Bulk Change Items

Edit several Items at once.

If you're managing multiple Items, you might find yourself needing to update several of them with the same information. Rather than opening and editing each Item one at a time, you can bulk change them directly from any list in KaiNexus including:

• Any list in the Items section that is in List or Tree View.
• Any Nested Item List panels on one of your Items that is in Detail, List, or Tree View.
• Any Item List Card on a Board that is in Detail, List, or Tree View.
• Any of the lists accessed from your User Activity screen.

With bulk change, you can update Items' Teams and Locations, plan, complete, or defer them, change their due dates and review dates, update their Attributes and parents, make them private or public, add a comment, convert them, archive them, or even delete them.

Who can bulk change Items?

To bulk change Items, you must have permission to view and make the desired change to each Item. Most changes require only the ability to edit the Items, though some require additional permissions.

Only the following people can view an Item:

• Anyone on the Item's Team.
• Potentially anyone on the parent's Team.
• If the Item is not private and not in the New status, anyone with the "View" permission for Items in its Location(s).
• If the Item is private, anyone with the "View Private" permission for Items in its Location(s).
• If the Item is in the New status and is not private, anyone with the "View New" permission for Items in its Location(s).

 Only the following people can edit an Item:

• Anyone on the Item's Team except for Followers or Participants.
• Anyone with the "Edit" permission for Items in this Location(s).
• For Items using the Standard Team Type, anyone with the "Assign" permission for Items in this Location(s).

Bulk change Items

First, navigate to the list with which you want to work, then, if necessary, switch it to a View that supports bulk change.

• Nested Item List panels and Item List Cards must be in Detail, List, or Tree View. Once in an appropriate View:
  
  • Click the ellipsis in the top right corner of the panel or Card.
  • Click Bulk Change in the resulting drop-down menu.
• Any other list must be in List or Tree View. Once in an appropriate View:
  
  • Click Actions in the top right corner of the list.
  • Click Bulk Change in the resulting drop-down menu.

After clicking Bulk Change, a checkbox will appear next to each Item on the list and a "Bulk Change" button will appear in the top left corner of the list.

• • Select the checkbox of each Item you want to update.
  • Click Bulk Change and a drop-down listing the possible changes will open. Click the change you want to perform.
    
    • Change Author - Add, remove, or replace the Items' Authors.
    • Change Responsible - Reassign the Items to a new Responsible Person.
    • Change Collaborator - Add, remove, replace, or completely clear the Items' Collaborators.
    • Change Sponsor - Add, remove, replace, or completely clear the Items' Sponsors.
    • Change Facilitator - Add, remove, or replace, the Items' Facilitators.
    • Change Leader - Add, remove, replace, or completely clear the Items' Leaders.
    • Change Participant - Add, remove, replace, or completely clear the Items' Participants.
    • Change Follower - Add, remove, replace, or completely clear the Items' Followers.
    • Plan - Transition the Items into the Planned status.
    • Complete - Transition the Items into the Complete status.
    • Defer - Transition the Items into the Deferred status.
    • Change Due Date - Update the Items' due dates.
    • Change Review Date - Update the Items' review dates.
    • Change Attribute - Update the value(s) assigned to one of the Item's Attributes.
    • Change Milestone Status - Update a Milestone's status. 
    • Change Locations - Update the Items' Originating or Responsible Locations.
    • Change Parent - Replace or clear the Items' parent.
    • Change Private - Make the Items public or private.
    • Add Comment - Add a comment to each of the Items.
    • Convert - Convert the Items to a different Template.
    • Archive - Archive or unarchive the Items.
    • Delete - Delete the Items.

Change Author

After clicking Change Author, the "Bulk Change Team Member" window will open.

• Select the type of change: Expand the drop-down to choose the type of change you want to make.
  • Add to existing: Add the people you select as Authors without affecting the Items' current Authors.
  • Remove from existing: Remove the people you select as Authors without affecting any of the Items' other Authors.
  • Replace all existing: Remove the Items' current Authors and replace them with the people you select.
• Author: Use this field to search for and select the appropriate people.
• The Send Notifications checkbox: If enabled, in-app and/or email notifications regarding this change will be sent.
  
  If disabled, no in-app or email notifications will be sent, however, "blue dot" notifications — indicating that a change has been made to the Item — will still be generated.
• Click Save.

Change Responsible

After clicking Change Responsible, the "Bulk Reassign" window will open.

• Responsible: Use this field to search for and select the new Responsible Person.
• Start Date: Enter a new start date and the "Due Date" field will appear below it. If you enter a future start date, the Items' will transition into the Planned status; otherwise, the Items' will enter the Active status.
• Due Date: Enter a new due date.
• The Send Notifications checkbox: If enabled, in-app and/or email notifications regarding this change will be sent.
  
