Replacing an entire set of documents in Opus 2 with updated versions is easy and allows users to track, preserve and transfer all work product (links & Notes) from the original document to the new version. We recommend this process for instances in which the original and replacement PDF documents are almost exactly the same in content, but with the replacements having some minor changes or updates, such as added redactions, markings/highlighting or trial exhibit stamps.
Step 1 – CHOOSE A UNIQUE IDENTIFIER
Create a custom metadata field with a unique identifier (any field that contains values unique to every document in the workspace, such as Doc ID, MagnumID or Beg Bates) that can apply to both the original and the replacement set. In the example, the user has set up a “Bulk Replace” metadata field and copied over the values for “magnumid” for each document. This custom Bulk Replace field can be temporary and can be removed after completion of the task.
Step 2 – CREATE A NEW FOLDER, UPLOAD THE REPLACEMENT SET AND APPLY THE UNIQUE IDENTIFIER
a. Create a new folder to host your replacement documents. In this example, the folder is called “Bulk Replacement Documents”:
b. Import the metadata for the unique identifier:
NOTE: The example above shows that the magnumid value from the original set has been used as the unique identifier value for the “Bulk Replace” metadata field in both the original and the Bulk Replacement sets.
Step 3 – BULK REPLACE
a. Right-click on the folder that contains your REPLACEMENT set (the “Bulk Replacement Documents” folder in this example), then select “Bulk doc replace” from the menu:
b. You will see the “Bulk Replacement” pop‐up window. Enter the Metadata Field Name for the Metadata value that will serve as your unique Identifier:
c. After you have entered the metadata field name (in the example, it is “Bulk_Replace”), then hit "Go".
d. The Bulk Replacement dialog will then pull up and display all matches between the replacement documents (from the folder you right-clicked on to start the replace - in this example the “Bulk Replacements Documents” folder) and the original files to be replaced that the tool found by searching through the workspace using the unique identifier:
e. After you have QC’d the replacement set, click “Replace” to run the replacement process.
f. The dialog will list a “View Document” hyperlink for each document as it completes the replacement process:
g. As a final QC, search for select documents using the “Find” feature in the Documents tab and check the document in the replacement set folder (in this example, the “Bulk Replacements Documents”) to make sure key updates from the replacement set now appear in the documents in the folder where your original set is hosted.