Bulk Operations Overview

What are Bulk Operations?

Bulk Operations allow you to perform actions on multiple items at the same time directly from a workspace or module view. To get started, select the items you want to work with. Once selected, the Bulk Operations toolbar will appear at the top of the screen.

The supported bulk operations are:

• Copy – Create duplicates of selected items in a single operation. This allows you to quickly replicate records without manually recreating them one by one.

• Change Status – Transition the workflow status of multiple items in one step. This is useful when progressing several items to the next stage of a process or aligning them under the same status.

• Download – Download the selected items to your local device. Depending on file type and settings, downloads may occur as individual files or as a compressed archive (ZIP).

• Download Annotations – Export all annotations, comments, or markups from the selected items. This helps consolidate feedback for offline review or archiving.

• Download Merged PDF – Combine multiple selected files into a single, continuous PDF that can be downloaded. Useful for preparing presentation-ready bundles or consolidated reports.

• Delete / Inactivate – Remove items permanently (delete) or make them unavailable without deleting (inactivate). Use this carefully, as deleted items are not recoverable.

• Reactivate – Restore items that were previously inactivated, making them accessible again in the system.

• Edit – Apply changes to shared fields across multiple items at once. For example, you might update metadata, assign a new owner, or adjust due dates for all selected items simultaneously.

• Share – Share multiple items at once by sending an email or in-app notification containing a direct link to the selected items.

• Compare Files – Open selected files side by side to identify differences within Online Proofing. This is especially useful for version-controlled documents or creative assets that require review of changes.

• Upload – Upload multiple files or items at once into the selected module. This saves time when adding large sets of documents or assets, rather than uploading them individually.

Access Restriction

The table below outlines the required access rights for each bulk operation. It is assumed that the user already has "Read" access to the module.

System-Level Settings

Note: System-level properties can only be adjusted by an Encodify administrator. Before making changes, the administrator must ensure that bulk operations are enabled and supported within your infrastructure.

The number of items available for bulk selection is controlled by two parameters in the System.properties file:

• numberOfItemsInBulkOperations.max – the absolute maximum limit. This defines the highest number of items that can ever be selected in bulk.

• numberOfItemsInBulkOperations.default – the default maximum applied to each new site. This value can be lowered per site but cannot exceed the numberOfItemsInBulkOperations.max.

By default, both parameters are set to 1000 items.

Site-Level Settings

At the site level, administrators can redefine the maximum number of items that can be selected for bulk operations:

1. Navigate to Site Configuration → Settings → Max Items in Bulk Operations.

2. The initial value is inherited from numberOfItemsInBulkOperations.default.

3. The site-level setting cannot exceed the global maximum (numberOfItemsInBulkOperations.max).

Example

If the global maximum (numberOfItemsInBulkOperations.max) is set to 1000:

• A site can be configured to allow up to 800 items.

• A site cannot be configured to allow 1200 items, because that exceeds the global maximum.