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

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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.

Step 5: Update Filters in Alternative Payments

After the import is complete, go to Integrations > Manage Filters on your Autotask integration and confirm the UDF filter value matches exactly (case-sensitive).