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Batch Edition Operations

Batch edition operations allow Report Forge admins and report owners to act on multiple editions simultaneously — bulk status changes, bulk PDF export, and bulk archiving. Batch operations are available in the Editions tab when multiple editions are selected.

Accessing batch operations​

  1. Go to the project → Editions tab.
  2. Select editions using the checkbox at the left of each row, or click Select all to select all visible editions.
  3. The batch action toolbar appears at the top of the list showing the count of selected editions and available actions.

Available batch operations​

Bulk status change​

Available to: Report Owner, Workspace Admin

From statusBatch actionTo status
ApprovedBulk closeClosed
Draft (multiple stale editions)Bulk cancelCancelled

Bulk close: Close all selected Approved editions at once. Use this at the end of a project phase when many editions are approved and ready for archival.

Steps:

  1. Filter Editions list to status = Approved.
  2. Select all editions to close.
  3. Click Batch actions → Close selected.
  4. Confirm — all selected editions move to Closed status.

Considerations:

  • Closing an edition is not reversible by contributors — only Workspace Admins can re-open a closed edition.
  • Verify that outputs have been generated for all editions before bulk closing.
  • The audit log records the bulk close action with the acting user and timestamp.

Bulk export​

Available to: Report Owner, Workspace Admin

Bulk export generates output files for multiple editions and packages them into a ZIP archive.

Steps:

  1. Select editions to export (can be mixed statuses — only Approved and Closed editions can have outputs generated; other statuses are skipped).
  2. Click Batch actions → Export selected.
  3. Configure:
SettingOptions
Output templateSelect which output template to use for all editions
Export formatPDF, Excel, Word, or CSV
File namingToken-based: {{edition_name}}_{{edition_period}}
DeliveryDownload as ZIP / Save to SharePoint folder
  1. Click Generate — Report Forge renders each edition's output in queue.
  2. A progress indicator shows completion percentage (large batches may take several minutes).
  3. When complete, download the ZIP or confirm the SharePoint delivery.

File naming in ZIP: Each file is named using the configured token pattern. Example: North Station_Monthly Progress_2026-05.pdf. If two editions produce the same filename, a numeric suffix is appended: ..._2026-05_1.pdf, ..._2026-05_2.pdf.

Use bulk export for:

  • End-of-project audit pack (all approved editions for the project)
  • Monthly distribution of a set of project reports
  • Archival export before closing a project
  • Compliance submission with multiple reporting periods

Bulk archive​

Available to: Workspace Admin

Bulk archive moves selected editions to an archived state — read-only, preserved for reference.

Important: Archive at the blueprint level (which archives all its editions simultaneously) is covered in Blueprint Archive Lifecycle. Edition-level bulk archive archives specific edition records independently of the blueprint status.

Steps:

  1. Select editions to archive (typically Closed editions only).
  2. Click Batch actions → Archive selected.
  3. Confirm.

Archived editions:

  • Are removed from the default Editions list view.
  • Remain visible when the Editions filter includes "Archived".
  • Are read-only — no further editing or status changes.
  • Outputs remain downloadable.

Bulk assign​

Available to: Report Owner, Workspace Admin

Bulk assign updates the contributor or reviewer assignees for multiple editions at once.

Use case: A team member joins the project mid-cycle and needs to be added as a contributor to all open Draft editions.

Steps:

  1. Filter to Draft or Submitted editions.
  2. Select the editions to update.
  3. Click Batch actions → Assign members.
  4. Add the new member to the Assignees list.
  5. Click Apply — the member is added to all selected editions without replacing existing assignees.

When to use batch operations vs. individual management​

ScenarioRecommended approach
End-of-project: close 12 approved editionsBulk close
Monthly client distribution: 5 project PDFsBulk export
New team member added mid-cycleBulk assign
One edition needs a specific correctionIndividual edition management
Compliance audit pack: 24 monthly editionsBulk export → ZIP
Archive a completed projectBlueprint archive (not edition-level archive)
Single edition is stale and should be cancelledIndividual cancel

Batch export limitations​

LimitationDetail
Editions that cannot be exportedDraft, Submitted, In review, Changes requested — these statuses do not have approved outputs to export. Batch export skips these editions and reports the count skipped.
Maximum batch size100 editions per batch export. For larger sets, export in multiple batches.
Large output filesPDFs with images or many pages may take 2–5 seconds each. A batch of 50 such editions may take 5–10 minutes.
ConcurrencyOne batch export job runs at a time per workspace. A second batch will queue behind the first.

Audit trail for batch operations​

Every batch operation creates audit log entries for each affected edition. The audit log entry includes:

  • The batch operation type (bulk close, bulk export, bulk assign, etc.)
  • The acting user
  • The timestamp
  • A batch operation ID linking all affected editions to the same batch action

Review batch operations in Audit Log → filter by Batch operation type.