The functionality described below is available only to organizations who are on Cobalt version 4.0 or higher.
If you need to generate Orders for multiple Contacts, you can do so using the Bulk Order Generation Wizard.
You will be creating an Advanced Find during this process, which will be for Contacts you want to create Orders for, so it may be helpful to have your criteria for those Contacts prepared.
Starting the Wizard
1. Navigate to the Orders table. On the ribbon toolbar, click Bulk Generate Orders.
2. Input an Order name before {0}, if desired. {0} is the placeholder for the Contact’s name, so the default of “Fee - {0}” will output an Order named “Fee - John Doe”. If you change “Fee” in the textbox to “Membership Card”, for example, the Order for John Doe will be named “Membership Card - John Doe”.
Creating, Saving, and Sharing the Advanced Find
1. Click Advanced Find to open an Advanced Find window and create your Contacts query.
2. Create an Advanced Find that targets the Contacts for which you wish to create Bulk Orders. Click the Save icon, enter a name (required) and description (optional) for the view, then click Save.
3. On the Advanced Find screen, navigate to Saved Views and select the view you just created, then click Share.
4. Select Add User/Team.
5. Locate the ISV User by using a wildcard search (*ISV). The name should be similar to the User in the image below.
6. Click the checkbox next to the User, then click Select and Add.
7. Make sure the two checkboxes shown below are checked off, then click Share.
Completing the Wizard
1. Return to the Bulk Generation wizard and select Refresh. You may have to wait a few moments before the view appears. If needed, refresh the page.
2. Select the view you created.
3. Add a Product by typing a search term and selecting a Product from the resulting dropdown. You can repeat this for each Product you need, as well as Bundled Products, and you can add the same Product multiple times to have quantities >1 on each Order. Once all of your Products have been added, click Continue.
a. If you add a Product by mistake, you can click the Delete button next to that Product in the table.
4. Verify that the Order Name you entered, the Products you selected, and the Contacts you queried for are all correct. Then click Submit.
5. The next page will likely load without any Orders. Do not refresh the page. Orders will appear as they are generated.
a. If for any reason you need to stop the Orders from generating, click the Cancel button. See the next section for more information on canceling this process, and how to review the related records.
6. Let the wizard run until you see the message “Order creation complete! You may now close this window.” Verify that the Logs section shows an Order for each Contact you need.
7. Close the window and return to the Orders table. Sort the Orders by Created On (most recent first) and verify that all the expected Orders have generated, and that they are for the correct amounts.
Canceling a Bulk Generation
1. If you need to cancel a generation that you already Submitted (and thus Orders have started to generate), you can click the Cancel button on the Status page of the wizard. No further Orders will generate after this button is clicked.
2. To review the Orders generated prior to Canceling the bulk generation, go back to the Orders table and change the view to Cancelled Bulk Order Generations. This will show all of the Orders from Canceled sessions.
a. From this view, you can select any and all of the existing Orders to bulk Edit, bulk Cancel, or otherwise alter them as needed.
