In addition to editing individual fields in one record at a time, IQ allows multiple records to be updated from the Document Search Results or Document Directory using the Change Data action. Information can be added or updated for each of the fields shown in the Change Data dialog.
Information entered in Assigned To and in the Documents, Issues, Workflow Codes and Categories code fields can either be appended to the existing assigned to or codes in the selected record(s) or replace the existing Assigned To or codes. To replace information in the records with information entered in the Change Data dialog, select the Replace radio button adjacent to the desired field. To add additional codes or assignments, select the Append radio button. Leave the Assigned To and code fields empty and select the Clear radio button if you would like to remove the existing Assigned To and codes from the selected records without adding any new assigned to or codes.
Similarly, a Review Date or Expired Date can be added to records, updated or cleared. To add or update Review or Expired Dates, enter the date in the field and click the Save button. Use the Clear Date check box next to the desired date to remove the existing Review or Expired Dates without specifying a replacement date.
Documents can be moved from their current location to a new directory using the Directory drop-down. Select the target directory and click the Save button.
The status of documents can be updated by selecting the desired status from the Status drop-down. Additionally, the Assignable property of Form Letter records can be checked or cleared using the Assignable or Clear Assignable checkboxes next to the Status drop-down. Note: Only Form Letters use the Assignable property and Envelope fields. These will be ignored for non-Form Letter documents that have been selected for update. Form Letters assigned a status of Approved are automatically marked Assignable. Likewise, Inactive Form Letters automatically have the Assignable check box cleared, so that they can no longer be selected for use in Mail records.