  If disabled, no in-app or email notifications will be sent, however, "blue dot" notifications — indicating that a change has been made to the Item — will still be generated.
• Click Save.

Change Collaborator

After clicking Change Collaborator, the "Bulk Change Team Member" window will open.

• Select the type of change: Expand the drop-down to choose the type of change you want to make.
  • Add to existing: Add the people you select as Collaborators without affecting the Items' current Collaborators.
  • Remove from existing: Remove the people you select as Collaborators without affecting any of the Items' other Collaborators.
  • Replace all existing: Remove the Items' current Collaborators and replace them with the people you select.
  • Clear existing: Remove all of the Items' current Collaborators.
• Collaborator: Use this field to search for and select the appropriate people.
• The Send Notifications checkbox: If enabled, in-app and/or email notifications regarding this change will be sent.
  
  If disabled, no in-app or email notifications will be sent, however, "blue dot" notifications — indicating that a change has been made to the Item — will still be generated.
• Click Save.

Change Sponsor

After clicking Change Sponsor, the "Bulk Change Team Member" window will open.

• Select the type of change: Expand the drop-down to choose the type of change you want to make.
  • Add to existing: Add the people you select as Sponsors without affecting the Items' current Sponsors.
  • Remove from existing: Remove the people you select as Sponsors without affecting any of the Items' other Sponsors.
  • Replace all existing: Remove the Items' current Sponsors and replace them with the people you select.
  • Clear existing: Remove all of the Items' current Sponsors.
• Sponsor: Use this field to search for and select the appropriate people.
• The Send Notifications checkbox: If enabled, in-app and/or email notifications regarding this change will be sent.
  
  If disabled, no in-app or email notifications will be sent, however, "blue dot" notifications — indicating that a change has been made to the Item — will still be generated.
• Click Save.

Change Facilitator

After clicking Change Facilitator, the "Bulk Change Team Member" window will open.

• Select the type of change: Expand the drop-down to choose the type of change you want to make.
  • Add to existing: Add the people you select as Facilitators without affecting the Items' current Facilitators.

• • Remove from existing: Remove the people you select as Facilitators without affecting any of the Items' other Facilitators.
  • Replace all existing: Remove the Items' current Facilitators and replace them with the people you select.

• Facilitator: Use this field to search for and select the appropriate people.
• The Send Notifications checkbox: If enabled, in-app and/or email notifications regarding this change will be sent.
  
  If disabled, no in-app or email notifications will be sent, however, "blue dot" notifications — indicating that a change has been made to the Item — will still be generated.
• Click Save.

Change Leader

After clicking Change Leader, the "Bulk Change Team Member" window will open.

• Select the type of change: Expand the drop-down to choose the type of change you want to make.
  • Add to existing: Add the people you select as Leaders without affecting the Items' current Leaders.
  • Remove from existing: Remove the people you select as Leaders without affecting any of the Items' other Leaders.
  • Replace all existing: Remove the Items' current Leaders and replace them with the people you select.
  • Clear existing: Remove all of the Items' current Leaders.
• Leader: Use this field to search for and select the appropriate people.
• The Send Notifications checkbox: If enabled, in-app and/or email notifications regarding this change will be sent.
  
  If disabled, no in-app or email notifications will be sent, however, "blue dot" notifications — indicating that a change has been made to the Item — will still be generated.
• Click Save.

Change Participant

After clicking Change Participant, the "Bulk Change Team Member" window will open.

• Select the type of change: Expand the drop-down to choose the type of change you want to make.
  • Add to existing: Add the people you select as Participants without affecting the Items' current Participants.

• • Remove from existing: Remove the people you select as Participants without affecting any of the Items' other Participants.
  • Replace all existing: Remove the Items' current Participants and replace them with the people you select.
  • Clear existing: Remove all of the Items' current Participants.
• Participant: Use this field to search for and select the appropriate people.
• The Send Notifications checkbox: If enabled, in-app and/or email notifications regarding this change will be sent.
  
  If disabled, no in-app or email notifications will be sent, however, "blue dot" notifications — indicating that a change has been made to the Item — will still be generated.
• Click Save.

Change Follower

After clicking Change Follower, the "Bulk Change Team Member" window will open.

• Select the type of change: Expand the drop-down to choose the type of change you want to make.
  • Add to existing: Add the people you select as Followers without affecting the Items' current Followers.

