# Add records in bulk

## Overview

The bulk record addition feature in Labii enables you to create multiple records simultaneously, significantly streamlining data entry for repetitive or similar information. This functionality is particularly valuable when working with:

* Multiple samples from the same experimental batch
* Serial inventory items of the same type
* Sets of tasks with similar parameters
* Collections of related experimental data points

By eliminating redundant manual entry, bulk addition reduces errors, saves time, and increases laboratory productivity.

{% hint style="success" %}
Bulk addition is ideal when you need to create 5 or more similar records at once. For smaller quantities, consider using the standard single-record addition method.
{% endhint %}

## Starting bulk record addition

You can initiate bulk record addition from three different locations in Labii:

### From table list view

{% stepper %}
{% step %}
Navigate to the [Table List View](https://docs.labii.com/user-guide/list-view/table-list-view) for your desired record type
{% endstep %}

{% step %}
Click the **Add xxx** dropdown button
{% endstep %}

{% step %}
Select **Add x records in bulk** from the dropdown menu
{% endstep %}
{% endstepper %}

### From selected records

{% stepper %}
{% step %}
In the Table List View, select one or more existing records by checking their boxes
{% endstep %}

{% step %}
Click the **Use selected** dropdown button
{% endstep %}

{% step %}
Choose [**Add records in bulk**](https://docs.labii.com/user-guide/list-view/bulk-operations/use-selected-to-bulk-add-records) from the options
{% endstep %}
{% endstepper %}

### From a ForeignKey section

{% stepper %}
{% step %}
Open a record containing a [Record List by ForeignKey](https://docs.labii.com/widgets/section-widgets/data-display/record-list/record-list-by-foreignkey) section
{% endstep %}

{% step %}
Click the **Add xxx** dropdown within that section
{% endstep %}

{% step %}
Select **Add x records in bulk**
{% endstep %}
{% endstepper %}

## Using the bulk addition interface

The bulk addition interface uses a step-by-step wizard approach to guide you through the process:

<figure><img src="https://3607108856-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-LHVg57XIRcjV-Vbubtn%2Fuploads%2Fgit-blob-e80591988399c113577efc66f2ec6561e57c3c5f%2Fadd-records-bulk.webp?alt=media" alt="Bulk record addition interface showing step navigation on the left and data entry fields on the right"><figcaption><p>The bulk addition interface with step progress sidebar and main data entry area</p></figcaption></figure>

### Interface components

* **Left sidebar**: Displays all steps and tracks your current progress
* **Main area**: Shows data entry fields for the current step
* **Navigation buttons**: Allow you to move forward or backward through steps
* **Submit options**: Complete the process with all fields or skip remaining steps

### Workflow structure

{% stepper %}
{% step %}
**Initial step**: Specify the number of records to create
{% endstep %}

{% step %}
**Field steps**: Enter values for each field in your records. Each step corresponds to one field in the record structure
{% endstep %}

{% step %}
**Final step**: Monitor the progress as records are created
{% endstep %}

{% step %}
Upon completion, you are redirected to the Table List View showing your newly created records
{% endstep %}
{% endstepper %}

{% hint style="info" %}
You can use **Submit and Skip Remaining Steps** to complete the bulk addition without filling in all optional fields. Required fields must still be completed.
{% endhint %}

## Data entry features

### Load from selected records

When you have pre-selected records, you can use their data to populate fields in your new records.

{% stepper %}
{% step %}
Click **Load from x selected** to copy data from selected records to ForeignKey fields
{% endstep %}

{% step %}
Optionally, use **Load from x selected (reverse)** to load data in reverse order
{% endstep %}
{% endstepper %}

{% hint style="info" %}
You can also generate selected records by passing a search query in the URL parameter. The system will load matching records and set them as selected.
{% endhint %}

### Load from text

Import data directly from text sources to quickly populate multiple values:

{% stepper %}
{% step %}
Click the **Load from Text** button for the field you want to populate
{% endstep %}

{% step %}
Paste text copied from spreadsheets, tables, or other applications
{% endstep %}

