The following screen allows you to update documents in batches whereby all the documents listed in the search screen will be updated. You can also archive the documents that are listed in the search screen.
To update or archive documents in batches, function right 360 — Allows batch update documents is required. By default, users with the Documents administrator role have this function right.
For more details on what you can do with function rights or levels, go to System/Setup/Security/Function rights, select the required module, and then click on the relevant ID. To find out the functions you can perform with a particular role, go to System/Setup/Security/Roles, type in the description, click Refresh, and then click the required link under the Role column.
Click this to update all the documents that are listed in the Documents: Search screen (at Documents/Reports/Documents/Search, define the search criteria, and then click Show) based on the fields that you have defined such as security level, type, division, and others.
Click this to archive all the documents that are listed in the Documents: Search screen (at Documents/Reports/Documents/Search, define the search criteria, and then click Show).
Click this to exit and return to the Documents: Search screen (at Documents/Reports/Documents/Search, define the search criteria, and then click Show).
Select the security level to update the selected document(s) with the selected security level. You can select one of the following:
Select a document type to update the selected document(s) with the selected type. You can select Clear (All) to delete the type of the selected document(s).
Type or select a project to update the selected document(s) with the selected project.
Select this check box to delete the project of the selected document(s).
Type or select a division to update the selected document(s) with the selected division.
Select a document category to update the selected document(s) with the selected category.
Note: You can only see this in the Classic mode for document structure. For more information, see Document Structure in Classic Mode.
In this section, you can limit the rights to edit documents to people from specific groups at document type level. By default, the editing rights defined at document level will precede the editing rights defined at document type level. All document creators and owners can edit the document even though the individual security level is lower than the security level of the document, unless the document is blocked for editing through versioning. The people from the specific groups will only obtain the editing rights if the individual security level is equal to or higher than the security level of the document.
Select one of the following options to give editing rights to the corresponding people:
Type or select a document owner to update the selected document(s) with the selected document owner.
Note: This box is available only if you have selected Creator / Owner at Rights under the Edit rights section.
Type or select a role to update the selected document(s) with the selected role.
Note: This box is available only if you have selected Role at Rights under the Edit rights section.
Select one of the following options to update the selected document(s) with the role linked to the selected role level:
Note: This field is available only if you have selected a role at Role under the Edit rights section.
Select one of the following options to update the selected document(s) with the role selected at Role and linked to the following reference point:
Note: This field is available only if you have selected Group or Division at Role level under the Edit rights section.
Type or select a cost center to update the selected document(s) with the selected cost center.
Note: This field is available only if you have selected Cost center at Rights under the Edit rights section.
Select a cost center group to update the selected document(s) with the selected cost center group.
Note: This field is available only if you have selected Cost center group at Rights under the Edit rights section.
In this section, you can limit the rights to view documents to people from specific groups at document type level. By default, the viewing rights defined at document level will precede the editing rights defined at document type level. All document creators and owners can view the document even though the individual security level is lower than the security level of the document. The people from the specific groups will only obtain the viewing rights if the individual security level is equal to or higher than the security level of the document.
Select a function right to give viewing rights to the corresponding people. You can select one of the following:
Note: This field is available only if you have selected Role at Rights under the View rights section.
Select one of the following options to give viewing rights to everyone with the role selected at Role and the following role level:
Note: This field is available only if you have selected a role at Role under the View rights section.
Note: This field is available only if you have selected Group or Division at Role level under the View rights section.
Note: This field is available only if you have selected Cost center at Rights under the View rights section.
Note: This field is available only if you have selected Cost center group at Rights under the View rights section.
Type a tag name to add the tag to the selected document(s).
Note: Tags will be added to the selected document(s) only if you have selected the Tagging check box under the Allow section at the Documents: Type screen (go to Documents/Setup/Maintenance/Document: Types, and then select a document type). You can type up to a maximum of 100 characters for each tag.