• • Remove from existing: Remove the people you select as Followers without affecting any of the Items' other Followers.
  • Replace all existing: Remove the Items' current Followers and replace them with the people you select.
  • Clear existing: Remove all of the Items' current Followers.
• Follower: Use this field to search for and select the appropriate people.
• The Send Notifications checkbox: If enabled, in-app and/or email notifications regarding this change will be sent.
  
  If disabled, no in-app or email notifications will be sent, however, "blue dot" notifications — indicating that a change has been made to the Item — will still be generated.
• Click Save.

Plan

After clicking Plan, the "Bulk Plan" window will open.

• Reason for Planning: Enter an explanation as to why you're planning the Items. The explanation will be added to each Item as a comment.
• Start On: Click the corresponding radio button to choose:
  
  • Decide Later, if you don’t want to enter the start date at this time. You can update the Items with a start date later, or manually activate them when the time comes.
    • Due Date: Enter the date by which these Items should be completed.
    • Responsible Person: Use this field to search for and select the user who should take the lead on these Items. This option will only affect Items using the Simple or Standard Team Types.

• • Specific Date, if you already know when it should begin and who should be involved.
    • Start Date: Enter the date on which these Items should automatically become Active.
    • Due Date: Enter the date by which these Items should be completed.
    • Responsible: Use this field to search for and select the user who will be responsible for working on the Items. This option will affect Items using the Simple or Standard Team Types.
  • • Assigner: Your name will be listed here by default but if you're planning and assigning these Items on behalf of someone else, use this field to search for and select that user. This option will only affect Items using the Simple or Standard Team Types.
• The Send Notifications checkbox: If enabled, in-app and/or email notifications regarding this change will be sent.
  
  If disabled, no in-app or email notifications will be sent, however, "blue dot" notifications — indicating that a change has been made to the Item — will still be generated.
• Click Save.

Complete

After clicking Complete, the "Bulk Complete" window will open.

• Comment: Enter any relevant information about the completion of these Items. This will be added to each Item as a comment.
• The Send Notifications checkbox: If enabled, in-app and/or email notifications regarding this change will be sent.
  
  If disabled, no in-app or email notifications will be sent, however, "blue dot" notifications — indicating that a change has been made to the Item — will still be generated.
• Click Save.

Defer

After clicking Defer, the "Bulk Defer" window will open.

• Reason for Deferring: Enter an explanation as to why the Items are being deferred. This text will be added to the Items as a comment.
• Review By Date: Enter the date by which these Items should be reviewed.
• The Send Notifications checkbox: If enabled, in-app and/or email notifications regarding this change will be sent.
  
  If disabled, no in-app or email notifications will be sent, however, "blue dot" notifications — indicating that a change has been made to the Item — will still be generated.
• Click Save.

Change Due Date

After clicking Change Due Date, the "Bulk Change Due Date" window will open.

• Due Date: Enter the date by which these Items should be completed.
• The Send Notifications checkbox: If enabled, in-app and/or email notifications regarding this change will be sent.
  
  If disabled, no in-app or email notifications will be sent, however, "blue dot" notifications — indicating that a change has been made to the Item — will still be generated.
• Click Save.

Change Review Date

After clicking Change Review Date, the "Bulk Change Review Date" window will open.

• Review By Date: Enter the date by which these Items should be reviewed.
• The Send Notifications checkbox: If enabled, in-app and/or email notifications regarding this change will be sent.
  
  If disabled, no in-app or email notifications will be sent, however, "blue dot" notifications — indicating that a change has been made to the Item — will still be generated.
• Click Save.

Change Attribute

After clicking Change Attribute, the "Bulk Change Attribute" window will open.

• Select the type of change: Expand the drop-down to choose the type of change you want to make.
  • Add to existing: Add the Values you select to the specified Attribute Type without affecting the current Values.
  • Replace all existing: Remove the current Values from the specified Attribute Type and replace them with the one you select.
  • Clear existing: Remove all of the Values from the specified Attribute Type.
• Attribute Type: Expand this drop-down to select which Attribute Type you want to update. Once an Attribute Type has been selected, the "Attributes" field will appear below it.
• Attributes: Expand this drop-down to select the appropriate Value.
• Click Save

Change Milestone Status

After clicking Change Milestone Status, the "Bulk Change Milestone" window will open. 

• Milestone: Select the Milestone to be updated on your selected Items. 
  • You may only select one Milestone at a time. 
• Milestone Status: Select the status to which you want to transition your selected Milestone. Your options are:
  • Not Ready for Approval
  • Ready for Approval
  • Approved
  • Not Approved
• Note (Optional): Add a note to be added to all updated Milestones. 
• The Send Notifications checkbox: If enabled, in-app and/or email notifications regarding this change will be sent.
  
