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Applying Bulk Changes to Content in the Library

Overview

You can bulk update tags, collections, moderators, privacy, owners, star rating, owners and more for all or filtered sets of content in the Library . This holds true for items in the Library, Moderation, and Review. For a visual guide, refer to the Academy course on Content Library Advanced Bulk Options.

If the content is in Moderation or Review, or you do not have editing privileges, the content will not be changed.

Click the respective tab below for the information about your product.

  • Selecting Content

    To perform bulk updates, begin by selecting the content you want to change:

    1. In the Content Library, find the content you want to update using the filters or the Advanced Search feature.


    2. Select the checkboxes for the content. Click Select All if you want to update all of the cards displayed on the page. (Click the Select all content link to include cards on other pages.)

    Changing Metadata in Bulk

    After selecting the content, perform the following steps:

    1. Click Tags or Collections at the top of the page.
      Bulk_3.PNG

    2. Advanced Bulk Options allow you to update metadata, privacy, usage and more. You can, for example, give all the selected content a specific tab or remove all the 5 star ratings.

      Specify the metadata you want to update. Click the Add or Remove radio button to indicate if you want to add or remove the metadata from all the selected records. Click in the field to see a list of available options.


    3. Select what you want to add to or remove from the selected content.

      The number of empty fields that must be entered before the changes can be sent appears in a pop-up box at the bottom of the page. It will disappear when all required fields are filled.


    4. You can click additional checkboxes on the left pane, and then enter the values to be added or removed. When you are finished, click Update.

    You can use this method to update:

    • Project name
    • Section name
    • Tags
    • Language
    • My Favorites (also available from the More Options button)
    • Alert text
    • Moderators (also available from the More Options button)
    • Owners and the content review cycle, including Next Review Date and Follow-up Date (also available from the More Options button)
    • Review process
    • Privacy
    • Star rating
    • Flag
    • Shared business unit

    Click through the video below for a quick walkthrough of the process:


    Changing Owners and Review Cycles in Bulk

    To change owners and review cycles for multiple Q&A pairs and documents, perform the following steps:

    1. Select the content as described above. Click Owners.
      Bulk_3.PNG

    2. Click the Add radio button if you want to add owners to the specified content. Click Remove to remove them.

      Enter the name of the people or teams you want to add or remove. Enter % to see a list of available people and teams.


    3. If you are adding owners, you can set up a review schedule for all the selected content.

      Click Enable Scheduled Review. The Content Review and Review Cycle fields will be displayed.


    4. Click Add to add a content review or Remove to delete one, and then specify the review cycle to add or remove.

    5. Select Default for a 90-day review cycle. The Next Review Date will be populated with that date.
      image-9.png

      Select Customize to specify a custom review cycle. Enter the number of days, or click in the Next Review Date field and choose a day on the calendar.
      image-10.png

      image-11.png

    6. Click + Add Follow-up Date to add a specific date when the owners will receive a reminder if the review has not been completed by the due date. You can create up to four reminders.
      image-12.png
      Specify the review process. Select Any if the content will be considered reviewed if any of the owners review it. Select All if all owners must review it.

      When you are finished, click Update.
      image-13.png

    Deleting Content in Bulk

    You can delete selected content quickly and easily by performing the following steps:

    1. Select the content you want to delete as described above. Click More, and then select Delete.


    2. You will receive a warning message. If you want to proceed, click Move to Trash.

    Your content will remain in the Trash for 30 days, after which it will be deleted. To access the trash, click Trash from the left navigation pane.

    Translating Q&A Pairs in Bulk

    Bulk translate is available only for Q&A content type. To translate multiple Q&A pairs, perform the following steps:

    1. Select the pairs as described above. Click More to display the menu, and then select Bulk Translate.


    2. Select the Source Language or keep Auto Detect Language (the default value). Specify the Target Language. Translate Job Name is populated by default with the date and time, but you can change it. When you are finished, click Translate.

    The translation process will run on all the selected pairs. You will receive an email when the process is complete.

    Searching and Replacing in Q&A Pairs in Bulk

    You can search and replace text by performing the following steps:

    1. Select the Q&A pairs you want to include as described above. Select More to display the menu, and then click Search And Replace.


    2. Specify if you want to search for the text in questions, answers or both (All).


    3. Enter the text you want to find in the Search field. As you begin typing, the application displays possible matches. Select the text you want.


    4. The matches are displayed. If you want to replace the text, enter your new text in the Replace field and click Replace or Replace All.

    Formatting Q&A Pairs Response Headers in Bulk

    You can change the look for the selected response headers or all response headers:

    1. Select them as described above. Click More and then select Format Content.


    2. Apply Font is selected by default.


    3. Begin typing the names of the headers in the Filter Content by Response Headers field, and the application displays a list of them. You can also click the down arrow on the field for a list of available headers.


