Bulk Actions

There might be occasions when an exhibit curator wants to update many exhibit items in the same way: temporarily making a large group of items private until metadata remediation can be completed, adding the same exhibit item tag to large subsets of items, or removing existing tags from items. The bulk actions feature enables the exhibit curator to perform these actions on entire groups of exhibit items:

  • Update item visibility
  • Adding one or more exhibit items tags
  • Removing one or more exhibit item tags

(Note that you can rename an exhibit item tag without using the Bulk actions or Bulk updates features. To rename all occurrences of an existing exhibit item tag, go to Curation > Tags and select the label of the tag you want to update. In the edit-in-place field, update the tag name and then select Save changes.)

To perform one of these bulk actions follow these steps:

  1. Generate a search result that includes the items you want to update. You can do this by searching on a term or phrase in the exhibit site search box, selecting one or more facet values, or some combination of search terms and facets. You could also construct a Boolean search string to filter out specific items from a broader search, as described in Creating & Managing Browse Categories.

  2. From the search results page, select one of the actions from the Bulk actions menu.

  3. A modal window is displayed for you to indicate the specific update you want to perform. The details of each available action are described below. In each case, however, the modal window will indicate how many items are in the current result set; all of these items will be affected when you submit the action.

  4. After you submit the action, the updates will begin in the background. You can refresh the search results page to see whether the updates have completed, but keep in mind that, depending on how many items are affected, the updates might take a while.

Because bulk actions can affect many items at once, it is a very powerful feature. Before submitting an action make sure that you really do want all items in the current result set to be affected in the same way.

Updating visibility

The Change item visibility option in the Bulk actions menu enables you to change the visibility of all items in the current result set to either Public or Private.

It could be the case that some of the items in the result set are currently Public and some are currently Private; after using the Change button to submit this action, all items will in the result set will be updated to match the value you select in the Item visibility options of the Change item visibility modal window.

Tip: If you have marked items as Private in an exhibit, they will show up in the facet Item visibility when you conduct a search in that exhibit. If the facet does not appear, then you have no items in the exhibit designated as Private.

Adding tags

The Add tags option in the Bulk actions menu enables you to add one or more tags to all items in the current result set. Type the name of the tag you want to add in the Enter tags to add field of the modal window and select Add to submit.

You can add tags that already exist in the exhibit, or add brand-new tags. You can also add more than one tag in a single action; just separate each tag name with a comma.

If a submitted tag is already assigned to some items in the search result set, it will be added to items without that tag and ignored for items already assigned that tag.

Removing tags

The Remove tags option in the Bulk actions menu enables you to remove, or unassign, one or more tags from all items in the current result set. The Remove tags modal window displays all of the tags that are currently assigned to the items in the current result set. A number after each tag name indicates how many items in the result set are currently assigned that tag. In the Enter tags to remove field, type the name of the tag you want to unassign from the result set items and select Remove to submit.

You can remove more than one tag in a single action; just separate each tag name with a comma.