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Bulk Change Items

You can Bulk Change any items in KaiNexus from any list in which you have the proper permissions to edit.

Where can I Bulk Change Items?

You can bulk change your items when looking at:

  • Any list of Items in the Lists section in List View or Tree View Lists_section.png

  • Item Panels in Detail, List, or Tree View nested within an Item

  • Any Item List Card in the Detail, List, or Tree View

 

How can Items be Bulk Changed?

NOTE: Only Full Access Users can Bulk Change Items.

If you have permission to view the Items with which you’re working with, you can bulk: 

  • Add Comment.

If you have permission to edit the Items with which you’re working with you can bulk:

  • Change Author(s)

    You can:
    • Add to existing

    • Remove from existing

    • Replace all existing

  • Change Responsible 

  • Change Collaborator(s)

    You can:
    • Add to existing

    • Remove from existing

    • Replace all existing

    • Clear existing

  • Change Sponsor(s)

    You can:

    • Add to existing

    • Remove from existing

    • Replace all existing

    • Clear existing

  • Change Facilitator(s)

    You can:
    • Add to existing

    • Remove from existing

    • Replace all existing

  • Change Leader(s)

    You can:
    • Add to existing

    • Remove from existing

    • Replace all existing

    • Clear existing

  • Change Participant(s)

    You can:
    • Add to existing

    • Remove from existing

    • Replace all existing

    • Clear existing

  • Change Follower(s)

    You can:
    • Add to existing

    • Remove from existing

    • Replace all existing

    • Clear existing

  • Plan

    You can:

    • Decide Later

    • Specific Date


  • Change Due Date

  • Change Review Date

  • Change Attribute(s)

    You can:
    • Add to existing

    • Remove from existing

    • Replace all existing

  • Change Location(s)

    You can:
    • Add to existing

    • Replace all existing

  • Change Parent

    You can:

    • Replace existing 

    • Clear existing

  • Change Private

    You can:
    • Make Private

    • Make Public

  • Add Comment

  • Convert

  • Archive

    You can:

    • Archive

    • Unarchive

  • Delete

NOTE: If you select any Items that you do not have permission to edit and attempt to Bulk Change them, those Items will be unchanged by your actions.

 

How do I Bulk Change Items?

If you’re working with an Item List Card on one of your Boards, make sure the Card is in either Detail, List, or Tree View. For more info on this, visit this support page.

If you’re working with a list of Items in the Lists section, make sure the list is in the List View or the Tree View.

Then: 

  • Click Ellipses.pngin the top right corner of the Item List Card or the List.

  • In the resulting drop-down menu, click Bulkchange.png.

BulkChangeItems.jpg

Along the left-hand side of the list, a checkbox will appear next to each Item. Check the boxes next to each Item with which you want to make the change, then click the 2018-06-27_1343.png at the top left-hand corner of the List.

Based on your system permissions, in the resulting drop-down menu, you will get the following options:

  • Change Author

  • Change Responsible

  • Change Collaborator

  • Change Sponsor

  • Change Facilitator

  • Change Leader

  • Change Participant

  • Change Follower

  • Plan

  • Change Due Date

  • Change Review Date

  • Change Attribute

  • Change Locations

  • Change Parent

  • Change Private (Must have toggle private permissions)

  • Add Comment

  • Convert (Must select Items of the same Template Type)

  • Archive

  • Delete (Must have delete permissions) 

 

How do I Bulk Change Author?

Follow the steps described above, then:

  • In the resulting drop-down menu, click Change_Author.png.

BulkchangeAuthor.jpg

In the resulting window:

  • In the “Select the type of change” field, choose between:

    • “Add to existing” - This option will add the specified User(s) as an Author to the selected Item(s) in addition to the pre-existing Author(s).

    • “Remove from existing” - This option will remove the specified User(s) as an Author from the selected Item(s).

    • “Replace all existing” - This option will replace the current Author(s) on the selected Item(s) with the specified User(s).

  • In the “Author” field, select which User(s) you would like to add or remove as an Author.

NOTE: The number of Items that are selected will be displayed in the window. (Max of 50)

The change(s) you attempt to make will only affect the Items that you have permission to edit.

  • When you’re ready, click 2018-06-27_1401.png.