    4. Select the headers you want to change. If you have set up a custom style using the formatting toolbar, choose it from the Choose Predefined Styles menu to give the selected headers that style. To change the font and background colors, click the color box, select a new color or enter the code for one, and then click Apply. The Preview page will show your changes.


    5. When you are finished, click Apply.

    Formatting Responses in Bulk

    You can change the look for selected responses:

    1. Select them as described above. Click More and then select Format Content.
    2. Apply Font is selected by default.
    3. If you have set up a custom style using the formatting toolbar, choose it from the Choose Predefined Styles menu to give the selected responses that style. To change the font and background colors, click the color box, select a new color or enter the code for one, and then click Apply on the pop-up box. The Preview pane will show your changes. When you are finished, click Apply.

    Finding and Replacing Formats in Bulk

    To change the format of Q&A pairs to a different format, perform the following steps:

    1. Select the pairs as specified above. Select More, and then click Format Content from the menu.
    2. Select Find and Replace Format from the Format Content Options menu.


    3. If you want to replace the formatting in response headers, begin typing the header name. You can also click the down arrow on the field for a list of available headers. Select the ones you want to change.


    4. In the Current Format pane, specify the font, size, color and background color of the existing format you want to change. In the New Format pane, specify the details of the format you want the selected content to have. (Note: If you select the color or background color, you must click Apply on the pop-up box to select the new colors.)

      When you are finished, click Apply.

    Removing Embedded Formatting from Multiple Q&A Pairs

    To remove formatting that has been given to Q&A pairs, perform the following steps:

    1. Select the Q&A pairs you want to change as described above. Click More, and then select Format Content.

    2. Select Clear Formatting from the Formatting Content Options pane. You will be asked if you are sure you want to remove all formatting and return to the default formatting. If you do, click Remove Formatting.

    Scheduling an On Demand Review in Bulk

    You can schedule an on demand review for multiple Q&A pairs and documents:

    1. Select the content as described above. Click More, and then select On Demand Review.


    2. Begin typing the names of the reviewers. Enter % to see a list of available reviewers. You can also enter the name of a team.
      image-36.png

    3. Specify the review process. Select Any if the review will be complete if any one of the reviewers completes it. Select All if all the reviewers must complete the review.
      image-37.png

    4. Click in the Review Due Date field to see a calendar. Select the date the review must be complete.
      image-38.png

    5. If you want to send a message to the reviewers, enter it. When you are finished, click Send For Review.
      image-39.png

    Bulk Downloading Documents

    You can bulk download a maximum of 25 documents at a time from the Content Library. 

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  • Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

    Selecting Content

    • To perform bulk updates, begin by selecting the content you want to change:

      1. In the Content Library, find the content you want to update using the filters or the Advanced Search feature.


      2. Select the checkboxes for the content. Click Select All if you want to update all of the cards displayed on the page. (Click the Select all content link to include cards on other pages.)

    Changing Metadata in Bulk

    • After selecting the content, perform the following steps:

      1. Click Tags or Collections at the top of the page.
        Bulk_3.PNG

      2. Advanced Bulk Options allow you to update metadata, privacy, usage and more. You can, for example, give all the selected content a specific tab or remove all the 5 star ratings.

        Specify the metadata you want to update. Click the Add or Remove radio button to indicate if you want to add or remove the metadata from all the selected records. Click in the field to see a list of available options.


      3. Select what you want to add to or remove from the selected content.

        The number of empty fields that must be entered before the changes can be sent appears in a pop-up box at the bottom of the page. It will disappear when all required fields are filled.


      4. You can click additional checkboxes on the left pane, and then enter the values to be added or removed. When you are finished, click Update.

      You can use this method to update:

      • Project name
      • Section name
      • Tags
      • Language
      • My Favorites (also available from the More Options button)
      • Alert text
      • Moderators (also available from the More Options button)
      • Owners and the content review cycle, including Next Review Date and Follow-up Date (also available from the More Options button)
      • Review process
      • Privacy
      • Star rating
      • Flag
      • Shared business unit

    Click through the video below for a quick walkthrough of the process:


    Changing Owners and Review Cycles in Bulk

    • To change owners and review cycles for multiple Q&A pairs and documents, perform the following steps:

      1. Select the content as described above. Click Owners.
        Bulk_3.PNG

      2. Click the Add radio button if you want to add owners to the specified content. Click Remove to remove them.

        Enter the name of the people or teams you want to add or remove. Enter % to see a list of available people and teams.


      3. If you are adding owners, you can set up a review schedule for all the selected content.

        Click Enable Scheduled Review. The Content Review and Review Cycle fields will be displayed.


