Bulk Updater: Edit the properties of your AODocs documents in your Spreadsheet

Bulk Updater is a web application that allows you to update in bulk the properties (also called metadata) of your AODocs documents. All users can use the export feature in Bulk Updater; only library administrators and super administrators can use use the update feature.

Before updating the properties of your AODocs library, you must first configure and run an export

Note: Only the person who performed the export can run the update. You can share the spreadsheet with other users, who can update the values of the properties. However, these users get an error message if they try to run an update.

1. Open your exported spreadsheet. You can do this:

  • in the Recent tab
  • from the confirmation email you received when you ran your export
  • in the Auto-refresh tab (if you've configured an auto-refresh for your export)

2. Check the documents and values of properties exported in the spreadsheet.

In the spreadsheet:

  • each row represents an AODocs document
  • when you export a whole class, some system properties (for example, creation date and document creator) are hidden
  • white columns hold the values of the custom properties and system properties that you can modify
  • light grayed-out columns contain read-only properties that you can modify
  • dark grayed-out columns are non-modifiable:
    • AODocs system properties
    • workflow states
  • the last four columns are reserved for Bulk Updater:
    • columns id and hash appear after the columns showing your custom properties
    • columns Status and Reason are used to give feedback after the update

Note: A notification appears if you try to edit columns you shouldn't modify. You're recommended not to modify system parameters in grayed-out columns: the update process ignores updates to these system properties. 

3. Update the properties manually in the cells.

Important: While updating the values of the properties in the spreadsheet, make sure you follow the formatting rules required by Bulk Updater. If you update the value of a property in an incorrect format, the document won't be updated. 

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Notes about import speed:
- The time Bulk Updater takes to run the import mainly depends on the number of lines to update.
- Each line to update takes about 3 seconds (depending on how your domain is configured).
 
- Skipped lines take less than a second.

4. Run the update

Tip: You can view your updates and access the spreadsheet from the Recent tab.

5. At the end of the update, you receive an email from Bulk Updater (system@bulk-updater.aodocs.com).
The email has a link to the Google spreadsheet containing the exported documents.

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6. Check the two last columns in the Google spreadsheet (Status and Reason). They indicate the status of the document update process.

These are the possible values of the Status and Reason columns:

Status

Reason

UPDATED

The document was successfully updated.

IGNORED

Bulk Updater ignored the document because it wasn't modified.

ERROR

The document wasn't updated. The reason for the error is indicated.

SERVER ERROR

AODocs was temporarily unreachable. You need to relaunch the update.


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