# Bulk Actions ## 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 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. {% hint style="info" %} Most actions will only work if you have an Event selected {% endhint %}

## 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

\ ![](https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FpGnWu0Glx4TouiF86e9Y%2Fimage.png?alt=media\&token=aab2f0f1-4eca-4095-8aba-ceac4f8d47c8) 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](#export-to-report) and [Generate Merge](#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.\ ![](https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FDee5kgY3TN6j8mej8KuI%2Fimage.png?alt=media\&token=f4f47b5a-379f-4cd1-96bb-8b620d303461) 5. The bulk action will be performed and you'll be able to access the output {% hint style="info" %} Available bulk actions will depend on your user permissions, the register you're using and whether you have selected any items. {% endhint %} 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](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/searching-filtering-and-querying-registers) 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] ```

### Bulk Edit {% content-ref url="editing-items" %} [editing-items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items) {% endcontent-ref %} The Bulk Edit command allows you to edit select fields in the items.

Using the Bulk Edit Action to edit multiple items at once

{% hint style="info" %} Workflow rules must be observed when doing this or the system will reject the changes. {% endhint %} 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.

#### 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](#bulk-edit) but using items selected through a [Filter or Query](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/searching-filtering-and-querying-registers). 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. 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. 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 {% content-ref url="../../../modules/communication" %} [communication](https://docs.cw.crisisworks.com/modules/communication) {% endcontent-ref %} Send Communication works with 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 {% content-ref url="../../../system-administration/reporting/running-reports" %} [running-reports](https://docs.cw.crisisworks.com/system-administration/reporting/running-reports) {% endcontent-ref %} 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](#copy-ids) into the Report Search Query. ### Generate Merge {% content-ref url="../../../system-administration/configuring-the-system/mail-merge-templates" %} [mail-merge-templates](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/mail-merge-templates) {% endcontent-ref %} This command is used to create a mail merge using the Mail Merge Templates facility. 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](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/mail-merge-templates) in the [Admin module](https://docs.cw.crisisworks.com/system-administration/configuring-the-system). To generate a preview, change the **Merge Action** to *Preview Merge*. Use the Download File

button to download a file to your device.