Taking Action on Multiple Tasks at the Same Time

Use the Actions option to take similar actions for multiple tasks.

You can select multiple tasks (Ctrl+click), click Actions drop-down list, and perform the following actions:

Accept
Undo Accept
Hide
Unhide All
Print

You can use the following options to modify multiple records:

Action with Preview
- To open multiple records (one record at a time) and modify the contents.
- The Action with Preview option can be used when records belong to different business processes and different workflow steps.
Action without Preview
- To open multiple records in Action Without Preview window and modify the contents.
- The Action Without Preview option can be used when records belong to the same business process, records have the same workflow name, and records are on the same workflow step.
- When tasks are updated through the Action Without Preview option (in the Tasks log), the values of the Data Elements (DEs) that have "Reset" property will not be reset.

The following provides more details about modification of multiple records.

Taking similar actions for multiple tasks that belong to the same business process, and the same step

Go to your Tasks log and Ctrl+click the tasks that you want to modify.
Click Actions drop-down list and click to select Action without Preview to open the Action Without Preview window.
The Action Without Preview window is divided into two panes:
- Use the left-hand pane to edit the Upper Form of your business process and perform workflow action (Workflow Actions).
  Use the Workflow Actions to send records to the next step in the workflow, after completing the task, and assign record status such as pending, in-review, and so forth.
  
  The system displays Master DE, value set DE, and the behavior set DEs (Required, Disabled, Disabled and Clear). If the data element is disabled, it is based on the Master DE and value set DE in the DDS configuration.
  - The elements of a DDS, especially behavior set DEs, play a role on many of these actions. This is due to Bulk Update retaining any change brought on by a behavior set DE. For example, if the fields become Disabled and Clear based on the values selected in the Master Data Element, the fields become disabled with no values.
  - When you select Disabled and Clear, other formula fields are re-evaluated.
  - A similar reaction occurs when updating records, as the Update checkbox also becomes disabled.
  The system automatically selects the checkbox under the Update column when you type into or modify a field. You can deselect it if you do not want to modify the field at this time.
  
  The system updates the field values if you click to select the checkbox under the Update column of that field.
  
  - If you change the value of a field and click to select the checkbox under the Update column of that field, the system will update the value of that field.
  
  - If you erase the value of a field (blank) and click to select the checkbox under the Update column of that field, the system erases the pre-existing value of that field.
- Use the right-hand pane to preview the status of the task (Action Status).
  When working with multiple tasks, you (the assignee) can select multiple records of the same business process and same step and perform the action in one place.
  
  The Action Status indicates whether your update was a success or not (using a green check-mark symbol or a red x symbol, respectively), and a message explaining why an update has failed.
When finished, click Close. The system will update the tasks.

Taking similar actions for multiple tasks that do not belong to the same business process, and the same step

The Action without Preview option can be used to take bulk action on tasks that belong to different business processes, or on the tasks that belong to the same business process and workflow, but are on different steps in the workflow.

Go to your Tasks log and Ctrl+click the tasks that you want to modify.
Click Actions drop-down list and click to select Action Without Preview.
The system opens each record that you have selected in a separate window.
Modify the record.
Click Save.
Click Close Window. The system opens the window of the next record.
Continue modifying the records, Save, and click Close Window until finished.

If your tasks have been accepted, the Action with Preview option will not be available.

Additional information about taking actions for multiple records

You can update a maximum of 200 records using Workflow update (Action Without Preview window > Workflow Actions).
Only the Upper Form is modified during Workflow update (Action Without Preview window > Workflow Actions).
The Workflow update (Action Without Preview window > Workflow Actions) is not supported on tasks that are on the Initiation step.
When you send the record to the next step, the system performs validation for the required fields.
At the company-level and project-level, when you are taking action on multiple tasks, you must have Allow Bulk Edit permission for each task.
For bulk update, the fields are from both Upper Form and Details forms (drawn from integration templates). Some business processes do not support integration. As a result, you cannot take multiple actions on these business processes because integration is used in multiple action.

For more information about editing multiple business process records, see Editing Business Process Records.

Last Published Monday, August 28, 2023