Using Bulk Actions to Manage Multiple Workflows and Folders

What Are Bulk Actions?

Bulk Actions allow you to select multiple workflows or folders from the list view and perform common operations on them simultaneously. Instead of handling each item individually, you can execute actions like moving, publishing, archiving, or managing permissions for many items at once. This feature is designed to save time and maintain consistency across your automation library.

Benefits of Using Bulk Actions

• Efficiency: Apply changes to numerous items with a single action, reducing repetitive tasks.
• Consistency: Ensure workflows and folders share the same status, location, or permissions when needed.
• Accuracy: Minimize errors by avoiding manual, repeated steps.
• Organization: Quickly move items—including nested folders—to their proper locations.
• Security: Actions respect user permissions, so only authorized changes can be made.

How to Use Bulk Actions

Follow these steps to perform bulk operations on workflows and folders:

1. Navigate to Automations → Workflows to access the list view.
2. Optionally, use filters or a smart list to narrow down the items displayed.
3. Select items using the checkboxes next to each workflow or folder. You can also use the Select All option to choose all visible items on the page. The dropdown next to Select All lets you refine your selection by type, such as all workflows, all folders, published workflows, or draft workflows.
4. Once items are selected, a toolbar will appear with available actions. Choose from:
   • Publish/Draft (for workflows only)
   • Move (for workflows or folders)
   • Delete (for workflows or folders)
   • Manage Permissions (for folders only)
5. A confirmation dialog will show the number of items affected and any relevant warnings. Review this carefully before proceeding, especially for irreversible actions like deletion.

Availability and Permissions

Bulk Actions are available on the Workflows list page, including any smart lists you create. Your ability to use specific actions depends on your user role and permissions—options may be hidden or disabled if you lack the necessary access. By default, the Select All function applies only to items visible on the current page. When using filters, your selection reflects the filtered results.

Frequently Asked Questions

Can I select both folders and workflows together?

No. You must select either folders or workflows separately for bulk actions.

Why is the Publish/Draft option unavailable?

This action applies only to workflows. If your selection includes folders, the option will be disabled.

Can I update permissions for workflows using Manage Permissions?

No. Manage Permissions is exclusively for folders. Deselect any workflows to enable this action.

Does Select All include items beyond the current page?

No. It selects only the items visible on the current page. Use filters or pagination to adjust your selection, or utilize the dropdown to target specific item types.

Can I move items to a folder I don’t have access to?

No. You need appropriate permissions for the destination folder to complete a move operation.

Will moving items change their permissions?

Yes. After moving, workflows inherit the structure and visibility settings of the destination folder.

Why don’t I see the bulk toolbar?

The toolbar appears only after selecting at least one item. If it remains hidden, you may not have permission to perform bulk operations.