You can use bulk actions to make changes on up to 1,000 records at once. These actions include editing field values, deleting records, or changing the state of records in lifecycles.
Select Records
To select records for a bulk action:
Navigate to the record type page.
Use the views, search, or filters to narrow down the list of records. Once you’ve started the bulk editing process, you can deselect individual records, but you can only access filters and search at this stage.
From the All Actions menu, choose which set of records to select. You can choose only the records visible on the current page, or all records (up to 1000) that fit the active filter and search criteria.
From the Refine Selection page, review the list of selected records and deselect any that you do not want to include in the bulk edit.
Click Next.
Update Record Fields
Not all fields are available to edit using bulk record actions. The field must be common across all selected records, and cannot have dependencies.
From the Choose Action page, select Edit Fields.
Click Next.
On the Edit Fields page, Vault displays editable fields.
Edit a field value across all records by clicking the Edit field (pencil) icon and entering the new value. If the field is already populated on a record, this new value will replace the existing value. If you edit the field but leave it empty, Vault will clear the field across all selected records.
Optional: Reset a field to its existing values by clicking the Revert (circular arrow) icon.
Click Next.
From the Confirmation page, review the summary of changes.
Click Finish. When the changes are complete, a notice will appear in your Notifications page and Vault will send you an email.
Change Lifecycle States
The bulk state change action does not verify the conditions for conditional user actions until you complete the action. Therefore, Vault may display and allow you to select actions that aren’t valid for all records included in the bulk action. Records that don’t meet the specified conditions will remain in their original state.
From the Choose Action page, select Change State.
Click Next.
On the Choose State Change page, select the new state for your records. You can only change the state of records that are in the same lifecycle and lifecycle state, so Vault displays only the available states by lifecycle and state.
Click Next to open the Confirmation page. Review the summary of changes before moving on.
Click Finish. When the changes are complete, a notice will appear in your Notifications page and Vault will send you an email.
Delete Records
From the Choose Action page, select Delete Records.
Click Next to open the Confirmation page and review the summary of records you chose for deletion. This action cannot be reversed.
Click Finish. When the changes are complete, a notice will appear in your Notifications page and Vault will send you an email.