Clicking outside row may trigger save

Prevention Strategies​

  • Focus: Minimize distractions during bulk editing
  • Systematic: Work methodically through list
  • Verify: Check previous record before continuing
  • Audit: Review changes after bulk edit session
  • Backup: Can restore from export if major error

Best Practices​

Organizing Bulk Edit Sessions​

Session Planning​

  • Time Block: Allocate sufficient uninterrupted time
  • Batch Similar: Group similar changes together
  • Small Batches: Edit 10-25 records at a time
  • Break: Take breaks to maintain accuracy
  • Document: Note what changes were made

Quality Control​

  • Spot Check: Verify random sample after editing
  • Export After: Download data to verify changes
  • Compare: Compare before/after exports
  • Audit Trail: Review system logs if available
  • Second Review: Have colleague verify critical changes

Data Integrity​

Maintaining Accuracy​

  • Source Documents: Reference official documents
  • Consistency: Use same date formats and conventions
  • Completeness: Don't leave fields half-updated
  • Verification: Confirm changes with members if critical
  • Documentation: Note significant changes

Security and Privacy​

Access Control​

  • Limited Access: Restrict bulk edit to authorized users only
  • Audit Logging: Ensure all changes are logged
  • Supervision: May require manager approval for bulk changes
  • Training: Train users before granting bulk edit access

Troubleshooting​

Changes Not Saving​

Problem: Edits don't persist after leaving record

Possible Causes:

  • Browser issue or connection problem
  • Validation error preventing save
  • Insufficient permissions
  • System error

Solutions:

  1. Verify you moved to different record after editing
  2. Check for error messages or red fields
  3. Refresh page to see if changes persisted
  4. Try editing again with single record
  5. Check browser console for errors
  6. Verify your permissions

Accidentally Changed Wrong Field​

Problem: Clicked wrong checkbox or entered wrong data

Solutions:

  1. Immediately click back into the field
  2. Correct the error before moving away
  3. If already saved, go back and correct
  4. Use individual edit for important corrections
  5. Export to verify and fix if many errors

Date Not Accepting Entry​

Problem: Date field won't accept input

Possible Causes:

  • Wrong format
  • Invalid date
  • Calendar picker required

Solutions:

  1. Use calendar picker instead of typing
  2. Verify date format matches system (YYYY-MM-DD)
  3. Check for valid date (not Feb 30, etc.)
  4. Clear field and try again
  5. Refresh page if technical issue

Lost Track of Changes​

Problem: Don't remember what was changed

Solutions:

  1. Export current data
  2. Compare with previous export (if available)
  3. Check system audit logs
  4. Review records page by page
  5. Contact support for change history

Tips​

  1. Plan First: Know what you're changing before starting
  2. Filter Down: Use search to narrow to relevant records
  3. Larger Pages: Increase page size for fewer page turns
  4. Tab Navigate: Keyboard is faster than mouse
  5. Review Before Moving: Always verify before tabbing away
  6. Save Checkpoint: Export after each bulk edit session
  7. Small Batches: Don't try to edit hundreds at once
  8. Take Breaks: Maintain accuracy with regular breaks
  9. Double-Check Dates: Easy to enter wrong year
  10. Audit After: Review changes after session to verify accuracy