BulkchangeAuthorwindow.jpg

How do I Bulk Change Responsible?

Follow the steps described above, then:

  • In the resulting drop-down menu, click Bulk_Change_Responsible.png.

BulkChangeResponsible.jpg

In the resulting window:

  • In the “Responsible” field, select which User you would like to make them as the Responsible person for the selected Item(s).

  • In the “Start Date” field, you have the option to set a date for the selected Item(s) to start. 

NOTE: This type of change will only affect Improvement, Incident, and Task type templates that currently have a Responsible person already assigned to work on the Item(s).

If you select a future date as the Start Date, the Items will go into the Planned status.

The number of Items that are selected will be displayed in the window. (Max of 50)

The change(s) you attempt to make will only affect the Items that you have permission to edit.

  • When you’re ready, click 2018-06-27_1401.png.

BulkChangeResponsibleWindow.jpg

 

How do I Bulk Change Collaborator?

Follow the steps described above, then:

  • In the resulting drop-down menu, click Change_Collaborator.png.

BulkchangeCollaborator.jpg

In the resulting window:

  • In the “Select the type of change” field, choose between:

    • “Add to existing” - This option will add the specified User(s) as a Collaborator to the selected Item(s) in addition to the pre-existing Collaborator(s).

    • “Remove from existing” - This option will remove the specified User(s) as a Collaborator from the selected Item(s).

    • “Replace all existing” - This option will replace the current Collaborator(s) on the selected Item(s) with the specified User(s).

    • “Clear Existing” - This option will clear out all of the current Collaborator(s) so that there will be no Collaborators on the selected Item(s).

  • In the “Collaborator” field, select which User(s) you would like to add or remove as a Collaborator.

NOTE: The number of Items that are selected will be displayed in the window. (Max of 50)

The change(s) you attempt to make will only affect the Items that you have permission to edit.

  • When you’re ready, click 2018-06-27_1401.png.

BulkchangeCollaboratorwindow.jpg

How do I Bulk Change Sponsor?

Follow the steps described above, then:

  • In the resulting drop-down menu, click Change_Sponsor.png.

BulkchangeSponsor.jpg

In the resulting window:

  • In the “Select the type of change” field, choose between:

    • “Add to existing” - This option will add the specified User(s) as a Sponsor to the selected Item(s) in addition to the pre-existing Sponsor(s).

    • “Remove from existing” - This option will remove the specified User(s) as a Sponsor from the selected Item(s).

    • “Replace all existing” - This option will replace the current Sponsor(s) on the selected Item(s) with the specified User(s).

    • “Clear Existing” - This option will clear out all of the current Sponsor(s) so that there will be no Sponsors on the selected Item(s).

  • In the “Sponsor” field, select which User(s) you would like to add or remove as a Sponsor.

NOTE: The number of Items that are selected will be displayed in the window. (Max of 50)

The change(s) you attempt to make will only affect the Items that you have permission to edit.

  • When you’re ready, click 2018-06-27_1401.png.

BulkchangeSponsorwindow.jpg

How do I Bulk Change Facilitator?

Follow the steps described above, then:

  • In the resulting drop-down menu, click Change_Facilitator.png.

BulkchangeFacilitator.jpg

In the resulting window:

  • In the “Select the type of change” field, choose between:

    • “Add to existing” - This option will add the specified User(s) as a Facilitator to the selected Item(s) in addition to the pre-existing Facilitator(s).

    • “Remove from existing” - This option will remove the specified User(s) as a Facilitator from the selected Item(s).

    • “Replace all existing” - This option will replace the current Facilitator(s) on the selected Item(s) with the specified User(s).

  • In the “Facilitator” field, select which User(s) you would like to add or remove as a Facilitator.

NOTE: The number of Items that are selected will be displayed in the window. (Max of 50)

The change(s) you attempt to make will only affect the Items that you have permission to edit.

  • When you’re ready, click 2018-06-27_1401.png.

BulkchangeFacilitatorwindow.jpg

How do I Bulk Change Leader?

Follow the steps described above, then:

  • In the resulting drop-down menu, click Change_Leader.png.

BulkchangeLeader.jpg

In the resulting window:

  • In the “Select the type of change” field, choose between:

    • “Add to existing” - This option will add the specified User(s) as a Leader to the selected Item(s) in addition to the pre-existing Leader(s).

