Low-code designer > App / Bulk actions

Bulk actions

In ELMA365, you can apply the following actions to app items: Edit, Delete, Change Status, and Start Process. These actions can be applied in bulk to several items simultaneously instead of repeating the same action for each item.

For example, you can bulk delete all the contracts that you no longer need or change the status of selected documents. Moreover, you can start a business process for a group of app items, for example, assign the employee responsible for all received requests.

Enable bulk actions

начало внимание

You can only apply bulk actions when you switch to the Table view.

конец внимание

You can make bulk actions available to users if you enable them in the app’s settings.

To do that:

  1. Click the gear icon next to the app name.
  2. In the menu that opens, select App Settings.
  3. Check the Bulk actions box.

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When bulk actions are enabled, users will be able to select app items by checking boxes next to them.

Mark several items or select all by checking the box next to Name.

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In the upper right corner, the Selected Items button will appear. You can click this button to select one of the available actions and apply it to the selected app items.

Bulk actions settings

By default, the following bulk actions are available: Edit, Delete, and Change Status. You can change these actions’ settings if needed.

To do that:

  1. Go to the app’s page. In the upper right corner, click the gear icon.
  2. In the menu that opens, select Bulk Action Settings.
  3. Click the Selected Items button. You will see a list of all available actions with gear icons next to them.
  4. Choose the action you want to configure and click the gear icon next to it.

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An action you deleted from the list can be added back. To add an action, click the plus_sign icon next to the Selected Items button and select the option you need.

In the menu that opens, you can also add an additional type of action, Start Process.

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Let’s consider each action in more detail.

Edit

To enable bulk edit, you first need to set up the bulk edit form. In the app menu, select Form Settings, then go to the Bulk Edit tab and check the Allow bulk editing box. Drag the fields you want to be available for bulk edit onto the form. For a contract item, for example, they may be DurationComment, and Supplementary Agreement.

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Click Save.

Now, when a user selects the Edit bulk action, they will see the form you set up for bulk editing. All items selected for editing will be listed in the sidebar on the right. In the center of the form, the fields that you selected earlier will be displayed. Initially, they will be blank. The user will need to fill them with values that will be assigned to all selected items and click Save.

Delete/restore

Select all the items you want to delete and click Selected Items > Delete.

If needed, you can bulk restore previously deleted items. Click the Search by parameters icon and then click Removed at the top right corner of the window that opensSelect the items you want to restore and click Selected Items > Restore.

Change status

If statuses are set up in the app and users are allowed to change them manually, the Change Status button will become available in the bulk action menu.

When you click this button, a window with three tabs will open:

  • All items. This tab is active if it is possible to change the status of all selected items. For example, if the “Next” option is selected for all statuses these items are currently assigned, their statuses can be changed to a subsequent status you select in the drop-down list. In other cases, this tab will be inactive, and the default tab will be By status.
  • By status. On this tab, items are grouped by status. You can select a new status for each group of items from the drop-down list.

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  • Each item. This tab allows you to change the status of each selected app item separately.

When you finish changing statuses, click Save.

Start a business process

You can only link the Start Process bulk action to a business process that has an App variable of the Many type in the context. The variable has to be linked with the app that the bulk action is configured for.

For example, if you want to link the Assign responsible process to the Service requests app, you need to create a new property in the process’s context. Select the App type with the Many option and specify Service requests in the App* field.

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To add the action and set up process start:

  1. Click the gear icon in the upper right corner of the app page.
  2. In the menu that opens, select Bulk Action Settings.
  3. Click the plus_sign icon next to the Selected Items button and choose Add the “Process Start” button.
  4. In the window that opens, fill out the following fields:
    • Button text*. Name of the button that starts the process in the list of bulk actions.
    • Business process*. Select the process that will start when a user applies the bulk action.
      • Link to field. Specify the process context variable that the selected items will be written to.

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  1. When you fill out the fields, click the Create button.

When you set up the action, select the items you want to run the process for. Then click the Selected Items button. In the menu that opens, click the action that starts the process.

Note that one process instance is started with the selected app items. The items are written to the process context variable specified in the button’s settings.

To make a separate process instance start for each selected app item when you apply a bulk action, configure a loop inside the business process using the Gateway and Script activities. Read more about it in ELMA365 Community in the Configuring loops article.

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