Bulk Manage Tasks
Update several tasks at once.
Bulk actions help you clean up task lists without opening each task one by one. Use them when several tasks need the same owner, status, priority, project, or other shared update.
Select Tasks
- Open Productivity > Tasks.
- Use the checkboxes in the task table to select tasks.
- Review the selected count in the bulk toolbar.
- Choose the action you want to apply.
Select only the tasks that should receive the same update. If a task needs a different value, leave it out and update it separately.
Read the selected task names before applying the action. Filters reduce risk, but they do not replace reviewing the final selected set.
If the task table spans multiple pages, confirm whether the selection applies only to visible rows or to the filtered result set. When in doubt, work in smaller batches so the selected tasks are visible and reviewable.
Common Bulk Updates
Use bulk actions to:
- Assign tasks to a team member.
- Change task status.
- Update priority.
- Move tasks into the right project.
- Delete tasks that were created by mistake.
Bulk updates are best for cleanup after imports, template creation, project setup, ownership changes, and status hygiene. Avoid using them for tasks that need individual discussion or different next steps.
For ownership changes, notify the new assignee or add a comment when the reason is not obvious. Bulk reassignment can surprise teammates if tasks move without context.
If tasks are connected to customers or projects, consider adding a handoff note before or after the bulk change. Ownership without context can stall follow-up.
Bulk Update Checklist
Before applying a bulk action, confirm:
- active filters
- selected count
- sample task names
- project or customer context
- whether selected tasks have time entries, comments, or files
- whether assignees need a notification or handoff note
Before Deleting Tasks
Deletion removes the selected tasks from active work. Before deleting, confirm that the tasks are duplicates, test records, or no longer needed. If the work is only postponed, change the status to Deferred instead.
Check linked projects, clients, time entries, comments, and files before deleting a batch. If a task contains useful history, close or archive it instead of deleting it.
Use Filters First
Apply filters before bulk editing so the selected list is easier to review. For example, filter to unassigned tasks before assigning ownership, or filter to a specific project before changing project-related work.
After a bulk update, clear filters and spot-check a few updated tasks. Confirm assignee, status, project, priority, due date, and comments still make sense.
If the bulk action produced the wrong result, stop and correct the affected tasks before continuing with another batch. Use filters by updated date, assignee, project, or status to find the changed records quickly.
Work in small batches when the task list includes mixed projects, customers, or owners. Reviewable batches are easier to undo or explain.
Bulk Cleanup Routine
For imports, template mistakes, or project reorganizations:
- Filter to the affected task set.
- Select a small batch.
- Apply one change.
- Spot-check updated tasks.
- Continue only after the first batch is correct.