Contesimal: Content Library - Bulk Editing Tools for Metadata

Description

The Bulk Editing Tools for Metadata feature in the Content Library allows you to edit metadata or delete multiple documents at once. You can select one document, several documents, all documents on the current page, or all existing documents in the library, then apply bulk edit (metadata) or bulk delete. When you use bulk editing:

• Select documents - Select one, several, all on the page (via the header checkbox), or all existing docs (via "Select all N documents")
• Bulk edit - Open the "Edit N Documents" modal to change Content Date, Format Type, Themes, Topics, Audiences, and User Tags for all selected documents
• Per-field options - Each field defaults to "Keep as is"; you can set a new value (e.g., Replace all, Add new, Find and remove, Remove all) for Content Date, Format Type, Themes, Topics, Audiences, and User Tags
• Bulk delete - Delete all selected documents in one action
• Save or cancel - Click Save to apply bulk edit changes (confirmation toast) or Cancel to close without saving; use Delete to confirm bulk delete

This feature helps you update metadata consistently across many documents or remove multiple documents without editing or deleting them one by one.

Step-by-Step Usage 

The step-by-step instructions, screen descriptions, and UI details in this section are examples only. They are intended to help you understand how the feature works and how to complete the flow. Screens, labels, and layout may change in future product updates.

1. Access the Content Library and select documents

• Log in to your Contesimal account
• Navigate to Content Library (in the left sidebar)
• Documents are shown on the page in a list with columns: Title (with checkbox), Format Type, Publish Date, Import Date
• Select one or several documents: 
  • Check the checkbox next to each document title you want to include
• Select all documents on the current page: 
  • Check the checkbox in the column header next to "Title" to select every document visible on the page
• Select all existing documents in the library: 
  • In the bulk action bar that appears when at least one document is selected, click "Select all N documents" (e.g., "Select all 189 documents") to select every document in the library, not only those on the current page
• The bulk action bar appears below the top bar, showing the count (e.g., "10 Selected"), an X to clear the selection, "Select all N documents," and the Edit Documents (purple, pencil icon) and Delete (red, trash icon) buttons

2. Open bulk edit or perform bulk delete

• To bulk edit: Click the Edit Documents button (purple, with pencil icon) in the bulk action bar
• The "Edit N Documents" modal opens (e.g., "Edit 10 Documents"), with an X in the top right to close
• To bulk delete: 
  • Click the Delete button (red, with trash icon) in the bulk action bar; 
  • Click "Delete Now" button on Delete pop-up
• If you chose bulk edit, continue to the next step; if you chose bulk delete, confirm and the selected documents are removed

3. Set metadata in the bulk edit modal

• The modal lists: Content Date, Format Type, Themes, Topics, Audiences, User Tags
• Each field defaults to "Keep as is" - leaving it unchanged keeps existing values for that field across all selected documents
• Content Date: Leave "Keep as is" or use the calendar icon to pick a new date; the new date applies to all selected documents when you choose to change it
• Format Type: 
  • Leave "Keep as is" or open the dropdown and choose "Replace all"; 
  • Then use the field below (e.g., "Begin typing to find format type or select from list" or "Select format type") to choose one format type (e.g., Blog Post, Podcast Transcript, Audio Script, Show Description, Podcast Audio Plot Summary, Reference Magazine Article); the list may show "All format types" and more options
• Themes, Topics, Audiences, User Tags: 
  • For each, leave "Keep as is" or open the dropdown and choose: Keep as is, Add new, Replace all, Find and remove, Remove all; 
  • After choosing an option other than "Keep as is," enter or select the new values in the field(s) that appear

4. Save or cancel bulk edit

• Click Save (red/pink button, bottom right) to apply all metadata changes to the selected documents; the modal closes and a confirmation toast appears (top right corner)
• Click Cancel (dark gray button, bottom right) to close the modal without saving; no changes are applied
• Click the X in the top right to close the modal without saving (same as Cancel)
• The selected documents' metadata is updated in the Content Library after Save

Troubleshooting Guide

A. Bulk Action Bar or Edit/Delete Buttons Don't Appear

• Issue: You selected one or more documents but don't see the bulk action bar with "Edit Documents" and "Delete," or the bar doesn't show the correct count.
• Fix:
  • Ensure at least one document is selected (checkbox next to the document title is checked)
  • Look below the library title/top bar for the bulk action bar (e.g., "10 Selected X", "Select all 189 documents", Edit Documents, Delete)
  • Refresh the page and select the documents again
  • Clear the selection (click X) and re-select
  • If the bar still doesn't appear, try a different browser (Chrome, Edge, Firefox) or contact Support with your browser and steps taken

B. "Select All" Doesn't Select All Documents

• Issue: You clicked "Select all N documents" but not all documents appear selected, or only the current page is selected.
• Fix:
  • "Select all N documents" selects every document in the library; the count in "N Selected" should match the library total (e.g., 189)
  • To select only documents on the current page, use the checkbox in the column header next to "Title" instead
  • Refresh the page and try "Select all N documents" again
  • Check your network connection; a failed request can prevent the selection from updating
  • If the count is wrong or selection fails, contact Support with library size and what you see

C. Edit Documents Button Doesn't Open the Modal

• Issue: You click "Edit Documents" but the "Edit N Documents" modal does not open.
• Fix:
  • Ensure you clicked the purple Edit Documents button (with pencil icon), not the red Delete button
  • Ensure at least one document is selected
  • Check if a pop-up or ad blocker is blocking the modal
  • Refresh the page, re-select documents, and click Edit Documents again
  • Try a different browser (Chrome, Edge, Firefox) if the issue persists
  • Clear browser cache and cookies, then try again
  • If the modal still doesn't open, contact Support with your browser and steps taken

D. Bulk Edit Changes Don't Save or Don't Apply

• Issue: You set metadata in the modal and clicked Save but the selected documents' metadata didn't change, or you didn't see a confirmation toast.
• Fix:
  • Ensure you clicked Save (red/pink button, bottom right), not Cancel or X
  • Fields left as "Keep as is" are not changed; only fields you changed (e.g., Replace all, Add new) are applied
  • Check your network connection; a failed request can prevent saving
  • Refresh the page and check the documents again; the list may need a moment to refresh
  • Re-open bulk edit, re-enter your changes, and click Save again
  • If changes consistently don't apply, contact Support with document count, fields changed, and any error message

E. Bulk Delete Doesn't Work or Wrong Documents Deleted

• Issue: You clicked Delete but nothing was deleted, or different documents were deleted than you selected.
• Fix:
  • Confirm the selection count (e.g., "10 Selected") before clicking Delete
  • Complete any confirmation step (e.g., confirm in a dialog) if the product asks for it
  • To avoid deleting wrong documents, clear the selection (X) and re-select only the documents you want to delete, then click Delete
  • If delete fails, check your network connection and try again; if the wrong documents were deleted, contact Support immediately with what was selected and what was removed

F. Format Type or Tag Fields Don't Show Expected Options

• Issue: Format Type, Themes, Topics, Audiences, or User Tags dropdown doesn't show "Replace all," "Add new," or other options, or the value list is missing.
• Fix:
  • Click the dropdown arrow next to the field to open the full list (Keep as is, Add new, Replace all, Find and remove, Remove all)
  • For Format Type, after choosing "Replace all," use the field below to type or select a format type from the list
  • Refresh the page and open the bulk edit modal again
  • If options or lists are missing or incorrect, contact Support with the field name and what you see