Content:
1. Introduction
2. Updating fields that are present for all cards and boards
3. Updating card elements that may have different values across boards
-Tags and Co-Owners Fields
4. Updating multiple cards (on different boards) from a Management board
1. Introduction
You can use the Advanced Search to simultaneously modify selected cards in the search window without having to open each individual card.
You can select multiple cards from the search window by holding the CONTROL/COMMAND button and clicking on the rows that represent the cards.
When you click on the appropriate field within the column, you will be able to change its value for all selected cards.
In order to be able to use this feature, you need to have the Edit Card Details permission on all boards where the cards are located.
When updating multiple cards across different boards, if you don’t have permission to update cards for a certain board, you will be presented with a message indicating your lack of permission to modify the cards.
There is a ‘Select All’ button in the top left corner that will allow you to select up to 500 cards which can be updated using one update action.
Regular fields that cannot be updated using this feature: Card ID, Column Name, Board Name, Section, Lane, Work Item, Cycle Time, Block Count, Block Time, Blocked, Child Card Progress, Attachments, Comments, Created At, Finished Subtasks Count, End Date, Description, Custom Card ID, Owners, First Blocked Date, Last Blocked Date, First Date Moved to, Last Date Moved out of, Last Date Moved to, Times Moved to, Links, Logged Time, Start Date, Position in Cell, Total Subtasks Count, Workflow Name, Workspace Name.
2. Updating fields that are present for all cards and boards
This includes fields such as deadline, priority, color, and title. Additionally, the Planned Start and Planned End date fields can be edited for Timeline Initiatives only.
For example, you have 3 cards with Average priority. If you want to change them all to a High priority, you will have to do the following:
- Select the three cards by holding down CONTROL/COMMAND on your keyboard.
- Click on the priority field to open up the drop-down.
- Select High Priority.
3. Updating card elements that may have different values across boards
This is how the following elements are updated: Blockers, Stickers, Types, Custom Fields, and Owner.
Once you select your desired cards, a dropdown menu appears. It will list the elements that represent the intersection of the elements available on all selected boards, excluding custom fields because they are represented as different columns in the search window. At the top of the dropdown, a message will indicate that it is only showing the elements available for the selected boards. You can see all fields by clicking the 'show all' button.
Clicking ‘show all’ will pull up a combined list of all possible types for the selected boards.
Note: If no elements are valid for the selected boards, an empty list may appear with a message indicating that no valid types are available for the selected boards.
When you are finished with the changes, you will have to submit them.
For example, you have 3 cards, one with a different sticker and 2 without a sticker.
If you want to add a new sticker to them, you will have to do the following:
- Select the three cards by holding down CONTROL/COMMAND on your keyboard.
- Click on the Sticker field to open up the drop-down.
- Select the desired Sticker you want to add.
If, instead of completing the update, the next window contains a message stating that the element is missing from one of the boards for the selected cards, it means that a change cannot be made as is.
Then you will have the following options:
- Cancel: stops the update process altogether. (using the X)
- Update Where Possible: update only the cards for which you have update permissions.
- Add Element to the Boards and Update All Cards: adds the element to the board (if you have permission to add elements. If you don’t have permission to do that, you will get a consecutive error message)
Note for Custom Fields: If a custom field (Field A) is not available on all selected boards (for example, Board 1 and 2), you will need to add it to both boards. When this is the case, there will be no ‘ Update where applicable’ option. Instead, you will only be able to use the ‘Add Element to the Boards and Update All Cards’ option.
Note: You need to have the ‘Edit Card Details Role’ to change any card element.
Important: Adding Blockers, Stickers, Tags, Types and Custom Fields to boards depends on ‘Card Controls’ settings from the Security and Audit Logs menu.
For the Owners field, it also depends on the ‘Add Users to Board’ permission.
Important: Adding users as Co-Owners or Contributors does not require this permission.
-Tags and Co-Owners Fields
Tags and Co-Owners are two fields that behave differently because of the special properties that allow them to have more than one value.
Once you select your desired cards and choose the desired field, a pop-up window will appear. It will list the values that represent the intersection of all the available field values on all selected boards.
At the top of the dropdown, a message will indicate that it is only showing the values available for the selected boards. You can see all values by clicking the 'show all' button.
Clicking ‘show all’ will pull up a combined list of all possible values for the selected boards.
In the case of tags, there will be a disclaimer that says: Selected Tags/Co-Owners will be added to the existing ones.
If you don’t want that to happen, you should click the Override Tags/Co-Owners, option, which will delete the current values and add the selected tags.
Important: you can add more than one of these fields at a time. You can select multiple field values to update at once.
If you have permission to edit the card details on all of the boards and all the new values are available for the boards selected, the changes will happen immediately.
If that isn’t the case, the next window will contain a message stating that the field values are missing from one of the boards for the selected cards, which means that a change cannot be made as is.
Then you will have the following options:
- Cancel: stops the update process altogether.
- Change Where Possible: change only the cards for which you have update permissions.
- Add to the Boards and Update All Cards: adds it to the board (if you have permission to add fields. If you don’t have permission to do that you will get a consecutive error message)
4. Updating multiple cards (on different boards) from a Management board
You can also select multiple cards from a Management Board, and then update them using the Context menu from the top right menu button in the closed card view.
Important: the update limit for this functionality is 50 cards at a time.