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Adding & Updating Multiple Records

Sometimes it is more convenient to update multiple records at the same time, for example if you want to update the status of issues, update task progress percentages or re-assign multiple issues.  Also, when adding a number of similar items, PPO provides functionality that makes this a lot easier than adding the items individually.

On all list pages you can see the additional actions that you can perform by clicking on the Actions menu.

The risks entity has been used in this article as an example, but the principles can be applied to all entities.

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In the example below, to edit multiple risks, first select the records you want to edit by clicking on the checkboxes in the first column or clicking on the checkbox at the top of the column to select all records. Next click on the Edit option from the action menu.

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The Risks Edit page will open.

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Note that the items shown on the Risks Edit page will be the items that were selected on the previous step. 

By default, the fields on the list page are displayed as columns on the Risks Edit page. You can however change the columns that are shown by clicking on the Show / Hide List Columns button in the top right hand corner of the page.

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If you deselect all columns, it will revert to the default list columns configured for the instance. 

To edit a record, simply click on the record you want to edit and make the required changes. 

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To add a new record, click on the Add (+) button at the bottom of the multiple edit page.

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Note that in the case of projects, you will only see the add and copy buttons if the Project Code field on your instance is calculated. If the Project Code field on your instance is not calculated, you can request for it to be made calculated by logging a ticket with the support desk.

If you click on the Add button and do not currently have all required columns selected, a message will pop-up as below. This is to ensure that all required information is captured when you add a record.

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After you have clicked on the Add button, a new line will be added where you can complete the relevant information.

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To copy an existing record, first select a specific line and then click on the Copy button at the bottom of the multiple edit page as per the screenshot below:

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A copied line will be displayed, with the information of the previously selected line. You can then change only the fields that are different.  This is useful for example, where you have to create a record for every month of the year, or you want to assign the same item to multiple users.

Please note that when using the copy functionality, all column values will be copied, not just those shown.

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Once all changes have been made, click on the Submit button to return to the Risk List page as shown below.

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Important: When adding or editing multiple items it is easy to lose track of time.  If you take longer than the timeout that has been configured (currently 60 minutes) your session will have expired and you will be logged out of PPO and you will lose your changes.  Therefore, make sure that you submit your progress frequently.

Access the following video which will explain the multiple adding and updating functionality, as shown above.

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