Document facts are captured when you upload your files to Plexus. Facts are visible on the Document List, and they can be viewed and edited from the Key facts tab when viewing your document's details.
In some instances, it can be useful to update the key facts for multiple documents at a time.
For changes to a single document's key facts, you may like to refer to this guide. However, if you would like to bulk edit multiple data points across a number of files, this article highlights how to achieve this from the Document list.
Bulk editing key facts
Step 1. To access your key facts, head to your Document list.
Step 2. Use the filters and search tools to narrow down the selection of visible documents on your list.
Step 3. Select your desired document from the view, using the checkboxes to the left hand side of the list.
Step 4. Once you have selected your files, click the button that says Bulk edit metadata in the top right hand corner of the page.
Top tip! If the button to Bulk edit metadata is not clickable, ensure that you have followed Step 3 by selecting your documents using the checkboxes.
Step 5. On the resulting screen, you will be able to edit the key facts for all selected documents.
You can select from any standard, or out-of-the-box question. Custom questions will not appear in the list of options.
Start by selecting your desired field/s from the dropdown Select metadata field.
Once you have selected the desired field from the list, type the new answer for your documents in the provided field.
Click Add metadata field if you would like to change the details for any other additional fields.
Continue filling out the form until all details are updated.
Top tip! Is someone leaving your organisation? Edit the Owner field to give someone else visibility of their documents.
Step 6. Click Bulk update metadata.
Step 7. Refresh your page to see the changes.
Plexus will tell you how many of the selected documents were updated. Please see the Troubleshooting section for any exceptions.
Troubleshooting
Plexus will only update the documents that are selected using the checkboxes, with the following exceptions:
You cannot update the metadata for files that are shared with you.
If you try to update the metadata for files that are shared with you, Plexus will tell you to check permissions or try again.
You can only update the Executed date details for documents with an Executed status.
Any files that do not have an Executed status will be skipped.
If you try to update the Executed date for documents without an Executed status, then any other fields you tried to update will also be skipped for that document.
You will need to re-edit that document and its other key facts, leaving out the Executed date.
Key facts for main documents and sub-documents will not be updated together, unless the field is Organisation unit.
A document's organisation unit impacts file visibility, and must therefore be updated together.
Confirmation messages
After you bulk edit metadata for a document, there are three possible messages that you may see to confirm the status of the bulk-edit.
When all files are successfully updated, a success message will show in green.
When some but not all files are successfully updated, a partial success message will show in yellow.
When none of the files are updated, an error message will show in red. If the above exceptions are not relevant for the documents selected, then the most common alternate reason for this message is a network connection error.
Any files that failed to update will remain selected on the Document list for ease of re-editing.
Need help? For assistance, get in touch with your platform admin or reach out to our support team via live chat or e-mail [email protected].