Exporting BP Records Using Bulk Update From Business Process Log Node

If you have the Allow Bulk Edit permission, you can select one or more business process records from the Business Process Log grouping node and perform a bulk update on those selected records.

A bulk update allows you to export multiple business process records and modify each record distinctly in a Microsoft Excel file (.xlsx). For a detailed list of supported BPs, see Business Processes Supported by the Bulk Update Export/Import Process.

When you use Bulk Create or Bulk Update, you start by exporting the BP design structure to a Microsoft Excel or CSV file and then populating the required fields. If you leave a Data Picker Data Element (DE) field blank that is configured to Auto Populate, the system completes the field when you run a Bulk Create; however, it does not complete the field when you run a Bulk Update. To reduce confusion and maintain consistency for both Bulk Create and Bulk Update, the system uses the Excel or CSV file to populate the Data Picker field if the field is excluded from the Integration Form for the BP design.

Note:

Bulk Update is not currently supported for General Spends Classification of Cost BPs with Line item of CBS Code (both workflow and non-workflow) if breakdown rows exist in the referenced Schedule of Values (SOV).

Exclusions

For a business process selected in the Logs node, the following records are excluded in the right pane when you select Bulk Update, select Export Data, select Selected Records, and select Main Form in the toolbar in the right pane:

  • Initiation step records
  • Terminated records
  • Initial draft records of non-workflow BPs as they are available from the Business Process Log node.

    However, terminal step records are additionally excluded only when you select Bulk Update, select Export Data, select Selected Records, and select Main Form and All Line Items

  • Records with attachments

Bulk Update Export Process

To export data using bulk update:

  1. Switch to User mode.
  2. In the left Navigator, select Logs, and then select a business process (BP).
  3. In the right pane, Ctrl+click to select multiple BPs you want to export and edit.
  4. Depending on the type of business processes selected, select any of the following options from the toolbar:
    • To export only Upper form data from the selected records, select Bulk Update, select Export Data, select Selected Records, and select Main Form
    • To export Upper form and line item data from the selected records, select Bulk Update, select Export Data, select Selected Records, and select Main Form and All Line Items

      Note:

      Terminal records (workflow or non-workflow) can be exported from the Main Form, regardless of whether the terminal status record has an Action Form or View Form. To export such terminal records, select Bulk Update, select Export Data, select Selected Records, and select Main Form.
  5. Save the generated Excel file (.xlsx) file in a desired folder location. For more information, see Microsoft Excel File Format for Bulk Update Export/Import Process.

    By default, files of business processes (BPs) with only Main form data are named in the format <BP Name>_MainForm.xlsx (for example, Warranty_MainForm.xlsx).

    By default, files for business processes (BPs) with Main form data and line item data are named in the format <BP Name>_MainForm_LineItems.xlsx (for example, Warranty_MainForm_LineItems.xlsx).