Bulk rename feature enables administrators to efficiently manage large volumes of documents, saving time and enhancing workflow efficiency.
💡 This feature is available with Premier or Enterprise subscriptions.
Bulk rename allows administrators to rename the entire folder structure in a project swiftly and seamlessly. By renaming through a single operation, this feature eliminates the need for manual renaming of individual files, thereby improving productivity and reducing the risk of errors.
💡 Additionally, all bulk renaming actions are logged in the audit logs, ensuring transparency and accountability throughout the renaming process.
Accessing bulk rename
To access bulk rename flow, click Add on the top panel and select Bulk rename.
Administrators can choose to edit in two different modes:
Via index file
Via editing tool
Use the toggle provided to select whichever mode seems most appropriate.
Via index file
💡 Recommended usage: the index file flow is recommended for efficiently handling large volumes of files and folders.
Export index file: administrators export an index file containing the entire project's folder structure.
Rename files/folders: specify new name in the corresponding New name column, not in the Current name column.
Import and review: after importing the modified index file back into the project, administrators can review and approve the changes.
Excel template
Enter the new names for the folders and documents in the "New name" column. All other information must match your project to be successfully imported.
Only the items that contain a new name in the New name column will be actioned. In the case where this column is empty, the file/folder keeps the existing name.
💡 After the file import, all file names are listed in the editing tool, so administrators can double-check and address any issues flagged by the system.
Editing rules
To ensure the file is read by our system and no errors are detected, please ensure that the content inputted into the template adheres to the following rules:
Max length of filename: 250 characters
Max length of folder name: 255 characters
Names cannot contain the symbols \ / : * ? " < > |
Via editing tool
💡 Recommended usage: the editing tool flow is ideal for renaming a smaller number of files/folders with ease.
Access editing tool: Administrators navigate to the editing tool within the VDR.
Make changes: They select the files/folders requiring renaming and make the necessary changes directly within the interface.
Bulk renaming: Changes are applied in bulk without the need to approve each individual change.
Editing tool overview
The editing tool allows administrators to:
Amend all folder and file names.
Filter, view and amend Errors (red).
Filter, view and amend if necessary Warnings (yellow).
Warnings and errors
No matter which option you use, the Bulk rename feature will automatically detect any errors or warnings found in your prospective changes. These are highlighted with relevant icons on the right side of each corresponding item and summarized along the bottom panel.
Name changes icon
While on the editing tool overview, users will see the whole structure, but only those items changed will be highlighted with a special icon. By hovering over this icon, users can see the old name of the item.
Filter
To filter your edit screen, press Select filter in the top-right corner. Here you can filter by:
Edits
Warnings
💡 Using the filter is especially useful when finalizing a large project index and can make amending issues much easier.
Confirming bulk rename
Only when the user confirms the action of the bulk rename, will the system act upon the proposed changes. The user does this by clicking Rename on the overview page.
Large imports
When the index file containing more than 3000 files and folders is imported, the administrator will see the following screen:
This is because a large index may take a longer time to import all the details.
If the administrator confirms the rename by pressing the Rename button, then the actual renaming process will start.
When the process is finished, the administrator will receive an email with the results.
Whether you're dealing with a large volume of documents or just a few, this feature provides flexibility and ease of use. Should you encounter any issues or have questions regarding bulk renaming, please don't hesitate to reach out to our support team for assistance.
Important: The bulk rename option via the editing tool is not available if your project contains more than 3,000 items.
If you're only seeing the option to bulk rename using an index file, it means your project has exceeded this limit. If the number of items in your project drops below 3,000, the editing tool will automatically become available again.