Overview
As employees within a company come and go, change roles, etc, it may be necessary for you to be able to easily update the users associated with a set of records. The Update Users option is provided to address this, as it allows privileged users to update user fields en masse.
Enabling Update Users
The Update Users option is available for all users designated as administrators, and can also be granted to non-admin users via privileges.
For information on granting the admin role, see the Administrator Role & Workspace documentation.
For non-admin users, bulk update of user fields can be enabled via the Bulk update user fields privilege.
Executing Bulk User Updates
When you are privileged to execute bulk updates for user fields, you will see the Update Users button with the applicable list view.
Starting a bulk update opens a dialog where you are informed about the records you are updating and can select a specific user field to update.
Important Note
Understanding the scope of the update
The update is applied to all records of that type, or all records meeting the filter criteria (if filters have been applied). The bulk update dialog starts by orienting you on the scope of records that will be updated.
First, note the warning text:
The warning indicates the number of records that currently match the applied filters (18 records in his example). However, if filters have been applied, they are re-evaluated at the point that the update is initiated. Note that there may be a slight delay in this, depending on what other processes are already running on the system. Therefore, if data has changed between initiation of the update and execution of it, there may be a different number of records updated (as more or less may match the filter at that time). The same caveat is in place even if no filters are applied - in that case it will be executed on all records of that type, including if new ones are created prior to initiation of the update.
However, to prevent unintentional data updates, if the difference between the initiation value and the execution value is more than 15 records, the update will be blocked and an error message will be presented to you via the notification center that advises you to review the included records and start a new update if you wish to proceed.
If filters are applied to the list from which you started the update, these will be noted and can be viewed by clicking the dropdown arrow in the filter row.
User Field: Setting the field to update and viewing access dependencies
Select the field you would like to update. Once a selection has been made, additional information and selection options will appear:
If the selected field has access dependencies (meaning that assigning a user to that field can change what records they can see and/or what actions they can take), a notification is shown indicating that dependencies exist and prompting you to review them.
Anytime the blue box above appears, you are encouraged to review the details to ensure that you are not inadvertently changing access that you did not intend to.
Clicking to view the details shows any actions and/or record types that have a dependency to this field:
If the user field has no dependencies, the blue information section will not be shown.
Action: Setting how the update should operate
You must specify the behavior of the update.
The options are:
Replace existing user(s): This will clear any existing values in the field on all applicable records and replace it with your current user selection(s).
Add to existing user(s): This will add your user selection(s) to any existing entries on all applicable records.
Remove from existing user(s): The user selection(s) you have made are removed from any records on which they are populated, and only those NOT listed in your selected users will remain. Note that this may result in an empty field.
User(s): Selecting which users the operation should impact
You must select one or more users that the update should impact.
The users available for selection will depend on the type of update you are running.
For add/replace, only active users who are allowed for the user field can be selected. To clarify, the user field may be configured to only allow specific users or groups to be selected. If such a restriction is in place, you will only be able to select users who are valid, per the configuration.
For removal operations, any user named in the field on any of the records in the scope of the update can be selected, even if they have been archived or are not part of the configured allowable users for the field. This supports the case where a user has already been removed from various groups as part of changes to their access, but still needs to be removed from records they were previously named in.
Comment: Providing a reason or additional information for the update
Optionally, a comment can also be provided to explain why the bulk update is being executed. If a comment is provided, this will be included in the activity log for each record being updated.
Starting the update
At any time, you can cancel out of the dialog and return to the list from which you started, without executing the update.
If you choose to move forward, click the Run Update button to start the update. You will receive a confirmation and information on what to expect next:
Verifying the update
As mentioned in the confirmation, once the update completes, the notification center badge in the upper right corner of the screen will update to indicate a new notification is present.
Clicking the bell icon opens the notification panel, with the newest notifications at the top.
Bulk updates can have the following statuses:
Done: The update process completed and all records were updated successfully
Done with Errors: The update process completed, but one or more records were not able to be updated
Failed: The update process was unable to complete
In all cases, clicking on the notification card will navigate you to a page with additional information.
If errors were encountered on specific records during the update, those will be noted:
Monitoring bulk updates
In addition to the notification center updates that users receive for the updates they have initiated, an overview of all bulk updates is available via the System Administration center. Note that this can only be accessed by users granted the Customer Admin role (see the Administrator Role & Workspace documentation for more information). This allows administrators to see all bulk updates that have been run on the system (while non-administrators are only able to see the updates they have executed).
Admins can filter for data in the list, and can click any row in the table to see the same details available to the user who initiated the update (accessible to the initiator by clicking the relevant card in the notification center).
Logging and audit trail for bulk updates
Any records in the scope of the bulk update have an appropriate entry in the activity log of the applicable records.
Note that not all records in the scope of the update may have been updated, but all will have an activity log entry as that captures the attempted action. For example, you could filter for all records in a specific region, and select to remove a user from those records. But if the user you are removing wasn’t actually selected on all of the records you are filtering for, then any records without the indicated user will not actually be updated. In these cases, you will see an entry that a bulk update was attempted, but you will not see a difference in values.
Details & Important Info
Bulk updates do NOT execute as configured actions, so any child actions, email notifications, etc that may have been initiated by a reassignment initiated via a custom / configured action will not fire in this case.
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The update executes on all records that match the filter at the time the update executes. This could be different than the records shown on the entity list at the time you initiated the update.
If a substantial difference is detected in the values between initiation and update, the update fails and you are informed of the difference and prompted to recheck the records included in the update. This is done as a safeguard to prevent unintended updates.
A maximum of 10k records can be updated in a single bulk update. If the selection of records is greater than that, you will be prompted to use filters to reduce the dataset.
Archived users are not available for selection in a bulk update. If archived users need to be named via bulk update, they need to first be unarchived.
System-owned fields (e.g. creator, etc) are not available for update.
Archived users cannot be added to records, they can only be removed.
Need more help? Please contact your Customer Success Manager for general guidance or our Support Team for troubleshooting assistance.
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