Bulk actions let you change many items in one go rather than opening each one.
They are available on your work list and work board, on the XBert Automation page, and on templates and schedules.
Bulk actions on your work list or work board
Open your Work List, or any board other than the Time Flow Board.
The Time Flow Board has no Date Range Selector, so you cannot set a period from there.
Set the Date Range Selector to the period you want to change.
Filter down to exactly what you want. Whatever is left in your view is what gets selected in the next step, so the tighter you filter here, the less you have to undo by hand. Filter by client, process, assignee, or to Tasks or XBerts only.
Click the Bulk Actions icon in the header. The modal opens at Step 1 of 3 with every item in your filtered view already ticked, and tells you how many that is.
Review the list and untick anything you do not want to include. There is a search box for finding a specific item, and Deselect All if you would rather start from nothing and pick a handful. Click Continue, which carries the final count.
Choose one of the four actions below, then click Continue.
Set the new value, then click Update Notifications.
You are returned to your work view with the changes applied.
đĄ If something you expected is not in the selection list, it was filtered out before you opened Bulk Actions. Close the modal, widen the date range or clear a filter, and start again.
The four actions
Action | What it does |
Update Due Date | Change the due date for the selected items |
Update Assigned User | Change who they are assigned to |
Update Status | Change their status, including marking them Completed |
Update Priority | Set or unset the priority flag |
Completed work drops out of your default view.
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To see it again, filter for a Completed status. XBerts additionally show as Resolved or Unresolved, depending on whether the underlying issue was actually fixed in the accounting software.
Example: clearing a backlog of Work
Work items pile up. A client you have caught up on, a period the team has moved past, or a stretch where things were done but never marked off. Rather than opening each one, close the lot in a few clicks.
Open your Work List, or any board other than the Time Flow Board.
Set the Date Range Selector to the period you want to clear.
Filter down to exactly what you want to close, for example a single client, one process, or everything assigned to one person.
Click Bulk Actions. Everything in your filtered view is already selected, so untick any exceptions, then click Continue.
Choose Update Status, then Continue.
Select Completed, then click Update Notifications.
Everything you selected drops out of your default view, but nothing is deleted.
To find it again, filter for a Completed status in your Work List, or open the Completed column that sits collapsed on the far left of the Time Flow Board.
đĄ Check the selection before you confirm.
There is no single undo, so putting items back means selecting them again and changing the status a second time.
Bulk actions on the XBert Automation page
The XBert Automation page has its own, longer, set of bulk actions.
Click the Bulk Actions icon in the header, select the XBerts, then choose from:
Update Process - change the process assignment for selected XBerts
Update Status - change the notification status for selected XBerts
Update Assigned Role - change the assigned role for selected XBerts
Update Estimated Time - set estimated completion time for selected XBerts
Update Priority - change priority level for selected XBerts
Update Due Date - set due date configuration for selected XBerts
Update Risk Level - change the risk level for selected XBerts
Update Risk Type - change the risk type for selected XBerts
Update Active Status - enable or disable selected XBerts
Finish with Update XBerts.
Bulk actions on templates and schedules
The Templates page has the same Bulk Actions icon in its header. Clicking it opens a short menu headed Apply bulk actions to templates and schedules, with two choices:
Bulk Actions Templates
Bulk Actions Schedules
Pick whichever you want to update, then work through the same select-and-choose-an-action steps.
đ Read more here: How To: Use Bulk Actions on Templates and Schedules
Who can use bulk actions
On your work list and boards
Any team member can, on the clients they have access to. Two people with the same client access permissions will see and be able to update the same items, so a team can share the work.
đ Read more here: Invited Users' Client Access Permissions
On the Templates and XBert Automation pages
Bulk actions are admin only. Both sit in the Automation area, which non-admin users cannot open at all, so the bulk tools there are out of reach for them regardless of their client access.
FAQs
Does bulk updating delete anything?
No. Marking work as Completed changes its status, it does not remove it. It drops out of your default view, and you can bring it back by filtering for a Completed status.
Can I undo a bulk action?
Not in one step. You would need to select the items again and set them back, so it is worth checking your selection before you confirm.
Need help?
If you have any questions, our support team is here to help!
Reach out via the chat widget on the bottom left of your XBert screen (Help), or email us at support@xbert.io