Mass change workflow for existing projects and tasks

Hello,

We recently imported approximately 500 projects (with tasks and folders) from our ERP into Wrike using Wrike’s Excel import template.

After the import, we realized that a large number of the imported items (around 16,000) are not assigned to the correct workflow.

Is there a way to bulk or mass-assign the appropriate workflow to these projects, folders, and tasks?

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Pietro Poli

Hi @Stephen Remillard

a great way to handle this is by leveraging Wrike’s native Automation engine to process the change in batches.

I would suggest setting up one or more automation rules with the following logic:

Trigger: "Status doesn't change for 1 day" (This acts as a time-based trigger for existing items).
Condition: You can filter by the specific Space or Folder where the ERP import took place or Specific Workflow Status
Action: "Change Workflow" and select the correct one.

You can create specific rules based on the current status of the tasks to ensure they map correctly to the new workflow. Wrike will then automatically "sweep" through the items and reassign the workflow for you.

While you could also use Mass Editing in the Table view, with such a high volume of data (16k tasks), using Automation is much more reliable and less prone to manual errors.

Sven Passinger

You can go via the mass action in table view easily.

Choose the space and filter for the tasks you need. Even if these are 16k it would be only a long list. Then click the first. Then go to last and shift and click. This will mark everything in the list. Then right click on one task and make change status as a mass action. So you should not miss anything.

But be carefull: if the workflow has locked transitions it can be impossible to mass change status. Then you have to unlock the workflow first.

Sven Passinger

You should be able to do it in Table view. Unfortunatly I can not add an image here. In table mark all tasks you want to cahnge to a specific status in a workflow. Then right click on one of them. It open ups a menu. There you can choose change status and just do it.

Be careful if your workflow is lock transitions is activated (so not allowed to make any transition of status) this can be locked. So first unlock the workflow.