    • “Remove from existing” - This option will remove the specified User(s) as a Leader from the selected Item(s).

    • “Replace all existing” - This option will replace the current Leader(s) on the selected Item(s) with the specified User(s).

    • “Clear Existing” - This option will clear out all of the current Leader(s) so that there will be no Leaders on the selected Item(s).

  • In the “Leader” field, select which User(s) you would like to add or remove as a Sponsor.

NOTE: The number of Items that are selected will be displayed in the window. (Max of 50)

The change(s) you attempt to make will only affect the Items that you have permission to edit.

  • When you’re ready, click 2018-06-27_1401.png.

BulkchangeLeaderwindow.jpg

 

How do I Bulk Change Participant?

Follow the steps described above, then:

  • In the resulting drop-down menu, click Change_Participant.png.

BulkchangeParticipant.jpg

In the resulting window:

  • In the “Select the type of change” field, choose between:

    • “Add to existing” - This option will add the specified User(s) as a Participant to the selected Item(s) in addition to the pre-existing Participant(s).

    • “Remove from existing” - This option will remove the specified User(s) as a Participant from the selected Item(s).

    • “Replace all existing” - This option will replace the current Participant(s) on the selected Item(s) with the specified User(s).

    • “Clear Existing” - This option will clear out all of the current Participant(s) so that there will be no Participants on the selected Item(s).

  • In the “Participant” field, select which User(s) you would like to add or remove as a Participant.

NOTE: The number of Items that are selected will be displayed in the window. (Max of 50)

The change(s) you attempt to make will only affect the Items that you have permission to edit.

  • When you’re ready, click 2018-06-27_1401.png.

BulkchangeParticipantwindow.jpg

How do I Bulk Change Follower?

Follow the steps described above, then:

  • In the resulting drop-down menu, click Change_Follower.png.

BulkchangeFollower.jpg

In the resulting window:

  • In the “Select the type of change” field, choose between:

    • “Add to existing” - This option will add the specified User(s) as a Follower to the selected Item(s) in addition to the pre-existing Follower(s).

    • “Remove from existing” - This option will remove the specified User(s) as a Follower from the selected Item(s).

    • “Replace all existing” - This option will replace the current Follower(s) on the selected Item(s) with the specified User(s).

    • “Clear Existing” - This option will clear out all of the current Follower(s) so that there will be no Followers on the selected Item(s).

  • In the “Follower” field, select which User(s) you would like to add or remove as a Follower.

NOTE: The number of Items that are selected will be displayed in the window. (Max of 50)

The change(s) you attempt to make will only affect the Items that you have permission to edit.

  • When you’re ready, click 2018-06-27_1401.png.

BulkchangeFollowerwindow.jpg

How do I Bulk Plan?

Follow the steps described above, then:

  • In the resulting drop-down menu, click Bulk_Plan.png.

BulkChangePlan.jpg

In the resulting window:

  • In the “Reason for Planning” field you have the option to provide a reason for why the selected Item(s) are being planned.

  • You can then select between “Decide Later” or “Specific Date”.

  • Selecting “Decide Later”, you can:

    • In the “Responsible” field, you have the option of selecting a User to be assigned to the selected Item(s) as the Responsible person.

    • In the “Due Date” field, you have the option to set a date for the selected Item(s) to be due.

  • Selecting “Specific Date”, you can:

    • In the “Responsible” field, you must select a User to be assigned to the selected Item(s) as the Responsible person.

    • In the “Start Date” field, you must set a date for the selected Item(s) to start.

    • In the “Due Date” field, you must set a date for the selected Item(s) to be due.

NOTE: You can only plan Improvement, Incident, and Task type templates from the New, Planned, Active, Overdue, Deferred, and Resolution Submitted status only. 

The number of Items that are selected will be displayed in the window. (Max of 50)

The change(s) you attempt to make will only affect the Items that you have permission to edit.

  • When you’re ready, click 2018-06-27_1401.png.

BulkPlanWindow.jpg

 

How do I Bulk Change Due Date?

Follow the steps described above, then:

  • In the resulting drop-down menu, click Change_Due_Date.png.

