Exporting Business Process Records by Using Bulk Update from the Business Process Log Node

If you have the Allow Bulk Edit permission, you can select one or more business process (BP) records from the Logs grouping node and perform a bulk update on the selected records.

A bulk update lets you export multiple BP records and modify each record 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 first export the BP design structure to an Excel or CSV file, and then populate the required fields. If you leave a Data Picker data element (DE) blank and the DE is configured to auto-populate, the system completes the field when you run a Bulk Create. The system 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 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 BP 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 then select Main Form in the toolbar:

  • Initiation step records
  • Terminated records
  • Initial draft records of non-workflow BPs, which are available from the Logs node.

    Terminal step records are also excluded when you select Bulk Update, select Export Data, select Selected Records, and then select Main Form and All Line Items.

  • Records with attachments

Exporting BP Records

To export data by using Bulk Update:

  1. Go to your project/shell tab, and switch to User mode.
  2. In the left Navigator, select Logs, and select the applicable BP sub-node.
  3. In the right pane, press and hold Ctrl while you select the BPs you want to export and edit.
  4. From the toolbar, select Bulk Update, select Export Data, select Selected Records, and then select one of the following options:
    • Main Form to export only Upper Form data from the selected records.
    • Main Form and All Line Items to export Upper Form and line item data from the selected records.

      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 terminal records, select Bulk Update, select Export Data, select Selected Records, and then select Main Form.
  5. Save the generated Excel file (.xlsx) in the folder you want.

    For more information, see Microsoft Excel File Format for Bulk Update Export/Import Process

    By default, BP files with only Main Form data use the following naming format: [BP Name]_MainForm.xlsx.

    By default, BP files with Main Form data and line item data use the following naming format: [BP Name]_MainForm_LineItems.xlsx.