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Removing solicitor from proposals globally

Alper Gungor

Hello, one of our fundraisers has departed and we need to update the solicitors of proposals which were assigned to that fundraiser. I'm able to add a new solicitor via import but I cannot globally delete the existing solicitors from proposals. Does anyone know a better and quicker way to delete instead of going into each record and deleting manually?

Thank you!!

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Comments

Brian Davies

@Alper Gungor This is easy to do, but I'm guessing not as easy as you hope… It is a four step process: first create a query to isolate active proposals by this fundraiser. Then create an export to pull the fields you need to modify. Make changes to the exported csv file. Last create an Import to update the new solicitor information.

A few things that I find helpful:
- The import file will need a solicitor link, this is the import ID of the new solicitor
- I like to keep track of what solicitors have been on the record in the past. I created a “Former Solicitor” attribute and put the solicitor name here. You can also set this up in the import process. Another option is to add the information as a note. I prefer attribute option best because it shows up as a custom field in NXT web view which the new solicitor can easily see. I add the date of the chance and the reason for the change.

Good luck, have fun and take your time.

Ashley AquinoMorales

Hi @Brian Davies, I know I'm replying to this super late but wondering if you could expand on the steps you listed. I am facing the exact same situation as OP and have successfully added the new solicitor to the Proposals but have not been able to take the old one off.

For context, I've created a Proposal Solicitor type Import in the Import module in RE7. That one only seems to have the fields Proposal Import ID and Solicitor Assigned Import ID available for export, which is fine. I exported all proposals for the Constituents I'm working with and made sure the Proposal Import IDs I left in the file actually match the Proposals I want to change. I then changed the Solicitor Import ID that was originally exported to the Solicitor Import ID I want to be on the record (also want it to be the only one).

But when I went to reimport the data, I noticed this Import type doesn't have the “Update existing records” option enabled. I thought maybe we were supposed to choose “Import New Records" so it could completely override what was in RE but I tested two records and all that did when I spot checked was add the second solicitor as well. Am I missing a step?

Thank you!

Brian Davies

Hi @Ashley AquinoMorales I played with this a little yesterday and it looks like I was incorrect. you can add a new solicitor but can't remove the old one. A few options for you:

Add the new solicitor via import then manually remove the old solicitor. This is a slow process, but at least adding the new solicitor has already been done. I would do this in NXT as you could pull a list and get straight to the offending opportunities quickly.
Pull all the proposals for the old solicitor using export then import then proposals as new using the new solicitor. Once this is complete you can inactivate the original proposals. Of course doing you will have any actions linked on the inactive proposal, which might not be ideal, but I am spitballing on ways to do this in a bulk fashion. In my mind you can think o it as the old solicitor left and all proposals are closed then the new solicitor starts and takes over the proposals fresh, yet you have the old proposals to refer to.

Ashley AquinoMorales

Hi @Brian Davies,

That first option is what I ended up doing since I was working on a deadline, but also figured that's what I'd likely have to do in the future. We do default to Opportunity Attachments over Constituent record attachments as a standard and link Actions to Opportunities a lot, so I don't know that we could feasibly do the second option. Gotta love the Opportunities module functionality haha. Thanks for responding! I appreciate a second brain on this ?