Bulk Copy is a feature within the Multi Mode (a multi-record operation mode accessible from the Module List View in Assure) function in Assure that allows a user to copy multiple Module Records (individual data entries within an Assure Module) from one Organisational Unit (Org Unit; a node within the hierarchical structure of an organisation in Assure that groups and categorises records by location, department, or area) to one or more target Org Units in a single operation. The feature is available across all Assure Modules.
It is commonly used to replicate template records such as risk assessments across multiple sites or departments, after which each copied record can be tailored individually. Bulk Copy requires the Access Multi Mode Supervisor Privilege and appropriate role permissions on both the source and target Org Units. A maximum of 50 records can be copied in a single operation. Actions, Attachments, and Policies are not copied by default but can be enabled individually per record. The Assure System Log records all bulk copy activity.
Overview
The Multi Mode function in a module list view provides the option to copy multiple records from one Organisational Unit to other Organisational Units within an Assure structure.
This is useful for driving consistency across an organisation. For example, a set of template risk assessments containing standard hazards and control measures can be copied to new sites or departments in one operation. Once copied, each record can be edited individually to suit the specific site or department.
Bulk Copy is available in all Assure Modules.
Prerequisites
Required Supervisor Privilege
To access Multi Mode, the Access Multi Mode Supervisor Privilege must be set to Allow on the user's Supervisor Privilege profile.
- Navigate to Settings > Organisational Configuration > Supervisor Privilege to configure the Access Multi Mode setting.
- This permission applies across all modules. Enabling it grants the user access to Multi Mode in every module the user has access to.
Required Role Permissions
Navigate to Settings > Organisational Configuration > Role to configure permissions.
The following permissions are required:
| Org Unit | Minimum Permission Required |
|---|---|
| Source Org Unit (the Org Unit where the records to be copied reside) | Read permission for the Org Unit and Module |
| Target Org Unit (the Org Unit the records are being copied to) | Read and Write permission for the Org Unit and Module |
| Note: Copying a single record via the More menu on a record card requires both Read and Write permission on the source Org Unit. This is because it is not possible to change the Org Unit of a copied record until after it has been created, which means the user must have Write permission in the source Org Unit. |
Steps
Navigate to the appropriate Module Record List View
Click the Modules button from the navigation bar on the left of the application.
From the menu that appears, find and open the desired Module.
Open Multi Mode
Access Multi Mode from the grey bar at the top of the module record list view.
Configure the Selection and Bulk Fields
Bulk Copy is only available with manual record selection.
- Set the Selection field to Manual.
- Set the Bulk field to Copy.
Select Records
The user can select records in either of the following ways:
Click the Select Visible button to select all records currently displayed in the list view.
Manually click individual records in the list view. Hold the Ctrl key to select multiple records.
There is a limit of 50 records to be copied in a single operation.
Click Go
When the required records are selected, click Go.
Select Target Organisational Units
A prompt appears to select the Target Organisational Unit(s); the Org Unit(s) to which the records will be copied. Multiple target Org Units can be added.
| Selecting 25 records and 2 target Org Units creates 50 total copies; within the limit. |
| Selecting 10 records and 6 target Org Units creates 60 total copies; this exceeds the limit and the operation cannot proceed. |
Configure Copy Options Per Record (Optional)
The user can change copy options for individual records by clicking the Edit icon next to each selected record.
| Actions (tasks or follow-up activities associated with the original record) |
| Attachments (files, images, or documents linked to the original record) |
| Policies (linked Policy, Guidance, or Method Statement documents) |
The user can enable copying of any of these items on a record-by-record basis.
Any changes made in the copy options are reflected in the selected records table. For example:
- A record's reference can be manually changed (subject to the Override Auto Ref permission; see the Managing Automatic References section below).
- Actions and Attachments can be included for specific records.
- Reviews can be removed for specific records.
Record Review options are also available per record. If a review is set, the review will be allocated to the default reviewer for the target Org Unit. (See the Managing Reviews section below)
Click Copy
Once all target Org Units are confirmed and record copy options are configured, click the Copy button.
Monitor Progress
A progress pop-up appears showing:
- An approximate time for the copy process.
- Green ticks that appear next to each record as it is successfully copied.
Close the Pop-Up
The Close button appears when the process is complete. Clicking Close returns the user to the module list view. The newly copied records are available in the target Org Units.
| Note: If the user clicks Cancel during the copying process, records that have already received a green tick will have been copied. Remaining records that had not yet been processed will not be copied. |
System Log
The Assure System Log records all bulk copy activity, including the records created and the user who performed the operation.
Managing Automatic References
If the automatic reference system is enabled for the module, new copied records are allocated a reference automatically.
The ability to override a system-assigned automatic reference is controlled by the Override Auto Ref Role Permission.
- With Override Auto Ref: The user can change the system-assigned reference on the copied record.
- Without Override Auto Ref: The user cannot change the system-assigned reference.
Managing Reviews
The ability to control whether a review is set and to change the review due date is controlled by the Override Review Role Permission. This permission allows the user to override the system default review configuration.
If Manual Review is Enabled
- With Override Review: The user can set a review and determine the due date.
- Without Override Review: The user cannot add a review.
If Auto Review is Enabled
- With Override Review: The user can change the due date of the review or remove it entirely.
- Without Override Review: The user can see that a review will be set but cannot make changes to it.
AI Metadata
- Product Area: Assure -- Module Management, Multi Mode, Record Management
- User Role: Assure Users and Administrators with the Access Multi Mode Supervisor Privilege and appropriate Role Permissions
- Tags: Bulk Copy, Multi Mode, Module Records, Organisational Unit, Copy Records, Access Multi Mode, Supervisor Privilege, Override Auto Ref, Override Review, Record Review, Actions, Attachments, Policies, System Log, Role Permissions, Source Org Unit, Target Org Unit
- Version/Region: All Assure versions; all regions
- Important synonyms:
- "Bulk Copy" = copy multiple records, multi-record copy
- "Multi Mode" = multi record mode, bulk operation mode
- "Organisational Unit" = Org Unit, organisation unit, location, department
- "Source Org Unit" = originating org unit
- "Target Org Unit" = destination org unit
- "Override Auto Ref" = override reference, change reference number
- "Override Review" = override review date, change review
- "Access Multi Mode" = multi mode permission, bulk mode access
- Suggested embedding keywords: bulk copy records Assure, copy multiple records Assure, Multi Mode Assure, copy records to another org unit, Assure bulk copy module records, Access Multi Mode supervisor privilege, copy records different organisational unit, Assure record copy limit 50, bulk copy actions attachments policies, Override Auto Ref Assure, Override Review bulk copy
- Relevant modules and cross-module implications: Bulk Copy is available across all Assure Modules. The workflow operates within a single module at a time but copies records across multiple Organisational Units within the same module. There are no cross-module dependencies. The System Log records the activity system-wide.