Purpose Statement
Bulk actions in the Apparatus List allow administrators to efficiently maintain multiple apparatus records at the same time. Instead of opening and editing each apparatus individually, authorized users can select one or more apparatus and apply updates or archive records in a single workflow.
Bulk actions help agencies maintain consistent apparatus information, reduce repetitive data entry, and manage apparatus records more efficiently.
Background Information
The Apparatus List provides centralized access to apparatus records within First Due. Users with the appropriate permissions can access the Apparatus List from the Assets module or the Admin module.
The bulk actions covered in this article include:
- Bulk Update: Update selected fields across one or more apparatus records.
- Bulk Archive: Permanently archive selected apparatus while preserving historical records.
The Import Wizard is also available from the Actions menu but uses a separate workflow and is not covered in this article.
Required Permissions
Users must have the appropriate permissions based on the apparatus management actions they need to perform:
- Assets - Bulk Update Apparatus — Allows users to perform bulk updates to apparatus records.
- Apparatus Archive — Allows users to archive apparatus records.
- Apparatus Read
- Read — Allows users to view apparatus records.
- Update — Allows users to edit existing apparatus records.
- Create — Allows users to create new apparatus records.
- Delete — Allows users to delete apparatus records.
Assign only the permissions necessary for each user's role and responsibilities.
Video
Step-by-Step Guide
Select Apparatus for Bulk Actions
1. Navigate to the Apparatus List
- Navigate to the Assets module.
- Select the First Due logo in the upper-left corner.
- Select the Apparatus List.
Users with access to the Admin module can also access the Apparatus List from within Admin.
2. Select Apparatus Records
Locate the apparatus you want to manage and select the checkbox next to each applicable record.
The selected apparatus do not need to be the same apparatus type or have matching use cases.
3. Open the Bulk Action Controls
Once the applicable apparatus records are selected, select Actions to access the available bulk actions.
Bulk Update Apparatus Records
1. Start the Bulk Update Workflow
With the applicable apparatus selected, select Actions > Bulk Update.
2. Review the Selected Apparatus
Confirm that the correct apparatus records are included in the Bulk Update workflow. The selected apparatus and their associated Apparatus IDs are displayed.
Deselect any apparatus that should not be included in the update.
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 select all available fields.
As fields are selected, they are added to the table for review.
4. Review Existing Field Values
Review the current values displayed for the selected apparatus and fields, when available. This can help identify existing differences before applying changes.
5. Continue to the Update Form
Select Next to continue to the Bulk Update form.
6. Enter the New Values
Enter or select the information you want applied to the selected apparatus for each chosen field.
7. Review the Scope of the Update
Confirm that the values entered are appropriate for every selected apparatus record.
Important Note:
Bulk Update applies the entered values across all apparatus records selected for that update. You cannot apply one selected field to only some apparatus and another field to different apparatus within the same update.
8. Reset the Update if Needed
Select Reset if you need to clear information entered in the Bulk Update form.
9. Modify the Selected Apparatus if Needed
Select Back if you need to return to the previous screen and remove an apparatus from the Bulk Update workflow.
10. Save the Bulk Update
Select Save to apply the entered values to all selected apparatus.
Tip:
Bulk Update can also be performed on a single apparatus record. Select only the applicable apparatus, then use Actions > Bulk Update to update the desired fields.
Bulk Archive Apparatus
1. Select the Apparatus to Archive
Select the apparatus records you want to archive.
2. Start the Archive Workflow
Select Actions > Bulk Archive.
3. Confirm the Archive
Confirm the action to permanently archive the selected apparatus.
Warning:
Archiving an apparatus is permanent and cannot be undone. Historical records are preserved, but the archived apparatus is no longer available for edits or management.
Archived apparatus are removed from the standard Apparatus List and end-user-facing views for workflows such as Work Orders, Checklists, and Inventory Management. To locate an archived apparatus, create a custom view or filter for archived apparatus.
Bulk Delete Apparatus
1. Select the Apparatus to Delete
Select the apparatus records you want to permanently remove.
2. Start the Delete Workflow
Select the applicable delete control for the selected apparatus.
3. Confirm the Deletion
Confirm the action to permanently delete the selected apparatus and all associated records.
Best Practices
- Review all selected apparatus carefully before performing a bulk action.
- When using Bulk Update, verify that every selected apparatus should receive the values entered for each selected field.
- Select only the fields that need to be changed during a Bulk Update.
- Group apparatus with similar update requirements when possible to reduce the risk of applying incorrect information.
- Use Back to adjust the selected apparatus before saving if an incorrect record was included.
- Review existing field values before entering new information.
- Use Bulk Archive when an apparatus should be permanently removed from active use but its historical records need to remain available.
- Remember that archiving an apparatus cannot be undone. Historical records are preserved, but the apparatus is no longer available for edits or management.
- Use Delete only when the apparatus and all associated records should be permanently removed from the system.
- Carefully verify the selected apparatus before confirming a deletion. Deleting an apparatus cannot be undone, and its associated records are permanently deleted.
- When historical information needs to be retained, use Archive rather than Delete.
Troubleshooting & FAQs
Why don't I see Bulk Update, Bulk Archive, or Delete options?
Verify that you have access to the Apparatus List and the appropriate permissions for the action you are attempting to perform. Contact your agency administrator if you need additional access.
Can I bulk update different values for different apparatus at the same time?
No. Values entered for a selected field during the Bulk Update workflow are applied to all apparatus included in that update. If apparatus require different values, perform separate Bulk Updates.
Can I use Bulk Update for only one apparatus?
Yes. You can select a single apparatus and use Bulk Update to modify the desired available fields.
Do the apparatus selected for a Bulk Update need to be the same type?
No. You can select any combination of apparatus from the list. However, confirm that every selected apparatus should receive the values being entered before saving.
Can I remove an apparatus after starting a Bulk Update?
Yes. You can deselect apparatus while reviewing the selected records. If you have already continued to the update form, select Back to return and modify the selected apparatus.
What does Reset do during a Bulk Update?
Select Reset to clear information entered in the Bulk Update form.
Can I undo a Bulk Archive?
No. Archiving an apparatus is permanent and cannot be undone. Historical records are preserved, but the apparatus is no longer available for edits or management.
Does archiving delete the apparatus's historical records?
No. Archiving preserves historical records. It removes the apparatus from active management and standard end-user-facing workflows.
Where can I find an archived apparatus?
Archived apparatus are removed from the standard Apparatus List. Create a custom view or filter by archived apparatus to locate an archived record.
What happens to an archived apparatus in other First Due workflows?
The archived apparatus is removed from end-user-facing views for workflows such as Work Orders, Checklists, and Inventory Management.
What is the difference between archiving and deleting an apparatus?
Archive preserves the apparatus's historical records but permanently removes the apparatus from active editing and management. Delete permanently removes the apparatus and all associated records from the system. Neither action can be undone.
Can I restore an apparatus after deleting it?
No. Deleting an apparatus is permanent and cannot be reversed. The apparatus and all associated records are permanently deleted.
Should I archive or delete an apparatus that is no longer in service?
Use Archive when historical records need to be retained. Use Delete only when the apparatus and all associated records should be permanently removed.
Is the Import Wizard part of the Apparatus List Actions menu?
Yes. The Import Wizard is available from the Apparatus List's Actions menu, but the import workflow is covered separately and is not included in this article.