Quick edit and mass updates on multiple requests

You can modify or perform the same action on multiple requests of the same request type simultaneously.

Edit multiple requests simultaneously

You can use Quick edit to modify multiple requests from a single page simultaneously.

Note: The quick edit feature is enabled by default. To disable it, set the DISABLE_QUICK_EDIT_MASS_UPDATE server configuration parameter to true. For more information, see the Demand Management Configuration Guide.

Advantages of performing quick edits

Performing quick edits is advantageous in scenarios as the following:

  • Upon identifying 20 new unassigned requests, you need to assign designated resources to 15 of the requests and specify individual priorities for each of them.

  • After you locate all new requests of the DEM - Application Bug type, you want to specify the priority and ensure that the accurate application is specified for each request.

Considerations for performing quick edits

Consider the following before you perform edits on multiple requests:

Caution: Do not use PFM - Finish Period by Month validation for non-PFM-Proposal request types. An error occurs when performing Quick Edit or Mass Update on requests of non-PFM-Proposal request types that use PFM - Finish Period by Month validation. This is because the PFM - Finish Period by Month validation requires a field with token KNTA_PLAN_START_DATE for the SQL to be executed, while for most of non-PFM-Proposal request types, there is no such field.

Consideration Details
Limited to requests of the same request type

You can only perform quick edits on requests that are of the same type. Therefore, when you search for requests, select only one request type if you plan to do a quick edit.

Not applicable to advanced UI rules

Advanced UI rules set up for requests do not work during quick edits. For example, any UI rules defined to dynamically show or hide a field, change the field styling, or make a field required, are not applied when performing a quick edit. However, upon saving the requests, any fields that would have been dynamically required based on other edits made by the user are enforced.

Applicable to standard request fields only

During a quick edit, you can update standard request fields such as text fields, date fields, and lists, but you cannot edit complex components such as attachments, table components, and entity-chooser components such as staffing profiles.

You cannot perform quick edits to take workflow actions or to update aspects of a request other than basic field values. For instance, you cannot add notes, interact with references, or manage resources during a quick edit.

Quick edits in multiple languages

If your PPM instance supports multiple languages, note that you can only edit request types in the language in which they are defined.

If you cannot edit a request type because it was defined in a language different from your current session language, log out of PPM and then log on again. During the subsequent login, ensure that you select the request type's definition language as your session language. For more information, see the Multilingual User Interface Guide.

Error handing when performing quick edits

When you click Save or Done, the system attempts to save all the requests you have updated. If problems are encountered, it displays a list of the requests that could not be saved and the reasons the saves failed.

Errors can occur if:

  • A request was updated by a different user in another session before you saved your changes.

  • A UI rule to make an empty field required was triggered on save. For detaisl, see Considerations for performing quick edits.

Perform quick edits

To perform a quick edit on a set of requests:

  1. Search for a set of requests of the same type.

    The Request Search Results page opens and lists your search results.

  2. Select the checkboxes for the requests on which you want to perform a quick update.

  3. Below the list of requests, click Edit, and then select Quick Edit.

    The Modify Requests page opens and lists the requests you selected.

  4. Click the row that displays a request you want to edit.

    The fields you are authorized to edit become enabled.

  5. Make necessary changes in the enabled fields.

  6. For each of the remaining requests, repeat step 4 and step 5.

  7. To save your updates and remain in the Modify Requests page, click Save. To save your updates and close the Modify Requests page, click Done.

Note: You can also use quick edit functionality from the Request Browser. For instructions on how to use the Request Browser to search requests, see Use Request Browser to search for requests .

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Act on multiple requests simultaneously

You can use Mass update to perform the same action on multiple requests of the same type simultaneously, instead of updating each request individually.

Tip: The mass update feature is enabled by default. To disable it, set the DISABLE_QUICK_EDIT_MASS_UPDATE server configuration parameter to true. For more information, see the Demand Management Configuration Guide.

Advantages of performing mass updates

Performing mass updates is advantageous in scenarios as the following:

  • You want to assign the same developer to 20 newly created defect requests. This involves updating the Assigned To field on all 20 requests, and updating the Status field New to Assigned.

  • You are assigned 15 requests, because you are going on an extended vacation, you need to reassign all these requests to another engineer.

  • To make sure the same specific stakeholders can receive the notifications generated from the escalations from a designated customer account, you need to add the same set of specific stakeholders to these escalations.

Considerations for performing mass updates

Consider the following before you perform mass updates on multiple requests:

Caution: If your PPM instance supports multiple languages, remember that request types can only be modified in the language in which they were initially defined. If you cannot edit a request type because it was defined in a language different from your current session language, log out of PPM and then log on again, this time selecting the request type's definition language as your session language. For more information, see the Multilingual User Interface Guide.

