In this article you will learn:
1. What is the Bulk Edit function
The Bulk Edit function is a powerful tool for applying updates to multiple tasks, milestones, checklist items, or projects at once. Whether you need to assign responsibilities, update statuses, manage schedules, or book resources, Bulk Edit simplifies project management and saves time.
2. Where can I use bulk edit?
Using Bulk Edit in List View
Navigate to the List view of your project.
Use checkboxes to select tasks, milestones, or checklist items.
Apply actions like Assign Responsible, Change Status, or Add Booking.
Using Bulk Edit in Portfolio View
Open the Portfolio view and select projects using checkboxes.
Apply bulk actions like status updates or deletions to selected projects.
Using Bulk Edit via Global Search
Open Global Search and filter tasks by type, project, or other criteria.
Use checkboxes to select filtered results.
Apply bulk actions such as Assign Approver or Add Booking.
3. Bulk Edit Actions by Category
1. Task Management
Assign Responsibilities
Use this to assign a responsible person to multiple tasks, milestones, or checklist items simultaneously.
Common use cases:
Transitioning responsibilities during vacations or team changes.
Assigning a responsible person in a project template.
Steps to Assign Responsibilities:
Open the List view of your project.
Select tasks using the checkboxes next to their names.
Click Assign Responsible in the bottom menu.
Choose the person to assign and click Assign.
Changing Assigned Responsibility
Update responsibilities when transitioning between colleagues or teams.
Steps to Change Assigned Responsibility:
Open the Search view and filter tasks by domain.
Use the checkboxes to select the relevant tasks.
Click Assign Responsible, search for the new assignee, and click Assign.
2. Resource Management
Booking Teams, Roles, and Resources
Use this to book one or more teams, roles, or resources on multiple tasks simultaneously.
Steps to Book Teams, Roles, or Resources:
Open the list view in projects, search, my tasks, or team boards.
Select tasks using the checkboxes (up to 20 tasks at a time).
Click Add Booking in the bottom menu.
Choose one of the options:
Book Role
Book Team
Book Resource
Click Book to confirm.
Notes:
You can book roles, teams and resources on tasks but not change the bookings
You can only edit up to 20 items at a time for bookings
Roles, teams, and resources can only be booked on tasks (not milestones or checklist items).
If tasks from multiple organizations are selected, only resources from the majority organization will be available.
3. Schedule Updates
Changing Start and End Dates
Adjust the start and end dates for tasks or milestones in bulk.
Steps to Change Dates:
Open the List view of a project.
Select tasks using the checkboxes.
Click Change Dates in the bottom menu.
Modify the dates and optionally add comments.
Click Proceed to save changes.
Tip: For milestones, checklist items, or a mix of tasks, only the end date can be modified.
4. Status Updates and Comments
Bulk Status Updates
Update the status and add comments to multiple tasks at once.
Steps to Update Status:
Select tasks in List view or Portfolio view.
Click Change Status in the bottom menu.
Update the status and add comments.
5. Other Actions
Assigning Approvers
Assign approvers to checklist items across projects.
Steps to Assign Approvers:
Use the Search view to filter tasks by type (checklist items).
Select items using checkboxes.
Click Assign Approver in the bottom menu and choose an approver.
Click Assign to confirm.
Deleting Multiple Items
Remove tasks, milestones, or checklist items in bulk.
Steps to Delete Items:
Select items in List view or Portfolio view.
Click Delete in the bottom menu.
4. FAQs and Troubleshooting
Why can’t I bulk edit milestones?
Milestones can only have their end dates modified.
What happens if I select tasks and checklist items together?
Only tasks will be included in bulk edits for actions like booking resources.
Why can’t I book roles, teams, or resources for more than 20 tasks at once?
Bulk booking is limited to 20 tasks. If you select more, a prompt will ask you to reduce your selection.
What happens if I select tasks from multiple organizations?
Resources available for booking will only be from the organization linked to the majority of selected tasks.
How do I resolve insufficient permissions?
If you lack permissions for certain tasks, changes will only proceed for accessible tasks. Check with your administrator for access rights or refine your selection to include only tasks you can edit.