✕
Admins

Mass Update Records in Salesforce Using Quick Actions in List Views

By Matt Foster

March 10, 2021

Do you want to mass update records in Salesforce without a 3rd party package? Did you know that with a few clicks you can do mass updates directly in Salesforce from a list view?

Check out this how-to video to learn how to create your own quick action button and add it to any list view, giving you the ability to perform mass updates in Salesforce. Enjoy!

The Author

Matt Foster

Matt is a certified Salesforce Administrator, Platform App Builder, Data Architecture and Management Designer, and Sales Cloud, Consultant.

More like this:

Comments:

    Alexandre THIZY
    March 10, 2021 10:02 am
    An another tip is how salesforce manage the error. It is a out-of-the-box functionality not well documented by Salesforce. You can check my medium post about this : https://alex-thizy.medium.com/mass-quick-actions-and-their-error-management-in-lightning-experience-4d9386ec7f06?sk=468c36a43b2548561dc38559f70baa1e
    Reply
    Hendrik
    March 11, 2021 8:54 am
    Thats awesome, Matt! Thanks heaps for that! Defo a very handy one to have. I remember that I once tried to do exactly that, but I simply missed the step to add the button to those classic search layouts...Didn't expect it there as we only use lightning. Cheers!
    Reply
    Lucy Mazalon
    March 11, 2021 10:44 am
    Thanks for sharing the additional resource.
    Reply
    stella george
    March 11, 2021 11:27 am
    Awesome Post! Thanks foe sharing!
    Reply
    Rick Sumner
    March 11, 2021 3:18 pm
    You can do this inline by selecting the Lead Status on the first row and selecting to update all selected records?
    Reply
    Mary Butlin
    March 12, 2021 10:20 am
    Brilliant thanks for sharing.
    Reply
    Christine Marshall
    March 12, 2021 11:33 am
    Thanks for watching!
    Reply
    Christine Marshall
    March 12, 2021 11:40 am
    Hi Rick, Yes - in line edit goes someway to solving this issue, however with the Quick Action we can mass update multiple fields, including those not included on the list view.
    Reply
    Kristin Bobay
    March 12, 2021 3:25 pm
    I have been creating a custom object list view for in line editing and this is PERFECT TIMING! I did not know this was available and is going to save a ton of time! Thank you!!
    Reply
    Stacey Mueller
    March 12, 2021 10:04 pm
    Thanks for this! Question--we have a custom field on Cases called Assigned to that is the person who will be working the case--we reserve the case owner as a queue like Customer Service, etc. I have a quick action called Assign to Me so that folks can assign cases to themselves from a List View. When I as an admin see this Assign to me quick action, the assign to field is a user lookup that I can leave as me or choose another user. But one of my customer service leads would also like to be able to change this Assign to field to another user, but it does not give her the option to select another user. She is able to mass Change Owner with another quick action. What is the permission I am missing here to allow her to do this?
    Reply
    Christine Marshall
    March 15, 2021 9:17 am
    Thanks so much for reading! We loved this top tip too!
    Reply
    Stacey Mueller
    March 16, 2021 1:42 pm
    Never mind! I had the Assign to field set to Read only on the page layout. Thanks again for the great article!
    Reply
    Crystal Chae
    March 20, 2021 10:54 pm
    This is great. Thank you for sharing!
    Reply
    Prashanth
    May 09, 2021 3:57 pm
    Hi Christine, I want to close case open records which are multiple on one List View.It should close only on one particular List View.Is that possible ?
    Reply
    Christine Marshall
    May 12, 2021 10:23 am
    Can you clarify your requirements a bit more? I'm not sure I understand what you are looking to do.
    Reply
    Gustavo
    June 01, 2021 10:58 pm
    Hi. Coudn't manage to create a "change owner" action for Leads. The Owner field is not available. Thanks for sharing.
    Reply
    sebastiano bertani
    June 24, 2021 1:57 pm
    Hello, how about adding the same multi-record update button to change the status on a Task object? It seems that it will not work, at least not if there are task record types.
    Reply
    Anil Nair
    August 13, 2021 4:57 am
    Great post. We wanted to empower the business user some more by giving a simple business user friendly app to do bulk actions and automations. We just launched this free app on AppExchange - https://appexchange.salesforce.com/appxListingDetail?listingId=a0N3u00000OMpJxEAL Here is a short blog that gives an overview - https://bit.ly/3hUihOp
    Reply
    Armin
    October 07, 2021 6:29 pm
    How can I limit this quick action to be visible to specific profiles only? Example: AutoReply spam cases should be mass marked as spam by only the support managers and not agents.
    Reply
    Peggy
    October 15, 2021 8:26 pm
    I'm also interested to know if it's possible to limit the quick action to be visible based on record type or user. I don't think it's possible but wondered if you found a workaround. Thanks!
    Reply
    Jessie
    December 09, 2021 12:53 am
    Does this require the list view to be filtered to one specific record type like inline editing does?
    Reply
    Matt Foster
    December 09, 2021 3:33 pm
    It should not. Please give it a try and let me know.
    Reply
    Neeraj
    December 15, 2021 1:05 pm
    I think we are having the same issue. I setup a quick action on Account to create a task. I added this to the 'List view' layout under Object Manager > Account > Search Layouts for Salesforce Classic > List View. But it is not showing up. I have been on this for about an hour now and I cant find a work around. Anybody encountered this issue before?
    Reply
    Olivia Salvatore-King
    January 28, 2022 1:07 am
    I tried to do this for account owner and it doesn't work. When I add owner to the layout and make account name as a default field (since it is required), I then go back to the list view and click the button but the ownership field does not appear on the action pop up window,
    Reply
    Matt Foster
    January 28, 2022 1:49 pm
    I think there is a limit to lookup relationships. As a workaround, you could set a text field or even a picklist value (owner name) and then use flow, or process builder to update the native lookup relationship owner field. I have not tried this, but think it would work. Please let me know if it worked.
    Reply
    punam
    May 31, 2022 9:34 am
    Can we do mass update records using LWC ?
    Reply
    Jeremy
    June 17, 2022 9:55 pm
    I'm looking to build a button like this on Contact for changing the Owner, but that field doesn't display in the list of available fields when creating the action. Have you ever seen something like that accomplished?
    Reply
    Matt Foster
    June 20, 2022 2:49 pm
    I do not think Owner is a supported field for this type of mass update. You may want to look into an App on the appexchange like this one. https://appexchange.salesforce.com/appxListingDetail?listingId=a0N30000003J6KcEAK
    Reply
    Matt Foster
    June 20, 2022 2:50 pm
    I do not think Owner is a supported field for this type of mass update. You may want to look into an App on the appexchange like this one. https://appexchange.salesforce.com/appxListingDetail?listingId=a0N30000003J6KcEAK
    Reply
    Adrienne
    August 06, 2022 4:16 am
    Wondering if this works on the Task object. There doesn't appear to be a List View Actions in Lightning Experience option under the List View Button Layout within Tasks.
    Reply
    Todd
    April 06, 2023 11:49 pm
    Couldn't get this to work on case object with custom picklist field set to a default value. It works on a single case but fails to update this field when multiple records are selected. It will update, however, priority field for all records selected
    Reply
    Todd
    April 06, 2023 11:59 pm
    I got this to work. Per Salesforce documentation, you have to remove the field from the action page layout.
    Reply
    Elizabeth
    May 10, 2023 1:21 pm
    Great tip! Do you also know if it is possible to limit such a mass quick action to only be available on a particular list view? (i.e. "My cases") Or ensure users can only mass update cases they own?
    Reply

Leave a Reply