Approving performance reviews in bulk

You can approve performance reviews in bulk in the HR Manager portal, rather than individually through your Items to Approve list view.

Adding the Approved Date to a performance review record updates its status to Approved. You can do this in a list view:

Go to the Performance Reviews tab.
Select a list view to display performance reviews requiring approval.
If necessary, update the list view to display the Approved Date field.
Select the checkboxes next to the records you want to update.
Select the Approved Date field for one of the records, enter the date, and select the Update NN selected items checkbox where NN is the number of selected records. Then select Apply.
Select Save.

After saving the status and the record type of the updated records changes to Approved.

You can use the same method to:

Change the status from Approved to Revealed by entering the Revealed Date.
Close performance review records by entering the Signed Date.

If you need to update multiple records to go back to the previous status, you need to clear the value of the relevant date field and change the record type. You can clear the values of the date fields in a list view but to change the record type for multiple records in a single action you need to use a data loader.

To do this, you can build a report, export it, make changes to the file, and import the changes with a data loader, such as dataloader.io or the Data Import Wizard.

Create a report to view performance reviews:

Go to the Reports tab.
Select New Report.
From the Category sidebar select All, and then search for performance in the report type search. Select the Performance Reviews report type.
Select Start Report.
On the report builder page, select the Filters tab.
For the Show Me filter, select All performance reviews and then select Apply.
For the Action Date filter, ensure the filter is set to All Time.
Select the Outline tab.
Select the Add column field and search to add the following columns:
- Performance Review: ID
- The date field you want to clear.
- Performance Review: Record Type
Select the Filters tab.
Add a filter to display performance reviews with the record type relevant for your task. For example, only records with the record type of Approved if you want to move them back to Draft.
Refresh the report preview to verify you see the records you expect to see. If not, adjust the filters.
When you are satisfied with the report, run it.
Export the report into a .csv file.
In the exported file, make the following changes:
1. Clear the value of the date field.
2. Change the Record Type value using the Record Type's ID.
  
  To find the ID, go to Setup > Object Manager, and select the Performance Review object. Select Record Types, and then select the record type you want to apply to the records.
  
  From the browser address bar, copy the alphanumeric string between the /RecordTypes/ and /view sections. For example, if the string in the browser address bar looks like /setup/ObjectManager/01I8d000002dThq/RecordTypes/0128d000001TYW1AAO/view, copy 0128d000001TYW1AAO. Paste the copied string in the Record Type column in your report export.
3. Remove any columns you do not need, such as the Performance Review: Performance Review # column.
Save the updated report.

You can now use a data loader to import your changes.

The following steps use dataloader.io:

In dataloader.io, select New Task > Import.
On the 1. Connection & Object screen:
1. for Operation, select Update.
2. for Object, select Performance Review (fHCM2__Performance_Review__c).
Select Next.
On the 2. File screen, select Upload CSV and choose the report you exported and edited.
On the 3. Mapping screen, review the field mappings proposed by dataloader.io and add mappings where required. The ID field and the Record Type field are likely to require mapping:
1. Map Performance Review: ID to Record ID
2. Map Performance Review: Record Type to Record Type ID
Select Next.
On the 4. Run screen, review details of your import and select Save & Run. When prompted to confirm, select Run.

After the data loader job has completed, the performance review status and record type match.

Alternatively, the following steps use the Data Import Wizard in your org:

Go to Setup, and in Quick Find enter import and select Data Import Wizard from the search results.
On the Data Import Wizard home page, select Launch Wizard!.
On the Choose data screen, for What kind of data are you importing? select Custom objects and then Performance Reviews.
For What do you want to do? select Update existing records.

The Update existing records section expands to display additional fields.
Select values:
- Match by: Select Salesforce.com ID
- Record type: Select the record type for the records. All records in the job need to have the same record type.
Leave all other picklists at the default value of None.
For Where is your data located? upload your exported report file.
Select Next.
Map the file columns to fields by selecting Map for each item, or select Change to amend a default mapping.
When you have mapped the fields, select Next.

Data Import Wizard displays a summary for your review.
Select Start Import.

Data Import Wizard displays a confirmation message.
Select OK.

Data Import Wizard redirects you to the Bulk Data Load Jobs page.

When the job completes, the Bulk Data Load Jobs page displays a View Result link in the Batches table and sends you an email summary of the results.