Edit multiple content records

If you would like to edit multiple content records:

• Edit multiple content records individually (zip file): Download and edit one or more individual records.
• Edit multiple content records as a single document: Edit multiple content records in Word or Office for the Web as a single file online or Download and edit the single file offline and upload the file back to the library. Properties can be included, but cannot be edited.

When you edit a content record, it is checked out and cannot be edited by another user until you upload the revised file or cancel the check out. Users can still view and use the record. You can hide the records from users by selecting the Disable (hide from users until editing complete) checkbox in the Edit dialog box when you create the editing job. This keeps other users from viewing and using the record until you check it back in. You may wish to hide the record if it contains information that should not be given to clients, for example an outdated price list.

Note: For additional ways to edit content records, see About editing content records.

Edit multiple content records individually using a zip file

To edit more than one content record in more than one format at one time, create a zip file of the records for easier edits and uploads. Use the Edit Content > Download to Edit (ZIP) option from the More Options menu under the Search bar.

Example: You may want to edit company executive biographies in Word documents and PowerPoint slides together. You can extract the records from the ZIP file and edit each record with an editor of your choice. Upload them individually as you complete your edits, or upload the revised records as a ZIP file. You can drag and drop the zip or individual file to the library to update the records.

Tip: This is a good method to check out a batch of content to email to a non-licensed SME for review.

1. Select the content record(s) you want to edit: 
   • To edit a single content record: Click the More Options menu and select Edit Content > Download to Edit (ZIP) from the dropdown menu. The "Edit Content - Download Zip File (1 record)" dialog displays.
   • To edit multiple content records: Select the checkboxes of the content records you want to edit. Click the More Options menu below the Search bar and select Edit Content > Download to Edit (ZIP) from the dropdown menu. The "Edit Content - Download Zip File (N records)" dialog displays, where N is the number of records you selected.
2. (Optional) Select the Perform in background and email when done option. The records are zipped in the background and the download link will be emailed to you. Click on the download link in the email to download the zipped records.

   Note: The email you receive contains a link to the zip file. Be aware that the link will expire within the period of time defined for your system. It is advisable to save the zip file locally as soon as you get the email.

3. (Optional) Select the Disable content while checked out option to disable content during the edit process, and re-enabled on save or cancel, so that users cannot consume the content. The records are hidden from users whose permissions allow them to only see enabled content records.
4. Click Download Zip. A dialog displays asking you to wait until it zips the selected records for download. If you do not want to wait, click Email Me.
5. Download and extract the records from the zip file.
6. Edit the records and save the changes.
7. Zip the updated files. You can name the zip file anything you choose; it will not affect the files in it.
8. To upload the revised records, perform one of the following:
   • Upload the entire zip file:
     1. Drag and drop the zip file from your computer into your Upland Qvidian library, and then verify the Save Zip File as a Single Record checkbox is clear.
     2. Click Save. The content records are updated and checked in.
   •  Upload a record file in the zip file:
     1. Drag and drop the file from your computer into your Upland Qvidian library. The "Upload Content" dialog will display
     2. Select Revision as the upload type.
     3. Click Select From My Edits, select the record to be updated, and then click Save. The content record is updated and checked in.

Edit one or more content records as a single document

You may want to edit a group of records in a single document for easy comparison, use the Find and Replace feature to replace content in multiple content records, or apply an updated style template. You can include record properties but cannot edit them as they are for information only. You can edit the single file online in Microsoft Office or Office for the Web. You can also edit the single file offline by downloading and editing it in Word and uploading it back again.

Caution: While this method can take advantage of the Qvidian add-in toolbar, we do not recommend using the toolbar. By not using the toolbar, you have the flexibility to send the generated file to someone who does not have a Qvidian license (e.g. as part of a review process).

1. Select the content record(s) you want to edit: 
   • To edit a single content record: Click the More Options menu and select Edit Content > Advanced Edit from the dropdown menu. The "Edit Content - Single Document (1 record)" dialog displays.
   • To edit multiple content records: Select the checkboxes of the content records you want to edit. Click the More Options menu below the Search bar and select Edit Content > Advanced Edit from the dropdown menu. The "Edit Content - Single Document (N records)" dialog displays, where N is the number of records you selected.
2. Choose your preferred Edit Options: 
   • Edit in Word: This opens the selected records in a single Microsoft Word document. Incremental changes will be saved when you click the "Save" button in Word and will be finalized when you close the document.
   • Edit in Office for the Web: This opens the selected records in a single document in Office for the Web. Incremental changes will automatically be saved and will be finalized when you close the document.
   • Download: This downloads the selected records in a single Microsoft Word document that can be edited offline or sent to a SME for review. When editing is complete, drag and drop the Composite Edit file, with the original name, back into the content area in the library to save the changes.
3. Select your Sorting Options from the dropdown menu and choose whether to sort by Ascending or Descending order.
4. (Optional) Select the Include a page break between content to preserve section formatting checkbox to have each record start on a new page of the created file.
5. (Optional) Select the Include a page break between properties and content checkbox to have each record's properties start on a new page of the created file.
6. (Optional) Select the Disable content while checked out checkbox to disable content during the edit process, and re-enabled on save or cancel. The records are hidden from users whose permissions allow them to only see enabled content records.
7. Select the properties of the records to include in the single document. These properties are for informational purposes only and cannot be edited in Word.
8. Click Edit. Depending on the editing option you selected, one of the following happens:
   • Edit in Word: You are prompted by the Open Word? dialog. Click Open Word. The file opens in the Microsoft Office Word editor. Make your changes and click save your changes in the Word editor. You changes are pushed to the appropriate records in Qvidian. Close the Word editor.

     Note: The document is opened in protected view. Click Enable Editing to edit the document.

   • Edit in Office for the Web: The single file is opened in Office for the Web editor in a new window. Make your changes. The file is automatically saved. You changes are pushed to the appropriate records in Qvidian. Close the browser window to complete your changes.
   • Download: The Save As dialog displays. Choose the appropriate folder and click Save. Open the file in your local editor and make changes to the file. Save your changes. Drag and drop the revised file into the library. Qvidian understands it is a single file update and automatically updates the appropriate records with the new content.

     Caution: Do not change the name of the file. Qvidian tracks the names of files being uploaded and understands when a single file with multiple records is being uploaded and takes the necessary actions to update the records.