The Replace Field Contents function is useful for changing the data in a field for a found set of records in bulk. This can make time consuming tasks much quicker. However, it is also very powerful and can cause substantial damage to records if not used very carefully. This document will use an example case to demonstrate proper use of this function.
In this example, Replace Field Contents will be used to enter a finish date for all students in an ensemble. First, the exact set of records must be found. In this case, it is all ensemble enrolments in 'ECM Kazoos'.
Then, enter the desired data in the first record.
Then, while the Finish Date field is still selected on the correct record, Records > Replace Field Contents is selected.
Three details must be verified in the Replace Field Contents dialogue box:
- The field is correct
- The number of records in the found set is correct
- The content to be put into the field is correct
The most common errors are having the wrong field selected, or have more records in the found set than just the intended records. In this example, it could be that Joining Date had been erroneously selected or that enrollment for ensembles other than 'ECM Kazoos' were in the found set.
Once all details are verified, select Replace. The content of that field will then be replaced for all records.
