4.6.5 Performing batch operations on Items

You can change the status of multiple selected Items to Acknowledged or Close in a single operation. You can do this from the main window (Item list) or List of item search results window. Note that the option to allow batch operations on Items must be enabled before you can perform the tasks described in this section. For details on the settings required to perform batch operations on Items, see the description of batch operations on Items in the JP1/Service Support Configuration and Administration Guide.

The following users can perform these operations:

Process work board managers
Users who have edit permission for Items in the target process work board^#
Users who have permission to change the status of Items in the target process work board to Acknowledged or Close.
Users who belong to the process work board management role for the target process work board

#: If the option to set view permissions for individual Items is enabled for the target process work board, the user can only work with Items for which he or she is an Item view permissions owner.

You cannot perform batch operations on stored Items.

Organization of this subsection

(1) Performing batch operations from the main window (Item list)
(2) Performing batch operations from the List of item search results window
(3) Viewing batch operation results
(4) Operations in the List of batch operation results window

(1) Performing batch operations from the main window (Item list)

To change the status of multiple Items as a batch from the main window (Item list):

In the main window (Item list), from the menu, select View, and then My item or Item in progress.

Items are filtered and those that conform to the filter condition appear in the list of Items in the main window (Item list).
In the Item preview area of the main window (Item list) or the View Item window, identify Items whose status you can change in a batch operation.
In the list of Items in the main window (Item list), select the check boxes of the Items on which you want to perform the batch operation.

Do not select check boxes on more than one page. Select the check boxes of Items one page at a time.
From the menu, select Batch Operation and then Approve Items or Close Items.

The Item statuses are changed as a batch, and the List of batch operation results window appears.

To change the status of the Items to Acknowledged, click Approve Items. To change the status to Close, click Close Items.
Review the results of the batch operation in the List of batch operation results window.
In the List of batch operation results window, retry the operation on Items for which the batch operation failed.

You can skip this step if the batch operation was successful for all Items in step 5.
From the menu, click Close.

The List of batch operation results window closes.

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(2) Performing batch operations from the List of item search results window

To change the status of multiple Items as a batch from the List of item search results window:

From the menu in the main window (Item list), select Action and then Search for item.

The Specify search conditions - Item-common element window or the Specify item search conditions window appears. Specify the status you want to change as the search target. You can add search conditions as needed.
Click Search.

The List of item search results window appears.
Use the View Item window to identify Items whose status you can change in a batch operation.
In the List of item search results window, select the check boxes of the Items on which you want to perform the batch operation.
From the menu, select Batch Operation and then Approve Items or Close Items.

The Item statuses are changed as a batch, and the List of batch operation results window appears.

To change the status of the Items to Acknowledged, click Approve Items. To change the status to Close, click Close Items.
Review the results of the batch operation in the List of batch operation results window.
In the List of batch operation results window, retry the operation on Items for which the batch operation failed.

You can skip this step if the batch operation was successful for all Items in step 6.
From the menu, click Close.

The List of batch operation results window closes.

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(3) Viewing batch operation results

The following describes the contents of the List of batch operation results window, how to interpret the results, and what action to take. The following figure shows the List of batch operation results window:

Figure 4‒21: List of batch operation results window

(a) Display order

Items in the List of batch operation results window are listed by Item ID in ascending order.

(b) Number of displayed items

The List of batch operation results window can display a maximum of 100 results.

(c) Information displayed from anchor text

You can display additional information by clicking the following anchor text in the List of batch operation results window:

Title: When you click the title of an Item, the View Item window for that Item appears.
Person in charge: When you click the name of the user or role that is responsible for the Item, the User details or Role details window for the user or role appears.

(d) Viewing and dealing with results of batch operations

The results of batch operations in the List of batch operation results window appear in the columns Editing results, JP1 event, and Sent email. The following describes the execution results displayed in each column and the action you need to take.

Execution results in Editing results column

The following table describes the execution results displayed in the Editing results column, and the action you need to take.

