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Mass Updating User-Defined Fields (UDFs)

Here’s our guide on mass-updating the appropriate contacts with the correct user-defined field (UDF) in Autotask to ensure only the contacts you want will sync

Step 1: Filter for Active Contacts with Emails

  • Navigate to the Contacts module in Autotask.

  • Apply the following filters:

    • Status: Active

    • Email: Enter @ in the filter field to return only contacts with an email address.

Once the filtered list loads, confirm that it includes only the contacts you want to evaluate.

Step 2: Export Contacts in Import Template Format

  • Click Export > In Import Template Format.

  • This ensures the export file is formatted correctly for re-importing after edits.

Step 3: Edit the UDF in the CSV

  • Open the exported CSV.

  • Locate the UDF and update the UDF column(s) for only the contacts that need changes by populating in Yes.

  • Remove any rows that don’t need to be updated to avoid accidental changes.

Note: This is a good checkpoint to confirm you're only including intended updates.

Step 4: Re-import to Autotask

  • In Autotask, go to Admin > Features & Settings > Import tool.

  • Upload your edited CSV under File*

  • Under If a match is found, select Update existing contact.

  • Double-check the field mappings before clicking Import.

  • Once the import is successful, validate a few updated contacts to confirm the changes applied correctly.

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