Bulk actions

In ELMA365, you can apply the following bulk actions to app items: Edit, Delete, Change Status, and Start Process.

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 orders received from the customers.

Enable bulk actions

начало внимание

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

конец внимание

To make bulk actions available to users, enable them in the settings of each app.

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.

Use bulk actions

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

1. Mark several items or select all by checking the box in the Name row. If the table has several pages, the system will ask you if you want to select all the items across all the pages.

2. Click the Selected Items button that appears below the item list. Select one of the available actions.

Set up bulk actions

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. 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 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.
5. In the provided window you can rename the action, delete it from the list, or modify other settings.

An action you deleted from the list can be added back. To add an action, click the 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.

Let’s consider each action in more detail.

Edit

To enable bulk edit, you first need to set up the bulk edit form and choose the fields that will be available to users for editing. To learn more, see Bulk edit tab.

After that, users will be able to select several items on the app page and apply the Edit bulk action. The form you set up for bulk edit will appear. The fields that you selected earlier will be blank so that the user can fill them with new values.

On the right panel of the form all the selected app items are listed. Click on the recycle bin icon next to an item's name to remove it from the editing list.

After having filled out all the fields, click Save. The new values will be applied to all the edited items.

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 opens. Select 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.

• 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.

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 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.

5. After filling out the fields, click Create.

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 on the name of the process.

Note that only 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 start a separate process instance 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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