About editing content records

1. Select any content record in the library.
2. Use one of the following methods to edit the content record: 
   • Click the Edit Properties icon.
   • Click the More Options menu and select Edit Properties from the dropdown menu.
3. The "Edit Content Properties" page will display.
4. Edit the information on the Details tab:
   • Enter the content record Title. If a title was not specified when the content record was uploaded, the title will default to the file name.
   • Select a Content Type from the dropdown menu:

   File Type	Supported Extensions
   File	doc, docm, docx, ppt, pptm, pptx, xls, xlsm, xlsx, pdf, jpg, jpeg, jpe, jfif, png, gif, bmp, tif, tiff, txt, log
   Slide	ppt, pptm, pptx
   Item	doc, docm, docx, ppt, pptm, pptx
   Q/A	doc, docm, docx

   Example: Searches can be filtered against Content Type, so the selection can be used as a way to categorize content. Q/A is intended to be used for Question/Answer content, Item is intended to be used for content that is used in document type architecture, Slide is intended for PowerPoint content, and File is intended for content that doesn’t fall into any of the other categories.

   • Use the Select Folder field to determine the folder where the content record will reside.
   • Select a Language from the dropdown menu. The language associated with a record indicates the language in which the content is written and determines the language that is used to index the content for searches.
   • Click in the Expiration Date field to set when the content will expire. You can set the expiration date by specifying the date or specifying the numbers of days in which the content will expire. The titles of expired content records are displayed in red and have a expiration status icon that is illuminated when a record is expired; content with an expired status can still be used.
   • Select the Submitted checkbox if a record must be reviewed prior to general use. Records marked as Submitted are not visible to users whose permissions allow them to view only enabled content but can be found by other users through search or by using the built-in default saved search "Submitted Content".
   • Select the Enabled checkbox to make a record available for general use and visible to all users with view permissions.

   Note: Records may also be disabled (not explicitly chosen, but the state of being neither enabled nor submitted), but the record will not be found by the Submitted Content built-in public saved search.

   • Select the Lock Content After Build checkbox to lock the content after it is built when the Lock After build Architecture setting is set to "Content Marked as Locked". Locked content within a document or package cannot be edited without a password. Only Microsoft Word records can be locked.
   • Select the content Owners from the dropdown menu. The owner of a content record is, by default, the creator of the record. Owners automatically have the "Manage" security permission for the record, and can use the "My..." built-in public saved searches to find all expiring content that they own. Owners may receive an email notification when the content is edited, feedback about the content is submitted, or if the content has expired or is due to expire soon.
   • Enter any Comments about the content.
   • Enter the Contact Info for Subject Matter Experts or other users who can answer any questions on the content and verify its accuracy.
   • Select the Alert Enabled checkbox to display an alert when users perform one of these actions on the record: Save to Clipboard, Accept Answer, Library Reference, Preview, Generate URL, Copy, or Download.
   • If alerts are enabled, enter an Alert Message. This text will display when you drag and drop the record from the library to a slice in a project RFP and when you automatically or manually insert the record into an RFP using AutoFill.
5. Edit the information on the Custom Metadata tab.
6. Edit the information on the Keywords tab: 
   • To search for a keyword, enter text into the search box at the top right of the grid, and click the Search icon or Enter.
   • To add a new keyword, click + in the header. The "Add Keywords" dialog will display. Once a keyword is selected, a blue checkmark will appear next to it.
   • To remove a keyword, hover over the row and click —.
   • To sort columns chronologically or alphabetically, click the column header name. Click the name again to switch from ascending to descending order.
   • To filter the grid, hover over the column header and click the Filter icon and set the filter parameters.
   • At the bottom right of the grid, use the "Rows per page" dropdown menu to select the number of rows that you want to be displayed.
7. Edit the information on the Learned Terms tab:  
   • To search for a learned term, enter text into the search box at the top right of the grid, and click the Search icon or Enter.
   • To add a new learned term, click + in the header. The "Add Learned Term" dialog will display. Enter the term into the field and click Add.
   • To remove a learned term, hover over the row and click —.
   • To edit a learned term hover over the learned term to display the actions menu. Click Edit all instances of the terms button. Edit the learned term and click Done.
   • To do a find and replace of learned terms text click the Find and Replace text in all terms for this content record icon. Enter the term into the "Find" field and click Find. The results will appear below. Select all the occurrences you wish to replace and enter the new term in the "Replace with" field. Click Replace.
   • To sort columns chronologically or alphabetically, click the column header name. Click the name again to switch from ascending to descending order.
   • To filter the grid, hover over the column header and click the Filter icon and set the filter parameters.
   • At the bottom right of the grid, use the "Rows per page" dropdown menu to select the number of rows that you want to be displayed.

