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

Bulk Updater is a web application that lets you 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 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.

Learn more about the contents of the spreadsheet.

3. Update the properties manually in the cells.

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

Important:
– When 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.
– You can sort your spreadsheet, but you must apply the sort to all columns. Read our recommendations before sorting your spreadsheet.

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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.

Note: When you update documents with Bulk Updater, any calculated properties are recalculated. Learn more:
Edit calculated properties
Create and configure calculated properties

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 must relaunch the update.


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Comments

5 comments
  • How I can to add / delete a register?

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  • An administrator 1) generates an export, 2) edits the properties in the spreadsheet and 3) run the update to bulk update the Aodocs documents.

    Am I right in thinking that, if a user edits in AODocs the properties of a document between step 1) and step 3), then their edits will be erased by the update ran by the administrator?

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  • Addition to my previous comment: I made the test and it is indeed the case.
    That's very problematic, especially regarding the workflow state. Let's say a document is approved while i'm preparing the update spreadsheet > when I will run the update it will revert back to the previous step as if it was never approved. 
    Could you consider improving the update so that documents that are updated manually after the export was made should not be updated by Bulk Updater (reason should be stated in the "Reason" column).

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  • Hola
    Estoy tratando de actualizar el "state", pero cuando lo exporto no me trae la columna, y necesito hacer una actualización masiva de los estados de los documentos a vigente.

    Gracias

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  • Hi María,
    Thanks for your comment. There may be an error in the configuration. We'd need to check your spreadsheet. You can contact our Support team, they'll be able to help you. You can open a ticket here: https://support.aodocs.com/hc/en-us/requests/new
    Have a great day!

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