Overview
When you need to change many Assignments — reassign a departing teammate's work, push deadlines after a closure, or close out a backlog — select them in Assignments and use Edit Assignments. This article covers each bulk action and its limits.
At a glance |
|
Who can do this | Anyone who can modify every selected Assignment: its assignees, its creator, a Role with Assignments › Modify, or Super Users |
Where | Assignments › select two or more › Edit Assignments (pencil icon) |
Works on | Backend (web) |
Availability | All organizations |
💡 Why this matters: Bulk actions turn an afternoon of one-by-one edits into a few clicks — reassigning a departing teammate's open work, pushing deadlines after a closure, or clearing a backlog in one pass.
The bulk actions
Edit Assignments offers these actions:
Action | What it does |
Set Priority | Turns High priority on or off. For Assignments with a definition, you pick a priority per definition; one with a time frame policy can change the start and deadline. |
Set Deadline | Sets the same Ends at deadline on all of them. Assignments whose definition priority is set to Disabled may not get it. |
Change Location | Moves all of them to one Location. |
Assign | Replaces the assignees on every selected Assignment with the Users and User Groups you pick. |
Change Categories | Replaces all existing Categories. For definitions, you pick categories per definition. |
Resolve | Finishes all of them with one shared description. |
Run a bulk action
1. Filter the list
Go to Assignments and use Filters — status, priority, Location, Asset or assignee — to narrow the list. The Open status option shows everything that isn't Finished.
2. Select the assignments
Tick the checkbox on each row, or use the header checkbox. You can select up to 300 Assignments. Edit Assignments appears only when two or more are selected and you can modify all of them.
3. Choose the action
Click Edit Assignments (the pencil icon) in the table toolbar and choose an action.
4. Set the value and save
The dialog lists the Assignments that will be edited. Set the new value and click Save. Each Assignment's activity feed records the change.
🛑 Critical: Bulk actions apply immediately to every selected Assignment and there's no undo. Check the list in the dialog before you click Save — especially for Change Location, Change Categories and Resolve.
Limits and warnings
Assign: every selected Assignment must have a Location, and together they can span at most 5 different Locations. Everyone you pick must be assignable on all of them. A definition's assignee limits aren't applied — the dialog warns you.
Resolve: one description applies to all of them, with no attachments. For each definition you choose which Final state to use. The description is required if any Final state of the selected Assignments' definitions has Require documentation, even one you didn't choose. Already Finished Assignments are skipped, and a definition's Who can resolve still applies.
Change Location: the dialog reminds you to check that the assignees can still access the Assignments at the new Location.
⚠️ Heads-up: Assign and Change Categories replace what's already there — they don't add to it.
Change the assignment definition
Change Assignment Definition is a separate icon in the table toolbar. It's shown to Super Users and Roles with Organization › Administrate, and works only when all selected Assignments have the same definition. You map their statuses, categories and priorities to the new definition. See Change an assignment's assignment definition.
Example: covering for a departing teammate
A technician is leaving and their open work needs to move to the team. Filter Assignments by the technician as assignee and the Open status, select the results and choose Assign. Pick the Maintenance User Group and save. Each Assignment now has only that group as its assignee, and its activity feed records the change.
Best practices
Filter first, then select, so the selection count is easy to check.
When bulk-resolving old Assignments, write a description that says why, so the record makes sense later.
Warn creators before closing a large backlog — each resolved Assignment can send them a notification.
Frequently asked questions
How do I change the assignee on several assignments?
Select them in Assignments, click Edit Assignments › Assign, pick the Users or User Groups and click Save. This replaces the current assignees. For a single Assignment, see How to create and delegate an assignment.
How do I reschedule several assignments at once?
Select them, click Edit Assignments › Set Deadline, choose the new Ends at date and click Save. The same deadline is applied to all of them.
Our staff get a notification every time we resolve old assignments. Can we stop that?
Yes. Before bulk-resolving, untick push for Assignment resolved for assignments created by me in the Organization default or in each person's settings. See Organizational and personal notification settings.
Why don't I see Edit Assignments after selecting assignments?
It appears only when two or more Assignments are selected and you can modify every one of them. Deselect any you can only view, or ask someone with Assignments › Modify to run the action.