Bulk-changing privacy settings and communication options

Updating communication options and privacy settings is easy enough when you want to do it by setting the defaults for any new contacts (in the Address Book's module options - see related article), or when you want to change them for only one or two members - but what if you need to bulk update the privacy or communication options for the existing entire Address Book or Children module, or groupings of people in your database? Here's how...

In this article, we'll be working within the Address Book module to make changes to settings for adult contacts. The same process with similar functionality also exists in the Children module for managing the communication options for children.

Important

Before making bulk changes to people's communication options or privacy settings you should ensure you have a lawful basis for processing the changes. For example, under the EU GDPR, consent is only considered fair and lawful when people are opted out by default.

Open the 'Communication Options' report

For adult contacts, including linked parents of children, the Communication Options report can be found in the Address Book module's Reports section. For children and their unlinked parents, the Communication Options report is found in the Children module's Reports section.

The report lists the current My ChurchSuite and Privacy settings and Communications options for all contacts. Hovering your cursor over any of the icons will surface a pop-up explaining the setting and current status for that person.

Here's the Children module's Communication Options report. Note there are no My ChurchSuite or Privacy settings for the Children module, but the Parent name and Parent Communication options are listed.

Optionally filter by tag

By default, the two reports display all active contacts or children. You can optionally filter the list by one or more Tags, enabling you to view the settings for just those tagged people. Click Generate whenever you change a report's filters.

Edit the settings for the filtered list of people

Having filtered the report to display just the contacts or children whose My ChurchSuite, Privacy Settings or Communication Options you wish to edit, click Edit settings. The settings you are about to change will be applied to the contacts or children currently being viewed - before proceeding with changes, check that you are viewing the intended list of people!

On the Edit Settings pop-up, you can now select which settings to change to Yes, No, or Not Changed (the default). For example, if you only want to update the Name is visible to Yes, you would leave all the other settings as Do Not Change. Working down the list of options, select the appropriate response from the drop-down list.

For children, note that linked parent communication options are managed/edited using the Address Book Communication Options report - therefore only Parent Communication options for unlinked children (children whose parent details are held against the child's details) can be edited using the Children module report.

Once you are happy, click Save to update the communication options and privacy settings for all the people listed in your report. A success message confirms when the process has been completed.

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