Summary
Bulk organise is a tool on the Documents page that allows users to quickly add specific documents to Custom Bundles (allows page ranges) and Tags, as well as exporting a bespoke index, by searching for a list of unique identifiers and matching them to documents based on the metadata applied.
The tool searches using unique search references, i.e. if you include multiple instances of the same reference in the search list, it will only count as one reference searched for.
If there are multiple documents with a matching metadata value, each duplicate instance will be included in the results. I.e. if there are three documents with the same metadata value, all three will be included in the results.
Guidance
1. Open Bulk Organise – Within the Documents page, from the grey toolbar select Bulk Organise to open the Bulk Organise tool.
2. Search Type – Select the type of search you would like to run, either:
a. Match On: - Select an option from the dropdown to search through a single metadata value. I.e. Document ID.
b. Custom Format – Press Construct Format to create a custom format (delimited by punctuation, i.e. ‘/’) to search through multiple metadata values. These can be with or without page ranges, for custom bundles only.
i. Without Pages - For Bundle/Tab, set the first dropdown to ‘Bundle’, in the second text box enter ‘/’ and in the second dropdown select ‘Tab’.
ii. With Page Ranges – For Bundle/Tab/Page, follow point 2bi the above and then include a page range for any of the references within your list, all references must be in the format ‘Bundle/Tab/Pages-Pages’ (to account for the start page and end page, even where there is a mix of Bundle/Tab and Bundle/Tab/Page in the references being searched).
Working examples, all based on a 10 page document with Bundle/Tab set to A/1:
To search for pages 1-5, you would need to input A/1/1-5.
To search for page 5 only, you would input A/1/5-5.
To search for pages 1-5 and a 10 page document at B/5, you would input A/1/5-5 and B/5/1-10.
3. Input Search References – Within the box on the left, input the metadata references that should be used for the search, ensuring there is one reference per line in the format of the Search Type.
4. Run Search – Press Find Documents to run the search. The right side of the tool will update once the search is complete to confirm the results.
Do not refresh your page or close the Bulk Organise tool whilst the search is running.5. Search Results – The search result counters and preview window of the results should appear on the right
a. Result Counters:
i. Search – Confirms the number of unique references searched for.
ii. Results – Confirms the number of i) unique matches, ii) multiple matches and iii) not found.
b. Export Report – You can export an Excel report of the search results for review.
6. Apply an Action to the Results – Apply an action, ensuring all results turn from orange to green and the complete message appears before closing the tool:
a. Custom Bundle – Press Select Bundle to pick an existing Custom Bundle and press Add to Bundle to add the results to the bundle.
More information on creating Custom Bundles can be found here.b. Tag – Press Select Tag to pick a Document Tag and press Apply Tag to add the results to the Tag.
More information on creating Tags can be found here. c. Index (xlsx) – Press Export XLSX to export an Excel metadata index of the results, including the viewable metadata columns on the documents page.
More information on exporting Indices can be found here.Best Practices
Custom Bundles
- Bundle Size - Custom bundles folders should be kept to less than 1,000 entries to allow for optimal performance.
- Remove Old Custom Bundles - The more custom bundles created will increase the amount of data being loaded which may result in slower loading times. As such, we'd recommend deleting any custom bundle folders that are not required - you can export an index of the bundles if needed for record purposes.