How to Bulk Copy Records
In the ‘Multi Mode’ function in a module list view you have the option to copy multiple records from one organisational unit, to other organisational units within their Assure structure.
This is useful, for example, to drive consistency across your business. You may hold a suite of ‘template risk assessments’ which contain standard business hazards you might expect to come across along with the control measures you might expect to see implemented across your sites.
You can now select that suite of risk assessments and copy them across to new sites or new departments, in one go. Once copied, they can be edited as standard to tailor that risk assessment to the specific site or department.
Bulk copy is available in all Assure modules.
WHAT SYSTEM SETTINGS ARE REQUIRED TO ACCESS BULK COPY IN MULTI MODE
To access the ‘Multi Mode’ function ‘Access Multi Mode’ has to be set to ‘Allow’ in Supervisor privilege and you need to have the correct permissions to ‘Read and Write’ in the required organisations units.
- Setting Supervisor Privileges:
Go to Settings > Organisational Configuration > Supervisor Privilege
- ‘Access Multi Mode’ should be set to ‘Allow’. This permission applies to all modules so if you enable it, users will be able to see and use Multi Mode in any module they have access to.
- Setting Role Permissions
Go to Settings > Organisational Configuration > Role
- Source organisational unit – a user must have Read permission to the organisational unit and module, as a minimum.
- Target organisational unit – a user must have Read and Write permission to the target organisational unit and module.
Source organisational unit is the organisational unit the record you would like to copy resides in.
Target organisational unit is the organisational unit you would like to copy the record to.
Note: to copy a single record via the ‘More’ menu on the record card requires both read and write permission as it is not possible to change the organisational unit of copied records until it has been created, meaning you need to ‘write’ in that organisational unit.
HOW TO BULK COPY RECORDS
Access Multi Mode from the grey bar at the top of your module records:
Bulk copy is only available with manual record selection. Ensure ‘Manual’ is selected in the ‘Selection’ field, and ‘Copy’ is selected in the ‘Bulk’ field, as shown below.
To select the records you wish to copy, you can either use the ‘Select Visible’ button or you can manually click onto the records in the list view.
Top tip: hold the ctrl key to select multiple records.
There is a limit of 50 records to be copied in one go.
When you are ready, click Go
You are then prompted to select the ‘Target Organisational Unit’. This is the organisational unit you need the record to be copied to. You can add as many organisational units here as you need, bearing in mind there is a total record copy of 50 records.
If you select 25 records to copy, and select 2 target organisational units, you will be copying 50 records in total which is within the limit. If you select 10 records to copy, and select 6 target organisational units, you will be copying 60 records in total and will not be able to proceed.
You are able to change some of the copy options for the individual records by clicking on the Edit icon next to the selected records. By default, actions, attachments and policies will not be copied, however you can choose on a record by record basis which of these you want to copy.
Copying Options:
Record Review:
If you choose to set a review, the review will be allocated to the default reviewer for the target organisational unit.
Any changes you make will be visible in the selected records table. Below you can see for record 64 the reference has been manually changed, and actions and attachments are being copied with the record. For record 66, the review has been removed:
Select the Copy button once all selections are completed, i.e. the target organisational units are selected and the records you want to copy are correct with their copy options.
A pop up will appear showing the progress. This shows an approximate time for the copy process, along with green ticks which will appear next to each record as it is successfully copied.
The Close button will appear when the process is complete, and you can close the pop up. This will return you to the module list view. Your newly copied records will be available in the target organisational units.
If you press the cancel button during the copying process, records with the green tick will be copied, and remaining records will not be copied.
The Assure System Log will show a log of these records being created and the user who carried out the activity.
Managing Automatic References:
If the automatic reference system is enabled for the module, new records will be allocated a reference automatically. The ability to override the system automatic reference is controlled by the ‘Override Auto Ref’ role permission.
If you have ‘Override Auto Ref’, you will be able to change the system assigned reference:
If you do not have ‘Override Auto Ref’, you will not be able to change the system assigned reference:
Managing Reviews:
The ability to control whether a review is set and to change the due date of the review is controlled by the ‘Override Review’ role permission. This allows you to override the system default set up for reviews.
If manual review is enabled:
If you have ‘Override Review’, you will be able to set a review, and determine the due date:
If you do not have ‘Override Review’, you will not be able to add a review:
If auto review is enabled:
If you have override review you will be able to change the due date for the review, or remove it:
If you do not have override review, you can see the review will be set up, but you cannot make changes to it: