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Bulk Edit

You can use Bulk Edit to assign document properties to multiple documents at one time.This is especially useful for assigning properties to imported documents 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

Using Bulk Edit

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

Click PREFERENCES.
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).

(Conditional) If you're prompted to back up your database, we highly recommend that you back up the PolicyTech database before using Bulk Edit. Click Back Up Database, and then click OK. When the backup is finished, click Close.
Click Launch Bulk Edit. The Bulk Editor opens in a separate browser window.

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

Note: If you change the status after selecting documents, you will be prompted to click Yes to clear the currently selected documents and switch to the different status.

If your PolicyTech system has multiple sites, select the site containing documents you need to edit.
For Select By, choose a criterion by which to find documents.
The selector below Select By changes depending on your Select By choice. Do one of the following:

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

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

If you made any other Select By choice, select an item to show the documents 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 assigned to that item for the currently selected status and site.

A list of documents corresponding with the Select By item you chose is displayed. Select the check boxes for the documents you want added to Selected Documents.

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

(Optional) To view more information about the documents you've selected, click View Detailed List. You can then click Show/Hide Columns to add or remove columns, and you can click a column header to sort the list by that item of information.
With all of the documents selected that you want to edit in the same way, do one of the following:

Use Modify Properties to change document settings or to add or remove writers, reviewers, approvers, or readers. See Modify Properties for details.
Use Bulk Actions to change the workflow status of or delete 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 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.