Change document properties without review

There may be times when you’d like to update document properties without starting a new job and versioning up the document. Common examples of this may be to update the Content Owner when a user has left the organization or update the publishing target when you have a new distribution channel. 

In these cases, a user with appropriate permissions can directly change document properties on the latest version of documents (in bulk or on a single document) without sending it through a review. The properties allowed to be changed using this process are configurable--meaning they vary customer to customer--and are dependent on the organization’s business policies.

Please note that this action is audited, however it cannot be undone.

• Change properties on documents in bulk
• Change properties on a single document
• Why don't I see the change properties option?

Change properties on documents in bulk

1. From the library, bulk select the document you wish to update

2. Review the properties that are available to update. 
   • Note: Properties must be configured (i.e., exist for that document type) AND and the list of values for any drop-down lists must be consistent across all the selected documents in order to be updated. If either of these scenarios exist among the selected documents, the properties in conflict will not be displayed. If the target property for changing is not displayed, click Close to refine your selection of documents and try again.
3. Toggle on the properties you wish to update from the available options
4. Input a new value for each selected property
   • In the case where the property is multi select, choose whether you want the new value(s) to append to the existing value(s) on the document(s) or overwrite them.
   • Important: Any conditional properties that depend on a property you’ve selected to update should also be included in your update at this time
5. Enter a reason for change. This will be recorded in the document’s audit trail.
6. Click “Confirm”

7. Once submitted, choose to download a CSV of all the updated documents and/or refresh the page

Change properties on a single document

1. Navigate to the document you wish to update
2. Select “More actions” in the bottom right of the viewer
3. Select “Change properties”
   • This option will only appear if you have the appropriate permissions
   • This option is not available on documents in the Draft lifecycle state. To change properties while a document is in draft, simply update the values in the details tab.

4. Toggle on the properties you wish to update from the available options
5. Input a new value for each selected property
   • In the case where the value is multi select, choose whether you want the new value(s) to append to the existing value(s) or overwrite them
6. Enter a reason for change. This will be recorded in the document’s audit trail.
7. Click “Confirm”
8. Once submitted, choose to download a CSV of all the updates and refresh the page

Why don't I see the change properties option?

If you do not see the option to change properties, this could be for one of the following reasons:

• You do not have appropriate permissions to directly change properties. If you believe you should have these permissions, please discuss with your system administrator.
• The version you are viewing is not the latest version. Making updates to a prior version of a document is not supported.