KB User's Guide - Documents Tab - Batch Access Change

This document will show KB Admins how to efficiently update documents. The Batch Access Change options include all fields in the document editor related to document access.


Select the Exact Documents To Update

  1. To navigate to a Batch Update tool in the KB Admin Tools, click on the Documents Tab and click the link in the left navigation bar.

    BatchUpdateNavBar.png

  2. When you have a batch update tool open, the following search screen and the filters are available. This will help you refine your document search so that you can select multiple documents and make changes to multiple documents at one time.

    Search and display filters to help find existing documents. Example document IDs shown.

  3. If you already know the document ID number(s) you would like to update, enter them in the Comma delimited doc ids field. In the image above, the red circle brings attention to three docIDs from the KB User's Guide KB.

    Note: You may refine your search to obtain a specific set of documents and their comma delimited Document IDs.

  4. Click on the Go button.
  5. After clicking on the Go button, the documents to which you have access 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.

    Documents found after searching. Use 'Select?' checkbox on right to select relevant document to change. Example Documents shown.

    At any time, you may click on the triangle on the left of the Document Title to see the Document Quickview (e.g. the entire content of the document) without leaving the screen.


    Content of existing document is shown after clicking the triangle to the left of a document.

  6. 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

Fields available to change in Batch Access

  • WriteAccess- Reset WriteAccess
  • ReadAccess- Reset ReadAccess
  • SiteAccess- Reset SiteAccess, Add SiteAccess, Remove SiteAccess
  • CampusAccess- No campus level restriction, Ext/Internal with campus login, Internal for all campus users
  • Relevance - My Group / sharing groups, My Campus, My University System, Universal
  • Status - In Progress, In Review, Active, Inactive, Trash
  • Activation- Reset Activation Time
  • Expiration - Reset Expiration
  • 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.

    Comment box is right above the submit button, example comment included

    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.

    Comments show up in the Comments and Events section of changed documents

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.

Please contact us at kb-team@lists.wisc.edu if you have any questions or need clarification on the Batch Update Tool.

See Also: