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How to bulk cancel Work Orders with Fracttal HUB?

Updated

With Fracttal Hub, it is possible to automate the bulk cancellation of Work Orders (WOs) by integrating your Fracttal instance with Google Sheets. This functionality is ideal for optimizing management and saving time when deactivating WOs that will no longer be executed.

This practical guide shows how to configure and run this process in four phases: Google Cloud configuration, Fracttal configuration, spreadsheet preparation, and flow execution.

Phase 1: Google Cloud Platform (GCP) Configuration

 

Before interacting with Fracttal, you must configure the Google Cloud environment to authorize access to Google Sheets.

  1. Access GCP with your Google account and click the project selector in the top bar next to the log

  1. If you do not have a project, click “New project”, assign it a descriptive name (e.g., Cancel WOs), and click “Create.”

You must enable the APIs that allow Fracttal to read and write data in Google Drive and Sheets.

 

  1. In the main search bar, go to “APIs & Services.”

  2. Click “+ ENABLE APIS AND SERVICES.”

  3. Search for and enable the following APIs, one by one:

    • Google Drive API

    • Drive Labels API

    • Google Drive Activity API

    • Google Sheets API

  4. For each API, select it from the results and click “Enable.”

The service account will act as a “robot user” that Fracttal uses to securely access your spreadsheet.

  1. Under APIs & Services, go to Credentials in the left menu.

  1. Click “+ CREATE CREDENTIALS” and select Service account.

  1. Assign a name to the service account (e.g., cancel-wos). The ID will be generated automatically.

  1. Click “Create and continue”, then “Done.”.
  1. Back in the Service Accounts list, click the account you just created and go to the Keys tab.

  1. Click “Add key” ▸ “Create new key.”

  1. Select JSON as the key type (recommended) and click “Create.”

Note: A .json file will be downloaded automatically. This file contains private credentials and is critical for the connection. Store it securely—you will not be able to download it again.

Phase 2: Fracttal One Configuration

Now configure the connection in Fracttal so it can use the Google credentials.

  • In your Fracttal One instance, go to Settings ▸ Auxiliary Catalogs ▸ Connections and click ( + ) to add a new connection.

  • In the Type field, select Google Sheet (Service Account).

  • Complete the form fields using the information from the .json file downloaded earlier.

  • Click “Save.”

The API user that will execute the flow must have permission to modify WOs.

  1. Go to Settings ▸ API Connections ▸ Consumers / OAuth.

  2. Make sure you have a consumer created and associated with a Permission Group that allows editing WOs.
    (See article: Create OAuth consumers.)

  3. To verify permissions, go to Settings ▸ User Accounts ▸ Permissions.

  4. Select the corresponding permission group and ensure that under Tasks ▸ Work Orders ▸ In Progress, the Edit option is enabled.

This permission allows the WO status to be changed to Canceled.

Phase 3: Preparing and Executing the Process

With the configurations complete, the next step is preparing the data.

  1. Create a new spreadsheet in Google Sheets.

  2. Name it descriptively (e.g., Cancel WOs).

  3. In the first row, create the following columns:

  • A : folio – WO IDs to be canceled

  • B : user_code – Fracttal user code that will register the cancellation

  • C : work_orders_status_cancel – Cancellation reason (must exactly match an existing reason in Fracttal)

  • D : note – Optional cancellation note

  1. Critical step: Click “Share” and add the service account email (client_email from the .json file).
    Assign it the Editor role.

    This is mandatory for Fracttal to read and write to the sheet.

To avoid errors, only attempt to cancel WOs that meet the following criteria:

  1. In Fracttal One, go to Task Plan ▸ Work Orders and switch to List View.

  2. Apply these filters:

    • Status: In Progress

  • Progress Percentage: = 0

  • Task Status: Not Started

Click Apply Filters.

Export the results using Bulk Export data (.xlsx or .csv).

Copy the WO IDs into the folio column of your Google Sheet.

Where to find user_code

  • Go to the Human Resources catalog.

  • Search for the user and copy the value from the Code field.

Fill in the user_code, work_orders_status_cancel, and note columns for all rows.

 

Phase 4: Configure and run the flow in Fracttal Hub

With the spreadsheet ready and the data prepared, the final step is to build the automation in Fracttal Hub.

  • Go to Fracttal Hub and create a new flow. Assign it a clear description.

Configure the trigger

  • Click on the Trigger, then in the right-side menu, select Manual as the Event and save the changes.

Configure Source

  • Click on the Source node.

  • In the Module field, select GoogleSheet.
  • In Connection, choose the connection you created in Phase 2 (Cancel WOs).
  • The Action will be Read.
  • In the spreadsheet_id field, paste the ID of your spreadsheet.

  • Where to find the spreadsheet_id:
    Open your Google Sheet and look at the browser URL. The ID is the long string of characters found between /d/ and /edit.

  • In the sheet field, enter 0 (to indicate that it will read the first tab of the sheet).
  • In the Fields section, you must replicate exactly the column names from your Google Sheet. Add the following fields, ensuring the type is Text:
    • folio
    • user_code
    • work_orders_status_cancel
    • note

  • Save the source configuration.

Configure Target

  • Click on the Target node.

  • In the Module field, select Fracttal.
  • In Connection, choose the OAuth consumer that has the required permissions.
  • In Action, search for and select cancel_work_orders_bulk.
  • Save the target configuration.

Configure field mapping:

  • Once the action is selected, click on the Configuration node.
  • The Field Configuration screen will open. Here you must connect the Source data (Google Sheet) with the fields expected by the Target (Fracttal). Map the fields as follows:
  • folio (Target) → folio (Source)
  • user_code (Target) → user_code (Source)
  • work_orders_status_cancel (Target) → work_orders_status_cancel (Source)
  • note (Target) → note (Source)

  • Save the mapping.

Save and enable the flow

  • In the top-right corner, click Save.
  • Enable the Enabled toggle in the top-left corner.

Step 9: Execute and verify the result

With the flow fully configured and enabled, you can now proceed with the mass cancellation.

  1. On the main flow screen, click the Run button.

  2. To monitor progress, navigate to the following sections in the left menu of Fracttal Hub:

    • Event Queue: You will see the flow status change from Queued to Processing and finally Completed.
    • Execution History: Once completed, you will see a detailed log. 

A successful process will show Yes in the Extract, Transform, and Load columns, with a 200 message (success code).

Final verification in Fracttal One

  • Return to your Fracttal One instance, in the Work Orders list view.

  • The WOs that were in your spreadsheet should no longer appear in the list, as their status has been changed to “Canceled.”

     

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