Bulk changing Contact Owner

I'm having trouble with doing a bulk change of contact/organization owner. I think I'm doing all the steps but it's not working.

 

Step 1: check all contacts i want to bulk change: http://www.screencast.com/t/nAQ01MrsA

Step 2: select Change Record Owner and choose the person I want to assign these records to: http://www.screencast.com/t/y9DOcl28

Step 3: click change owner: http://www.screencast.com/t/y9DOcl28

However, when I look at these records, they're still assigned to me: http://www.screencast.com/t/zgmgBU15

What am I missing?

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Comments

33 comments
  • Hi Rebecca,

    Thanks for letting us know what's happening. We have reported the "Select all" > Bulk edit owner issue to our Development team to review further. 

    For now, it seems if you select the contacts/records instead of using the "Select all" button, this seems to transfer the "record owner" to another user. 

    I hope that helps for now, but I'll definitely keep you posted. 

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  • Thanks, Erin. I'll wait for the bulk change to be fixed. Not worth it to go through each record. I spent too much time yesterday doing that.

    I did have another question though - when I import lists that may have existing contacts/organizations but may also have more information included (address, email, phone, etc), how can I be sure that this info is being attached to existing records and not being skipped because insightly sees it as a dupe?

    Thanks!

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  • Hi again! I'll definitely keep you posted as we receive updates. 

    In regards to importing, we can now also update existing records via import. This process makes updates based on matching record ID#s. So if you're initial import file does not include record IDs, we won't make a match. We do now include record IDs in our export files, so I'd suggest:

    1. Import your file using "Add new records" option. This will process your file with our duplicate checks.
    2. Then locate the contacts that need to be updated and export these contacts
    3. Make updates to your file
    4. Finally import this updated file but make sure to select "Update existing records"

    Keep in mind for multi-value fields like email address, phone, etc, we will only add an additional entry. It wouldn't edit or remove the existing value for that field. This article goes over bulk updates via import in a little more detail. Hope that's helpful!

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  • Hi Erin, has the bulk change for contact owner been fixed?

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  • Hi Rebecca:

    No updates yet but we will be sure to let you know as soon as we have something!

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  • Hi Rebecca!

    We've just made some updates that should help with bulk updating the record owner. Can you give this another try? 

     

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  • Seems to be working, thank you!

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  • Great to hear. Thanks for following up.

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  • I have checked your advice on how to change a task/record owner. I have several tasks I need to change owner on. But when using the "Change record owner" icon in the top/menu bar of all tasks - nothing happens. So what do I do now? I have tried using it on different amount of tasks (1, 5, 10) but there is no reaction.  looking forward to your respons.

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  • Hi Talent Partner:

    Bulk transfer of Task Ownership is being looked into For now each record will need to be updated individually. We'll let you know as soon as we have an update.

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  • I'm experiencing a similar issue as Talent Partner. Please let me know once this update has been made.

    Thanks!

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  • Will do Carrie! Since you've added a comment to this thread you'll get a notification when there is a post.

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  • I'm browsing through these to find out how to change the record owner of a contact. So far when I attempt to change the record owner from myself to another user, it gives a variety of error messages. I have been attempting different ones individually thus far. After reading this thread, I attempted to do a bulk edit and that field was not an option to change.

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  • Hi Denise:

    We've only confirmed that bulk editing the record owner for a Task record is failing at this time. It sounds like you've tried a few other bulk edits and since you're on a paid account I'll open a ticket for you so we can get the details. Keep an eye out for an additional email from Insightly.

     

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  • And I'm trying to bulk edit account owners in the organization.

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  • Hi Carrie:

    Once the change is processed you should also receive an email confirmation. When you go through the Bulk Edit, are you getting any messages? 

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  • Yes, I received your message.

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  • Hi Carrie:

    Are you getting any error messages, it would appear at the top of the page. This is an example of something you might see:

    Sharing a screenshot of the message would be helpful for us to investigate further.

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  • No. Actually, at Step 3, I don't see the option in the dropdown "Insightly Field" to map to "Organization Owner" to make this change.

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  • Can you share a screenshot of what you are seeing with us Carrie?

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  • Hi Carrie, thanks for the screenshot. This helped us to understand the steps you were going through much more easily.

    There isn't an option to change the record owner via import but you can make the changes by going through the steps outlined in this article How to change a record owner.

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  • Lyla, I have 5,000 records to change. Is there another way? 

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  • Hi Carrie:

    Sorry to say, the List View Bulk edit tool provided above is the best option for making changes to multiple records at once.

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  • I emphatically second the ability to manage record ownership by file import.  

    It would be great and much more intuitive to have each data import/export method (reports, import/export, and API) mirror each others' field availability and field naming/spelling, in general.  

    Also, it would be great to be able to export all email addresses associated with each contact record, even when more than one is the same email type, e.g. Email (Work).  Currently, When you have 2 or more Email (Work) addresses for a contact, the top-most one that shows up in the record is the one used for bulk mailing directly from Insightly and the bottom-most one is used when exporting data.  The work-around is to just make one Email (Work) - so they're both the 1st and last Email (Work) - and make the other Email (Other) and/or Email (Personal).  We can't use Email (Home) now because it doesn't export in the file at all.  

    These work-around rules are difficult to implement in a multi-user organization and unfortunately serve as a barrier to engagement/adoption.  Tightening the system behavior would increase both engagement and adoption, which is something we all want.  

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  • I agree with Marek.

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  • Cross-linking some related issues with bulk management of Insightly contact data:  https://support.insight.ly/hc/en-us/community/posts/202783004-How-to-export-all-email-addresses-for-one-contact-

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  • Hello:

    The issue Denise was having with changing the owner on a Task Record has been resolved. Please let us know if you are seeing otherwise.

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  • Hi Lyla - I have a reply from Marek. :-)

    "Thank you, Lyla. That's great news."

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  • :)

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