Using Bulk Document Actions For Sharing Settings

You can use bulk document actions to make changes on up to 1,000 documents at once. This article explains how to use bulk document actions for sharing settings.

An Admin must enable this functionality on your Vault. Once enabled, it is only available to users with a security profile that includes the Document: Bulk Update permission.

Add Users to Sharing Settings

To add users to a role after selecting documents:

  1. From the Choose Action page, select Add Users to Role.
  2. Click Next to open the Add Users to Role page.
  3. Select users and/or groups in the User picklist.
  4. Select a Role to which you will add the selected users. Owner and Coordinator (single-user roles) are not editable using bulk document editing. Vault does not check that the selected users are allowed in the selected role until you complete the final step.
  5. Click Next.
  6. From the Confirmation page, review the summary of changes.
  7. Click Finish. Vault checks the allowed users restrictions at this point and prevents restricted users or groups from being added to the selected role. When the changes are complete, a notice will appear in your Notifications page and Vault will send you an email.

Remove Users from Sharing Settings

For each bulk edit, you may only remove a single user or group from a single role. To remove a user or group from a role, after selecting documents:

  1. From the Choose Action page, select Remove Users from Role.
  2. Click Next to open the Remove User from Role page.
  3. In the User picklist, select a user or group to remove.
  4. Select a Role from which you will remove the selected user or group. Owner and Coordinator (single-user roles) are not editable using bulk document editing. Vault does not verify that the selected user or group is in the role.
  5. Click Next.
  6. From the Confirmation page, review the summary of changes.
  7. Click Finish. When the changes are complete, a notice will appear in your Notifications page and Vault will send you an email.

Change Owner

To change an owner:

  1. From the Choose Action page, select Change Owner.
  2. Click Next to open the Edit Details page. Select the new user for the owner role.
  3. Click Next to open the Confirmation page and review the summary of documents. The previous owner will be completely removed from that document role, and therefore will not have access to the document unless they were in another role as well.
  4. Click Finish. When the changes are complete, a notice will appear in your Notifications page and Vault will send you an email.

Change Coordinator

To change a coordinator:

  1. From the Choose Action page, select Change Coordinator.
  2. Click Next to open the Edit Details page. Select the new user for the coordinator role.
  3. Click Next to open the Confirmation page and review the summary of documents. The previous Coordinator will be completely removed from that document role, and therefore will not have access to the document unless they were in another role as well.
  4. Click Finish. When the changes are complete, a notice will appear in your Notifications page and Vault will send you an email.