Bulk Rename

If multiple replacements or edits to folder and file titles are required, the Bulk Changes option is an efficient tool for completing necessary updates.

To perform a Bulk Rename, from within the Documents tab or Sandbox:

  1   Via checkbox, select the Fileroom containing items that need title changes.

  2   Click More Actions > Bulk Changes in the options bar.
 

• ​​To make individual title edits, select Use Editing Tool - expand filerooms and folders as necessary, type changes in the New Name column, and click Save Changes.
• To make large bulk changes, select Export Index List

  3   Open the Excel file that you've downloaded. Do not alter the existing format.

  4   Enter (or paste) the new titles into the New Name column.

  5   Save the Excel spreadsheet locally - do not rename the spreadsheet while saving.

  6   If you still have the Bulk Changes window open, import the newly saved spreadsheet immediately by selecting Import Now. If you closed the window, click on Bulk Changes again.

  7   Select Import Existing Excel.

  8   Drag and drop the spreadsheet or browse using the Choose button.

  9   Click Import. The Bulk Rename screen appears. If desired, browse the proposed changes by expanding the list using the arrows under Current Name or filter to see edits only by checking the Filter by Edits checkbox.

  10   If everything looks good, click Save Changes.

NOTE:  Export a new Bulk Edit template list for each set of updates. If an template is re-used more than once, the import will not succeed.

 

Manual Indexing
The following instructions pertain to Bulk Changes accessed within the Index. Sandbox Bulk Changes are limited to renaming file titles only, as described above.

Folder and file index numbers are generated automatically by default. However, if you'd like to customize index numbering you may do so manually. Changes must be made to all items needing updates (i.e., index changes made to a folder do not affect folder contents - all items require manual adjustment). Switching to manual indexing changes this indexing option across the entire project.

 

To enable manual indexing, please reach out to the Assist team.

 

Prior to choosing the manual indexing option, please review Manual indexing considerations.
 

To customize indexing, from within the Documents tab:

To make individual index edits

  1   Via checkbox, select the fileroom containing items that need index changes.

  2   Click Bulk Changes in the options bar.

  3   Select Use Editing Tool.

  4   Enter updates in the New Index column (folders and files only, filerooms do not have index numbers)

  5   Click Submit Changes.

OR, to make bulk index edits

  1   Via checkbox, select the fileroom containing items that need index changes.

  2   Click Bulk Changes in the options bar.

  3   Select Export Index List.

  4   Open the Excel file that you've downloaded. Do not alter the existing format.

  5   Enter (or paste) the new entries into the New Index column.

  6   Save the Excel spreadsheet locally - do not rename the spreadsheet while saving.

  7   If you still have the Bulk Changes window open, import the newly saved spreadsheet immediately by selecting Import Now. If you closed the window, click on Bulk Changes again.

  8   Select Import Existing Excel. 

  9   Drag and drop the spreadsheet or browse using the Choose button.

  10   Click Import. The Bulk Rename screen appears. If desired, browse the proposed changes by expanding the list using the arrows under Current Name or filter to see edits only by checking the Filter by Edits checkbox.

  11   If everything looks good, click Submit Changes.

  12   Click Back to Documents on the confirmation screen.
 

NOTE:  Export a new Index list for each set of updates. If an Index list is re-used more than once, the import will not succeed.

Take a look at this documents overview to learn how to navigate the index: