What you can do with it
With a change to several records, your AI assistant updates several existing articles, customers and suppliers, or tasks with one preview and one approval, at most 25 records of one kind per approval; more runs in separate approvals. For articles this has been available for some time; the field lists below cover customers, suppliers and tasks. The basic rule applies: Review a preview and approve a change. It is meant for manageable everyday changes to existing records; for imports and large volumes, the import in weclapp remains the right way.
How to proceed
- Say in your request right away that you mean several records, and name them, by number or as a list in the chat.
- Check the preview line by line. It shows for each record what is there now and what it will be afterwards. For the responsible person it usually shows the name next to the identifier; for sector, category and lead source only if your access may read these lists. If a name is missing, ask for it and check it. Long text values appear shortened, phone numbers in a standardized format.
- Approve the list. The approval covers exactly this list with exactly these changes; any other change needs a new preview.
- Ask for the result for each record and check important ones in weclapp.
Example requests:
- “Set Jana as the responsible person on customers 10234, 10240 and 10251. Show me the preview first.”
- “Here are the new phone numbers for three customers. Please enter them and show me first what will change.” The list follows below in the chat.
- “Move the due date on these four tasks to 30 November.”
What works for several records
- Customers and suppliers: the responsible person, phone, mobile and fax, plus sector, customer category and lead source.
- Tasks: dates (start and due date), priority, status, planned effort and the switches for overbooking and time booking.
- You still change one record at a time, for customers and suppliers for example payment terms, sales channel, document language, email addresses, names, addresses, tax fields and custom fields. For tasks these are subject, description, visibility, links, custom fields and the assignees.
- Existing records only: A change to several records creates nothing, deletes nothing and clears no field; an empty value stops the list. The assistant still creates new tasks one at a time, each with its own approval.
When something does not fit
- Before approval: If something does not fit for one record, for example a field that cannot be changed for several records at once or an empty mandatory custom field in weclapp, no approval is issued for the list. Take the record out or have the problem fixed, then ask for a new preview.
- Before the first write: Every record is checked once more. If one has changed since the preview or is missing, nothing is written. The affected records are named; a new attempt needs a new preview.
- There is no rollback while writing. The records are written one after another. If one fails, for example because someone has just changed it in weclapp, the records already written stay changed; this one and the following ones are not written. The result names each record individually: written, not written or unclear. Do not simply repeat an “unclear” one; check it in weclapp first. The records that were not written need a new preview.
- Previous values: Only the preview in your chat keeps the previous values. A new change to several records can be prepared from it, again with preview and approval. A field that was empty before cannot be restored this way, because a change to several records clears no field; that works only one record at a time.
Good to know
- Minimum and upper limit: For customers, suppliers and tasks, at least two records are needed; the assistant changes a single record the normal way. Depending on your access, the upper limit can be below 25; if your list is longer, the preview names the limit and no approval is issued. Split the list then. In the write quota, every record counts individually, plus one unit for the batch itself; if it is not enough before the start, nothing is written. If it runs out partway through the list, the list stops there like any other failure while writing.
- Change tasks, do not copy them. When the assistant gives a task's identifier, it changes the existing task. If you used to “copy” tasks by reading and resending them, you will now change the originals.
- Notifications from weclapp. Depending on the rules in your weclapp system, every change can trigger its own notification.
- Your permissions still apply. Whoever may change records one at a time may change several at once, and the weclapp permission must be in place; the approval allows nothing more (Team and permissions).
- Data protection. The preview shows the AI model the current values of the affected records and, for the responsible person, their first and last name. They reach your AI client and its provider, as with any read.