Bucket Administration: Using the Bulk CSV Tool to Edit Artefacts

RedEye enables you to make changes to your artefacts in Bulk with our comprehensive Bulk CSV tool. You can use the Bulk CSV tool to quickly Edit large volumes of Artefacts, or even Upload new Artefacts in bulk, using metadata from an existing source. In this guide, we will focus on Editing artefacts. See here for Uploading new Artefacts with the Bulk CSV tool.

Access the Bulk CSV tool in Manage Bucket page via the profile icon on the top right of the interface

Alternatively, click Groups from the navigation bar, and then select Manage Bucket.

Next, select Bulk CSV Tool from the left navigation bar.

You can now view a list of all the Bulk CSV reports that have been run in RedEye, by all Bucket Administrators. Click the Reports button at any time to return to this window.

In the Reports window, you can revisit your data at a later time to see what changes were made, when, and by whom. There are three options to select in this window:

View Report - Enables you to view details about the report, such as which artefacts were changed, issues encountered, and placeholders created. Also whether there was any essential metadata missing at the time this report was imported.

Download Original - Downloads the original CSV file that was created at the time of exporting, before any further editing.

Download Edited - Downloads the Edited CSV file, which includes the changes that were made to the Original CSV, at the time of Importing to the Bulk CSV tool.

New CSV Export:

To get started with a new Bulk CSV Export click the Create New icon.

HINT: You can also create a New CSV Export using your Collection through the Bulk Actions function in the Search interface. Click here to see how to use Bulk Actions.

Next, Select from the available options. You may:

Create New CSV - Generate an empty template. This option is good for creating placeholders, or bulk uploading artefacts where you can use existing metadata from another source;

Export Bucket Data - Generate a report with all metadata for all Artefacts in the Bucket;

Export Group Data - Export a report with all metadata for all Artefacts in a specific Group; or

Export Collection Data - Export a specific list of Artefacts that you have collected in your Collection from the Search interface.

In this example, we will export data from a single Group. To do this, select Export Group Data. Next, input a Report Name and select the Group that you want to export. Click Export when complete.

You will be returned to the Reports page. Note that the report you created will be found at the top of the Reports list, with the status Awaiting Import.

Depending how much data you have selected to export, this may take a while. You will receive an email when the report is ready to use. You may access your report through the Reports page and select Download Original to download the report.

The CSV file will be downloaded to your default Downloads folder. Open the CSV file to make changes as needed. Note that the column headers will match your configured Metadata Fields.

Being a CSV file, you can be creative with how you choose to update the data in your report, such as using formulas to lookup other data sources, or simply using manual data entry.

NOTE: All fields in the CSV are editable, however, the Artefact ID should not be changed as this is a unique identifier for Artefacts and may have implications if errors are made. You only need to keep Artefact IDs for artefacts which you are adjusting and, similarly, only the metadata fields which are being adjusted need to be included. While you technically only need the first header row (metadata field ID), it is recommended to include the second (metadata field name) as well for greater clarity of what is being uploaded.

 

Modifying Data Values in Edited CSV

Modifying data in the cells corresponding to a metadata value behaves in the following way -

Add New Value - New metadata is ADDED to artefacts on execute

Edit Existing Value - Updated metadata is UPDATED to artefacts on execute 

Delete Existing Value (make cell now blank) - REMOVES metadata from artefacts on execute

NOTES: If adding multiple metadata values to a field use a semi colon (;), no space, to separate the values. If any of the metadata fields are 'Selection' type the value entered in the CSV MUST match exactly that which is entered in the Metadata fields in RedEye Manage Bucket->Metadata.

Changing the Artefact Type (Column D) in the CSV is not supported and will NOT result in changing the Artefact Type in RedEye - this change will be ignored on import.

When you have finished updating metadata, Save the CSV file.

Next, click View Report from the Reports page.

Click Import from the Report Details page.

Click in the Upload box to select the saved CSV file from your network drive, or Drag & Drop the saved CSV file into the Upload box.

When the file is Imported, you will receive a dashboard of information in the Report Details page. This is your opportunity to Review the changes prior to submitting the changes to RedEye.

Important Note!
There are known behaviours with MS Excel where cell formatting forces text to be interpreted as other formats (especially leading zeros) and are automatically changed by Excel. When imported the updates you edited have been changed eg. leading zero stripped out. For information on techniques to counter this, please read this article How to Prevent Excel From Auto Converting Data Units When Working With Bulk CSV

The Artefact Changes chart will tell you how many Artefacts are Ready to upload, and how many have encountered Issues.

There is an Artefact Changes tab in the Report Information section. This will detail what changes are being made to the Artefacts, in Green for additions or changes, and Red for removal.
In Artefact Changes tab, only rows that have been changed will appear as an entry.

Issues are displayed in two Charts, including Critical Issues and Essential Metadata that is missing. Clicking the Issues tab from the Report Information section will tell you what the issue is, and in which Row and Column to find the Issue.

List of issues

Non Critical Issues	What does it mean
MISSING ESSENTIAL	Metadata marked as essential not populated
Critical Issues
INVALID DETERMINANT VALUE	the value is not populated due to not having a valid depending metadata value (this occurs only when dependent metadata is set up
TOO MANY VALUES	When the metadata field is set to be unique but the cell in csv contains multiple values
INVALID METADATA SELECT	When the metadata field is configured as Selection type but populated value doesn't match any of the configured values.
INVALID ARTEFACT TYPE	Populated artefact type is not drawing, document, media or has been left blank
ARTEFACT NOT FOUND	Artefact listed in the imported csv has been deleted

NOTE: This is your opportunity to amend the data by using the Download Edited feature to export the CSV again, make changes as needed, and then re-import using the Import button.

Any rows with critical errors will not be updated by the bulk csv tool until rectified

When you are ready to proceed, click Execute.

You have the opportunity now to download and modify the Edited CSV file, by selecting Download Edited. You may then make further changes to the CSV to address the issues defined in the report, and when complete click Import and select your updated file.

When you are satisfied that you have addressed all the Issues and updated all your Metadata, and you are ready to submit your changes to RedEye, Click Execute.

Your Report will now be updated to the status COMPLETED on the Reports page, and your data will be Updated in RedEye!