Performing Mass Edits

The Mass Edit Projects tool in the Project Manager menu allows Customer Administrators to edit header field values and project groups across multiple projects.

First, you will need to select the projects that will be included in the mass edit. You can use any of the search filters available to find the projects that should be included in the mass edit. When you find a project you want to include in the mass edit, check the box to the left of the project and select the Add button. Repeat this process as necessary until all of the projects to be edited have been included.

Next, you can select project fields to edit, like Access Control, Region, Commodity and Project Owner.

Depending on the fields you select, various options may be shown for the Update Type.

Fields that allow for multiple values will have the Update Types of Replace, Add, and Delete.

• If the Update Type is Add, you will not need to specify an old value.
• If it’s Replace or Delete, an old value will need to be provided so the system knows what to replace or delete.

The next step is to select Project Group Fields, where you can make modifications to the Team tab of projects. For example, if you need to add an auditing group to all workspaces for visibility, you can select an existing project group to add an Audit Group to the Observers group on all Contract Workspaces.

You cannot add a brand new project group to contract workspaces using the Mass Edit tool, as it only allows for adding to or updating information that is already contained within the workspace.

Once all of the fields have been selected, you can move to the next step, Review Edits.

This page will show you the fields you selected as well as the project group fields selected and what the modifications are going to be.

Be sure to review this page thoroughly before submitting, because the system will update workspaces with mistakes, and another mass edit may need to be performed to rectify the issue.

The system will prevent you from adding different project types to the same mass edit as different project types have different field layouts. For this reason, you can only mass edit one project type at a time.

• Can be used to modify multiple projects at once:
  • Add, replace, or delete values from existing fields
  • Modify existing users or project groups
• Four-step process:
  1. Select Projects
  2. Select Fields
  3. Select Project Group Fields
  4. Review Edits

The Replace User in All Projects tool in the Project Manager menu allows for one user to permanently replace another in all instances in SAP Ariba.

This function is for administrators to update the system when users leave the company, change roles within the organization, or take over for another user. It can also be used to switch to a new User ID if a user’s name or UserID changes, for example, in the case of marriage.

When performing a Replace User function, there are a few fields that you can select as to how the system should handle the replacement of users.

• Include History controls whether the user is replaced throughout the entire system, or only for projects and tasks that are currently active.
• If the Replace with Warning setting is enabled and the system detects an error condition, the system will continue to replace instances of the user where it's possible to do so.

Once you have made the selection for both of these options, you can select the Add User button to display the From User and To User fields.

Select the existing user who is being replaced for the From User field and select the new user who will inherit all of the old user's documents as the To User. Select Replace User and the system will then begin replacing all instances of User A with User B.

You can check the History tab to see the progress of the replace user and if there were any warnings or errors.

• Allows for one user to permanently replace another in all instances in SAP Ariba
• Include History controls whether the user is replaced throughout the entire system, or only active projects.