Bulk Actions

The Actions menu enables you to access additional functions available in the register to perform bulk actions on items.

Overview

The Actions menu enables you to access additional functions available in the register for bulk management of items.

It is located at the top right of the datagrid.

The available options will depend on the functions available for the event and register you are using, your duty and permissions and whether or not you have selected records. Some options are only available when you have selected more than one record.

Most actions will only work if you have an Event selected

Example Actions Menu in Cases register

Performing Bulk Actions

To perform a bulk action:

1. (Optionally) tick one (or all) items you want to perform a bulk action on

2. In the confirmation screen, review and check that you have selected the records you want and press the Next button or Proceed button

3. If there are additional steps or options, such as confirming fields or filters, complete these and press the Proceed button Proceed button

4. Some bulk actions use a lot of system resources and may be queued (particularly Export to Report and Generate Merge) . You'll see a queued message when this happens. If you want to check the status while it is being queued you can optionally use the Monitor Progress button.

5. The bulk action will be performed and you'll be able to access the output

Available bulk actions will depend on your user permissions, the register you're using and whether you have selected any items.

The following sections outline some of the more common bulk actions available in registers:

Copy IDs

Copy IDs can be useful in many places where multiple IDs are accepted, such as reports or to perform a search/filter for specific items.

To Copy IDs, simply select the items and run this command to get a list of IDs. This will copy the IDs to your device's clipboard.

The output is in CQL (listing the IDs in square brackets) which you can then paste from your clipboard.

For example the output from the command run on the 3 selected items below would be:

id:[38,789,799]

Running the Copy IDs function.

Bulk Edit

Editing Items

The Bulk Edit command allows you to edit select fields in the items in registers that support it.

Using the Bulk Edit Action to edit multiple items at once

Workflow rules must be observed when doing this or the system will reject the changes.​

Fields that you can change are listed.

There are typically three options. The Default option is Don't Change in which case the field will be ignored and its current value kept.

Setting Values

Selecting 'Set' will allow you to change the field's value.

Checkbox fields, have the option to 'Set On' or 'Set Off'.

For fields with lookup lists, 'Set' will bring up a Value field to the right which will set it to whatever you select.

Set command and Value options for Status field

Adding or Removing Values

Selecting 'Add' or 'Remove' will allow you to add or remove one or more new values respectively. This can be done by typing it in and adding a comma after each value or by selecting any suggestions from existing options as you type from the lookup list. Any tags you select will be added or removed when you proceed with the Bulk Edit.

Adding new tags using Bulk Edit

Clearing Values

Selecting 'Clear' will allow you to set the value back to its default before any user changes.

Bulk Edit All Filtered Records

This option works the same way as Bulk Edit but using items selected through a Filter or Query.

To use this option, first create a Filter or query and then use this option to Bulk Edit all items selected.

As with the Bulk Edit, fields available to be changed depend on the register you're working with. Check the register for details.

Create a Copy

Create a Copy duplicates each of the selected items in registers that support it.

The new items will have a separate ID but contain all the same details.

Merge

The Merge command merges multiple register items into a new one in registers that support it.

The end result is a new item with the field data as if they were added in sequence and relinked to all external media, data, assignments, etc. The original items are archived and a single audit comment that describes the merge process with links between the objects.

Send Communication

Send Communication is enabled for some registers that contain contact records. This will pick up the email and mobile details and observe any settings for individual privacy and consent.

Sending a Communication to contacts in selected items

Export to Report

Running Reports

The Export to Report command sends sends either All or Selected items to a specific report.

This typically generates a CSV file.

When you select All, it will copy the is:Active CQL query into the Report Search Query to find all records in the register.

When you choose Selected items, it will copy the IDs in CQL format into the Report Search Query.

Generate Merge

Mail Merge Templates

This command is used to create a mail merge using the Mail Merge Templates facility in registers that support it.

Generate Merge has the option to preview a merged item.

Generate Merge with template selection and Preview Merge option

To generate a merge, select the template using the Select Template field then Proceed. These are configured by your System Administrator in the Mail Merge Templates in the Admin module.

To generate a preview, change the Merge Action to Preview Merge.

Use the Download File button to download a file to your device.

Merge output with download button