In Grid View, you can select multiple records and then pick an action to perform on all of them. This enables you to quickly choose records in your data that you want to take action with, instead of working with them one by one.
Plan Availability | All plan types |
Permissions | General Access: Can perform bulk actions on records. |
Related Reading |
Performing a bulk action:
Log into your Workspace
Select your desired Solution
Open a Grid View of the data
Click the unchecked boxes of the records you want to take action with (just to the left of records) or update a value in one of the records to perform a bulk update (more on that below)
Choose a bulk action from the toolbar displayed at the bottom of the screen (note that this is not required for bulk updates)
Available Bulk Action types include Update, Print, Export, Copy, Duplicate and Delete Records.
Bulk Update
After you select the records you want to update, simply change the value of a field on one of the selected records and watch as the rest change automatically! For this type of bulk action, there is no need to click on an action button, your field change initiates the action.
You can also copy a value you wish to duplicate, and paste the value into one of the selected records to bulk update the rest of them.
Bulk Print
After you select the records you want to print, simply click the Print action in the bulk actions toolbar. You will be presented with our normal print formatting options, like this:
Bulk Export
After you select the records you want to export, simply click the Export action in the bulk actions toolbar. You will be presented with the option to output to PDF, Excel or CSV format and you can additionally choose to create a new Google Sheet containing the export content.
Bulk Copy
After you select the records you want to copy, simply click the Copy action in the bulk actions toolbar. You will be presented with a toast message in the bottom left telling you how many total cells have been copied.
You can then paste them wherever you'd like using Cmd/Ctrl+V whether it be in Excel, Google Sheets, or even back inside SmartSuite.
Bulk Duplicate
After you select the records you want to duplicate, simply click the Duplicate action in the bulk actions toolbar. You will be presented with a toast message in the bottom left informing you that the duplication was completed.
Bulk Delete Records
After you select the records you want to delete, simply click the Delete Records action in the bulk actions toolbar. You will be presented with the standard confirmation page asking if you want to continue and delete the selected records:
When you proceed with the deletion, the number of records is confirmed with a toast message in the lower-left corner of the screen, like this:
Bulk Actions in Cells
You can select multiple cells with your mouse by either clicking and dragging or clicking and then Shift+Clicking on another cell. You can then press Cmd/Control+C to copy their contents to the clipboard, Cmd/Control+V to paste contents from your clipboard, and the Delete key to delete selected cells.
Practical Scenarios and Use Cases
Data Cleanup
Scenario: You’ve imported a dataset, and several fields need the same update.
Solution: Use bulk updates to quickly standardize field values across all selected records.
Generating Reports
Scenario: You need to present selected data to stakeholders.
Solution: Select records and use the export or print options to generate polished reports.
Duplicate Projects
Scenario: You’re starting a new project with similar parameters to an existing one.
Solution: Duplicate the relevant records and modify them as needed.