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Speaking of changing documents in bulk...

The block modification feature expedites changes applied to common information shared by multiple documents.

An example of such information is multiple posting, which generates all documents with the same expiration date. After the documents expire, block modification allows updating all expiration dates simultaneously.

It is important to note that this feature is not restricted to expiration dates, but applies to all information shared by multiple documents to be updated.



Change documents in bulk

01. Go to the folder or form where the documents or form records that will be changed are posted.

02. In the document navigation, select all documents or form records that must be changed.

03. Click the More option and then Block modification.

04. In the open window, change the desired information on the General information tab.

Required information:

Comment
Brief description with relevant information that will apply to all selected documents. To keep the current comment that each document already has, just leave the field blank.

Tags
Tags or labels that are assigned to all selected documents. To keep the current tags that each document already has, just leave the field blank. Attention: This field does not add new tags to selected documents, but rather replaces existing tags.

Valid from
Date from which the selected documents will be available to users – according to their access permissions.

Valid until
The date from which the selected documents will be considered expired when the option "Document expires?" is checked. If the field "Document expires" of that feature is not checked, that date is disregarded.

Author
Author user that will be assigned to the selected documents. To keep the author that each document already has, simply do not select an user.

Modifiable version/review
When enabled, it determines that the version or review of the documents is modifiable, i.e., you can change the documents without changing the version or review. The available options are:
- Maintain the current value: when selected, this option maintains the definition that each selected document already has.
- Enable: when selected, this option specifies that the selected documents can be changed without incrementing its version or review.
- Disable: when selected, this option specifies that the selected documents cannot be changed without having its version or review incremented.

Language
Language to which the selected documents are related. This language is used to index the information of the selected document. To keep the language to which each document is already related, simply select the option Maintain current value.

Notify
When enabled, this option specifies that users who have the subject related to the selected documents as a subject of interest will be notified when the documents are posted. The available options are:
- Maintains the current value: when selected, this option maintains the definition that each selected document already has.
- Notify: when selected, this option specifies that users will be notified when the selected documents are posted.
- Do no Notify: when selected, this option specifies that users will not be notified when the selected documents are posted.

Subject
Subject to which the selected documents are related. To keep the subject to which each document is already related, simply select the option Maintain current value.

Document expires?
When enabled, this option determines that the selected documents will expire on the date shown in the field "Valid until". Otherwise, the documents will not expire and the date entered in the field "Valid until" is not considered. The available options are:
- Maintains the current value: when selected, this option maintains the definition that each selected document already has.
- Expires: when selected, this option specifies that the selected documents will expire on the date set.
- Does not expire: when selected, this option specifies that the selected documents will not expire and the field "Valid until" is not considered.

Document type
Type to which the selected documents are related. To keep the type to which each selected document is already related, simply select the option Maintain current value.

Allows download and printing
When enabled, this option determines that the selected documents can be downloaded and printed. The available options are:
- Maintains the current value: when selected, this option maintains the definition that each selected document already has.
- Allows: when selected, this option determines that the selected documents can be downloaded and printed.
- Does not allow: when selected, this option determines that the selected documents cannot be downloaded and printed.

Expiration notification period
Advance period – in days – from which expiration notification for the selected documents will be issued. If you enter zero (0), it will consider the number of days entered in the platform's general parameters. To keep the period that each document already has, simply leave the field blank.

Icon type
Graphic element used to represent the selected documents. To keep the icon that each document already has, simply do not select an icon.

Watermark
When selecting a watermark, it will only be applied to the selected documents and only in the supported document types that have the 'Uses Internal Viewer' property enabled.

Use Internal Viewer?
When checked, this option determines that the documents will be displayed in the platform's internal viewer. Documents are displayed in the internal viewer by default.
- Maintain the current value: when selected, this option maintains the definition that each selected document already has.
- Enable: when selected, this option specifies that the selected documents can be changed without incrementing its version or review.
- Disable: when selected, this option specifies that the selected documents cannot be changed without having its version or review incremented.

Update properties of a controlled copy?
When checked, this option determines that the properties required for printing a controlled copy will be updated. The controlled copy printing feature allows you to determine the target area for the copy being printed, and also allows the automatic issuance of the delivery protocol, preventing the content of controlled documents from unauthorized changes or copies.
- Maintain the current value: when selected, this option maintains the definition that each selected document already has.
- Enable: when selected, this option specifies that the selected documents can be changed without incrementing its version or review.
- Disable: when selected, this option specifies that the selected documents cannot be changed without having its version or review incremented.

05. Click on the Security tab.

06. If you wish to change security items for the selected documents, check the option "Renew security".

07. If the option Renew security was checked, define the security criteria that will be applied to all selected documents

For detailed information about the procedure, see Define security criteria for folder or document.

08. Click on Confirm.

Following confirmation, the folder will be reloaded containing the updated information from the documents or form records.




Please note!

This documentation is valid as of the Lake (1.7.0) update. If you use a previous update, it may contain information different from what you see on your platform.