Bulk edit documents in Sophora Web

Job overview

A bulk edit job allows you to apply changes to multiple documents simultaneously. When you set up a job, you define the following settings:

Step 1: Find documents to edit

Bulk edit all documents in a search result

1. Search for the documents you want to edit.
2. In List or Grid view, click or tap Bulk Edit next to the search results.
3. In Table view, click or tap More options (...).
4. Select Bulk Edit.

Bulk edit selected documents in a search result

1. Search for the documents you want to edit.
2. Switch to Table view by selecting Table from the View menu.
3. Click or tap the Select icon next to the search results.
4. Select the documents you want to edit.
5. Click or tap More options.
6. Select Bulk Edit.

Step 2: Configure the job

2.1 Describe the job (required)

In the Description section, enter a description in the Description field.

2.2 Define actions

To clear a property:

1. In the Actions section, click or tap Add action
2. Select Clear property.
3. Select the property to remove from the Property dropdown list.

To set a property:

1. In the Actions section, click or tap Add action
2. Select Set property.
3. Select the property to set from the Property dropdown list.
4. In the Value field, enter the new value.

To find and replace text:

1. In the Actions section, click or tap Add action
2. Select Find and replace text.
3. Select a property from the Property dropdown list.
4. In the Find field, enter the text to replace.
5. In the Replace with field, enter the replacement text.

To move a document

1. In the Actions section, click or tap Add action
2. Select Move document.
3. In the Folder field, click or tap Edit (pen icon) to open the folder tree.
4. Select a new folder.

To remove or reorder actions

• To remove an action, click or tap Delete (trash can icon) on the action card.
• To reorder an action, drag the action card handle to a new position.

2.3 Configure the lifecycle

To define how to handle document states, in the Lifecycle section, select one of the following options:

• Keep document state (default): Preserves the current state (for example, "live" stays "live").
• Publish: Publishes all documents.
• Set ready: Sets all documents to "ready."
• Set offline: Sets all documents to "offline."
• Delete: Moves all documents to the trash.
• Delete Permanently: Deletes all documents permanently.
• None: Saves the documents without changing the workflow state (In process).

2.4 Configure lock and error handling

Use the Error handling settings to define how the job manages issues.

Handle locked documents

In the Error handling section, under Locked documents, select one of the following options:

• Skip (default): Leaves the locked document unchanged.
• Count as error: Counts each locked document toward the maximum number of errors.
• Break lock: Removes the lock, changes the document, and continues the job.
• Request lock or skip: Waits briefly (about 30 seconds) for the lock to release. If the document remains locked, the job skips it.
• Request lock or count as error: Waits briefly (about 30 seconds) for the lock to release. If the document remains locked, the job counts it as an error.

Set maximum errors

In the Error handling section, in the Maximum number of errors field, enter the number of errors allowed before the job aborts.

Step 3: Start the job

Jobs start immediately by default, but you can schedule them for later.

3.1 Set the execution time

To schedule the job for later:

1. In the Start section, click or tap Immediately.
2. Choose a date and time, and then click or tap OK.

To start a scheduled job immediately:

• In the Start section, click or tap X on the scheduled date button.

3.2 Set a deadline (optional)

Set a deadline to automatically cancel the job if it hasn't completed by a specific time.

Set a deadline

1. In the Deadline section, click or tap Not set.
2. Choose a date and time, and then click or tap OK.

Remove or change a deadline

• To remove a deadline, in the Deadline section, click or tap X on the date button.
• To change a deadline, select the date button, choose a new date and time, and then click or tap OK.

3.3. Start the job

Click or tap the button Start immediately or Schedule for later.

Step 4: Manage your job

See Review and manage jobs.