The option described below is only available from the "Business" licensing plan and above. File Types and Tags can on be applied on a file per file basis in the foundation plan.



Powertools enables users to directly edit the tags and metadata of up to 100 files at the same time. If you need to edit the tags or metadata of more than 100 files at once, this can be done by importing the metadata.


To edit the metadata of multiple files at the same time:


  1. Start by selecting all the files you want to edit the tags/metadata of.

  2. Click on the Powertools action button and select "Files properties". This will open the bulk edition window.




From there, you can perform the following operations:

  1. Add or remove files from the list
  2. Apply a File Type
  3. Edit Metadata or tags one by one
  4. Edit Metadata or tags for multiple files
  5. Import files and properties
  6. Export files and properties
  7. Save



1 - Add or remove files from the list


To add new files to the list of files to edit, just click on "ADD FILES" at the bottom left of the window. This will open the Google Drive picker than will allow you to select one or multiple files.

Keep in mind that the maximum number of files that can be edited through this method is 100.



To remove a file from the list, just hover the file name with your mouse and remove the file by clicking on the cross that appears next to the file.

A prompt will ask you if you wish to save any changes made on the file so far. 




2 - Apply a File Type


To apply or change the File Type of the files in your list, just select the File Type in the dropdown list at the top left. 

Note that you can edit the metadata for a single File Type at a time, so the File Type selected will be applied to ALL the files in the list.


When you select a File Type, you will get a warning message to let you know that the File Type will be applied to all files. Note that even if you select the option "APPLY FILE TYPE", the changes will not be actually applied to the file until you save.



3 - Edit Metadata or tags for a single file


The layout with each file corresponding to a row and each metadata corresponding to a column allows editing individual metadata for individual files.


By default, you can navigate the rows metadata per metadata using the ⇥ (TAB) key on your keyboard.

If you would rather navigate the columns file per file, you can enable vertical navigation with the CTRL + ALT + ↓ (DOWN) shortcut. You can then switch it back to horizontal navigation with the CTRL + ALT + → (RIGHT) shortcut.



The changes will not be actually applied to the file until you save them.



4 - Edit Metadata or tags for multiple files


To apply the same value to multiple files, start by selecting the files you want to apply the value to. If you wish to apply it to all files, you can use the "SELECT ALL" option on the top left side of the window.


Once the appropriate files selected, just input the value in the header area in grey at the top of the window. The value will be applied to all selected files and to selected files only.



The changes will not be actually applied to the file until you save them.



5 - Import files and properties


In the window header, the downward pointing arrow  enables importing a list of files and properties into the bulk edition window. 


When selecting this option, you will be asked if you would like to save any change performed so far. Note that the list of files will be replaced by the one from the imported spreadsheet, so if some files modified so far are not in the Spreadsheet it is recommended to save then.


You will then need to select the Spreadsheet to import. It needs to follow the same format as when importing files properties directly.


Select also the File Type that matches the Spreadsheet metadata and click on "IMPORT". If you do not select a File Type or select an inappropriate File Type, the list of files and their tags will be imported but not the metadata values.

 


Click on "IMPORT" and start editing the files' metadata and tags.


The changes will not be actually applied to the file until you save them.



6 - Export files and properties


In the window header, the upward pointing arrow  enables exporting the list of files and properties into a Spreadhseet.


When selecting this option, you will be asked if you would like to save any change performed so far. Note that the list of files and metadata exported will be the ones displayed in the window, whether you actually save them and thus apply them to the files or not. If you do not save them, you will thus have different values in the Spreadsheet export and on the files themselves. 


After deciding to save or not the changes, the window will close and an export progress panel will appear on the bottom right of your screen. The export can take between a few seconds for a couple of files to several minutes or hours for a very large number of files. Note that you can minimize the export status panel and keep on working in the meantime. You can also close your browser and turn off your computer, the export will keep on happening in the background.


When the export is ready, you will be notified in the status panel and through a notification email. Two files will have been created in the same folder as the files:

  • The export file named '[Complete] Export from folder "folder_name" the date' and containing the result of your export.
  • The status report named '[Status report] Export from folder "folder_name" the date' and containing the export status of every single file, as well as the explanation for any failed export. 



7 - Save


When you are done editing the files' properties, you can click the "SAVE" button at the bottom right of the screen. 


As soon as you do this, an import progress panel will appear on the bottom right of your screen. The import can take between a few seconds for a couple of files to several minutes or hours for a very large number of files. Note that you can minimize the import status panel and keep on working in the meantime. You can also close your browser and turn off your computer, the import will keep on happening in the background.


When the import is finished, you will be notified in the status panel and through a notification email. One file will have been created in the same folder as the files:

  • The status report named '[Status report] Bulk Update the date' and containing the import status of every single file, as well as the explanation for any failed import.