Consideration Details
Limited to requests of the same request type

You can only perform mass updates on requests that are of the same type. So, when you search requests, select only one request type if you plan to perform mass updates.

Not applicable to advanced UI rules

Advanced UI rules that have been set up for requests do not work during mass updates. For example, any UI rules defined to dynamically show or hide a field, change the field styling, or make a field required, are not applied while a user performs a mass update. However, upon saving the requests, any fields that would have been dynamically required based on other edits made by the user are enforced.

Applicable to standard request fields only
  • You can update standard request fields (such as text fields, date fields, and lists), workflow actions, and you can add notes to requests.
  • You cannot perform mass updates on complex components such as attachments, table components, and entity-chooser components (such as staffing profiles).
Requests should be at the same workflow step and limited to one step at a time

If all of the requests you select to update are active at the same workflow step, you can take action on that step for all of the requests. However, you can update only one active workflow step at a time.

Impacts on automated processes

Evaluate the potential impact of mass updates on automated processes. Any updates you perform may trigger subsequent updates to additional fields that are dependent on the changes made.

Error handling in mass updates

When you click Save or Done, the system attempts to save all of the requests you have updated. If problems are encountered, it displays a list of the requests that could not be saved and the reasons the saves failed.

Errors can occur if:

  • A request was updated by a different user in another session before you saved your changes.

  • A UI rule to make an empty field required was triggered on save. For details, see Considerations for performing mass updates.

Perform mass updates

To perform mass updates on multiple requests simultaneously:

  1. Search for requests of the same request type.

  2. On the Request Search Results page, select the checkboxes for the requests to update.

  3. Click Edit, and then select Mass Update.

    The Modify Requests page opens and lists the selected requests.

  4. Do one of the following:

    • If the Available Actions section is available, you can click an action button to take action on the same workflow step for all the selected requests.
    • To enter the same description for all the requests, type it into the field below the Description column.

      To empty the Description field for all the requests, below the Description column, select the Apply Blank checkbox.

    • To assign the same resource to all the requests, under the Assigned To column, select resource to assign.

      To empty the Assigned To field for all the requests, below the Assigned To column, select the Apply Blank checkbox.

    • To assign the same priority to all the requests, from the Priority list below the Priority column, select the priority value.

      To empty the Priority field for all the requests, below the Priority column, select the Apply Blank checkbox.

    Note: You can only use mass update on the columns for which fields are provided.

  5. Click Done.

    The Request Mass Update Confirmation dialog box opens and lists the changes to make.

  6. Click Continue to confirm.

    If any of the changes you specified could not be implemented, a message to that effect is displayed in the upper-left corner of the page next to the warning icon , along with a link to view a separate window that lists of all requests that could not be saved, and a description of the reasons.

Note: You can also use mass update functionality from the Request Browser. For instructions on how to use the Request Browser to search requests, see Use Request Browser to search for requests .

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Field level security check

PPM performs security check on mass updates by adding pre-checks to the following scenarios:

Scenario Details
When clicking Mass Update on Request Search Results page

When you click Mass Update to perform mass updates on selected multiple requests, a security check is performed to verify the selected requests for potential issues that might cause the mass update operation fail. The security check includes the following pre-checks:

  • Status dependencies check. Checks field status dependencies for non-editable fields.
  • Field level security validation. Validates field level security of the selected requests to see if the user has appropriate privileges.
  • Display-only check. Checks for display-only fields.

With these pre-checks performed, the Request Batch Update page displays the requests for updates accordingly:

  • If one column is not editable for ALL the selected requests, then this column is displayed as read-only and grayed out.
  • If one column is editable for at least one request among the requests that users selected to update, then this column is displayed as editable.
When clicking Save or Done on Request Batch Update page

When you click Save or Done on the Request Batch Update page, some more applicable pre-checks are performed, such as checking the status of requests whether they are still valid for the mass update.

If any potential errors exist, for example,

  • The pre-check finds that the Editable option for a request field is set to No for the current status, then update to this field would not be applied.

  • A request contains fields that users do not have authorization to edit, then the request could not be updated.

Then, warning messages are displayed on the Request Batch Update Confirmation page, listing requests that could not be updated, with a descriptions of the reasons. This pro-active warning message would enable users to decide whether they want to continue or not.

Workflow transition check

When you click any workflow actions on Request Batch Update page, some pre-validations are performed, including security check, check request status, and check whether an action is still available for the selected requests. If any potential errors exist, warning messages are displayed on the Request Batch Update Confirmation page for users, listing requests that could not be updated, and a description of the reasons.

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See also: