How To: Bulk Actions for Projects

Efficiently manage your workflow by updating multiple projects at once. This functionality allows you to execute widespread changes directly from your project listing page, significantly reducing the manual effort required for administrative upkeep.

By utilizing bulk actions, you can manage updates to the projects across large portfolios, ensuring that timelines, assignments are applied uniformly across your selected items. This will ensure users can quickly realign projects after plan changes and maintain consistency across initiatives.

Jump to:

• Accessing Bulk Actions
• Folder Bulk Actions
• Understanding Greyed-Out (Disabled) Actions

Accessing Bulk Actions

To initiate a bulk action, navigate to your Projects Planning listing page.

1. Select Items: Click the checkboxes on the left-hand side of the projects you wish to modify.
2. Selection Counter: As you select items, a blue indicator will appear at the top of the list, displaying the count (e.g., "(4 selected)").
3. Open Menu: Click the vertical ellipsis icon (three dots) immediately to the right of the selection counter to open the bulk actions dropdown menu.

Available Bulk Actions

From the dropdown menu, you can perform several critical updates on your selected items simultaneously.

Project Bulk Edit Actions

1. Change Owner: Update the primary owner user for the selected projects.
2. Edit Dates: Modify the start and due dates for multiple projects.
3. Edit Contributors: Add team members listed as contributors on the selected projects.
4. Edit Observers: Add team members listed as observers on the selected projects.

Status and Lifecycle Management

5. Set to Archived: Move the selected items to the archive to remove them from active views.
6. Set to Active: Re-activate previously archived items.
7. Delete Projects/Tasks: Permanently remove the selected items from the system. (A prompt with confirm the choice before deleting the projects).

Folder Management

1. Move to Folder: Shift all selected items into a specific folder structure. The menu will display the count of items being moved (e.g., "Move to Special Events").
2. Remove from Folder: Detach selected items from their current folders, leaving them 'unfolderized'.

For more details on how to use folders, please refer to this article.

Understanding Greyed-Out (Disabled) Actions

In the screenshot below, you can see that several menu options (like "Change Owner," "Set to Archived," and "Delete Projects") are greyed out and cannot be selected.

Why are actions greyed out?

An action is typically greyed out (disabled) in the bulk menu for two main reasons:

1. Missing Permissions: You may not have the necessary permission levels (i.e., owner, contributor or observer on projects level) required to perform that specific action on one or more of the projects that have been selected.
2. Unsupported State: The action may not be applicable to the current state of all selected items (e.g., you cannot "Activate" a selection if some items are already active).