Bulk Actions Guide

Bulk Actions lets your team apply the same update across a large screening working set without editing records one by one. Access: Requires the Admin role or above. In the sidebar, go to Screening > Bulk actions. Use this guide when you need to:

• close or otherwise disposition many potential matches at once
• archive stale, test, or accidental-upload profiles while preserving audit history
• turn ongoing monitoring on or off for many profiles
• add the same operational comment to a large set of profiles
• review, audit, or revert a prior bulk action

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How Bulk Actions Works

Every bulk action follows the same high-level sequence:

1. define the scope with the query builder and review the live preview
2. continue from the scope step so Minerva locks a durable execution snapshot
3. configure the primary action stage
4. optionally review the follow-up profiles preview and configure a follow-up profile stage when the primary stage targets potential matches
5. add a clear job name and rationale, then queue the job
6. track progress, review the audit workbook, and revert the job later if needed

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Key Concepts

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Scope and Snapshot Locking

Bulk actions start with a live preview so you can confirm the right objects are included before anything changes. When you continue from the scope step, Minerva creates a durable execution snapshot. This matters because:

• the worker processes the same set of records you reviewed
• the audit workbook reflects that same snapshot
• any follow-up stage derives its target set from that same locked snapshot

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Primary and Follow-up Stages

The primary stage is where the main update happens.

• If you target potential matches, the primary stage updates match review status.
• If you target profiles, the primary stage can update profile status, monitoring state, archive state, or add comments.

For match-based jobs, Minerva can also run an optional follow-up profile stage. This is useful when:

• you close many matches first
• some profiles become fully cleared as a result
• you want Minerva to continue directly onto those profiles and update their profile status or add a comment

The follow-up stage can also be narrowed with an additional profile query before it runs.

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Follow-up Profiles Preview

Before a follow-up profile stage is queued, Minerva shows a profiles preview table for the derived follow-up set. This preview reflects:

• the locked snapshot from the scope step
• the result of the primary match-status action
• the rule that keeps only profiles that remain eligible for follow-up
• any additional profile query you apply in the follow-up step

Use this preview to:

• confirm how many profiles would actually receive the follow-up actions
• inspect which profiles are still included after the primary stage is applied
• narrow the derived set further before changing profile status or adding comments
• decide to skip the follow-up stage when no profiles remain eligible

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Audit and History

Every bulk action records:

• stage progress
• per-object before-and-after snapshots
• the user who requested the action
• the job rationale
• a downloadable XLSX audit workbook

Use Bulk Actions history when you need to:

• confirm whether a job completed
• inspect skipped or failed objects
• review exactly what changed on each object
• download evidence for internal review or audit support

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Example Use Cases

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1. Bulk Disposition With Automatic Profile Follow-up

Use this pattern when you need to close a large group of sanctions-related potential matches and automatically continue onto the affected profiles once those profiles no longer have unresolved matches. This example shows:

• the follow-up step after a sanctions scope query has already been locked
• the derived follow-up profiles preview table that appears before profile actions are selected
• an additional profile query that narrows the derived profile set
• follow-up profile actions that update the related profiles to Accepted
• a shared profile comment that records the rationale for each accepted profile

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2. Bulk Disposition Of PEP Matches From One Source

Use this pattern when a single PEP data source is generating a large cohort of potential matches that all need the same review outcome. This example shows:

• a match-scoped query for unresolved PEP hits
• a PEP sources filter set to OpenSanctions Wikidata
• an optional date range to focus the job on a recent intake window
• the live preview that confirms which matches the scoped job would affect

This is a common workflow when your team wants to treat one incoming source consistently without affecting PEP matches from other sources.

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3. Bulk Archive Of Old Rejected Profiles

Use this pattern when you want to move a stale cohort out of the active working set without erasing the audit trail. Common archive cases include:

• removing test profiles after implementation or UAT and before go-live
• periodically cleaning up rejected profiles created on or before April 18, 2024, which is more than two years old as of April 19, 2026
• containing an accidental mass upload by filtering to a tight created-at window or a shared upload attribute

This example focuses on the periodic cleanup case. This example shows:

• a profile query for active Rejected profiles
• a created-at range capped to profiles created on or before April 18, 2024
• the live preview that confirms which profiles the archive job would target

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4. Bulk Profile Monitoring Update

Use this pattern when a large number of profiles should come off ongoing monitoring because they share the same profile characteristics or workflow state. This example shows:

• a profile query for monitored profiles
• additional filters on profile status and kind
• the live preview that confirms which profiles the update would remove from monitoring

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5. Bulk Profile Comment

Use this pattern when many profiles need the same analyst note, case-handling instruction, or operational reminder. This example shows:

• a profile query for active escalated profiles
• the live preview that confirms which escalated profiles the shared note would reach
• the scoped cohort before adding a shared comment template that can include the queued job reason

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Reverting A Bulk Action

Most current bulk actions are reversible, including:

• match status updates
• profile status updates
• profile monitoring updates
• profile archive updates
• bulk-added profile comments

When you preview a reversion, Minerva compares the live object to the post-action state captured by the original job. If nothing changed after the original bulk action, Minerva can restore the previous state directly. If something changed in the meantime, Minerva marks that object as a conflict and lets you choose how to handle it. The conflict strategies are:

• Fail on conflict: stop that object from being reverted until it is reviewed
• Leave current state: skip that object and keep the current live value
• Restore previous state: overwrite the current value with the stored prior value

Common conflict examples include:

• a match was reopened after the bulk action completed
• a profile status changed after the original job ran
• monitoring was changed by another workflow
• a bulk-added comment was edited or deleted before the reversion ran

The live reversion flow usually looks like this:

1. open the completed source job from Bulk Actions history
2. preview the reversion to confirm how many items can be restored cleanly
3. if conflicts exist, choose a default strategy and optionally override the sampled rows before queueing

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Reversion Entry Point

Start from the completed source job in Bulk Actions history. The job drawer shows the stored item snapshots, the audit workbook, and the Preview reversion action for reversible jobs.

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Reversion Preview Without Conflicts

When nothing drifted after the original job completed, the preview confirms that the stored previous state can be replayed directly. In that case, add a clear reason and queue the reversion.

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Reversion Preview With Conflicts

If Minerva detects drift, it samples the conflicting rows so you can see which field changed and decide how to handle it. The sample is representative rather than exhaustive, so treat the preview counts as the full scope and the table as the review aid for choosing a strategy.

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Best Practices

• Start with the narrowest query that captures the intended cohort.
• Review the live preview before you continue to the locked snapshot.
• Use a specific job name and rationale so history remains easy to audit later.
• Use follow-up profile stages only when the profile action truly depends on the result of the primary match action.
• Preview reversion before restoring a prior bulk action, especially if the underlying profiles or matches may have changed since the original job ran.

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Related Guides

• Screening Guide
• Dashboards Guide
• Risk Assessment Flow