What is Bulk Updater?

Bulk Updater is a web application that allows you to update in bulk the properties (also called metadata) of your AODocs documents.

Bulk Updater provides a simple form where you can select a list of documents from AODocs and export their properties to a Google spreadsheet. Once exported, you can modify the content of the Google spreadsheet and then apply your updates to the original documents in AODocs.

Bulk Updater can be used for all types of AODocs library.

Note: Bulk Updater is currently in beta.

 Who can use Bulk Updater?
 Bulk Updater process
           Export process
           Update process
 Usage example
           Bulk Updater: fast method
           Bulk Updater: detailed method
           Bulk Updater: advanced method
           Bulk Updater: explorer method


Who can use Bulk Updater?

Only super administrators and library administrators can use Bulk Updater.

When you export from an AODocs library, you own the resulting Google spreadsheet. You can share the spreadsheet with other users who can help prepare the document update.

Important: Only the super administrator or library administrator who ran the export can launch the update.


Bulk Updater process

Follow this link to access Bulk Updater: https://bulk-updater.aodocs.com

Bulk Updater is composed of two processes:

What_is_the_Bulk_Updater-_.png

Export process

1. In Bulk Updater, select a domain and a library. All the properties of all the documents in your library will be exported.

Note: If you want to export the properties of a subset of your documents, select a view or a document class and, if required, apply a search query. This pre-selects the documents whose properties you want to export.

2. Start the export.

3. Check your emails. At the end of the export process, Bulk Updater sends you an email with a link to the exported spreadsheet.

Update process

1. Open the Google spreadsheet sent by email at the end the of the export process. 

2. Access the Bulk Updater features using the custom menu in the toolbar.

3. Update the content of the Google spreadsheet with the changes you want to apply.

4. Open Bulk Updater using the custom menu in the toolbar and launch the update.

5. Check your emails. At the end of the update process, Bulk Updater sends you an email with a link to the exported Google spreadsheet.

The two last columns of the Google spreadsheet (Status, Reason) indicate the status of the update.

Learn more:


Usage example

You can use Bulk Updater in different ways, depending on your needs.

In this example, you have 50,000 documents in one document class in your AODocs library and you've realized that one property is filled out incorrectly in 1,000 of your documents.

Notes:
- The more you pre-filter your documents, the fewer properties will be exported with Bulk Updater. Exporting a lot of properties can take a while.
- The spreadsheet doesn't support more than 2 million cells.

Bulk Updater: fast method 

I want to change a single property to the same value in my subset of 1,000 documents.

1. Create a view in AODocs displaying the single property you want to update. 

2. Filter the view in AODocs using the required property, to display the 1,000 documents to update.

3. In Bulk Updater, select the view you created and run the exportThe spreadsheet will contain only one editable column containing this property. 

4. Edit the spreadsheet as required.

5. In Bulk Updater, run the update. The property you edited is updated in all documents of this class in your library. 

Bulk Updater: detailed method 

I want to change a single property to different values in my subset of 1,000 documents. For example, I want to change the property To Archive to True in all documents that are older than a given date.

1. Create a view in AODocs displaying:

  • the property you want to change (in this example, To Archive)
  • one or more properties that will determine the value of the property you want to change (in this example, the document creation date)

2. Filter the view in AODocs to display the 1,000 documents to update.

3. In Bulk Updater, select the view you created and run the exportThe spreadsheet will contain the properties you selected.

4. In the spreadsheet, enter a formula in the column displaying the property you want to change. 

5. In Bulk Updater, run the update. The property you edited is updated in all documents of this class in your library. 

Bulk Updater: advanced method 

I don't want to create a view in my AODocs library, but I know the query to use in Bulk Updater to filter my subset of 1,000 documents.

1. In Bulk Updater, select a document class and define a query that will filter your subset of 1,000 documents of this class. Then run the export. The spreadsheet will contain all the properties in the document class, including the system properties, but will list only documents that match your filter.

2. Edit the spreadsheet as required.

3. In Bulk Updater, run the update. The property you edited is updated in all documents of this class in your library. 

Bulk Updater: explorer method 

I want to export all the properties of all my documents in a given class to Bulk Updater and explore the properties to find the ones I want to edit. 

1. In Bulk Updater, select a document class and run the exportYou'll export all the properties of all 50,000 documents of this class in your library.

Note: There is no pre-filter to identify your subset of 1,000 documents, so your spreadsheet will contain a lot of data. Take care when editing. 

3. Edit the spreadsheet as required, either manually or using a formula.

4. In Bulk Updater, run the update. The property you edited is updated in all documents of this class in your library.

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