Purpose Statement
This article explains how to use bulk actions within the Equipment List in the Assets module to efficiently manage one or more equipment records. Bulk actions reduce manual effort, improve data consistency, and streamline administrative workflows such as updating equipment data, assigning equipment, archiving retired equipment, and permanently deleting records.
Background Information
The Equipment List allows users to perform actions on selected equipment records simultaneously. These bulk operations are especially useful for agencies managing large inventories of equipment such as PPE, SCBA cylinders, tools, and medical equipment.
Available bulk actions include:
- Bulk Update: Update selected data fields across one or more equipment records.
- Assign Equipment: Assign selected equipment to a user, compartment, storage location, or pouch.
- Archive Equipment: Permanently archive equipment while retaining its historical information.
- Bulk Delete: Permanently delete the selected equipment and its associated records.
Important Note:
The Import Wizard is also available from the Equipment List but is a separate workflow from the bulk actions covered in this article. See the article Importing Assets Using the Import Wizard to learn more.
Required Permissions
Users must have access to the Assets > Equipment List and the following permissions to perform the bulk actions covered in this article:
- Equipment - Read
- Equipment - Update
- Equipment - Create
- Equipment - Delete
- Archive Equipment
- Assets - Bulk Update Equipment
- Update Status of Equipment
Video
Step-by-Step Guide
Select Equipment for Bulk Actions
1. Navigate to the Equipment List
- Navigate to the Assets module.
- Select the Equipment List.
2. Choose the Appropriate List View
- Select the Quick View to see all current department equipment items.
- Select the Master View to view all historical and current equipment items.
- Navigate to a specific Equipment Type view in the dropdown list.
- Create or select an agency-created custom list view.
Important Note:
See the article Assets: Creating Custom List Views to learn more about creating agency specific Equipment List views.
3. Select Equipment Records
Locate the equipment you want to manage and select the checkbox next to each applicable record. You can also use the header checkbox when appropriate to select displayed records.
4. Open the Bulk Action Controls
Once one or more equipment records are selected, the available bulk action controls appear.
Bulk Update Equipment Records
1. Start the Bulk Update Workflow
With the applicable equipment selected, select Actions > Bulk Update.
2. Review the Selected Equipment
Confirm that the correct equipment records are included in the Bulk Update workflow.
3. Choose the Fields to Update
Open the Select Fields dropdown and choose the fields you want to modify. You can:
- Select individual fields.
- Search for fields by keyword.
- Use Select All to display all available fields.
Important Note:
Available fields for Bulk Update vary based on the Equipment Type each selected equipment item is grouped under. Different Equipment Types may have different fields available for selection and update.
4. Review Existing Field Values
Review the current values displayed for the selected equipment and fields, when available. This can help identify differences before applying changes.
5. Continue to the Update Form
Select Next to begin Bulk Update workflows.
6. Enter the New Values
Enter the information you want applied to the selected equipment. Fields may be organized into sections such as general/basic information and equipment specifications.
7. Review the Scope of the Update
Confirm that the values entered are appropriate for every selected equipment record.
Important Note:
Bulk Update applies the entered values across all equipment records selected for that update. You cannot apply one field to only some selected records and another field to different records within the same update. Whenever possible, group equipment with similar types or use cases before performing the update.
8. Modify the Selected Fields if Needed
Select Reset to return to clear all selected fields if you need to change field data.
9. Modify the Selected Equipment if Needed
- Select Back if you need to remove equipment records from the update.
- Select Cancel to cancel the Bulk Update workflow and return to the Equipment List.
10. Save the Bulk Update
Select Save Changes to apply the entered values to the selected equipment.
Tip:
Bulk Update can also be performed on a single equipment record as an alternative to opening the full record with the Edit option.
Bulk Assign Equipment
1. Start the Assignment Workflow
Select the applicable equipment records, then select Actions > Assign Equipment.
2. Review the Selected Equipment
Confirm the equipment that will be assigned. Deselect any records that should not be included.
3. Choose the Assignment Type
From Assign To, select one of the following:
- User: Agency personnel.
- Compartment: Configured apparatus compartments.
- Storage: Storage configured within agency locations or stations.