Table 4‒24: Execution results in Editing results column
No.	Result^#1	Description	Action
1	Success	The Item was successfully edited.	No action required.
2	The Item was deleted.	Displayed in the following circumstances: The Item is in Waiting to be deleted status The `jssdelrec` command was executed and the Item was deleted from the Item Management database	No action required.
3	Stored item^#2	The Item is a stored Item. The batch operation ends in an error for this particular Item because you cannot edit stored Items.	No action required.
4	The max. times an Item can be edited was exceeded.	The Item has been edited the maximum number of times.	Register another Item with the same content and perform the batch operation again.
5	Invalid permission	The user does not have permission to edit the Item.	Use one of the following methods to resolve the problem, and then perform the batch operation again: Assign permission to edit the Item. If you do not know what permission is assigned, ask a JP1/Service Support operation administrator whether permission to edit the Item was assigned. If this permission was not assigned, ask the operation administrator to assign the permission.
6	Invalid state	The status of the process work board is one that prevents its Items from being edited.	Refresh the main window (Item list), make sure that the process work board is in Operating status, and then perform the batch operation again. If the process work board is not in Operating status, ask a JP1/Service Support operation administrator to change the status of the process work board.
7	The Item is being edited.	The Item is being edited by another user.	Wait until the other user has finished editing the Item, and then perform the batch operation again.
8	Invalid transition	Displayed in either of the following circumstances: You attempted to change the status of the Item to a restricted status You are not using the Acknowledged status	Use one of the following methods to resolve the problem, and then perform the batch operation again: Change the status to one that can be migrated to the destination status Change the settings governing status transitions Enable the Acknowledged status
9	Invalid operator	Displayed in either of the following circumstances: The operator assigned to the Item was deleted before the batch operation was performed The operator assigned to the Item before the batch operation does not have permission to be assigned to the Item in the new status	Use one of the following methods to resolve the problem, and then perform the batch operation again: Change the user or role defined as the operator Add the required permission to the user Change the user or role assigned to the operator so that he or she can be assigned to the Item in the new status
10	A required item is not set.	A mandatory element was omitted.	Review the mandatory elements for the Item and then perform the batch operation again.
11	Other	An error such as a database access error occurred.	Contact a JP1/Service Support operation administrator.

#1: If there are several causes of errors for a given Item, causes are shown in order starting from No.2 in the table.
#2: This result is displayed only if the Item storage database is used.

Execution results in JP1 event column

The following table describes the execution results displayed in the JP1 event column, and the action you need to take.

Table 4‒25: Execution results in JP1 event column
No.	Result	Description	Action
1	Success	The JP1 event was issued successfully.	No action required.
2	Failure	The JP1 event failed to be issued.	View the log files for the JP1 event issuing function and remove the cause of the error. Then, perform the batch operation again.
3	--	The Item does not issue JP1 events.	No action required.

Execution results in Sent email column

The following table describes the execution results displayed in the Sent email column, and the action you need to take.

Table 4‒26: Execution results in Sent email column
No.	Result	Description	Action
1	Success	The email was sent successfully.	No action required.
2	Failure	The email failed to be sent.	Contact a JP1/Service Support operation administrator.
3	--	The item does not send email. Email is not sent in the following cases: The Item was approved in a batch operation. An attempt to edit the Item failed. An Item in Close status was closed in a batch operation.	No action required.

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(4) Operations in the List of batch operation results window

The following describes the operations you can perform in the List of batch operation results window.

(a) Menus

Retry: Repeats the batch operation on the Items whose check boxes are selected in the List of batch operation results window.
Close: Closes the List of batch operation results window.

(b) Context menu

A context menu appears when you right-click certain elements in the List of batch operation results window. The following table lists the commands in this menu.

Table 4‒27: Context menu displayed from the List of batch operation results window
Element	Menu command	Description
Item title	View item	Displays the View Item window in which you can view detailed information about the Item.
	History display	Displays the History display window in which you can view the history of the selected Item.
	Show progress	Displays the Show progress window for the selected Item.
	Work status display	Displays the work status display window for the selected Item.
	Details	Displays the User details or Role details window in which you can view detailed information about the person in charge.
Person in charge	List of roles	If the person in charge is a user, this command displays the List of roles window for the user.
Person in charge	List of members	If the person in charge is a role, this command displays the List of members window for the role.

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