Mass Transitioning Workflow Instances

You can transition an active workflow on a record outside of the defined workflow execution path. You can transition multiple instances of a specific workflow simultaneously for the same record type without requiring a predefined transition in the workflow definition. You should use the Mass Update feature to transition workflows in the following circumstances:

• The workflow ends up on the wrong state and you need a manual one-time fix.

• The workflow is out of sync with the record on which the workflow is running.

• The workflow gets stuck on a state in a workflow execution path.

Note:

You should only mass transition workflow instances as a solution to a workflow problem and not as a way to regularly execute workflows.

To transition an active workflow on a record outside of the defined workflow execution path, you must be logged in as an Administrator or using a role with the correct permissions. The role needs to have Mass Updates permissions, Workflow Admin permissions, and permissions to edit the record type you are using.

To transition workflow instances:

1. Go to Lists > Mass Update > Mass Updates.

2. On the Mass Updates page, expand Workflow.

   For each record type in NetSuite, the Mass Updates page lists the workflows that are available to initiate, process, cancel, or transition.

3. Click Transition <workflow name> to transition the appropriate workflow.

4. If you are not going to perform the update immediately, on the Mass Update page, enter a title for the action in the Title of Action field.

5. In the Transition To dropdown list, select the state that you want to transition the workflow to.

6. If necessary, define the filter and other options on the following subtabs:

   Subtab	Required / Optional	Description
   Criteria	Optional	Select a field or formula in the dropdown list and enter values in the popup that appears. These filters are specific to workflow history. See Advanced Search Criteria Filters.
   Results	Optional	Define display options for mass update results. The results appear when you preview the records for the mass update. See Search Results Display Options.
   Audience	Optional	Define the users who can perform the mass update.
   Schedule	Optional	Define a schedule on which to perform the update. See Scheduling a Mass Update.

7. Do one of the following:

   • To perform the update immediately, in the Apply column, select the records you want to transition the workflow on and click Perform Update. The status of the mass update is displayed on the Mass Update Status page.

   • To save the update and execute it later, click Save. NetSuite saves the mass update and displays the Saved Mass Updates page. You can return to this page to transition the workflow instances by going to Lists > Mass Update > Saved Mass Updates. Click Preview next to the name of the update. On the Mass Update Preview page, click Perform Update to transition the workflow instances.

Note:

Optionally, from the Mass Update page, you can use the Audit Trail tab to view the changes to the current mass update or use the Action Title Translation tab to localize the title of the mass update.

Related Topics

Workflow Mass Updates

Mass Initiating Workflow Instances

Mass Processing Records in a Workflow

Mass Canceling Workflow Instances

General Notices