Bulk Operations

Select multiple entries to perform batch actions.

Selecting Entries

There are two ways to select entries:

Checkboxes — Click the checkbox in the Select column for each entry
Row Highlighting — Click directly on table rows to highlight/select them

Once entries are selected, the toolbar changes to show bulk action buttons with a count of selected entries.

Selecting across pages

Large SmartTables load one page at a time (see Entries Page → Pages). Your selection is kept when you move to another page, so you can tick rows on several pages and act on them together.

To act on everything that matches the current search and filters, tick the select-all checkbox in the table header. If more rows match than are on the page, a Select all N matching button appears in the toolbar; click it to select every matching row on every page.

Delete, Restore, Delete Permanently and Update Version work on any number of matching rows, lakhs included. On a large selection they run on the server with a progress bar; you can close it and keep working, and a message shows the result when it finishes. Rows you untick after selecting all matching are left out.
If the server restarts in the middle of a large action, the message says how many entries were done. Select the entries again and repeat the action to finish the rest.
Deleting entries of a SmartTable with a Persiv Automate flow that runs on delete asks first, because each deleted entry starts a flow run.
Display, Print and PDFs render each entry, so they work on up to 500 entries at a time. Export Selected and Swap work on up to 50,000; for more, use Export All, which exports every matching row.
You can only act on entries of your own organisation. An id from another organisation is reported as "Not found".

Available Bulk Actions

Button	Action	Access
Display	Open all selected entries in a combined display view (original spreadsheet layout)	All Users
Print	Open all selected entries in print view with page breaks between entries	All Users
PDFs	Download all selected entries as individual PDFs in a ZIP file. Prompts whether to include attachments.	All Users
Export	Export selected entries to an Excel (.xlsx) file. You choose Shown columns (the table's columns) or All columns (every field, including those hidden from the table)	All Users
Swap	Swap data between exactly 2 selected entries	Admin (exactly 2 entries)
Delete	Soft-delete all selected entries	Admin
Delete Permanently	Hard-delete selected entries (only in "Show Deleted" mode)	Admin
Clear	Deselect all entries and restore the normal toolbar	All Users

ℹ️ How PDFs actually get generated PDF output (Print, PDFs, and single-entry Display/Print elsewhere) is rendered by a real headless browser server-side, not a PDF-drawing library — the same spreadsheet-accurate layout (fonts, colors, borders, merged cells) you'd see rendering the display sheet in a browser is what gets captured to PDF, which is why formatting stays pixel-faithful to the original SharePoint layout rather than an approximation of it.

Display & Print Options

When using Display or Print on multiple entries:

If any entry has attachments, you'll be asked whether to include them
Each entry gets a page break in the combined view
The layout matches the original SharePoint spreadsheet with fonts, colors, borders, and merged cells
Orientation (portrait/landscape) is auto-detected based on the spreadsheet width

PDF Download

The bulk PDF download:

Prompts whether to include attachments
Generates PDFs server-side for all selected entries
Downloads as a single ZIP file named bulk_pdfs.zip

💡 PDF Filenames Individual PDF filenames are built from the fields configured in SmartTable Settings → PDF Filename Fields. For example, if you select "Date" and "Name" fields, the PDF will be named 2025-01-15_John.pdf.

Export to Excel

The export creates an .xlsx file with:

One row per selected entry
All smarttable field values as columns
Table field arrays joined with commas
Bold headers with a light blue background
Filename: {smarttable_name}_entries.xlsx