Work Order Mass Assignments

Use the Accruent TMS Work Order query results to perform bulk assignment operations efficiently.

Query work orders assigned to inactive resources

Filter work orders by inactive resources directly from the Work order query form. A Include inactive checkbox appears at the top of the Assignment when you are in Query mode, so you can find work orders assigned to inactive technicians without reactivating them. When you enable Include inactive, inactive resources appear in italics with an (Inactive) suffix, for example, Jane Doe (Inactive), so you can clearly distinguish them from active resources.

1. From the Work order query form, open Assignment.

2. Select Include inactive.

   Inactive resources appear in italics with an (Inactive) suffix, for example, Jane Doe (Inactive).

3. Select an inactive resource from the list.

Select work orders for bulk assignment

Select work orders from the query results page using a checkbox column. Use the row checkbox to select individual work orders, the column header checkbox to select all records on the current page, or Select all to select all records in the entire result set (up to 5,000). Once you select one or more work orders, Mass assignment appears.

1. From Work order query results , select work orders using one of the following options:

   • Row checkbox: Selects or deselects an individual work order.

   • Column header checkbox: Selects or deselects all records on the current page only.

   • Select all: Selects all records in the entire result set (up to 5,000).

2. Select Mass assignment.

Perform bulk assignment operations

The Mass Assignment workflow launches from the Work Order Query Results page and supports three actions: Add, Replace, and Unassign. You can stage multiple operations of mixed types in a single session before submitting them all at once.

From the Work order query results page, select work orders using one of the following options:

• Row checkbox: Selects or deselects an individual work order.

• Column header checkbox: Selects or deselects all records on the current page only.

• Select all: Selects all records in the entire result set.

Add a resource

Add a new resource to all selected work orders using Add assignment. Select a resource from the dropdown and select Add to stage the action. Use Add another to stage additional resources without closing the modal.

1. From the Mass assignments modal, select Add.

2. In New resource, select a resource.

3. Select one of the following:

   • Add: Stages the action.

   • Add another: Stages the action and lets you add another resource.

Replace a resource

Replace a currently assigned resource with a new one across all selected work orders using Replace assignment. Select the current resource (including inactive resources, if applicable) and a new active resource, then stage the action for batch processing.

1. From the Mass assignments modal, select Replace.

2. In Current resource, select the resource to replace.

3. To include inactive resources, select Include inactive. Inactive resources appear in italics with an (Inactive) suffix.

4. In New resource, select the replacement resource.

5. Select one of the following:

   • Replace: Stages the action.

   • Replace another: Stages the action and lets you replace another resource.

Unassign a resource (New)

Unassign a resource from all selected work orders using Unassign resource even when no replacement is ready. This is a new action that isn't available in Classic TMS, for when a technician departs and must be removed from assignments immediately.

1. From the Mass assignments modal, select Unassign.

2. In Resource, select the resource to unassign.

3. To include inactive resources, select Include inactive. Inactive resources appear in italics with an (Inactive) suffix.

4. Select one of the following:

   • Unassign: Stages the action and closes the sub-modal.

   • Unassign another: Stages the action and keeps the sub-modal open to unassign another resource.

Type-Ahead search in resource dropdowns

Type characters in any resource dropdown within the Mass Assignment workflow to quickly filter and find the resource you need. Filtering is case-insensitive, and the filter clears automatically when you close the dropdown.

1. Open a resource dropdown in Add assignment, Replace assignment, or Unassign resources.

2. Type characters to filter the list.

   Filtering is case-insensitive. The filter clears automatically when you close the dropdown.

Review results after processing

After batch processing completes, a Results summary modal displays automatically, showing the outcome for each work order and action. You can see successes, failures, and skipped work orders at a glance. Select View work orders to navigate to a filtered results view showing only successfully modified work orders, or select Close to return to the query results page.

1. In the Results summary modal, review the outcome for each work order and action.

2. Outcomes display in the following formats:

   • [Resource] added to / replaced on / unassigned from [WO#] for successful actions.

   • Failed: followed by the specific reason for failed actions.

   • Skipped: [WO#] status doesn’t support assignment changes for skipped work orders.

   Note: Partial success is supported, successful updates aren't rolled back due to failures on other work orders.

3. Select one of the following:

   • View work orders: Navigates to a filtered results view showing only successfully modified work orders.

   • Close: Returns to the Work Order query results page.

Improved assignment display order

Work order assignments display in the order they were created, oldest first, making it easy to identify the primary (first-assigned) resource at the top of the list. When you replace a resource via mass assignment, the replacement inherits the original position, preserving the assignment order.

Permissions and Audit Trail

Make sure you have Full or Admin Work Order Edit access before using the Mass assignment feature.

If you have Read Only or no access, the Mass assignment button isn't visible. After processing, each successful assignment change automatically generates an audit log entry. Each entry captures the work order, resource, acting user, and timestamp, and is visible on the work order audit log tab. The system sends standard assignment notifications for each affected work order.