Bulk list actions

Introduction

Bulk list actions to allow you to change the status of groups of lists from the All lists report. The mechanism for taking bulk actions in this way will lead to other bulk actions.  This article will guide you through bulk list actions using the All Lists report. Permissions required for this bulk action are explained in - What is a role and what is a permission 

Bulk list actions available:

• Bulk archive
• Bulk publish

Bulk archive

Bulk archiving allows a university the choice to delay the archiving of a previous teaching period, previously only an option as part of rollover. 

Process

1. Select the All Lists report from the Reports menu. If you cannot see the Reports menu you may need the View Reports permission adding to a role you hold.
2. Select the filters applicable to the lists you wish to archive, an example is 2013/14 time period.
3. Select Published and Published with unpublished changes as the list status. Note: Draft lists will not archive as it is the published version of a list that is archived.
4. Apply filters.
5. Select the lists by the checkboxes, and select if you want to apply that to all the filtered lists.
6. Select Action - 'Archive'.
7. The request to archive can be monitored on Review Jobs screen, or just wait for the email notification.
8. Lists already archived or deleted will show as items failed.

The video below shows how to filter the report by a time period and list status, and from that filtered selection make a bulk change to the list status to archive for the selected lists.

Bulk publish

Bulk publish allows a university the flexibility of rolling over to draft and still being able to bulk publish ahead of the start of teaching, previously the publish action was only available as an individual list action. 

Process

1. Select the All Lists report from the Reports menu. If you cannot see the Reports menu you may need the View Reports permission adding to a role you hold.
2. Select the filters applicable to the lists you wish to publish, an example is List Status: Draft and Time Period: 2018/19.
3. Apply filters.
4. Select the lists by the checkboxes, and select if you want to apply that to all the filtered lists.
5. Note: Archived lists will not publish.
6. Select Action - 'Publish'.
7. The request to publish can be monitored on the Review Jobs screen, or just wait for the email notification.
8. Lists already archived or deleted will show as items failed.

NOTE: If you have Force Review enabled on your tenancy, carrying out a bulk publish will not trigger a review for each of those lists. This will still only occur when the list is published manually. 

Update - Nov 2019

Following user feedback, we have added filters as a mandatory requirement, as it is unlikely that you would wish to Archive or Publish all lists on the tenancy. If no filters are set you will be presented with the message below: