Applying bulk changes to content in the Content 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 Content Library. This applies to items in the Content 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.

Selecting your content

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

1. Use the filters or advanced search in the Content Library to locate the content you want to update.
   
2. Do one of the following:
   • Select the individual checkboxes for the content you want to update.
   • Click Select All if you want to update all cards displayed on the page.
     
   • Click the Select all content link to include all cards on other pages.

Once you've selected your content you can update it following the appropriate processes below.

Changing metadata in bulk

Bulk options for metadata include:

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

You can, for example, give all the selected content a specific tab or remove all the 5 star ratings

1. Once you've selected your content, click Tags or Collections at the top of the page.
   
2. 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.
     
   • 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.
     
   • You can click additional checkboxes on the left pane, and then enter the values to be added or removed.
     
3. When you are finished, click Review Changes to view the summary of all the changes.
4. Do one of the following:
   • Click Save Changes to apply the updates.
   • Click Go Back to make additional edits.

Click the dots in the video below for a quick walkthrough of the process:

Changing owners and review cycles in bulk

1. Once you've selected your content, click Owners.
   
2. Click the Add radio button to add owners to the specified content or Remove to remove them.
   
3. Enter the name of the people or teams you want to add or remove.
   Note: You can type % to see a list of available people and teams.
4. (Optional) If you are adding owners, do the following to set up a review schedule for all the selected content:
   1. Click Scheduled Review. The Content Review and Review Cycle fields display.
      
   2. Click Add to add a content review or Remove to delete one, and then specify the review cycle to add or remove.
   3. Do one of the following:
      • Select Default for a 90-day review cycle. The Next Review Date will be populated with that date.
      • Select Customize to specify a custom review cycle. You can either:
        • Manually enter the number of days.
        • Click in the Next Review Date field and choose a day from the calendar.
          
          
   4. 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.
   5. 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. Select Sequential when you want the specified reviewers to review the content in a sequence. A minimum of two reviewers must be present for sequential review. Also, due date must be set individually for each reviewer with due date of each reviewer falling after the due date of the previous reviewer.
5. When you are finished, click Review Changes to view the summary of all the changes.
6. Do one of the following:
   • Click Save Changes to apply the updates.
   • Click Go Back to make additional edits.

Deleting content in bulk

1. Once you've selected your content, click ...More and select Delete.
   
2. Click Move to trash on the warning pop-up that displays.
   • 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

Note: Bulk translate is available only for Q&A pairs.

1. Once you've selected your content, click ...More and select Bulk Translate.
   
2. Select a source language from the Source Language drop-down list, or keep it as Auto Detect Language (the default value).
   Note: Q&A pairs that are pending moderation/review can't be added to the library, and Content Reference Tag values can't be translated.
   
3. Select a target language from the Target Language drop-down list.
4. The value in the Translate Job Name field is pre-populated by default with the date and time, but you can change it if needed.
5. Click Translate. The translation process runs on all the selected pairs and you'll receive an email when the process is complete.

Searching and replacing text in Q&A pairs in bulk

1. Once you've selected your content, click ...More and select 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 and select the text you want.
   
4. 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 or all response headers.

1. Once you've selected your content, click ...More and select Format Content.
   
   Note: The Apply Font tab is selected by default.
   
2. Begin typing the names of the headers in the Filter Content by Response Headers field to see a list of them, or click the down arrow on the field for a list of available headers, and select the ones you want to change.
   
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 headers that style.
4. Change the font, colors, and spacing as necessary, then look at the Preview field to see your changes.
5. Click Apply.

Formatting responses in bulk

You can change the look for selected responses.

1. Once you've selected your content, click ...More and select Format Content.
   
   Note: The Apply Font tab is selected by default.
   
2. 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.
3. Change the font, colors, and spacing as necessary, then look at the Preview field to see your changes.
4. Click Apply.

Finding and replacing formats in bulk

1. Once you've selected your content, click ...More and select Format Content.
   
2. Select Find and Replace Format from the Formatting Content Options pane.
   
3. Begin typing the names of the headers in the Filter Content by Response Headers field to see a list of them, or click the down arrow on the field for a list of available headers, and 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.
   
5. In the New Format pane, specify the details of the format you want the selected content to have.
6. Click Apply.

Removing embedded formatting from multiple Q&A pairs

1. Once you've selected your content, click ...More and select Format Content.
   
   Note: The Apply Font tab is selected by default.
   
2. Select Clear Formatting from the Formatting Content Options pane.
3. When prompted, click Remove Formatting.
   

Scheduling an on-demand review in bulk

You can schedule on-demand reviews for multiple Q&A pairs and documents.

1. Once you've selected your content, click ...More and select On Demand Review.
   
2. 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. Select Sequential when you want the specified reviewers to review the content in a sequence. A minimum of two reviewers must be present for sequential review. Also, due date must be set individually for each reviewer with due date of each reviewer falling after the due date of the previous reviewer.
   
3. Click in the Review Due Date field to see a calendar. Select the date the review must be complete.
4. Begin typing the names of the reviewers or team, then select them from the list.
   Note: You can type % to see a list of available people and teams.
   
5. (Optional) Type a message to the reviewers.
6. Click Send For Review.

Bulk downloading documents

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