Edit Multiple Fields

Users with appropriate permissions can replace field content across multiple records at one time as described in the following steps:

  1. Complete the steps described in "Select Documents for Mass Action."

  2. In the Apply Mass Action dialog box, select the Field Edit option.

  3. In the Field Edit Options list, select one of the following actions:

    • Search and Replace: Find specific content in a selected field(s) and replace it with different content. See step 4.

    • Copy Field: Copy the content of one field to another field. See step 5.

    • Overwrite Field: Replace whatever content exists in a selected field(s) with different content. See step 6.

  4. If you selected Search and Replace:

    1. In the list of Available Fields, double-click each field to be changed in the same way. Alternatively, use Shift+click or Ctrl+click to select a contiguous or non-contiguous set of fields, respectively, then click > to move these fields into the Selected Fields list.

    2. Enter the content to be replaced in the Search for box. This entry is not case sensitive.

      Tip: An entry is required in the Search box. If you want to replace empty fields with content, use the Overwrite Field option.

    3. Enter the new content in the Replace with box. The format of your entry must match the field type (for example, if a Date field needs to be changed from 01/01/2014 to another date, use the same format for your replacement entry). For text entries, the capitalization used here will be used in the selected field(s).

    4. Skip to step 7.

  5. Example: All or part of a field’s content can be entered. For example, a custodian's name might be entered as both “Jon Smith” and “John Smith” in your case. For consistency, you could search for “Jon” and replace it with “John” so that the company name is consistent. See the following figure.

  6. If you selected Copy Field:

    1. In the Copy From field, select the field containing the content you want to copy.

    2. In the Copy To field, select the field in which the same content should be used.

    3. Skip to step 7.

  7. If you selected Overwrite Field:

    1. In the list of Available Fields, double-click each field to be changed in the same way. Alternatively, use Shift+click or Ctrl+click to select a contiguous or non-contiguous set of fields, respectively, then click > to move these fields into the Selected Fields list.

    2. Enter the new content in the Overwrite Selected Field with this Text box. The format of your entry must match the field type (for example, if a Date field needs to be changed from 01/01/2014 to another date, use the same format for your replacement entry). For text entries, the capitalization used here will be used in the selected field(s).

    3. Go to step 7.

  8. Click Submit.

  9. To perform another mass action on the same selected documents, click Edit and repeat this procedure or complete one of the following:

  10. When you are finished, click Close.