Edit Properties with the Properties Grid

Note: You must be assigned the role of either Editor or Administrator to perform this action. Contact your Vault administrator to verify your role.

1. Select a file or files from the main pane and click the Edit icon  in the Properties grid.
2. The Property Editing dialog lists the file or files that were selected. Click Add to include other files from the vault.

   To exclude a file that was selected, select it from the list and then click Remove.

3. The Name, Author, and Description properties are displayed for the selected files by default. Click Select Columns to select additional properties to edit for the files.
   Note: When using Select Columns to display in the Edit Properties screen, existing properties can be removed from the list. If a field is removed that contains edited properties, any changes you made are lost. You are prompted to verify the removal of the field before continuing.
4. To edit the property values:
   • Double-click on a cell to edit the value.
   • Right-click on a cell to copy or paste a value.
   • Click and drag the small black square in the lower right corner of a highlighted cell to fill multiple cells in a column or columns with the same value.
   • Right-click on a cell and then select Find to search the property values for a specific string. In the Find and Replace dialog box, enter a text string to locate and then click Find Next to move from one occurrence to the next.
   • Right-click on a cell and the select Replace to search for a specific string and replace it with a new value. In the Find and Replace dialog box, enter a text string to locate and a replacement value. Click Find Next repeatedly until you locate the specific occurrence you want to replace with the new value and the click Replace or click Replace All to replace every occurrence with the new value.
   • Right-click on a cell and then select Capitalize to use all uppercase characters for the value.
   Note: The new value for a property must be the proper data type for the property value. If a new value is not the proper data type for the property, the entry is flagged as incorrect.
5. Select OK.
6. The selected files are copied to a temporary location on the local computer, checked out, the properties are updated, and then the files are checked back in to the vault. A progress bar indicates the user-defined properties are being updated. Click Cancel to stop the process. If Cancel is clicked after some files have been checked back into the vault, those files will contain the edited properties. Any files not checked in will not contain the edited properties.
7. The Property Edit Results screen summarizes the property edits for each file and which properties were edited successfully.
8. You can choose to generate a report and save it locally or in the vault by performing one of these options:

   Save a Report to a Local Folder

   • To save the report locally, click Report.
   • On the Preview dialog, select File then Export As. Fill in the options for the file type you selected and then click OK.
   • On the Save As dialog, navigate to the folder structure where you want to store the file locally. Enter a name for the report and click Save.

   Save a Report in Vault

   • To save the report in a vault, Click Send to Vault to display a list of vault folders.
   • Select the vault in which you want the report saved and enter a name for the report.
   • Select whether you want to save the file as a comma-delimited (.csv) or excel file (.xls) and then click Save.
9. Select File > Exit to close the Preview dialog.