How to Bulk-Update Asset Fields
Bulk Update lets you apply the same change to multiple assets in a single operation. This is much faster than editing each asset individually and ensures consistency. Common uses include changing the location of a batch of assets, setting a warranty date, updating a status, or assigning a custodian.
Prerequisites
- You must have permission to edit the fields you want to change.
- At least two assets must be selected before starting a bulk update.
Steps
Navigate to a query that shows the assets you want to update (e.g., Asset List).
Select the assets to update:
- Hold Ctrl and click individual rows to select specific assets.
- Click one row, then Shift+Click another to select a contiguous range.
- Press Ctrl+A to select all visible records.
- If the assets span multiple pages, click View All Records first (at the bottom of the results), then select.
Open the Actions on Selected Records menu in the toolbar.
Choose Bulk Update Assets in a Single Edit.
The editing screen opens in Bulk Update mode. A message near the top confirms how many assets are selected. Fields display as follows:
- Fields where all selected assets share the same value show that value.
- Fields where values differ across the selection appear blank.
- Drop-down fields where values differ show "Not Applicable".
Change only the field(s) you want to update. Leave all other fields as they are.
Click OK to save. The system updates every selected asset with your changes. Fields you did not modify remain unchanged on each asset.
Important Rules
- Blank fields are not overwritten. If a field appears blank because the selected assets have different values, leaving it blank does NOT clear those values. Only fields you actively change are saved.
- To deliberately clear a field, type the word null (without quotes) into the field. This sets the field to empty on all selected assets.
- There is no undo. Verify your selection and changes carefully before clicking OK. If you make a mistake, you will need to correct it with another bulk update or edit each asset individually.
Common Scenarios
| Goal | What to Do |
|---|---|
| Move 50 assets to a new location | Select the 50 assets, bulk update, change the Location field |
| Set warranty end date for a batch of laptops | Select the laptops, bulk update, set the Warranty End Date field |
| Change status from "On Order" to "In Service" | Select the assets, bulk update, change the Status field |
| Assign a custodian to unassigned assets | Filter for assets with no custodian, select all, bulk update, set the Custodian field |
| Clear a field value across multiple assets | Select the assets, bulk update, type null in the field |
Tips
- Always verify your selection count before opening the bulk update screen. Check the count in the toolbar or status bar.
- Bulk update works on multiple tabs, including Specification Data, Financial Transactions, and custom form tabs.
- For large selections (hundreds or thousands of records), the update may take a moment to process. The system will confirm when it is complete.
Related Articles
- Bulk Update — Detailed reference for the bulk update feature
- Editing Assets — Modifying individual asset records
- How to Import Assets from a Spreadsheet — Importing asset data from external files
- Selecting Assets — Selecting multiple assets for bulk operations