Exporting Business Process Records by Using Bulk Update from the Logs 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.

Bulk update lets you export multiple BP records and modify the records 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. The BP design determines the number of header record (H) fields in the file. The BP design determines the number of header record (H) fields that appear in the file. 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 a Line Item of CBS Code, both workflow and non-workflow, if breakdown rows exist in the referenced Schedule of Values (SOV).

Exclusions

When you select Bulk Update, select Export Data, select Selected Records, and then select Main Form in the toolbar, the following records are excluded from the right pane:

  • Initiation step records
  • Terminated records

    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.

  • Initial draft records of non-workflow BPs
  • Records with attachments

Exporting BP Records

To export data by using Bulk Update:

  1. Go to the 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 BP records that 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:

      You can export terminal records, whether workflow or non-workflow, 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 that you want.

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

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

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