Enriching entries (Bulk updates)

In the multi-edit page of the collaboration area, depending upon your role, you can edit, and batch process entries (item, category, or a digital asset).

Navigation

Home > {collaboration step} > {multi-edit page}

Note: You can see tabs in the multi-edit page, only if you assign attributes to the tabs through the Admin UI.
Table 1. Tasks of the multi-edit page
Open Select entries and click to open entry details page.
Save Click to save the edits.
Revert Click to undo the edits.
Replace Click to open Find and replace pop-up window.
  1. From the Attribute tab column layout list, select the column for which you want to replace text.
  2. In the Replace and By fields enter the appropriate text, and click Replace to replace the text.
  3. Click Refresh in the multi-edit page to reflect the updates.
Important:
  • As a best practice, before you perform bulk replace, first enter and validate the target replace criteria as a filter.
  • Find and replace provides an option to bulk update product data and is designed to work with a request for large volume of data update. To avoid any user experience impact, a background job performs the replace operation.
Refresh Click to refresh the page.
Reserve* Click to reserve an available entry for editing. This disables the Save.

 Product Family feature 

You can use this feature for all the Product Family items (Base, Variant, and Simple).
Release* Click to release a reserved entry.

 Product Family feature 

You can use this feature for all the Product Family items (Base, Variant, and Simple).
Add Click to add an entry.
Clone Click to clone an entry.
Import Click to import the updated Microsoft Excel workbook. For more information, see Export and Import feature.

 Product Family feature 

You can use this feature for all the Product Family items (Base, Variant, and Simple).
Export Click icon to export all the entries to a Microsoft Excel workbook. For more information, see Export and Import feature.

 Product Family feature 

You can use this feature for all the Product Family items (Base, Variant, and Simple).

 Checked out entries 

To allow checked out entries to be exported to the Microsoft Excel workbook, select Enable export of checked out entries on the Left pane > Settings > Application settings tab.
Categorize Click to open the Categorization pop-up window. The left pane displays categories for the selected hierarchy in a tree format. You can categorize multiple entries from the multi-edit page. Click to map the selected categories to the entry.
Important: Displayed only if the All Re-categorization is selected for a step.
Create Variant

 Product Family feature 

Select a Base item and click to create a Variant item.

Actions  Catalog 
Select an item, and click to perform a preconfigured entry preview script.
Note: The Actions icon is only displayed if the entry preview script is configured for the selected catalog or container.
 Approver 
Approve
Click to approve and process an entry.
Reject
Click to move the selected checked-out entry to the FIXIT workflow step. FIXIT enables releasing an entry checked-out to the collaboration area by mistake.
Done*
Click to process the entry further.
Error In the multi-edit page, if you manually enter invalid data in an editable field or select an invalid value in a list, and try to save the updates, you get data validation errors. If more than four data validation errors are generated, the other errors are displayed in a scrolling format.
Filter by

 Product Family feature collaboration area 

You can filter the list of entries based on their Product Family feature type such as Base, Simple or Variant. By default, the list of entries is filtered through the Base value.

If the Base filter is applied, and you click Add, a Base item is created. For the Variant filter, this is option is not supported.
Select order You can reorder the list of entries based on time of creation in an ascending or descending order.
Entries per page Specify the number of entries (50, 100, 200, or 500) to be displayed. By default, the pagination size is 50.
Settings
Click Settings to open the Settings pop-up window.
  • To remove a column, clear the checkbox for the column.
  • To select all the columns, click Select all.
Filter Click to filter a column by a value. In the Search field, enter the value, and click Apply. You can also filter Localized String attribute and String attribute in Grouping by using this.

You can also sort the values in a column by ascending or descending order. The default value is ascending order. You can also click a column header to sort the values.

Export to PDF Fix Pack 10Click to download the entry details in a PDF format. The PDF report contains the following details for an entry.
  • Catalog name on the right top corner.
  • The header contains,
    • Display the image (if available) on the left corner.
    • Primary key and display attribute name in the middle.
    • Product description (if available) below the display attribute.
  • Attribute and value data are displayed as Key-Value pairs.
  • Total count of attributes in the footer.
This PDF is a read-only report meant only as a reference to view all the data for an item.
To export only a set of attributes from a catalog to this PDF output. Proceed as follows to do so for a catalog,
  • Go to the Design manager > Catalogs > <catalog name> link. The Catalog console <catalog name> page opens.
  • In the Custom attributes section, add the following details, and click .
    • Name - Attribute Collection for PDF export
    • Value - <attribute collection name>
      If there are multiple comma-separated values, the first <attribute collection name> is given preference.
  • The <attribute collection name> specified in the Custom attributes section is given preference over the one specified in the Details > User defined core attribute collection section.
Now when you click , PDF report contains only the list of attributes that are defined in the <attribute collection name>.
Pop-up menu for column Fix Pack 10Right-click any column to view a pop-up menu with following the additional features.
  • Column sort - You can sort a column by Ascending or Descending order or select Clear sorting to clear the current sort pattern.
  • Column pin - Click Pin to make a column to make it static. Click Unpin to clear.
    Note: When you change the tab, this column pin is lost.
  • Column size - You can specify column size by dragging the column border. You can also select Autosize to format the column size to a standard proportion. Click Reset column size, or Reset all columns size to undo.
Clear all filters Fix Pack 10Click to clear all the existing filters from the columns.
Note: This icon is disabled until you apply a filter.
Views Select a view from the Views list on the right. These views are catalog-specific, and once selected, the search results display only the attributes that are part of the view.

