How to Create Events via Bulk Actions

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You must be a Super Admin user or have the following permissions: create bulk actions update bulk actions

Create multiple events simultaneously via Bulk Actions. Each client will have an event created. Use randomization features to choose clients and event options.

Overview

In the busy environment of government agencies, managing client events efficiently is crucial. The eCourtDate platform offers the ability to create multiple client events simultaneously through the Bulk Actions feature. This process allows court personnel, law enforcement, and other agency staff to save time by eliminating the need to create events individually. By utilizing this feature, you can streamline workflow and ensure timely client management.

What the feature is: A tool to create events for multiple clients at once.
Why it's important: It increases efficiency by reducing the time to create individual events.
Who would typically use this feature: Administrators, clerks, probation officers, and other agency staff involved in scheduling client events.
What outcomes users can expect: A reduction in administrative workload and improved client management.

Prerequisites

Before you begin to create events via Bulk Actions, ensure the following:

Admin or event management permissions in the eCourtDate system.
Access to the Bulk Actions menu on the eCourtDate platform.
A list or filters for clients for whom events need to be created.
Dependent features or settings, such as client contact information, need to be up to date.

How to Steps

Follow these step-by-step instructions to create events using Bulk Actions:

Step 1: Navigate to the Bulk Actions Menu

Log into your eCourtDate staging or production agency.
From the Dashboard, locate the top navigation bar.
Click on Bulk Actions to access the bulk actions interface.

Step 2: Create a Bulk Action

Locate the Create Bulk Action form.
Type in your desired Action Name (this is only used internally for organizational purposes).
In the Action Type, choose Create Events.
Click the Create button.

What to expect:

You will be redirected to the newly created bulk action. You can skip to step 3.
If you need to come back to the bulk action, click the Bulk Actions link in the top navigation bar.
You should see the created bulk action in Draft status.
Click the Edit button.

Step 3: Configure Event Details

Locate the Bulk Action Settings section in the top left and configure any of the desired options.

Event Date and Time

You can manually set the Event Start Date and Start Time fields. The Event End Date and End Time fields are optional.

If you want to randomly schedule the event date and times, click to enable the Randomly Schedule checkbox. When enabled, the date and time fields will be hidden.

Note: if you manually choose the start date and time, ensure that the date and time is in the future if you want to trigger reminder messages. When randomly scheduling, events are always set in the future and within business hours.

Event Location

Choose the location to assign to each event. If a location is selected, then an optional Location Notes field will appear.

Use the Random option to randomly set a location or leave blank to not assign a location.

Event Flow

Choose the flow to assign to each event to send notifications.

Use the Random option to randomly set a flow or leave blank to not assign a flow.

Event Judge

Choose the judge to assign to each event to.

Use the Random option to randomly set a judge or leave blank to not assign a judge.

Additional Fields

The following fields can be set based on your use case:

Event Case Number
Event Status
Event Type
Event Description

Step 4: Search Clients

Use the Search Clients section to filter the bulk action to only your desired clients. By default, all clients are enabled up to the Max Limit option.

When searching clients, use any of the options to filter clients. After selecting a filter, click on the Search option to update the results. Each option works with an "AND" operator meaning the client has to meet all conditions.

If you want to randomly choose clients from the list, use the Random Limit option. You can use the Random Limit option in combination with the search fields in order to randomly select only from the filtered clients.

For example, if you want to create an event for 10 randomly selected clients in "Group A", then ensure the following:

- Max Limit: equal to or greater than your total number of clients (100)

- Random Limit: 10

- Enabled Group: A

Step 5: Exclude Individual Clients

You can skip this step if you don't want to exclude any individual clients from the results.

To exclude a client, click the checkbox button in the Include column for the given client. You should expect to see an X button appear when excluded.

Step 6: Schedue or Live Run the Bulk Action

There are two ways to complete the bulk action.

Live Run Button

Click the Live Run button if you want to process the bulk action immediately.

What to expect:

The bulk action status should change to Dispatching then to Processing then to Complete.
Processing may take a few minutes depending on the size of your client list.
You will receive an email notification after the bulk action is complete.

Schedule Run Button

Click the Schedule Run button if you want to schedule the bulk action to process at a later date and time.

Fill in the Scheduled Date and Scheduled Time options.

Click the Schedule Run button.

What to expect:

You will receive an email notification when the bulk action starts processing and when completed.
You can continue to make changes until the bulk action starts processing.
Newly created clients may be included in a scheduled bulk action if the search filters don't exclude them.

Step 7: Review Results

Click the Client icon for any of the client results.

Scroll down to the Events section to view the client's events.

Click on the event that was created to review the details.