The KB Find & Replace feature is a Full Text Find and Replace. This document explains to Groups Space Admins exactly how to find and replace text items, words or phrases in multiple KB documents.
The Find & Replace is a very powerful and convenient tool. However, it is wise to proceed with MUCH caution to avoid unintended changes.
Both the Find and Replace with fields are case-sensitive.
Both the Find and Replace with fields honor spaces placed before and after a word (also known as leading and trailing spaces). It would be prudent to add a leading and trailing space to the words in both fields to prevent unintended replacements. For example, let's say your document contains the word "string" and you want to replace with "sequence".
The image below shows the terms
sequence without leading or trailing spaces. The Find & Replace function is looking for *exactly* those two values.
To be more specific:
Leading and trailing spaces prevent the unintentional replacement of words like hamstring, stringently, astringent into hamsequence, sequenceently, asequenceent. Leading and trailing spaces prevent other unintentional replacements of words in an image names. An image named
string_data_types.jpg, would unintentionally be changed to
sequence_data_types.jpg. The unintentional image name change would point to an incorrect image name and yield a broken link.
The image below is deliberately showing a broken link of an image name that was unintentionally changed to sequence_data_types.
The image below shows the terms
sequence with a leading space before and a trailing space after each term. The Find & Replace function is looking for *exactly* this value.
Leading and trailing spaces will direct the Find & Replace to ignore words like hamstring, stringently, astringent. Leading and trailing spaces will also prevent other unintentional replacements of words in image names. The word "string" in the image named
string_data_types.jpg, would be ignored, leaving the image intact.
The image below show the string_data_types.jpg image that was not touched by the Find & Replace performed on a set of documents.
To minimize the chance of making unplanned changes in all of your documents, you can use the Find function to filter documents down to a very specific subset. Then use the Replace function just on that subset of documents.
Let's say I wanted to replace the word "matrix" with the word "tree" in reference to a Topics tree. While it is tempting to do a broad search in all fields of all my documents, I would risk making an unintentional replacement in a document(s) that has nothing to do with Topics.
Instead, it is recommended that you isolate a subset of relevant documents and then use the Find & Replace on very specific fields. In the image below, I looked up all the documents with "Topics Tab" in the title. The search yielded five documents.
I now have a very specific subset in which to use the Find & Replace. From here, I will enter the word " matrix " with leading and trailing spaces in the Find field and the word " tree " with leading and trailing spaces in the Replace with field. Next, I will uncheck the Title check box and click on the Body checkbox. I can also add or remove document IDs. Finally, I can click on the Replace All button with confidence.