- Pouch: Pouches configured within Asset Kits.
User - shows the agency personnel roster
Compartment - shows all Apparatus compartments
Storage - shows all Location storages
Pouch - shows all Kit pouches
4. Choose the Assignment Destination
Select the appropriate user, compartment, storage location, or pouch from the corresponding dropdown.
5. Save the Assignment
Select Save.
6. Verify the Assignment
The Assigned To information updates with the selected user, compartment, storage location, or pouch.
Bulk Archive Equipment
1. Start the Archive Workflow
Select the applicable equipment records, then select Actions > Archive Equipment.
2. Review the Archive Warning
Verify the information shown before proceeding. Archiving permanently archives the equipment while retaining its records as historical information.
3. Review the End of Service Life Date
If a selected equipment record does not have an End of Service Life Date, the system enters the current date as the End of Service Life Date when the equipment is archived.
4. Confirm the Archive
Select Confirm to archive the selected equipment.
Warning:
Archiving equipment cannot be undone. All historical records are still preserved but archived equipment are no longer accessible for end user workflows.
Bulk Delete Equipment
1. Select the Equipment to Delete
Select the equipment records you want to permanently remove.
2. Start the Delete Workflow
Select the red trash can icon that appears when equipment is selected.
3. Confirm the Deletion
Select Confirm to permanently delete the selected equipment and associated records.
Best Practices
- Verify the selected equipment before performing any bulk action.
- Before using Bulk Update, review the existing values displayed for the selected records to identify differences that could result in unintended changes.
- Group equipment by similar Equipment Type or use case before performing a Bulk Update.
- Remember that the fields available for Bulk Update can vary based on the Equipment Type of the selected equipment.
- Use the field search within Bulk Update when you only need to modify specific data points.
- Remember that values entered during a Bulk Update are applied to all equipment included in that update.
- Use Back or Reset if you notice incorrect equipment or fields before saving a Bulk Update.
- Prefer Archive Equipment instead of Bulk Delete when historical information should remain available.
- Use Assign Equipment to maintain accurate equipment location and responsibility information.
- Reserve Bulk Delete for equipment records that should be permanently removed, such as duplicates, test/demo records, or incorrectly created records.
Troubleshooting & FAQs
Why don't I see the bulk action controls?
Make sure at least one equipment record is selected and verify that you have the appropriate permissions for the action you are attempting to perform.
Why don't I see the field I need in Bulk Update?
Available fields vary based on the Equipment Type each selected equipment item is grouped under. Different Equipment Types may have different fields available for selection and update.
Can I apply different Bulk Update values to different equipment records at the same time?
No. Values entered during a Bulk Update are applied to all equipment selected for that update. Separate equipment into appropriate groups and perform additional Bulk Updates when different values are required.
How can I see the existing information before performing a Bulk Update?
After selecting fields in the Bulk Update workflow, the system displays existing information for those fields when data is available. Review these values before proceeding to the update form.
What should I do if I selected the wrong fields during a Bulk Update?
Select Reset to return to the field-selection screen and adjust the fields you want to update.
What should I do if I selected equipment that should not be included in a Bulk Update?
Select Back and remove the equipment records that should not receive the update before proceeding.
Can I use Bulk Update on a single equipment record?
Yes. Bulk Update can be performed with a single equipment record selected. You can also use the Edit option to open and modify the full equipment record.
Can I undo a Bulk Update?
No automatic undo workflow is available for Bulk Update. Carefully review the selected equipment, fields, and values before selecting Save Changes.
Why can't I assign equipment?
Verify that you have the appropriate permissions and that the applicable user, compartment, storage location, or pouch has been configured.
What happens if archived equipment does not have an End of Service Life Date?
The system enters the current date as the End of Service Life Date when the equipment is archived.
What's the difference between Archive and Delete?
Archive retains the equipment records as historical information. Delete permanently removes the equipment and its associated records from the system.
Can I undo an Archive or Delete action?
No. Both actions are permanent. Review the selected equipment carefully before confirming either action.
Is the Import Wizard the same as Bulk Update?
No. The Import Wizard is a separate workflow that can be used to import and update equipment data. It is not part of the Bulk Update workflow described in this article.