KB User's Guide - Documents Tab - Batch Update

Search For Your Documents

1. To navigate to a batch tool in the KB Admin Tools, click on the Documents Tab and click the appropriate link in the left navigation bar. The steps in this document specifically apply to:

   • Batch Update
   • Batch Access Change
   • Batch Transfer

   

2. If you already know the document ID number(s) you would like to update, enter them in the Comma delimited doc ids field. Otherwise, you may use the available search filters to populate the list of documents.

   

   • Note: If the search filters on this page are not sufficient, you can return to the main documents table and use the larger set of search filters there. The comma-delimited list of returned document IDs will be displayed at the bottom of the page and can be copied and pasted into the batch tool.

     You may also use the Find and Replace to narrow down your document set.

3. Click on the Go button.

4. After clicking on the Go button, the document results will appear with check boxes next to them in the Select column in the far right (as referenced by red circle in the image below). You may select them individually or select them all at once by clicking on the Select All button.

   

   • Note: You will only see results for documents that you have write access to.

5. Under that table of documents, the batch change options will appear. Select the appropriate selections from the dropdown menus in this table.

Determine the Exact Fields to Update

Upon your selection, a text box with field-specific instructions will appear next to the field you have chosen to update. By not selecting any of the options from the dropdown menu, that field will remain unchanged.

Overview of the Fields Available

• Apply changes to - Draft and Active Versions, Draft version only
• Title - Prepend, Append or Remove from
• Search Priority- Top, High, Normal, Low, Exclude from Search
• Page Header - change Header to "None". This dropdown menu will display all (if any) the headers in your group
• Page Footer - change Footer to "None". This dropdown menu will display all (if any) footers in your group.
• Keywords - Prepend, Append, Remove from
• Summary - Prepend, Append, Remove from
• Body - Prepend, Append, Remove from
• Internal Note - Prepend, Append, Remove from
• SeeAlso - Reset SeeAlso
• Type - Document, Template, Glossary
• Topics - Reset Topics (list of topics will appear with unchecked check boxes next to each topic)

  • Note: If you are not finding what you need to make a Batch Change to Topics, please look at what our Batch Topic Assignment feature has to offer.

• Audiences - Reset Audiences
• Owner - This dropdown will display a list of your sub-site users
• FeedbackTo- Reset FeedbackTo
• MiscOptions - Reset MiscOptions
• JavaScript/CSS - Reset , Append
• Comment- This field is required and allows a maximum of 1200 characters.

Select the Fields you want to Change

Using the drop down menus, select the fields you wish to change for the selected documents.

Add a Comment

• We strongly encourage a detailed description here for record keeping purposes. This description will appear in the Show Comments and Events section of each document the Batch Update is applied. In the image below, the red arrow is pointing to a description detailing the nature of the Batch Update.
  
  
  
  If you expand the Show Comments and Events section of one of the documents included in the Batch Update, you will see the description along with the name of the person who made the update, plus the time and date stamp.
  
  

Check Your Work and Submit

Once you have made your selection(s), we strongly encourage you to check the:

• document selection(s)
• document version selection
• field selection(s), especially if you chose the correct selection from the dropdown menus
• description of the Batch Update in the Comment field is detailed

Once you are certain all your selections are accurate, click on the Submit button.

Batch Update Greater than 100 Documents

On a final note, documents will be updated 100 at a time.

For example, if you choose to update 398 documents at once, 100 documents will be updated at one time, then the next set of 100, then the next set of 100 and then the remaining documents until all your updates are made.

Only 100 documents are updated at a time to manage the load on our servers.

See Also:

• KB User's Guide - Documents Tab - Using the Batch Tool Search
• KB User's Guide - Documents Tab - Batch Access Change