Purpose Statement

This article explains how to use bulk actions within the Equipment List in the Assets module to efficiently manage multiple equipment records at once. Bulk operations reduce manual effort, improve data consistency, and streamline administrative workflows such as updating service data, assigning equipment, and removing outdated records.

Background Information

The Equipment List allows users to perform actions on multiple records simultaneously. These bulk operations are especially useful for agencies managing large inventories of gear such as PPE, SCBA cylinders, tools, and medical equipment.

Common use cases include:

• Updating service/test dates after inspections
• Assigning equipment to personnel or apparatus compartments
• Archiving retired equipment while preserving history
• Deleting duplicate or incorrectly created records

Bulk actions are accessible via the Actions menu or contextual controls that appear when items are selected.

Required Permissions

To perform bulk actions, users must have:

• Equipment Permissions:
  • Equipment – Read
  • Equipment – Create
  • Equipment – Update
  • Equipment – Delete
• Manage Equipment Permission:
  • Required for assigning equipment to users, compartments, storage locations, or pouches

Video

Step-by-Step Guide

Select Equipment for Bulk Actions

• Navigate to Assets → Equipment List
• Locate the equipment items you want to modify
• Select items by:
  • Checking individual boxes next to each item, OR
  • Selecting the checkbox in the header row to select all visible items

Bulk Update (Mass Update Fields)

Begin Bulk Update Records Search

• After selecting equipment, click Actions → Update
• The Mass Update modal will appear
• In the Fields to Edit section, select applicable fields or begin typing to search and select fields
• Click Continue

Complete Bulk Update 

• Enter the desired values for each selected field
• Click Save to apply updates to all selected equipment

Bulk Assign (Assign Equipment)

• Select equipment (see “Select Equipment for Bulk Actions”)
• Click Actions → Assign Equipment
• In the modal, choose the Assign To
• Select the appropriate assignment from the dropdown
• Reconfirm selected items (or select all within the modal)
• Click Save

User - shows the agency personnel roster

Compartment - shows all Apparatus compartments

Storage - shows all Location storages

Pouch - shows all Kit pouches

Bulk Archive (Retire Equipment)

• Select equipment
• Click Actions → Archive Equipment
• Review the warning message carefully:
  • Archiving is permanent
  • Equipment is removed from active use
  • Historical data remains available for reporting or viewable by creating a custom saved view and selecting Criteria as Archived
• Click Confirm

Bulk Delete (Permanent Removal)

• Select equipment
• Click the red trash can icon (only appears when items are selected)
• Confirm deletion

Best Practices

• Double-check selections before applying bulk actions to avoid unintended changes
• Use Bulk Update for standardized data changes (e.g., updating service dates across multiple items)
• Prefer Archive over Delete when historical reporting may be needed
• Use Assign to maintain accurate tracking of equipment locations and responsibility
• Limit bulk deletes to:
  • Duplicate records
  • Test/demo data
  • Incorrect entries

Troubleshooting & FAQs

Q: Why don’t I see the Actions menu or trash can icon?
A: Ensure at least one equipment item is selected and verify your permissions include Update/Delete access.

Q: Why can’t I assign equipment?
A: You may be missing the Manage Equipment permission required for assignment actions.

Q: Can I undo a bulk update?
A: No. Bulk updates cannot be automatically reverted. Manual correction is required.

Q: What’s the difference between Archive and Delete?

• Archive: Keeps historical data for reporting
• Delete: Permanently removes all data

Q: Why don’t all fields appear in Mass Update?
A: Only supported fields are available for bulk editing. Some fields are restricted due to data dependencies.