Using the Information Matrix to overview and mass update data

The Information Matrix in Business Central gives you a single overview where you can view and update master data across many records at once. You can open it from the item list, the customer list, the vendor list, and several other places where master data lives.

You import records into the matrix in three ways: by filtering on standard fields like item description, by filtering on master data information fields, or by adding lines manually. For example, you can pull in all items containing “tube”, “wheel”, or “tire” in the description, then add items where a master data field such as gender equals “male”.

You control which columns appear by using matrix templates. Each template is defined on the MI Matrix Template card, where you decide whether a column comes from the standard table (for example the item table) or from master data information.

You can update a single record by drilling down into a field, or mass update many lines at once using Actions and “Add Values to Line”. This lets you assign the same value, such as a product area, to all selected items in one go.

What the Information Matrix is and where you use it

The Information Matrix is a tool for getting an overview of your data and for mass updating it. In this example we work from the item list, but the same functionality is available from customers, vendors, and many other places in Business Central where you have master data.

When you open the Information Matrix from the item list, you get a list view that shows your items. Because it is opened from the item list, the records in the matrix are items. The matrix combines standard fields from the underlying table with master data information fields, so you see everything in one place.

Three ways to import records into the matrix

You can bring records into the matrix in three different ways.

• Import lines based on standard fields. For example, filter on item description and import everything that contains “tube”, “wheel”, or “tire”. You can add more filters to narrow this down, and the matrix adds lines based on those filters.
• Import based on master data information. For example, import all items where a master data field such as gender is set to “male”. This adds lines that do not match your first description filter but match the master data criteria.
• Add lines manually. You can add individual records directly.

Viewing standard fields and master data side by side

What makes the overview useful is that you see fields from the underlying table together with master data information fields. In the item scenario you see fields from the item list, and you can also see master data fields such as product area, product type, tire type, and wheel data. If you had opened the matrix from the customer list, you would see customer fields alongside the relevant master data.

Using matrix templates to control the columns

You define which columns appear by selecting a matrix template. You can create as many templates as you need. For example, you might have a “Basic Item Setup” template and a separate “Planning Data” template. When you switch templates, the columns change. The planning template can show fields like production bill of materials, while the basic template shows fields like base unit of measure.

The template is configured on the MI Matrix Template card. There you decide, for each column, whether it pulls from the standard table (in this case the item table) or from master data information. In the basic item setup, column two might be the base unit of measure from the item table, while column four shows product area and column five shows product type from master data information.

Single update and mass update of records

From the matrix view you can update one record at a time or update many at once.

To update a single record, drill down into a field and select a value. For example, you can set item 1010 to the “bike” product area, or change a standard field like the unit price directly in the item table.

To mass update, copy a value such as the “bike” product area, then go to Actions and choose “Add Values to Line”. Select the field from your template list, pick the value (for example product area = bikes), and confirm. Business Central asks you to confirm the update, and once you accept, it applies the value to all the selected lines at once. This lets you assign a product area to every item on the list in a single action.

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