Using Bulk Edit

You can use Bulk Edit to assign properties to multiple content items at once. This is especially useful for assigning properties to imported files that are created as draft documents. Using Bulk Edit consists of two major steps—choosing the content items you want to edit and then modifying their properties.

Important: Bulk actions are not reversible.

Use Bulk Edit

Click Settings & Tools > Content Setup, and then click Bulk Edit.
Click Launch Bulk Edit. The Bulk Editor opens in a separate browser window.

In the Bulk Editor page, do the following:

For Content Type, select the content items to edit.
For Status, select the current workflow status of the content items you want to edit.
Note: If you change the status after selecting content items, you will be prompted to click Yes to clear the current selections and switch to the different status.
For Site, select the site name that contains the items you want to edit. To select all items from a specific site, select the site, and then click Add All From Selected Site(s). To select all items in the currently selected status, click Add All From All Sites.
For Select By, select a criterion by which to find content items. If you selected Title or Reference #, start typing any part of a content item title or reference number you want to find. Type at least three characters and a list of titles or reference numbers appears containing the characters you typed, then select the item.

In the associated field list, select the corresponding items you want to edit. The list changes according to the Select By criteria.

For example, if you chose Department, then, in the Department list, click Accounting. In the Available box, you can select from the individual items of the Accounting department or you can select all items at once by clicking Add All From Accounting.

To view more information about the selected content items, click View Detailed List. You can then use Show/Hide Columns to add or remove columns, and you can click a column header to sort the list by that item of information.

(Optional) Click Bulk Actions. You can change the workflow status of or archive the selected documents depending on the status of the selected content items. The table below lists the available bulk actions and a description of the changes in the workflow status.

Bulk Action	Description
Archive	Deactivates and moves the selected content items to the Archived status. Any assigned writers, reviewers, approvers, or assignees who have not yet marked the documents as read or completed the assessment or campaign will be notified that they no longer need to complete their tasks.
Send to Draft	The selected content items in Review or Approval are sent back to Draft status. Owners are notified of the status change, and any assignees in the current status (before sending back to Draft) who have not finished their tasks are notified that they no longer need to complete those tasks.
Set as Approved	Immediately moves the selected content items in Draft, Collaboration, Review, or Approval status into either Pending or Published/Started status, depending on each item's publication/start date. If the publication/start date has passed, the item is moved to Published or Started status. If the publication date is in the future, the item goes to Pending status. Owners are notified of the status change. Any assigned writers, reviewers, and approvers who have not completed their tasks are skipped and notified that they no longer need to complete their tasks. Important: If any of the selected content items you set as approved are currently within the warning period for the next periodic review date, the review date that owners have already been warned about will be reset to be at the end of the next review interval.
Submit for Approval	Immediately moves the selected content items in Draft, Collaboration, or Review status into Approval status, skipping any assigned writers or reviewers who have not completed their tasks and notifying them that they no longer need to complete the tasks. Owners are notified of the status change, and assigned approvers receive a task notification.
Submit for Review	Immediately moves the selected content items in Draft or Collaboration status into Review status, skipping any assigned writers who have not completed their tasks and notifying them that they no longer need to complete the tasks. Owners are notified of the status change, and assigned reviewers receive a task notification.
Submit to Writers	Immediately moves the selected draft content items to the Collaboration (writing) status. Owners are notified of the status change, and assigned writers receive a task notification.
Submit for Periodic Review	Immediately assigns owners a periodic review task.

Each time you perform a Bulk Editor action, a results window displays. You can click a title to open and check your changes.
Note: All message types are shown by default. You can also choose to see only success or error messages or warnings.
Click OK to close the Bulk Edit Results window.