The Users page offers bulk editing for many fields, including active status, locations, user roles, and report roles, allowing administrators to quickly update multiple users and fields simultaneously.
To update a single user’s details directly without opening the full user record, learn more about inline editing.
Security
Users must have the following permission to edit user details.
Administration → Users → Edit Users
These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.
Bulk Editing
Follow the steps below to edit the multiple user records at the same time:
Click steps to expand for additional information and images.
1) Click the bulk edit checkbox to select all the records that will be updated.
2) Click the Edit icon 
on the action bar.
on the action bar.
3) Select the field(s) to edit from the Bulk edit wizard.
Multi-select fields replace existing values
For User Roles, Report Roles, Locations, and External Locations, selecting a value during bulk edit replaces all existing values in that field for every selected user.
Example: If two users each have Location 1 and Location 2, and only Location 3 is selected in Locations, both users will have Location 3 as their only location after the update — Location 1 and Location 2 are removed.
Fields left blank during the bulk edit are not changed, and existing values in those fields are preserved.
Status
Mark all selected employees Active or Inactive.
Active - The user will be able to access the system
Inactive - The user will not be able to access the system
Marking users Inactive will automatically remove all of their assigned user roles and report roles.
Learn more about deactivating users and the User Deactivation Checklist.
User locations
a. Select an assignment type to filter the available locations
b. Search to filter for specific characters
c. Select the locations to assign to the selected users — the checked locations will replace all existing location access for those users
d. Uncheck locations or click the gray X icon next to the location in the ‘Selection’ section to remove location access from the selected users
e. Click 'Clear all' to clear all selections — if no locations are selected, this field will not be updated on submit and existing location access is preserved
f. Click ‘Confirm’ to apply the updates or ‘Cancel’ to exit without saving
Default location
Select a location from the dropdown menu.
External locations
a. Select an assignment type to filter the available locations
b. Search to filter for specific characters
c. Select the locations to assign to the selected users — the checked locations will replace all existing location access for those users
d. Uncheck locations or click the gray X icon next to the location in the ‘Selection’ section to remove location access from the selected users
e. Click 'Clear all' to clear all selections — if no locations are selected, this field will not be updated on submit and existing location access is preserved
f. Click ‘Confirm’ to apply the updates or ‘Cancel’ to exit without saving
User roles
a. Type in the ‘User roles’ field to filter roles for the entered characters
b. Click 'Select all' to select all available roles — selected roles will replace all existing role assignments for those users
c. Click 'Clear all' to clear all selections — if no roles are selected, this field will not be updated on submit and existing role assignments are preserved
d. Click checkboxes to select the roles to assign — the checked roles will replace all existing role assignments for those users
Report roles
a. Type in the ‘Report roles’ field to filter roles for the entered characters
b. Click 'Select all' to select all available roles — selected roles will replace all existing role assignments for those users
c. Click 'Clear all' to clear all selections — if no roles are selected, this field will not be updated on submit and existing role assignments are preserved
d. Click checkboxes to select the roles to assign — the checked roles will replace all existing role assignments for those users
4) When all fields have been edited, click the Update button.
5) Review the confirmation dialogue.
The system will notify whether all, some, or none of the updates were successful.
The notification will include error details for the validation failure when any updates are not successful.
Learn more about bulk edit validation failures below.
Bulk Edit Validation Failure
A bulk edit validation failure occurs when the system blocks one or more selected users from being updated because the attempted changes would break access, status, or data rules. Any remaining users that pass validation are still updated.
Bulk edits can fail fully or partially when the attempted change would:
Assign Roles to Inactive Users
Inactive users do not have access to R365 and cannot be assigned roles.
If all selected users are inactive, the whole bulk edit fails.
If only some selected users are inactive, those are skipped and the rest are updated.
Edit Restricted Fields for AP Data Entry Users
R365 AP Data Entry Users have limited editable fields. Only User Locations and Default Location can change.
Bulk edits fail for Data Entry Users when the update includes:
Active Status
User Roles
Report Roles
Other selected users that are not Data Entry Users can still be updated successfully.
Learn more about the AP Data Entry user role.
Change Access Beyond User’s “Grant Access Up To My Level” Permissions
The grant-access-up-to-my-level rules apply to bulk edits in the same way as individual edits. The acting user cannot add, remove, or change access for another user in a way that includes any permission or scope the acting user does not personally have.
Examples:
A bulk edit cannot remove a role from another user if that role includes access the acting user does not hold.
A bulk edit cannot assign roles or locations that are outside the acting user’s allowed access.
If the end result of the bulk edit would violate this rule for a specific user, that user’s entire update fails, even if other fields in the same attempt would have been valid.
Learn more about managing access to security and permissions and the grant access override setting.