{% step %}
Select the appropriate separator (tab, comma, line break, etc.)
{% endstep %}

{% step %}
The text is automatically split into individual values and distributed across your records
{% endstep %}
{% endstepper %}

<figure><img src="https://3607108856-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-LHVg57XIRcjV-Vbubtn%2Fuploads%2Fgit-blob-b03ae1ad7fb02bfbaccbee872e8268f2b20e2a5b%2Fadd-records-bulk-load-text.webp?alt=media" alt="Load from text dialog showing text input area and separator options"><figcaption><p>Load from text interface for importing data from external sources</p></figcaption></figure>

**Alternative data formats**

* **JSON arrays**: Paste data in JSON array format: `["value1", "value2", "value3"]`
* **File upload**: Drag and drop text or JSON files directly into the file drop box to load their contents

{% hint style="success" %}
Loading from text is particularly efficient when transferring data from Excel spreadsheets or CSV files. Simply copy a column of values and paste it directly into Labii.
{% endhint %}

### Copy to all records

For fields where most records share the same value:

{% stepper %}
{% step %}
Enter the desired value in the first record's field
{% endstep %}

{% step %}
Scroll to the right side of the data table
{% endstep %}

{% step %}
Click the **Copy to all** button for that field
{% endstep %}

{% step %}
The value is copied to all records below the current one
{% endstep %}

{% step %}
Manually adjust any records that require different values
{% endstep %}
{% endstepper %}

{% hint style="info" %}
This feature is especially useful for common fields like project associations, dates, or categorical values that remain consistent across multiple samples or experiments.
{% endhint %}

### Add sequential numbers

Automatically generate sequential numbering for sample IDs, specimen numbers, or other sequential identifiers:

{% stepper %}
{% step %}
Navigate to the field where you want sequential numbers
{% endstep %}

{% step %}
Click the **Add sequential numbers** button
{% endstep %}

{% step %}
Sequential numbers are automatically generated starting from the current row downward
{% endstep %}
{% endstepper %}

{% hint style="warning" %}
Sequential numbering only affects the current field and records below it. Records above the current position are not modified.
{% endhint %}

## Advanced configuration

### Minimum items setting

Adjust the default minimum number of records for bulk addition:

* **Default value**: 5 records
* **URL parameter**: `min_items`
* **Example**: `?min_items=10` to set minimum to 10 records

### Default values

Pre-populate fields with default values using the URL parameter:

* **Parameter**: `bHN6R2RhdGFud0ZP`
* **Usage**: Pass default field values in the URL query string

### Predefined values

Provide specific predefined values for fields using the URL parameter:

* **Parameter**: `ImRhdGFfYXJyYXki`
* **Format**: JSON array format, such as `["value1", "value2", "value3"]`
* **Usage**: Values are automatically filled when creating new records

### Form link

Generate a reusable link to the current bulk-add form with all currently filled values.

{% stepper %}
{% step %}
In the bulk-add interface, click **Documentations**
{% endstep %}

{% step %}
Find and copy the **Form Link** for the current form
{% endstep %}

{% step %}
Open the copied link to regenerate the same form with the current filled values
{% endstep %}
{% endstepper %}

This is useful when you need to repeat similar entries, such as adding the same reagents during ongoing experimentation.

### Hidden fields

Hide specific fields from the bulk addition interface:

* **Parameter**: `dUJJUGZpZWxkc19oaWRkZW53Rk9Y`
* **Usage**: Specify field names to be hidden from the form

{% hint style="info" %}
Advanced configuration parameters are typically set by administrators or when using automated workflows. Contact your system administrator for assistance with custom URL parameters.
{% endhint %}

## Best practices

* **Plan ahead**: Determine all required field values before starting the bulk addition process
* **Use templates**: Load data from selected records to maintain consistency
* **Verify data**: Review the final step carefully before confirming the bulk addition
* **Start small**: Test with a smaller batch first when working with complex record structures
* **Copy wisely**: Use "Copy to all" for truly consistent values to avoid unnecessary corrections later
* **Sequential IDs**: Establish a numbering scheme before using sequential number generation