> ## Documentation Index
> Fetch the complete documentation index at: https://docs.recordengine.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Batch Operations

> Approve, export, move, and delete multiple documents at once — without opening each one individually.

Batch operations let you act on multiple documents simultaneously. Instead of opening each document to approve it, you select a group and approve them all in one click — saving significant time during period-end processing.

***

## Selecting Documents

In the document list, each row has a **checkbox** on the left. Click a checkbox to select that document. Selected documents are highlighted.

### Selecting Multiple Documents

| Action               | What it selects                                          |
| -------------------- | -------------------------------------------------------- |
| Click a checkbox     | Selects that one document                                |
| Click **Select All** | Selects all documents currently visible in the list      |
| Hold Shift + click   | Selects all documents between the first and last clicked |

The selection count appears at the top of the list: *"14 documents selected"*.

<img src="https://mintlify.s3.us-west-1.amazonaws.com/recordengineai/images/user-guide/batch-select.png" alt="Document list with several documents checked and batch action menu open" className="rounded-lg" />

***

## Available Batch Actions

Once documents are selected, the **batch action bar** appears at the top of the list with the available actions:

### Batch Approve

Sets all selected documents to **Approved** status in one click.

Best used after a review session where you've checked several documents individually and are confident they're correct. Select the reviewed documents, click **Approve All**, and they're all locked simultaneously.

<Tip>
  For even faster throughput, combine with the Rules Engine: set a rule to automatically approve documents where `confidence_score >= 90`. Only documents below the threshold need manual review — then batch-approve the manual reviews at the end.
</Tip>

### Batch Export

Sets all selected documents to **Export** status, triggering the outbound webhook for each document.

Use this for end-of-day or end-of-week processing runs — approve a batch of invoices, then select all approved and batch-export to push them all to QuickBooks or Xero at once.

<Warning>
  Batch export triggers the webhook for every selected document. If your automation platform has rate limits (Xero allows 60 API calls per minute, for example), exporting a large batch simultaneously may cause some webhook deliveries to fail. For batches over 50 documents, consider exporting in smaller groups with a short pause between them.
</Warning>

### Batch Move

Moves all selected documents to a different contact or folder.

1. Select the documents
2. Click **Move**
3. Choose the destination contact and folder
4. Confirm

Useful for reorganising documents after a folder structure change, or for reassigning a batch of documents that were filed under the wrong contact.

### Batch Delete

Permanently deletes all selected documents and their files.

<Warning>
  Batch delete is permanent. Deleted documents cannot be recovered unless you have a recent backup. You will be asked to confirm before the deletion proceeds. Approved documents cannot be batch-deleted — set them to Archived first if you need to remove them from the active archive.
</Warning>

### Batch Archive

Moves all selected documents to **Archived** status, removing them from the default document list view. Archived documents are still accessible via Advanced Search with the Archived status filter.

Use batch archive at period-end to move processed and exported documents out of the active queue.

***

## Batch Operations and Filters

Batch operations work on the **currently visible documents in the list** — whatever is shown after applying your current filters. This makes it easy to batch-act on a specific subset:

**Example — batch approve all high-confidence invoices from this month:**

1. Filter the document list: Contact = All, Status = Needs Review, Date = this month, Profile = Standard Invoice
2. Sort by Confidence Score descending
3. Visually confirm the top results look correct
4. Click **Select All**
5. Click **Approve All**

Only the documents matching your filter are selected and approved — nothing outside your filter is touched.

***

## Batch Operations via the Rules Engine

For recurring batch operations that happen on a schedule or condition, consider automating them with the Rules Engine instead of doing them manually:

* Auto-approve when `confidence_score >= 90` and `status = Needs Review`
* Auto-archive when `status = Approved` and `doc_date < 90 days ago`
* Auto-export when `status = Approved` and `contact_name = "Trusted Vendor"`

See [Rules Engine](/user-guide/rules-engine) for how to configure these.