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Bulk Edit

You can use Bulk Edit to assign properties to multiple documents or questionnaires at once. This is especially useful for assigning properties to imported files that are created as draft documents.

The steps under "Using Bulk Edit" below provide general instruction. See the following topics for additional details:

Next Review Dates after Setting as Approved

Reapplying a Template to Multiple Documents or Questionnaires

Using Bulk Edit

Using Bulk Edit consists of two major steps—choosing the documents or questionnaires you want to edit and then modifying their properties.

Click System Settings, click Document Setup, and then click Bulk Edit.

You should now see one of the following warnings, depending on whether your PolicyTech system is hosted by NAVEX Global (first warning) or installed on your organization's premises (second warning).

Do one of the following:

If your PolicyTech system is hosted by NAVEX Global, click Launch Bulk Edit.
If you're prompted to back up your database, click Back Up Database, click OK, and then. when the backup is finished, click Close. Because backing up the database automatically logs you out of PolicyTech, log back in and repeat step 1 above. Then, on this step, click Launch Bulk Edit.

The Bulk Editor opens in a separate window.

Select all the documents or questionnaires you want to change in the same way (see Selecting Documents or Questionnaires below).
Do one of the following:

Use Modify Properties to change settings or to add or remove writers, reviewers, approvers, or assignees. See Modify Properties for details.
Use Bulk Actions to change the workflow status of or archive the selected documents. See Bulk Actions for details.

Each time you perform a Bulk Editor action, a results window like the one below is displayed. You can click a document/questionnaire title to open and check your changes. Click OK to close the Bulk Edit Results window.

Note: All message types are shown by default. You can also choose to see only success or error messages.

When finished, close the Bulk Editor window.

Selecting Documents or Questionnaires

For Content Type, select Documents or Questionnaires.
Do any of the following:

To quickly select all documents/questionnaires, click Add All From All Sites.

To select all documents/questionnaires from a specific site, select the site, and then click Add All From This Site.

To select documents/questionnaires by other criteria, follow the steps below:

For Status, select the current workflow status of the documents/questionnaires you want to edit.

Note: If you change the status after selecting documents/questionnaires, you will be prompted to click Yes to clear the current selections and switch to the different status.

If your PolicyTech system has multiple sites, select the site containing documents/questionnaires you need to edit.
For Select By, choose a criterion by which to find documents/questionnaires.

The selector below Select By changes depending on your Select By choice.

If you selected Title or Reference #, start typing any part of a document /questionnaire title or reference number you want to find. After typing at least three characters, a list of titles or reference numbers appears containing the characters you typed. Click a title to select the document/questionnaire.

Note: With Title and Reference #, you are limited to selecting one document/questionnaire at a time.

If you made any other Select By choice, select an item to show the documents/questionnaires assigned to it. For example, if you chose Department, then, in the Department list, click a department name.

Note: If you choose Department, Template, or Category for Select By, the items in the resulting Department, Template, or Category list show, in parentheses after the item name, the number of documents/questionnaires assigned to that item for the currently selected status and site.

A list of documents/questionnaires corresponding with the Select By item you chose is displayed. Select the those you want added to Selected Documents.

Note: If you see the No documents found... message, then there are no documents/questionnaires in the currently selected status and site that are assigned to that item.

(Optional) To view more information about the documents/questionnaires you've selected, 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.