Edit sheet
Key point: Edit a collection of documents in a spreadsheet-like format instead of individually.

The edit sheet is a specific format of the search results that lets you edit the information, metadata or properties of documents and URLs directly from the search.

When on the group search or project search page, under the search options, click the format  Edit sheet option.

You cannot use the edit sheet using the global search option.

Editing and navigating

Edits made in the edit sheet format are in the content or in the metadata, rather than on the whole document like batch actions are.

Click the cell to edit, then enter the value. The new value is saved when you press Enter or go to a different cell if the value is different.

After a cell has been successfully edited, it shows a colored dot on the top right hand corner.

You can navigate to a different cell using the arrow keys ( , , , ) while pressing the Control or Command key.

Another option to search and then make individual edits to all occurrences of a search term occurring within a document, publication or a group, is through the document search panel.

Format options

The edit sheet is similar to the table format – options let you change, reorder, resize and sort columns.

To change the columns to display, click Select columns... to open the Select columns dialog.

To reorder the columns, use the  icon to drag the column.

To resize a column, put to pointer to the edge of the column header and drag the edge when it changes color.

To sort the values in a column, click the header of that column. The icon to the right indicates the sorting order for that particular order: for unsorted, for ascending order (A to Z), and for descending order (Z to A).

Clicking the column header only sorts the results on the current page, that is, the results that are currently visible. When results span over multiple pages, you need to use the sorting drop-down in the search options to reorder the entire result set.

Editable fields

You can only edit documents and URLs that you would be able to edit from the document view. You cannot edit documents marked as readonly. You cannot edit other types of search results such as comments, tasks, and workflows.

The first two columns showing the media type and URI ID cannot be moved, removed or edited.

You can edit the following columns:

  • Title
  • Doc ID (but not the ID column).
  • Description
  • Filename
  • Any metadata property (except xref, link, markup, readonly and multiple properties).
  • Any document property (except xref, link, markup, readonly and multiple properties).
  • Any inline label.

If a property is configured to multiple values or if the same property occurs multiple times in a document, you cannot edit it through the edit sheet.

When choosing columns to display using the the Select columns... button, the options that are editable in any of the four tabs have a icon to the right.

Cells that cannot be edited have a light zebra background.

How to find this page

Select Edit sheet from the search options.