This article will walk you through how to use bulk actions in the Repository.
If you are an admin, you can carry out bulk actions to manage all of your contracts in the Repository. By selecting records via checkboxes or using a custom saved view, you can update the metadata and permissions of those records, as well as download the attachments, or delete them altogether.
After the bulk action is complete, you will be emailed a CSV with the status of the bulk operation for each record. For bulk updates, the CSV will also let you know which properties were changed, and what the updated value for the properties is.
Select Records By Selecting Checkboxes
In the Repository, there are checkboxes located next to each record and at the top of the table. These checkboxes enable you to select the records that you want to apply the bulk operation to. Checkboxes only apply to the current page and can be used to update a maximum of 25 records at once.
- To select individual records, select the checkbox next to the record. Alternatively, you can hold down ⌘ Command (MacOS) or Ctrl (Windows) to and click on the record itself instead of the checkbox.
- To select multiple records, hold down ⇧ Shift and select a record to begin the range. While holding down ⇧ Shift, select the next record to select all the ones in between the two. You can also select the checkbox in the table header, next to Record Name in order to select all the records on the current page.
Select Records By Using a Custom View
If you have a saved custom view applied, and you do not select any records, the bulk action will be apply to all the records in the custom view.
Apply Bulk Actions
Once you have selected the records you want to perform a bulk action to, you can choose from one of the following actions:
- Edit/Remove Properties
- Edit Permissions
- Download Documents
- Delete Records
You cannot directly undo bulk actions. To revert to the previous state, you must reference the previous state CSV sent to your email and manually make the corresponding changes to your records.
- To apply a bulk action, click the More menu indicated by three stacked dots, and then select the bulk action you’d like to complete, as detailed below.
Edit Properties allows you to update the metadata attached to your records. Before editing properties, we encourage you to do a CSV export of the records with the columns you intend to change. This provides you with a record of the original state of those records.
- Select Edit Properties.
- To update multiple properties at once, click Add property row or Add record type row.
- In the dropdown located on the left, select whether you want to Edit or Remove the property.
- Edit: Allows you to update the metadata being tracked in the record.
- Remove: Removes the record property from the selected records. This does not remove the property from the Repository entirely.
- If you added a record type row, select a record type from the dropdown.
- If you added a property row, in the Select a property dropdown, select the property you want to edit or remove. This dropdown lists all of the properties in the Repository. If you select a property that is not currently on the selected records, it will be added to the selected records. This does not allow you to create a new set of metadata.
- Each row will update according to the property type you select. Fill in the appropriate details for each row. This will look different for each property.
- If any of your selected properties are text, muli-select, or drowdown, you will see an autocomplete dropdown of the previously used values for that property.
You can modify groups that have been given per-record access to the Repository by using checkboxes or custom saved views.
The Group column lists all the groups that are listed in your Company Settings. To view and edit your groups, click your profile icon in the top right corner, and then click Company Settings > Users and Groups > Groups.
The Current Permissions column describes the access the group has to the filtered list of records in your Repository. There are five possible settings:
- Mixed access to some of these records
- No access to these records
- Can view all of these records
- Can view and edit all of these records
- No access to any records
Groups can have mixed access. This means that the group has a combination of the five settings. For example, they may have no access to a set of filtered records and view access to another set of filtered records.
The Options column allows you to select how you would like to change the group’s access to the filtered list of records. In Group Settings, the group’s Repository settings must be set to Choose access rights for specific Records and Record types to be able to update this column. There are three options:
- Cannot change: Administrators’ permissions are defaulted to have view and edit access to all records in Repository. Remove a user from the Administrators group if you want the users to have limited access in Repository.
- Managed in Group Settings: In Group Settings, you have not selected “Choose access rights for specific Records and Record types”. Therefore, records access is not managed on a per record basis.
- Edit Dropdown: The dropdown allows you to update your group's Repository settings. There are four settings to choose from:
Setting Impact No change Leaves the current permission as is. No access The group will not be able to view your filtered list of records in the Repository. Can view and edit The group will be able to view and edit your filtered list of records in the Repository. Can view only The group will have view access to your filtered list of records in the Repository.
You can download records in bulk. You are emailed a zip file containing all of the records and their attachments. When you unzip the file, each record is listed as a folder containing its related attachments.
You can permanently delete records from you Repository.
We encourage you to use extreme caution when using this functionality. The only way to undo this delete is to reach out to Ironclad Support. You must have a list of the record IDs you want restored. This can be found in the confirmation email sent to you after you completed the bulk delete.