Bulk edit content properties via spreadsheet

Content managers can bulk edit content properties when unique changes are needed across multiple records and fields. If many records need the same change made to multiple fields, use the Edit Properties feature. Users choose which columns will be included in the downloaded spreadsheet and update the properties as desired. Qvidian will validate the data upon upload. If any errors are found, they will be flagged so that they can be corrected and re-uploaded.

Download the prefilled bulk property edit spreadsheet

Download a bulk edit template that is pre-filled with existing data. With this template, content managers can update content records rapidly and then upload the template back to Qvidian to save all the changes at once.

  1. Select the desired content records from the library.
  2. Click the More Options More Options menu menu at the top of the grid and select Edit Properties > Download Bulk Property Edit Spreadsheet from the dropdown menu. The "Download Bulk Property Edit Spreadsheet" dialog will display.
  3. Decide which columns to include in the spreadsheet: 
    • All columns
    • Only columns that are visible in the table
    • Choose custom set of columns

    4. Note: If you Choose custom set of columns to include in your template, the list of available columns will appear from which you can select using the checkboxes. Content ID and Content Title are automatically included in all downloads.

    Tip: To search for a column, enter text into the Type to filter column list... search box, and click the Search Search icon icon or Enter. To re-display all available columns, delete the entire entry in the box by clicking the X.

  4. Click Download.

Update the spreadsheet

Caution: Do not edit column headers, delete, or insert columns.

Note: Depending on the property, some column headers will be appended with "SP" for standard property and "CM" for custom metadata.

  1. Open the Excel sheet and enable editing.
  2. Make any desired changes to your bulk property edit spreadsheet. "Read-only" fields are displayed with a gray background and any edits made will be ignored upon upload.

    3. Note: Boolean fields will be in "Yes / No" format.

    Tip: Dates must be in YYYY-MM-DD format. Expiration Date/Times must be in YYYY-MM-DD HH:NN:SS format.

    Tip: Multi-valued dropdowns should be entered on separate lines in the cell (by pressing Alt+Enter to insert the line break) and match the values in the system exactly.

  3. Save the spreadsheet to your computer.

Upload the spreadsheet

Note: The "Allow user to see features related to content management" permission must be enabled to upload the bulk property edit spreadsheet.

  1. Click the Upload Bulk Property Edit Spreadsheet Upload Bulk Property Edit Spreadsheet icon icon at the top of the grid. The "Upload Bulk Property Edit Spreadsheet" dialog will display.
  2. Click Browse Files to select or drag and drop an XLSX file into the dialog.
  3. Click Upload.

Note: If a validation error occurs during processing, you will be notified and able to view the errors and correct them before re-uploading. Click View and Correct Errors to download the spreadsheet. Any errors will be highlighted in red and when hovered over will display error messages. Once errors are corrected, re-upload the spreadsheet.