Bulk Close and Bulk Edit Work Orders

Save time by updating or closing multiple work orders at once directly from the Work Order list. Instead of opening each work order individually, you can select several work orders and apply changes or initiate a close request in a single action.

Prerequisites

Before using the bulk actions, make sure the following conditions are met:

• You must be online. Both bulk close and bulk edit require an active internet connection.

• You must have the correct permissions. Bulk Close requires the Work Order Status / Approve Flow permission. Contact your system administrator if you do not see the bulk action buttons.

• Work orders must be selectable. Locked work orders and work orders in a Pending state cannot be included in bulk actions and will be skipped automatically.

Where to Find These Features

Both bulk actions are available from the Work Order List view.

1. Navigate to Work Orders in the main menu.

2. Use the checkboxes on the left side of the list to select one or more work orders.

3. Once at least one work order is selected, the Bulk Close and Bulk Edit buttons will appear in the action toolbar above the list.

Bulk Edit Work Orders

Use Bulk Edit to update shared fields across multiple work orders at the same time.

What you can edit

The following fields can be updated in a single bulk edit operation:

You only need to fill in the fields you want to change. Fields left empty will not be updated.

How to bulk edit work orders

1. In the Work Order list, use the checkboxes to select the work orders you want to edit.

2. Click the Bulk Edit button in the toolbar.

   • If any selected work orders are locked or in a Pending state, a warning dialog will appear showing how many will be skipped and how many are eligible. Click Proceed to continue with the eligible work orders only, or Cancel to go back.

   • If all selected work orders are eligible, the edit modal opens directly.

3. In the Edit Work Orders modal, fill in one or more fields you want to update.

   ℹ️ The OK button remains disabled until you have made at least one change.

4. Click OK to apply the changes.

5. A success notification will confirm how many work orders were updated. The list refreshes automatically.

Important limitations

• Locked work orders and work orders in Pending state are automatically excluded from bulk edit. They will not be changed even if selected.

• Only fields you explicitly fill in will be updated. Leaving a field empty means that field remains unchanged on all selected work orders.

Bulk Close Work Orders

Use Bulk Close to send multiple work orders into the Closed status simultaneously. Because closing a work order typically requires approval, this action initiates the approval request flow for all eligible work orders at once.

How to bulk close work orders

1. In the Work Order list, use the checkboxes to select the work orders you want to close.

2. Click the Bulk Close button in the toolbar.

   ⚠️ If Bulk Close is not visible, check that you are online and that you have the Work Order Status / Approve Flow permission.

3. The system checks each selected work order for eligibility:

   • Work orders that are already in Pending state, are locked, or do not require an approval step to close are automatically excluded.

   • If some work orders are ineligible, a warning dialog will appear showing the number of eligible and ineligible work orders. Click Proceed to continue with the eligible ones only, or Cancel to go back and revise your selection.

4. The Request Approval modal opens. Select one or more approvers who should review and approve the close request.

5. Click Confirm to send the approval requests.

6. A notification will confirm the result:

   • All successful – All requests were sent successfully.

   • Partial – The notification will show how many were sent, skipped, and failed.

   • Failed – An error occurred. Check your connection and try again.

7. The work order list refreshes automatically.

Important limitations

• Bulk Close does not immediately close work orders. It sends them into the approval workflow. The work orders will only move to Closed status once an approver accepts the request.

• Work orders already in Pending state (awaiting another approval) are skipped and cannot be included in a new bulk close request.

• Locked work orders are excluded automatically.

• If your company's Kanban configuration does not have a Closed status set up, the bulk close action will fail with an error. Contact your system administrator to verify the Kanban status configuration.

• Bulk Close is only available when you are online. It cannot be performed in offline mode.

Frequently Asked Questions

What happens to work orders that are skipped during a bulk action?
Skipped work orders are not modified in any way. Only eligible work orders are affected. You can action the skipped work orders individually if needed.

Can I bulk close and bulk edit at the same time?
No. These are two separate actions. Perform one action, allow the list to refresh, then select work orders again for the next action.

Why is the Bulk Close button not showing?
The button is only visible when at least one work order is selected, you are online, and you have the Work Order Status / Approve Flow permission. If you meet all these conditions and still cannot see the button, contact your system administrator.

Why is the OK button greyed out in the Bulk Edit modal?
The OK button is disabled until you have changed at least one field. Enter a value in any field to enable it.