Use Bulk Edit to easily create and update actions and decisions.


The Actions & Decisions bulk edit functionality allows you to create new action items or update existing ones. It can be used to create or update meeting actions, project actions or actions from your personal dashboard.


The Bulk edit functionality can therefore be accessed from:


To access the functionality, select 'Tools' (top right of the page) and select 'Bulk Edit'.






Step 1: Download the data file

In the Bulk Edit dialog, select the Actions tab on the left. Then there are 2 flags to consider:


  1. To export any existing actions / decisions / tasks from the action dashboard, leave the first flag set to Yes. If you want to exclude existing entries from the export, set it to No.

  2. The second flag determines the type of extract to download. If you are using Bulk Edit from a meeting dashboard page, please note that this option is only available if you are an owner/facilitator of the meeting.
    1. 'Grouped Actions' - If you want to update the action details (i.e its title, description, due date, etc.), set the second flag to Yes to export the version that lists a single line item for EACH ACTION / DECISION / TASK  in the action log. The title of this extracted file will be prefixed with 'Grouped Actions' followed by the date/time of the extract. This extract allows you to update the details of actions/decisions/tasks like:
      • the title
      • due date
      • assignees
      • description
      • priority
      • Status of items with a single assignee
    2. 'Actions' - If you want to update the action status, set the second flag to No to export the version that lists a single line item for EACH ASSIGNEE of actions/decisions/tasks (items with more than one assignee will therefore have multiple entries in the extract - one entry for each assignee) - allowing you to update the status of each person in turn. The title of this extracted file will be prefixed with 'Actions' followed by the date/time of extract.



The actions returned in the extract will be the items that are currently displayed on the Dashboard according to any filters that have been applied.



Step 2: Edit the data file


Make your changes to the excel spreadsheet you have downloaded.


See the table at the bottom of this page for a full description of each column



Step 3: Upload the data file


When you are happy with your changes select Upload in the Bulk Edit dialog and select the file you want to upload.


The progress bar will indicate when the upload process is completed and if any errors occurred during the upload process, they will be listed below the progress bar. 

 


Upload rules


You can find the description of the file format in the next section but here are the rules that need to be applied in order to successfully create or update action items.


Creating new actions

  • The bulk edit functionality makes it very easy to create new action items in bulk.
  • If you are using the Bulk edit function from a meeting dashboard, you can only create new items if you are the meeting owner or the meeting facilitator.
  • The action title (column C), the request type (column E) and the assignee ID (column H) values are required in order to create a new action record. 


Updating existing actions

The bulk edit functionality can also be used to:

  • update the action details or delete the actions (if you have downloaded the 'Grouped Actions' extract)
  • or update the action status (if you have downloaded the 'Actions' extract)


  1. Updating the action details or deleting actions
    • you can only edit the details of the actions you have full edit rights on. 
      • if the action was sent from a meeting, project or teamspace, you must be the owner or the facilitator (editor) of the given meeting, project or teamspace in order to be able to edit the action details.
      • if the action was a direct action, then you must be the person who sent the action in order to be able to update it.
    • if you have the rights to edit the items, then the following fields can be updated:
      • Title (column C)
      • Description (column D)
      • Assignee ID (column H)
      • Priority (column I)
      • Due Date (column J)
      • Theme (column L)
    • You can also choose to delete an action by setting a Yes value in column N.
    • The Id (column A) and/or Guid (column M) of the action to be updated must be specified
      • the upload process first uses the action Id value to retrieve the action to be updated. If no value Id is specified or if the Id is incorrect, then the Guid value is used to retrieve the action. If no action can be found but a GUID value is specified, then a new action with this Guid value will be created.  


  2. Updating the action status
    • to be able to edit the action status, you need to:
      • either be the assignee of the action
      • or have full edit rights on the action (see above for more information on edit rights).
    • if you have the rights to edit the items, then the following fields can be updated:
      • Status (column F)
      • Percent Complete (column K)
    • The Id (column A) and/or Guid (column M) of the action to be updated must be specified
      • the upload process first uses the action Id value to retrieve the action to be updated. If no value Id is specified or if the Id is incorrect, then the Guid value is used to retrieve the action. If no action can be found but a GUID value is specified, then a new action with this Guid value will be created.  


It is important to note that the file being uploaded does not need to contain all actions. Only the schedule tasks listed in the upload file will be updated, all other tasks will remain unchanged.


 


Field Description


Column & Title
Description
What happens if this field is left blank?
A. IdThe unique identifier of the action being edited.If blank Fluid will create a new action / decision.

If updating existing actions / decisions the ID extracted must not be edited - if it is edited, Fluid will not match it to an existing record and will create a new record.
B. ShortIdThe short reference ID for the actionFluid automatically generates the ID - whether you populate the field or not.
C. TitleThe action titleThis is the only mandatory field to complete in order to add an entry to the action log.

To edit the title of items use the 'Grouped Actions' extract.
D. DescriptionThe action descriptionField will be left blank.

To edit the description of items use the 'Grouped Actions' extract.
E. RequestTypeThe action type - the most common values being Action or Decision.This value is mandatory.

For an existing entry the type will remain as already defined in Fluid. Once an item is created its type cannot be changed.
F. StatusThe status of the item.

The possible values for the status field are:
  • Action: Request, Not Started, In Progress, Completed or Rejected
  • Decision: Request, Conditional, Approved or Rejected
  • Message: Request or Acknowledged
  • Handshake: Request, Approved or Rejected
  • Board task: status values will vary depending on the board the task is coming from.


If the extract is a 'Grouped Actions' extract there could also be a status of Container - this indicates a multi-assignee item. To update the status for assignees on multi-assignee items you would need to use the 'Actions' extract.
The status of new items will be set to Request

The status of existing items will be maintained as they are currently set in Fluid.

To edit the status on items use the 'Actions' extract.
G. AssignedToThe full names of the assigneesIt is not necessary to populate this column on upload. 

Assignees full names are included in extracts to help you better identify who is assigned to an item - because the User ID (which is the proper identifier - column G) can be cryptic!
H. AssignedToIDThe assignee usernames (visible in Fluid in brackets after a person's name when you search on them). This is the unique identifier Fluid will use to set the assignees

To change the assignees on items use the 'Grouped Actions' extract and use a comma separated list if there is more than one assignee.
This value is mandatory.
I. PriorityThe priority of the action – High, Medium or Low.If it is a new entry, Fluid will default it to Medium.

To change the priority on items use the 'Grouped Actions' extract. 
J. DueDateThe date by which the action is due.No due date will be set on the new action.

To change the due date on items use the 'Grouped Actions' extract. 
K. PercentComplete% complete of the action – include any numerical entry between 0 and 100.The percentage complete for each assignee.

To change the percentage complete for each assignee use the 'Actions' extract. 
L. ThemeThe action themeNo theme will be set for the new action.

To edit the theme of items use the 'Grouped Actions' extract.
M. GuidThe action global identifier of the action being editedIf blank Fluid will create a new action/decision/task.

If updating existing action/decision/task the Guid extracted must not be edited - if it is edited, Fluid will not match it to an existing record and will create a new record.
N. DeleteRecordEnter Yes if you want to delete the item.Fluid will not delete the entry.

To delete items use the 'Grouped Actions' extract.

 


REMINDER
The changes you can make via the bulk upload depends on your permissioning to the items in question. 
You need to have full edit rights to items (as owner or creator) to make changes to title, description, assignees, priority, due date, theme, to delete an item or make status updates on behalf of others. 

As an assignee to items you can only make updates to your own status and percentage complete.