   Note: Search terms are only added if the user has the "Add search terms when content is used as a result of library search" user or role application permission granted.

8. Edit the user and role permissions on the Permissions tab:
   • Click Roles tab or the Users tab and select the roles or users who should have permissions for the content. For each selected user or role, identify which of the following permissions they should have:
     • View: View the content in the folder and use it, but not perform other functions on it.
     • Edit: Modify and update any content record in the folder.
     • Manage: View and edit any content record in the folder and its properties, move and copy any content record from this folder to another folder for which you have the New Content permission.
     • Owner: This permission is only available in the Users tab. You can set multiple users as owners of the bundle.
   • To work with the Roles / Users grid: 
     • To search for a role, enter text into the search box at the top right of the grid, and click the Search icon or Enter.
     • To sort columns chronologically or alphabetically, click the column header name. Click the name again to switch from ascending to descending order.
     • To filter the permissions by role, hover over the column header and click the Filter icon. The "Filter" dialog will appear. Set the filter parameters: Contains All, Contains Any, Matches Any, Matches Exactly, Matches any or is empty, Starts with, Ends with, Is Empty, Is Not Empty, or Does Not Contain from the Operator dropdown menu. The Contains All, Contains Any, Matches Any, Matches Exactly, Matches any or is empty, and Does Not Contain operators allows you to enter more than one value by pressing the Enter key after each value. The Starts with and Ends with operators allow you to enter a text value to find. The Is Empty and Is Not Empty operators do not require a value. Enter a value into the Text field and click Apply.
     • At the bottom right of the Users grid, use the "Rows per page" dropdown menu to select the number of rows that you want to display on the grid.
     • You can customize your grid columns.
9. Click Save.

Customize columns

You can show, hide, and order columns to display on the grid.

1. Click the Customize Columns icon in the top right corner of the grid to display the Columns dialog. The "Manage Columns" dialog will appear.
2. To filter the column list, enter text into the Available Columns search box.
3. Select your desired column(s) using the checkboxes or by clicking the rows and using CTRL+CLICK or SHIFT+CLICK to select multiple records. Select the Select All option from the More Options menu to enable all the columns and use the Left and Right icons to move the columns between the Available and Selected columns to determine which columns will be displayed on the grid.
4. To determine grid order: drag and drop any Selected Columns, select specific column checkboxes and use the Move to Top or Move to Bottom options from the More Options menu, or select specific column checkboxes and use the Up and Down icons to order the columns.
5. Click Restore Default to return to the default settings.
6. Click Save to save the changes and close the dialog box or Cancel to close without saving changes.

You can edit the properties of multiple content records at once.

Caution: When editing multiple content record properties simultaneously, all edited properties will contain the same value (e.g. if 7 records are selected and the "Expiration Date" is updated to "12/31/2030", then all the selected records expiration dates will be changed to "12/31/2030").

1. Select multiple content records in the library.
2. Click the More Options menu at the top of the grid and select Edit Properties from the dropdown menu.
3. Select one of the following available properties:  
   • Details
   • Keywords
   • Learned Terms
   • Role Permissions
   • User Permissions
4. The "Edit Content Properties" page will display alongside the number of records that are currently selected.
5. Select the Edit checkbox of the properties you will be bulk editing.
6. Edit the properties as desired. For more information, see Edit a single content record's properties.

Note: For text fields, use the Type of Edit dropdown on each property to: Overwrite, Append, or Prepend.

7. Click Save.

Content managers can bulk edit content properties via spreadsheet, similar to how administrators manage multiple users' properties simultaneously by downloading a bulk edit template prefilled with existing data.

Note: For more information, see Bulk edit content properties via spreadsheet.