Mass Update Permissions

This article discusses how to use the Mass Permissions Advanced tool to make mass changes to select projects, and to mirror the access or primary status of another user. Navigate to this tool by clicking Main Menu > Advanced > Mass Permissions. If prompted, choose the desired Org.

There are three types of mass permission updates that can be made. Continue reading to learn more about each action.

• Mass Update Teams
• Mass Update Permission/Roles/Primary 
• Permission Cloning Tool
• Job Status Tab

Mass Update Teams

The first type of mass permission update that can be queued is Mass Update Teams. This tool allows you to quickly add one or more teams to select projects in bulk.

For example, let’s say you’d like to add your LA Office team to all California-based projects. You’ll first need to create a List of Projects report for all projects meeting that criteria. Then, you can use the Mass Permissions tool to add the LA Office team to all projects included in that report.

Follow these steps to use the Mass Update Teams bulk action:

1. Create a criteria report. Run and save a List of Projects report with the desired criteria.
2. Choose the Mass Update Teams action. Expand the “Choose a Mass Update Action” menu and select Mass Update Teams.
3. Select the criteria report. Expand the “Select a Report as Project Criteria” menu and select the criteria report you created in step 1.
4. Add teams. Find and select the team(s) you’d like to add to the projects in the report.
5. Enable or disable project notifications. If you choose to enable the Subscribe to Project Notifications toggle, all team members with their subscription settings turned on (set in the Member Access tool at the team level) will be subscribed to the projects in the report. If you toggle this setting off, no members will be subscribed to the projects, regardless of their team-level settings.
6. Queue the update. The text along the bottom will summarize the affected projects. Review this summary and make certain your criteria and selected team(s) are correct. When you’re ready, click Queue Update and confirm your selection in the modal.

You’ll be taken to the Job Status tab, where you can monitor the status of your queued updates.

Mass Update Permission/Roles/Primary

The second type of mass permission update that can be queued is Mass Update Permission/Roles/Primary. This tool allows you to queue an update that involves any combination of permissions, roles, subscriptions, and first position status.

For example, let’s say Jill has been hired as a legal assistant. She will need access to all of the immigration cases her attorney, Jason, is representing, with a specific set of roles and permissions.

The best practice in this scenario would be to simply add Jill to any Org-level teams in which Jason is the primary attorney. But if there are projects where Jason was added individually, separate from his teams, the Mass Permissions tool can help to account for these one-off instances.

Follow these steps to use the Mass Update Permission/Roles/Primary bulk action:

1. Create a criteria report. Run and save a List of Projects report with the desired criteria. In the example above, this report would need to include all projects where Jason is the primary attorney.
2. Choose the Mass Update Permission/Roles/Primary action. Expand the “Choose a Mass Update Action” menu and select Mass Update Permission/Roles/Primary.
3. Select a user to update. Expand the “Select a User” menu and select the desired user. In the example above, this user would be Jill.
4. Assign the user’s permission level. Expand the “Select a Permission to Grant to the User” menu and select the desired project permission level—Admin, Collaborator, or Guest.
5. Select the criteria report. Expand the “Select Report as Project Criteria” menu and select the criteria report you created in step 1.
6. (Optional) Enable or disable project notifications. To update the user’s subscription status for all selected projects, expand the “Project Notifications” dropdown and select either Subscribe or Unsubscribe.
7. (Optional) Add project roles. In the “Add or Update Available Project Roles” menu, double-click the desired roles to move them to the “Selected Roles” menu. In this menu, select the checkbox beside a role to assign the user to the first position for that role.
8. Queue the update. The text along the bottom will summarize the affected projects. Review this summary and make certain your criteria and selections are correct. When you’re ready, click Queue Update and confirm your selection in the modal.

You’ll be taken to the Job Status tab, where you can monitor the status of your queued updates.

Permission Cloning Tool

The third and final type of mass permission update that can be queued is Permission Cloning. This tool allows you to mirror a team’s assignments based on the assignments of another team. In other words, you can add Team A to all of Team B’s projects.

Follow these steps to use the Permission Cloning bulk action:

1. Choose the Permission Cloning action. Expand the “Choose a Mass Update Action” menu and select Permission Cloning Tool.
2. Select the teams to update and to reference. Select the team you’d like to update, and then select the team to mirror.
3. Queue the update. The text along the bottom will summarize the affected teams and projects. Review this summary for accuracy. When you’re ready, click Queue Update and confirm your selection in the modal.

You’ll be taken to the Job Status tab, where you can monitor the status of your queued updates.

Job Status Tab

Once your Mass Permission action is queued, it will show under the Job Status tab. This tab displays the history and status of queued updates or jobs. Each job displays detailed information, including the status, affected users/projects, and which user queued the job.

When a job fails, the details outline what happened. To see the latest status for a job, click the Refresh button in the menu along the top.