Bulk actions let you change the due date or responsible parties for selected tasks, or delete tasks. First narrow down the list carefully and check the selected rows. The visible search results and the tasks selected for a change are not the same thing. The workflow described here is carried out in the browser.

Select tasks and check permissions

  1. Open Tasks in the side menu, then Tasks in its submenu. On the page, select Datatables → Default view.
  2. Filter the table to show the tasks you want to process. If needed, see task list filters and views.
  3. Select the rows to process using the checkboxes in the Actions column. Filtering the search results alone does not select tasks.
  4. Open the bulk action menu by clicking the icon in the Actions column header.

Changing tasks requires permission to edit each task being processed, and deleting them requires permission to delete each task. Being able to see a task or open the bulk action menu does not guarantee these permissions. Tasks for which you lack the required permission are excluded from processing on the server. If no permitted tasks remain, the request fails.

Number of tasks to be updated on the change form shows the number of selected rows, not the number of tasks that will definitely be changed. The action includes tasks loaded into the table and selected using their checkboxes; it does not automatically process the entire set of search results.

Change the due date

  1. Select Change due date from the bulk action menu.
  2. Enter a new date in the form's Choose a due date field and check the number of tasks. A date is required: this action cannot clear the due date.
  3. Click Change due date on the form and confirm using the same button.

The same date is set for all tasks being processed. The action does not move each task's date forward by, for example, one week.

This action cannot change the due date of a task linked to a contract. If even one contract task remains in the set to be processed after edit permissions have been checked, the entire due date request is rejected before background processing begins. Deselect the contract tasks and apply the change to the other tasks.

The due date indicates the target date for the work, resourcing indicates planned working time, and hour entries record work actually done. Changing the due date does not move users' existing resourcing or hour entries. When an open or late task is saved, its status is set according to the due date: a due date before today makes the task late, while today or a later date makes it open. For tasks in other statuses, changing the due date does not itself change the status.

Change responsible parties and choose resourcing

  1. Select Change responsible from the bulk action menu.
  2. Click the form's Select responsible button. In the window that opens, select the appropriate responsible parties on the Attach for users, Attach for the users of role or Attach for role tab. Confirm your selection using the window's Select responsible button. At least one responsible party is required.
  3. Check the number of tasks and the Default resourcing and Keep resourcing options below it. These options are mutually exclusive; default resourcing is initially selected.
  4. Click Change responsible on the form and confirm using the same button.

The selection replaces the tasks' previous responsible parties. New people are not added alongside the existing ones. You must therefore also select any existing responsible parties you want to continue on the task. Resourcing for users left out of the selection is removed. Responsibility assigned directly to a role does not have user-specific resourcing saved for it, so switching from user responsibility to direct role responsibility removes users' time reservations.

Default resourcing

Default resourcing replaces previous user-specific time reservations with one time reservation for each selected user. The bulk change uses the service's default resourcing values, rather than the task template's own resourcing.

The start date is calculated by subtracting the configured lead time in days from the task's due date. The service's start time is set for that date, and the end time is the start time plus the duration in minutes. If there is no due date, the time of processing is used as the starting point for the calculation. Unless separate service values have been saved, the defaults are a start time of 08:00, a duration of 60 minutes and a lead time of 0 days.

For example, with a due date of 15 October, a lead time of 2 days, a start time of 08:00 and a duration of 90 minutes, the time reservation is 13 October, 08:00–09:30. The same calculation is performed using each task's own due date. Resourcing is a plan, not a record of actual hours worked.

Keep resourcing: current limitation

This option can preserve the start and end times of existing time reservations for a user who is selected again for the task. Default resourcing is created for a new user; another user's time reservations are not transferred to them. Default resourcing is used when switching from direct role responsibility to user responsibility.

In the current implementation, the option to keep resourcing does not work reliably in a batch of multiple tasks: it is applied to the first task processed, but default resourcing is created for subsequent tasks. Do not use this bulk option if the current plan must be preserved for the entire batch. In that case, check and change the tasks individually. Processing with this option may also fail if the task has no existing responsible parties.

A failed change of responsible parties does not guarantee that the previous responsible parties and time reservations are preserved. Check them even on tasks where the change appears to have failed. For more information on handling an individual task, see responsible parties, due date and resourcing.

Delete tasks and decide whether to keep costs

Deletion is permanent. It also removes the task's comments, form content, attachments, responsible parties, resourcing and signatures. Keeping cost rows does not preserve the task or the detailed content recording its completion. If you need these later, use an appropriate task status or view filter instead of deleting the task.

Select the tasks to delete as described above, then select Delete selected from the bulk action menu. Tasks linked to a contract cannot be deleted. Deselect them before continuing. The server excludes contract tasks from the set to be deleted in any case.

The deletion confirmation has two separate confirmation buttons:

  • Permanently delete the task and all related work costs: the saved cost rows for a completed task are deleted. Deleted rows are no longer included in cost tables or cost report calculations.
  • Do not delete related work costs, only permanently delete the task: the saved cost rows for a completed task are retained even though the task itself is deleted. After this, they are available only to the administrator in the work costs table.

Keeping costs does not protect work entries for tasks that are not completed. For tasks in other statuses, both options delete the task's product assignments, hour entries and travel reimbursements that have not been marked as personal expenses. Personal travel expenses are retained. Select Cancel if you want to keep the task or its entries.

A retained cost row is not guaranteed to appear in all previous reports or filtered results: the task has been deleted, so a filter based on its Spot, folder or task template may exclude the cost.

Verify the result after background processing

The actions run in the background. The notification that an update has started and the deletion success notification indicate that the request has been received, not that processing has finished for every task. This task table workflow does not display a report of completion or errors for individual tasks in the batch. A batch may be only partially processed.

  1. Allow time for background processing and refresh the page. Do not immediately start the same action again.
  2. Broaden the due date, status and responsible party filters if needed. A changed task may move outside the current search results.
  3. Open the task you want to check by clicking its name in the table. Verify the new due date or responsible parties, and the start and end times of users' resourcing. If preserving resourcing was important, check every task processed.
  4. For deletion, use sufficiently broad filters to verify that the tasks intended for deletion can no longer be found. Ask an administrator to check the retained cost rows on the Work costs page in the side menu. When checking, remove any filters based on the deleted task if needed.

If the result remains unclear, check the permissions for each task and the remaining data before starting a new batch.