      4. Click Add to add a content review or Remove to delete one, and then specify the review cycle to add or remove.

      5. Select Default for a 90-day review cycle. The Next Review Date will be populated with that date.
        image-9.png

        Select Customize to specify a custom review cycle. Enter the number of days, or click in the Next Review Date field and choose a day on the calendar.
        image-10.png

        image-11.png

      6. Click + Add Follow-up Date to add a specific date when the owners will receive a reminder if the review has not been completed by the due date. You can create up to four reminders.
        image-12.png
        Specify the review process. Select Any if the content will be considered reviewed if any of the owners review it. Select All if all owners must review it.

        When you are finished, click Update.
        image-13.png

    Deleting Content in Bulk

    • You can delete selected content quickly and easily by performing the following steps:

      1. Select the content you want to delete as described above. Click More, and then select Delete.


      2. You will receive a warning message. If you want to proceed, click Move to Trash.

      Your content will remain in the Trash for 30 days, after which it will be deleted. To access the trash, click Trash from the left navigation pane.

    Translating Q&A Pairs in Bulk

    • Bulk translate is available only for Q&A content type. To translate multiple Q&A pairs, perform the following steps:

      1. Select the pairs as described above. Click More to display the menu, and then select Bulk Translate.


      2. Select the Source Language or keep Auto Detect Language (the default value). Specify the Target Language. Translate Job Name is populated by default with the date and time, but you can change it. When you are finished, click Translate.

      The translation process will run on all the selected pairs. You will receive an email when the process is complete.

     

    Searching and Replacing in Q&A Pairs in Bulk

    • You can search and replace text by performing the following steps:

      1. Select the Q&A pairs you want to include as described above. Select More to display the menu, and then click Search And Replace.


      2. Specify if you want to search for the text in questions, answers or both (All).


      3. Enter the text you want to find in the Search field. As you begin typing, the application displays possible matches. Select the text you want.


      4. The matches are displayed. If you want to replace the text, enter your new text in the Replace field and click Replace or Replace All.

    Formatting Response Headers in Bulk

    • You can change the look for the selected response headers or all response headers:

      1. Select them as described above. Click More and then select Format Content.


      2. Apply Font is selected by default.


      3. Begin typing the names of the headers in the Filter Content by Response Headers field, and the application displays a list of them. You can also click the down arrow on the field for a list of available headers.


      4. Select the headers you want to change. If you have set up a custom style using the formatting toolbar, choose it from the Choose Predefined Styles menu to give the selected headers that style. To change the font and background colors, click the color box, select a new color or enter the code for one, and then click Apply. The Preview page will show your changes.


      5. When you are finished, click Apply.

    Formatting Responses in Bulk

    • You can change the look for selected responses:

      1. Select them as described above. Click More and then select Format Content.
      2. Apply Font is selected by default.
      3. If you have set up a custom style using the formatting toolbar, choose it from the Choose Predefined Styles menu to give the selected responses that style. To change the font and background colors, click the color box, select a new color or enter the code for one, and then click Apply on the pop-up box. The Preview pane will show your changes. When you are finished, click Apply.

    Finding and Replacing Formats in Bulk

    • To change the format of Q&A pairs to a different format, perform the following steps:

      1. Select the pairs as specified above. Select More, and then click Format Content from the menu.
      2. Select Find and Replace Format from the Format Content Options menu.


      3. If you want to replace the formatting in response headers, begin typing the header name. You can also click the down arrow on the field for a list of available headers. Select the ones you want to change.


      4. In the Current Format pane, specify the font, size, color and background color of the existing format you want to change. In the New Format pane, specify the details of the format you want the selected content to have. (Note: If you select the color or background color, you must click Apply on the pop-up box to select the new colors.)

        When you are finished, click Apply.

    Removing Embedded Formatting from Multiple Q&A Pairs

    • To remove formatting that has been given to Q&A pairs, perform the following steps:

      1. Select the Q&A pairs you want to change as described above. Click More, and then select Format Content.

      2. Select Clear Formatting from the Formatting Content Options pane. You will be asked if you are sure you want to remove all formatting and return to the default formatting. If you do, click Remove Formatting.

    Scheduling an On Demand Review in Bulk

    • You can schedule an on demand review for multiple Q&A pairs and documents:

      1. Select the content as described above. Click More, and then select On Demand Review.


      2. Begin typing the names of the reviewers. Enter % to see a list of available reviewers. You can also enter the name of a team.
        image-36.png

      3. Specify the review process. Select Any if the review will be complete if any one of the reviewers completes it. Select All if all the reviewers must complete the review.
        image-37.png

      4. Click in the Review Due Date field to see a calendar. Select the date the review must be complete.
        image-38.png

      5. If you want to send a message to the reviewers, enter it. When you are finished, click Send For Review.
        image-39.png

    Bulk Downloading Documents

    You can bulk download a maximum of 25 documents at a time from the Content Library. 

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