Working with Multiple Files

If you need to perform the same action on multiple files, you can save time by selecting the files as a group, and then using the right-click menu to select the action to be performed on all the selected files.

Note: If you select multiple files at once, the right-click menu for the selected files will only include menu options that would be available for all the individual files. If one file in the selected group disallows a particular function, then that function will not display for the group of selected files. Some options also might not be available to you depending on the security access granted to you.

To perform the same task on multiple files, do the following:

1. Open Dashboard, click Applications on the navigation panel, and then click Work with files under Document.

2. Click the Recent files tab or the File list tab to display the list of available files.
3. To select more than one file, press and hold down the Shift key for a contiguous range or the Ctrl key for a non-contiguous range, and then click the row of the file to be selected.
4. Right-click the list to display the available menu options, and then select the action you want to perform. Explain the options in the right-click menu.

Options	Description
Check out	Checks out the selected files. You are prompted to enter an expected check-in date. You can also enter comments about the files and attach the files to an email.
Check in	Checks in the selected files, and then gives you the option to enter comments. You can also select to send the files as email attachments.
Archive	Select this option to move selected files to archive storage.
Add to/Remove from File Group	Adds or removes the selected files from available file groups.
Send to	Sends a file as an attachment using your email client. Can also be used to copy or move a file to Engagement.
Copy/Move files	Copies or moves the selected file from one entity to another. A file can be copied to multiple entities simultaneously, but can only be moved to one entity at a time. See Copying and Moving Files Between Entities for more information and instructions.
Lock	Locks the selected files for later downloading. Locked files cannot be checked out by other people.
Unlock	Unlocks the selected files.
Publish	Publishes selected files to a portal. Select either Read or Edit mode and enter any comments, if desired. Note: If you edit a file that is published to a portal, the version number is incremented when you save the changes to Document. This ensures that you always have a true version history for a file.
Edit Properties - File properties tab	Gives you the option to edit the properties of multiple files. Editable fields include Class, Subclass, Year, Expiration date, Workstream Project, Keywords, and File name.
Edit Properties - Portal tab	Gives you the option to edit metadata Descriptive information about a file that is used to help organize files. Examples of metadata you can assign to files in Document include class, subclass, document type, and keywords, among others. associated with files uploaded to a portal, including the edit mode, folder location, and file name.
Delete	Deletes the selected files from Document.