Bulk Operations

EQMS supports bulk operations across several modules, allowing you to act on multiple records at once. This reduces repetitive work when managing large volumes of documents, CAPAs, training assignments, or signature requests.

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Use the bulk operations panel

The Bulk Operations Panel appears automatically when you select multiple items in a list view. It displays the number of selected items and provides action buttons appropriate to the resource type.

Available actions by resource type

Action	Documents	Deviations	CAPAs	Audits
Approve	Yes	—	—	—
Reject	Yes	—	—	—
Update Status	Yes	Yes	Yes	Yes
Delete	Yes	Yes	Yes	Yes
Assign Training	Yes	—	—	—

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Approve multiple documents

1. On the Documents list page, select the checkboxes next to the documents you want to approve.
2. In the Bulk Operations Panel that appears, select Approve Selected.
3. The panel shows a progress indicator and reports how many documents were approved versus how many failed.

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Reject multiple documents

1. On the Documents list page, select the checkboxes next to the documents you want to reject.
2. In the Bulk Operations Panel, select Reject Selected.
3. Enter a rejection reason in the text area that appears (required).
4. Select Confirm Reject to process.

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Update status for multiple records

1. On any list page (Documents, Deviations, CAPAs, or Audits), select multiple items.
2. In the Bulk Operations Panel, select Update Status.
3. Enter the new status value.
4. Select Update Status to apply to all selected items.

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Delete multiple records

1. On any list page, select the items you want to delete.
2. In the Bulk Operations Panel, select Delete Selected.
3. In the confirmation dialog, confirm the deletion.

Caution

Bulk deletion is permanent and cannot be undone. The confirmation dialog shows the exact number of items that will be deleted.

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Track bulk operation progress

Bulk operations run as background jobs. The panel polls for status updates and shows:

• Progress percentage with a visual indicator
• Status badge (pending, in progress, completed, failed)
• Error details if any individual items failed, listing the resource ID and error message

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Reassign document authors in bulk

1. On the Documents list page, select the checkboxes next to the documents you want to reassign.
2. Open the Bulk Reassign Author modal.
3. Search for and select the new author by name or email.
4. Select Reassign Author.
5. The modal shows how many documents will be affected.

Note

The new author must be an existing user in the system. Use the search field to find them by name or email address.

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Assign multiple CAPA actions to a user

1. Open a CAPA detail page and navigate to the actions list.
2. Open the Bulk CAPA Action Assignment modal.
3. Select a user from the user selector.
4. Select the checkboxes next to the actions you want to assign (each shows its current assignment and status).
5. Select Assign Actions.

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Request signatures from multiple users

1. On the Signatures page, open the Request Bulk Signatures modal.
2. Select the resource type: Document, Deviation, CAPA, or CAPA Action.
3. Enter the resource ID.
4. Choose the action: Approve, Complete, or Sign Off.
5. Search for and select multiple signers using the user search.
6. Select Request Signatures.

All selected users receive a signature request for the specified resource.

Tip

Bulk signature requests are particularly useful for documents that require review and approval from an entire quality team or cross-functional group.

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Practical example: Bulk approving documents after annual review

Scenario: A Document Control Manager has completed the annual periodic review of 23 SOPs in the Quality Control department. All documents have been reviewed, updated where necessary, and are now in “Pending Review” status awaiting final approval.

1. Navigate to the Documents list page.
2. Filter the list by status “Pending Review” and department “Quality Control.” The filtered list shows the 23 SOPs ready for approval.
3. Select the checkbox in the table header to select all 23 documents at once.
4. The Bulk Operations Panel appears at the bottom of the page showing “23 items selected.”
5. Select Approve Selected.
6. The progress indicator shows the approval processing: 23/23 documents approved, 0 failed.
7. All 23 documents move to “Effective” status simultaneously, and version histories are updated.
8. Next, open the Request Bulk Signatures modal from the Signatures page.
9. Select resource type Document, choose action Approve, and search for the three members of the QA Management team who need to co-sign the annual review.
10. Select Request Signatures. All three managers receive signature requests for the batch.

Without bulk operations, each document would require individual approval and separate signature requests — a process that could take hours is completed in minutes.