Batch processing
- 09 Nov 2022
- 3 Minutes to read
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Batch processing
- Updated on 09 Nov 2022
- 3 Minutes to read
- Contributors
- Print
- DarkLight
- PDF
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1. Batch processing
Batch processing allows you to add, edit, or empty one or more metadata on different types of records at the same time, in batch (container, folder, document, task, or location).
Maximum number of records
Automatically, no maximum number of registrations is imposed by the system. However, a configuration limits the number of records that can be processed in batches. It is possible to perform the activity via: Control -> Configuration -> Other -> Enter a value in the field "Maximum number of records that can be modified by batch processing> -> Register.
Permission is also used to determine which roles have the ability to do batch processing with an unlimited number of records. To assign this permission to a role: Pilot -> Manage Roles -> Check the permission "Edit an unlimited number of records by batch processing" for the desired roles -> Save. Note that permission must be assigned globally, i.e., on the entire collection.
Permission is also used to determine which roles have the ability to do batch processing with an unlimited number of records. To assign this permission to a role: Pilot -> Manage Roles -> Check the permission "Edit an unlimited number of records by batch processing" for the desired roles -> Save. Note that permission must be assigned globally, i.e., on the entire collection.
1.1 Via advanced search
It is possible to perform batch processing within the results of the advanced search.
Steps to do so:
- Run an advanced search (for more information, see section Advanced search);
- Select multiple records and press " Actions on Selection ";
- Click on " Batch Processing ";
- Choose whether batch processing is done: " On all search results " or " On selected search results ";
- Add, modify or empty one or more metadata;
- Tap on " Process Recordings ".
1.2 Via favorites
It is possible to perform batch processing in a group of favorites.
Steps to do so:
- Create a group of favorites;
- Consult the group of favorites;
- Press " Actions on records " and press batch processing (documents, folders or containers);
- Add, modify, or empty one or more metadata;
- Tap on " Process Recordings ".
In the favorites group, batch processing is done only on one type of record at a time and it is only possible to do it on documents, folders and containers.
2. Edit metadata
This form allows you to modify or add in batch the information contained in one or more metadata.
Form for batch processing of files
The metadata in the batch form adapts and changes depending on the type of record selected.
2.1 Empty metadata
This form allows you to empty (delete) in batch the information contained in one or more metadata.
Only metadata that is not mandatory or essential to the operation of the system can be emptied.
2.2 Simulate
It is possible to simulate batch processing before permanently processing the metadata of the selected records.
The simulation generates an Excel file that allows you to see the changes that will be made to the metadata. The Excel document allows you to compare the value before batch processing and the value entered after batch processing. If the changes are suitable, it is then possible to process the recordings.
Batch processing simulation
Batch processing may result in reindexing of the system.
2.3 Examples of batch processing
There are several situations that require batch treatments
- Organizational change that requires the remodeling of organizational units;
- Change of retention rules;
- Change in classification plan;
- Apply a metadata scheme;
- Remove the value from a metadata or schema so that it can be deleted later;
- Etc.
Required metadata
If you want to change the schema type of your record and it contains a required metadata, you will not be able to save the type change without filling in the value of the required metadata. What I advise you: Remove the mandatory metadata for the time of batch processing, then put it back mandatory afterwards. Whenever a person wants to change information about the file afterwards, they will be able to add the missing item.
3. Batch processing - Personal space
It is possible to track your batch treatments in your personal space. For more information, see the article " Page Batch processes ".
4. Configurations
You will find in this section all the configurations of the system impacting batch processing. To learn more about configurations, see the "System configurations" article.
| Other tab | |||
|---|---|---|---|
| Configuration | Description | Possible values | Impacts |
| Maximum number of records that can be modified by batch processing | This configuration allows you to define a maximum number of records that can be batched at a time. If you do not want to set a maximum number, keep the value -1. | Number of records | The registered value determines the maximum number of records that can be processed in batches at a time. |
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