Views provide a more efficient or task-specific view of items, create groups of attributes that are related to a specific data entry or data maintenance process. This feature supports state maintenance. Also, after you select a view, you see the same view across the Data Explorer page, Multi-edit page, Single-edit page (Opened through Data Explorer), and Search page.

By default, the selected view is [System Default].

If you set a view for a catalog, the catalog then becomes the default selected catalog.
Manage Attributes Fix Pack 12Using the Manage Attributes feature, you can choose and view only the required attributes in the Multi-edit, Data explorer, Search, and Free text search page. Click on the right side to open the Manage Attributes pop-up window opens.
  • You can see a list of all the attributes.
  • You can select all the attributes, if required.
  • You can drag any attribute.
  • You can see the total count of columns.
  • You can search a specific attribute using the Search field.
  • Click to toggle between a Card view and a Grid view. By default, the view that is displayed is the Card view.
  • Attributes that cannot be dragged have a Gray color background.
  • When you edit anything on the Attributes tab, the (Manage Attributes) icon gets disabled.
  • Select an attribute to view it on this page. You can also clear the checkbox to ensure that the attribute is not displayed (hide) on this page.
  • To apply the updates done, click Apply.
  • To reset all the updates that are done on the Manage Attributes pop-up window, click Reset.
    Following updates, if done get through the Manage Attributes pop-up window get reset.
    • Hide or show attributes
    • Rearrangement of rid columns either through the grid or the Manage Attributes pop-up window
    • Changes to the column width
    • Filter and sort
    • Selection
State maintenance Fix Pack 12
  • On navigation to some other page, last state of the screen (including grid state) is retained.
  • If you make any update in the Attribute collection (like add new attribute, delete attribute, or hide any attribute) and then navigates to the Multi-edit page, the grid state gets reset.
Table 2. Important columns of the multi-edit page
ID column Click to directly open an entry in the single-edit page. This is a static column.
Status column Displays three types of statuses. You can hover the mouse pointer over the icon in the Status column to see the details. This is a static column.
  • - A new entry, that you need to edit and save.
  • - Newly added entry from the collaboration area.
  • - Entry saved successfully without any errors.
  • - Entry saved with validation error. When you click the error icon, all the cell values that have errors get highlighted. Click to see the following details.
    • Item name - Displays the name of the entry that has an input error. Click to redirect and highlight to the attribute.
    • Column name - Displays the name of the column that contains the error.
    • Messages - Displays the guidelines to resolve the error.
    Important:
    • Invalid values for Lookup and Linked attributes, might lead to data corruption.
    • If the value of the save_as_draft_enabled property value is true in the $TOP/etc/default/common.propertiess file, you can save the invalid values in the collaboration area.
Availability column Displays three types of statuses. You can hover the mouse pointer over the icon in the Availability column to see the details. This is a static column.
  • - Entry is available, click Reserve for further processing.
  • - Entry is reserved by you, click Release to allow the item to be available.
  • - Entry is reserved by someone else and will be available only after released.
Binary Click to directly upload a binary file from your computer. After upload, you can click to manage the uploaded binary file (Download or delete). You can drag and change the sequence of uploaded binary files.
Image
Image url
 Click to directly upload an image file from your computer. After upload, you can click to manage the uploaded image (Download or delete). You can drag and change the sequence of uploaded image or image URL.
Thumbnail
Thumbnail url
 Click to directly upload a thumbnail file from your computer. After upload, you can click to manage the uploaded thumbnail (Download or delete). You can drag and change the sequence of uploaded thumbnail or thumbnail URL.
Relationship column The Relationship column has an editor that you can use to search entries based on any attribute of the selected catalog (Except Display attribute). For more information, see Relationship editor.
Linked column The Linked column has an editor that you can use to search entries based on any attribute of the selected catalog (Except Destination attribute). For more information, see Linked editor.
Lookup table column The Lookup table column has an editor to search entries based on item name or ID in the selected Lookup table. For more information, see Lookup table editor.

If you have selected and specified Display as a drop down list in the Spec console, the values of Lookup table columns are displayed as the drop-down list in the multi-edit page.

You can copy and paste the values from this column to other columns in the multi-edit page. You can also copy these values and paste them elsewhere, but you cannot copy external values and paste them to these columns. Also supported by Linked,Relationship, Rich text, and Grouping single occurrence attribute.
Rich text column The Rich text column has an editor that you can use to enrich the entry. For more information, see Rich text editor.
Multi-occurrence attributes The column that contains multi-occurrence attributes (Relationship, Linked, Images, and so on) is denoted by icon.

You can click an appropriate cell to open a pop-up window that enables you add, delete, or update such attributes directly from the multi-edit page. The pop-up window also displays the count of the number of occurrences that are added for an attribute.

For multi-occurrence attributes under a group node to add the first occurrence, expand, and save the grouping node from the single-edit page. Only then can you be able edit the multi-occurrence attribute from the multi-edit page.

The multi-edit page for the Content Editor role supports Currency and Date formats.

* - An entry checked that out by other user to the step can be released, reserved, or checked in the following scenarios:
  • If the Admin (Admin, Full admin, or Solution developer) user is a performer on step,
  • If the Admin user is an Administrator on a collaboration area,
  • If any user is Administrator on a collaboration area.
** - If you enable Reserve, the Save option gets disabled.