Bulk Update of Document Meta Data tags
- Debby Gibson
- Marleze Scheepers (Unlicensed)
Bulk Update of Document Meta Data tags
This feature is only available to Document Admin staff and will allow you to bulk apply changes to the meta data for Documents in a filtered view. This function is ONLY designed to change the meta data values stored in the Document Property fields (listed below) and DOES NOT offer any Workflow notifications or In-Tray support.
One meta data value may be changed in one process, meaning that you cannot change multiple meta data values in one update. For example, if you wish to change the Category and also the Matter of a group of documents, you must first change the Category and perform that update, and then change the Matter and perform that update.
The following Document Property fields can be changed in bulk:
Custom Fields
Category
Matter
Revision
Status
Published
In Tray
Force Check-in
Changing the Document Workflow Status:
When using this function to change the value of a Document Workflow Status, the system will NOT send email notifications, nor will it update a staff members In-Tray. The Bulk Update function is only designed to change the meta data values stored in the fields.
Changing the Publish Status:
When using this function to change the value of a document Published flag, the system will NOT send the Client a Published Email Notification. The Bulk Update function is only designed to change the meta data values stored in the fields.
Revert Last:
The purpose of this function is to “undo” a mistake. The Revert Last option will undo the last bulk set and will revert to the field content that was previously stored for those documents.
It is only valid for the staff member who performed the last bulk set AND if they have the same Property selected AND have not already reverted the last bulk set. For example, if you have provided Doc Admin access to more than one staff member, and staff member No.1, has performed an update, and then staff member No.2, performs another update, the Revert Last will only be available on the Update performed by staff member No.2, as this was the last update performed.
How to perform a Bulk Update:
The Bulk Set Document Property function is available via the Documents menu, or via a Client Folder. A new icon is shown on the Toolbar:
Filter the document list to ONLY include those documents you wish to change ONE meta data value.
Select the Bulk Set Document Property icon from the Toolbar and the dialog will display. Here you must select a single document property (meta data) from the drop-down. The drop-down list will include the standard fields as described on the previous page, together with any Document Custom fields you have created.
The next step is to either select from the drop-down list or enter the value required. In the example below, we have selected the Document Category option, and the available options shown are blank, Accounting or Tax. If the Custom field is a text or memo field, you will need to enter the actual text rather than selecting from the drop-down list. If it is a date field, you must select the required date etc.
Click the Apply button. The system will display a count of the number of documents where the selected Property value will change. Click the OK button to continue.
At this point, the documents included in your filtered selection will now be updated. The system will advise those that have been successfully updated.