BulkchangeDueDate.jpg

In the resulting window:

  • In the “Due Date” field, select the current or future date in which you would like the selected Items to have their current due date be changed to the newly specified due date. 

NOTE: Only Items that currently have a set due date will be affected by this change

The number of Items that are selected will be displayed in the window. (Max of 50)

The change(s) you attempt to make will only affect the Items that you have permission to edit.

  • When you’re ready, click 2018-06-27_1401.png.

BulkchangeDueDatewindow.jpg

How do I Bulk Change Review Date?

Follow the steps described above, then:

  • In the resulting drop-down menu, click Change_Review_Date.png.

BulkchangeReviewDate.jpg

In the resulting window:

  • In the “Review By Date” field, select the current or future date in which you would like the selected Items to have their current review date be changed to the newly specified review date. 

NOTE: Only Items that currently have a set review date will be affected by this change

The number of Items that are selected will be displayed in the window. (Max of 50)

The change(s) you attempt to make will only affect the Items that you have permission to edit.

  • When you’re ready, click 2018-06-27_1401.png.

BulkchangeReviewDatewindow.jpg

How do I Bulk Change Attribute?

Follow the steps described above, then:

  • In the resulting drop-down menu, click Change_Attribute.png.

BulkchangeAttribute.jpg

In the resulting window:

  • In the “Select the type of change” field, choose between:

    • “Add to existing” - This option will add the specified attribute value to the selected Item(s) in addition to the pre-existing attribute value(s).

    • “Replace all existing” - This option will replace the current attribute value(s) from the specified Attribute on the selected Item(s) with the specified attribute value.

    • “Clear existing” - This option will clear out all of the current attribute value(s) so that there will be no attribute values from that specified Attribute on the selected Item(s).

  • In the “Attribute Type” field, select which Attribute you would like to change.

  • In the “Attributes” field, select which Attribute value you would like to add to the selected Items.

NOTE: This type of change will only affect Value Type Attributes. This does not include Location, People, or Weighted Score Attributes. 

The number of Items that are selected will be displayed in the window. (Max of 50)

The change(s) you attempt to make will only affect the Items that you have permission to edit.

  • When you’re ready, click 2018-06-27_1401.png.

BulkchangeAttributewindow.jpg

How do I Bulk Change Locations?

Follow the steps described above, then:

  • In the resulting drop-down menu, click Change_Locations.png.

BulkchangeLocations.jpg

In the resulting window:

  • In the “Select the type of change” field, choose between:

    • “Add to existing” - This option will add the specified Network Location(s) to the selected Item(s) in addition to the pre-existing Network Location(s).

    • “Replace all existing” - This option will replace the current Network Location(s) from the specified Location type on the selected Item(s) with the specified Network Location(s).

  • In the “Originating Location(s)” field, select which Network Location(s) you would like to add to the selected Items.

NOTE: Changing the Originating Location(s) will ONLY apply to Improvement and Incident workflows.

  • In the “Responsible Location(s)” field, select which Network Location(s) you would like to add to the selected Items.

NOTE: Changing the Responsible Location(s) will apply to Project, Improvement, Incident, Chart, and Task workflows. 

The number of Items that are selected will be displayed in the window. (Max of 50)

The change(s) you attempt to make will only affect the Items that you have permission to edit.

  • When you’re ready, click 2018-06-27_1401.png.

BulkchangeLocationswindow.jpg

How do I Bulk Change Parent?

Follow the steps described above, then:

  • In the resulting drop-down menu, click Change_Parent.png.

BulkchangeParent.jpg

In the resulting window:

  • In the “Select the type of change” field, choose between:

    • Replace existing” - This option will replace the current Item(s) specified as the Parent on the selected Item(s) with the specified Item.

    • Clear existing” - This option will clear out the current Item(s) specified as the Parent on the selected Item(s) and will unnest them.

  • In the “Parent” field, select which Item in the system you want the selected Item(s) to be nested under. 

NOTE: An Item can only have 1 Parent Item.

The number of Items that are selected will be displayed in the window. (Max of 50)

The change(s) you attempt to make will only affect the Items that you have permission to edit.

  • When you’re ready, click 2018-06-27_1401.png.

BulkchangeParentwindow.jpg

 

How do I Bulk Change Private?