  If disabled, no in-app or email notifications will be sent, however, "blue dot" notifications — indicating that a change has been made to the Item — will still be generated.
• Click Save. 

Change Location

After clicking Change Location, the "Bulk Change Location" window will open.

• Select the type of change: Expand the drop-down to choose the type of change you want to make.
  • Add to existing: Add the Locations you select to the Items without affecting the current Locations.
  • Replace all existing: Remove the Items' current Locations and replace them with the ones you select.
• Originating Location(s): Use this field to search for and select the Locations from which these Items came.
• Responsible Location(s): Use this field to search for and select the Locations which are responsible for working on these Items.
• Click Save.

Change Parent

After clicking Change Parent, the "Bulk Change Parent" window will open.

• Select the type of change: Expand the drop-down to choose the type of change you want to make.

• • Replace existing: Remove the Items' current parents and replace them with the Item you select.
    
    • Parent: Use this field to search for and select the Item that should replace the current parent.
  • Clear existing: Remove the Items' current parents.
• The Send Notifications checkbox: If enabled, in-app and/or email notifications regarding this change will be sent.
  
  If disabled, no in-app or email notifications will be sent, however, "blue dot" notifications — indicating that a change has been made to the Item — will still be generated.
• Click Save.

Change Private

After clicking Change Private, the "Bulk Change Private" window will open.

• Private Change: Expand the drop-down to choose the type of change you want to make.
  • Make Private: Make the Items private, restricting access to them. Items that were already private will be unaffected by this change.
  • Make Public: Make the Items public, increasing access to them. Items that were already public will be unaffected by this change.
• Click Save.

Add Comment

After clicking Add Comment, the "Bulk Add Comment" window will open.

• Comment: Enter the comment you want to add to the Items.
• The Send Notifications checkbox: If enabled, in-app and/or email notifications regarding this change will be sent.
  
  If disabled, no in-app or email notifications will be sent, however, "blue dot" notifications — indicating that a change has been made to the Item — will still be generated.
• Click Save.

Convert

After clicking Convert, the "Bulk Convert" window will open.

• Convert to: Expand the drop-down to choose into which Template the Items should be converted. You can only convert the Items into a Template for which you have permission to create new Items.
• Once you've selected a Template, a list of each field included on the Items will appear alongside a drop-down containing a list of each field available on the new Template.
  
  For each field, use the corresponding drop-down to specify where the data it contains should be mapped. If you map multiple fields to the same target field, all the information from each of those fields will be copied into the new field separated by a blank line.
  
  You can only map a field to a field of the same type (e.g. date fields can only map to other date fields).
• The Add Current Team checkbox: When this box is checked, the current Teams will remain in place on the Items. If you're converting to a Template that uses a different Team Type, the team roles may change.
• The Send Notifications checkbox: If enabled, in-app and/or email notifications regarding this change will be sent.
  
  If disabled, no in-app or email notifications will be sent, however, "blue dot" notifications — indicating that a change has been made to the Item — will still be generated.
• Click Convert.

Archive

After clicking Archive, the "Bulk Archive" window will open.

• Archive Change: Expand the drop-down to choose the type of change you want to make.
  • Archive: Items that were already archived will be unaffected by this change.
    • Reason for Archiving: Enter an explanation as to why you're archiving the Items. The explanation will be added to the Items as a comment.
    • The Archive Nested Items checkbox: When this box is checked, any Items nested under the selected Items will be archived as well.
  • Unarchive: Items that were already unarchived will be unaffected by this change.
    • Reason for Unarchiving: Enter an explanation as to why you're unarchiving the Items. The explanation will be added to the Items as a comment.
    • The Unarchive Nested Items checkbox: When this box is checked, any Items nested under the selected Items will be unarchived as well.
• The Send Notifications checkbox: If enabled, in-app and/or email notifications regarding this change will be sent.
  
  If disabled, no in-app or email notifications will be sent, however, "blue dot" notifications — indicating that a change has been made to the Item — will still be generated.
• Click Save.

Delete

After clicking Delete, the "Bulk Delete" window will open.

• Reason for Deleting: Enter an explanation as to why you're deleting the Items. This explanation will be included in the notifications sent out about these deletions.
• Click the I understand this cannot be undone checkbox.
• The Send Notifications checkbox: If enabled, in-app and/or email notifications regarding this change will be sent.
  
  If disabled, no in-app or email notifications will be sent, however, "blue dot" notifications — indicating that a change has been made to the Item — will still be generated.
• Click Save.