I need to globally change some codes. What tools can I use?

There are several tools available in FIMS to make code table changes.  Since they handle the changes differently, one tool might be more appropriate than another.
On the Tools > System Utilities > Admin Utilities menu are three tools to manage most code table changes:

• Global Change Program - One value changed at a time with some record limiting available
• Global Code Change Program - All code values changed from one value to another across all tables
• Import Record Updates - Selective record updating for many codes

In File Maintenance > Gift Securities Inventory Maintenance there is another tool on the Corporate Actions Tab called Global Security Changes. This tool is used to modify the Security Name, Ticker, CUSIP, Class and Security Type. Occasionally an error is made when setting up a security and this tool can be used to make immediate changes. Later on, changes made by the SEC can be made. The most recent one is the name change from Google to Alphabet.

Fund code changes (division, class, type and subtype) and Fund idcode changes can be made using the respective tools in the Tools > System Utilities > Admin Utilities menu. These two tools will impact the outer modules and the financial modules as well. See How do I change fund codes? for a discussion of the fund code change tool.

Profile > File Maintenance > Import Address Updates will allow you to fix and update changes from a mailing house or bulk mail cleaning. Profile, Salutation, Grantee and Alternate address information can be modified.

There are other tools that allow for updates or modifications. 

• The various import tools will bring in new records.
• When modifying the Master Chart of Accounts, a name change can flow to existing records. 
• There are Pool, Account and label change tools available in FACTS as well as Transaction Types and Confirm Date Tools.
• In Funds, the Mass Fund Field Assignment tool can make global changes to various Fund codes based on Fund coding.

The general global change programs mentioned above have specific uses and have various positive and negatives.

Global Change Program:

• Indexed fields are not available to be changed
• Fields in an array cannot be changed
• Only one code change at a time is done and in only one table at a time
• Filtering is available within the table being changed. For example, you can change a gift code based on a gift date, but not based on a donor field value.
• Best used for unposted transaction records where a global update is required to fix or modify a data entry issue.  Frequently used to fix an import problem.

Global Code Change Program:

• Indexed fields are not available to be changed
• Fields in an array cannot be changed
• Code changes are made across all the tables in FIMS with no filtering.
• Best used for major code table restructuring
• Frequently used for program area, project codes, gift purposes, staff codes
• Main problem is that code changes are made across all tables!

Import Record Updates:

• Indexed fields are not available to be changed
• Fields in an array cannot be changed
• Not all fields in every table is available for update
• Specific records requiring a key value are required
• Used primarily for fixing specific records.  Excellent for updating addresses, cleaning up abbreviations, adding information and coding to existing records.
• Up to 3 codes per record at a time can be updated
• Since the basis is excel, you can do many dependent code changes, search and replace and use other features in Excel to modify data before importing back in.

For most of the tools that modify data it is best if you:

• Back up your database before proceeding
• Review your plans with FIMS Support to be sure you are using the correct tool for the job.
• If at all possible, test out the changes in Test and Learn first.  Once records are changed, there is no undo!