NOTE: You must have the “Toggle Private” permission for the specified workflow to perform this type of change.

Follow the steps described above, then:

  • In the resulting drop-down menu, click Change_Private.png.

BulkchangePrivate.jpg

In the resulting window:

  • In the “Private Change” field, choose between:

    • “Make Private” - This option will put all of the selected Items in a Private state.

    • “Make Public” - This option will put all of the selected Items in a Public state.

NOTE: The number of Items that are selected will be displayed in the window. (Max of 50)

The change(s) you attempt to make will only affect the Items that you have permission to edit.

  • When you’re ready, click 2018-06-27_1401.png.

BulkchangePrivatewindow.jpg

How do I Bulk Add Comment?

Follow the steps described above, then:

  • In the resulting drop-down menu, click Add_Comment.png.

BulkAddComment.jpg

In the resulting window: 

  • In the “Comment” field, enter the desired comment you want to be added to all of the selected Item(s).

NOTE: The number of Items that are selected will be displayed in the window. (Max of 50)

The change(s) you attempt to make will only affect the Items that you have permission to edit.

  • When you’re ready, click 2018-06-27_1401.png.

BulkAddCommentwindow.jpg

How do I Bulk Convert?

Follow the steps described above, then:

  • In the resulting drop-down menu, click Bulk_Convert.png.

BulkChangeConvert.jpg

In the resulting window:

  • In the “Convert to:” field, select the new Template Type you would like to convert the selected Item(s) to. 

NOTE: The current Template Type may be limited to what other Template Types it can convert to. 

Reach out to your Customer Experience Lead to help learn more about this.

  • Leave the box checked next to “Add Current Team” if you wish to add the same Users on the same Items once they have been converted to the new Template Type.

NOTE: If you are converting from one Workflow to another, the Team Roles may change.

 

  • Once you select a Template Type, additional fields will appear. These will be the Fields that are populated on the current Template Type. For each Field, select a Field that is on the new Template Type to map out where the Fields’ information carries over on the new Template.

NOTE: Depending on the type of Field, your options may be limited to which new Fields you can map your existing Fields over to.

If the same Field exists on both Template Types, then it will be automatically populated under the Map Fields section. 

Attributes that also exist on both Template Types will automatically carry over the same values. Otherwise, their value(s) will be lost.

When converting Items, the status will be changed back toStatus_-_New.png , any dates that no longer apply will be removed, any Resolution details will be lost, and if the new Workflow type does not support the nested Items then they will be un-nested.

The number of Items that are selected will be displayed in the window. (Max of 50)

The change(s) you attempt to make will only affect the Items that you have permission to edit.

 

  • When you’re ready, click Convert_-_blue.png.

BulkChangeConvertWindow.jpg

 

How do I Bulk Archive?

Follow the steps described above, then:

  • In the resulting drop-down menu, click Change_Archive.png.

BulkArchive.jpg

In the resulting window: 

  • In the “Reason for Archiving” field, enter the reason why you want to archive the selected Item(s).

  • In the “Archive Change” field, choose between:

    • “Archive” - This option will archive all of the selected Items.

    • “Unarchive” - This option will unarchive all of the selected Archived Items.

NOTE: The number of Items that are selected will be displayed in the window. (Max of 50)

The change(s) you attempt to make will only affect the Items that you have permission to edit.

  • When you’re ready, click 2018-06-27_1401.png.

BulkArchivewindow.jpg

How do I Bulk Delete?

NOTE: You must have the “Delete” permission for the specified workflow to perform this type of change.

Follow the steps described above, then:

  • In the resulting drop-down menu, click DeleteButton.png.

BulkDelete.jpg

In the resulting window: 

  • In the “Reason for Deleting” field, enter the reason why you want to delete the selected Item(s).

  • Check the box next to “I understand this cannot be undone”.

NOTE: We strongly recommend either Archiving, Completing, or Resolving it with one of the no change reasons for tracking and reporting purposes.

**Please visit this support page for more information on what happens when you delete workflows.**

NOTE: The number of Items that are selected will be displayed in the window. (Max of 50)

The change(s) you attempt to make will only affect the Items that you have permission to edit.

  • When you’re ready, click 2018-06-27_1401.png.

BulkDeletewindow.jpg

 

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