About selecting multiple project components to update

When you're working in a project, and you want to take the same action on more than one component, select them from the list and use the Selected Components panel to update them all at once.

A content owner or administrator can set permissions to deny access to components or folders. If your permissions to content have been blocked, and you are not an administrator, you cannot use the options in a project's Selected Components panel.

Before you begin

In a project, there are two Selected Components panels.

On the project's main dashboard screen.
From the Content title bar, by selecting the Select Project Components option.
On the Select Project Components screen, you can see the complete name of the components included in the project. If there are many project folders, you can search through all of them at once. Also, if the list of components is long, you can use advanced search to find the components you need. You can select the components here, and after the screen closes, the components are listed on the project's main dashboard (in the Selected Components panel).

These instructions describe the options on the Selected Components panel on the project's main dashboard screen.

To use the Select Project Components option, follow the steps in: Select project components.

Topics in this article:

Things you can do on a project's Selected Components panel

To open the Selected Components panel:

Use the white arrow in the blue border
Use the gray arrow to the left of the panel
Select any component in the Content panel

Use the first three columns to see details at a glance:

State (, , , ). The first column lets you quickly identify appropriate actions you can take on a file.
- Draft. The component can be edited and isn't ready for publishing or translation yet.
- Invalid. The component has one or more links that need to be resolved. Use the advanced Relationships tool as described in: Repair component relationships.
- Approved (No signature required). The component is ready for publishing or translation and shouldn't be edited. An Inspire user has approved the component for publishing or translation, and it shouldn't be changed. Approved components can be locked with a green system lock.
- Approved and signed. (Signature required). The component is ready for publishing or translation and shouldn't be edited. When approving, you are required to enter your full name to attach an electronic signature. Approved components can be locked with a green system lock.
- In translation. The component can be monitored while it's included in a translation job. An administrator can decide if the component is unlocked for editing while in translation.
Lock ( , , , , ). The first column tells you if anyone else is using the file currently and if you can edit it.
- Unlocked. The component isn't being edited by another user or in use by Inspire.
- Locked by another user. Another user has opened this component and made changes that may have been saved but not submitted yet.
- Locked by you. You have opened this component and made changes that may have been saved but not submitted yet.
- Locked by Inspire. Inspire prevents other users from editing the component while it's being processed. This can include the process of reviewing, for example.
- Locked after approval. A component has been approved, and an administrator has configured components to be locked upon approval
Shared ( ). The second column tells you the number of references in Inspire. To see the number, hover your cursor over the icon. All references are counted, even if one component references this component multiple times
Tags (). The third column tells you if at least one component tag has been added to a component's Inspire-based metadata. To see a list of all tags applied, hover your cursor over the tag icon.

Use the Options menu to work with the component:

Edit - Opens the component in the Oxygen XML Editor. If the component is a workflow, then it's opened in the workflow editor. This option doesn't work for binary components.
View - Opens the component in the Oxygen XML Editor as Read Only. If the component is a workflow, then it's opened in the workflow editor as Read Only. If the component is a binary, then it's opened in a viewer.
Go to - Displays the component on the Components tab in the grid and selects the component. If the component isn't listed on the first page, then Inspire displays the page where the component is listed.

Add the Language column to see the language code. This tells you the language and region that components are written in.

Put your cursor in the Name column.
Click the drop-down arrow that appears.
Select Columns and then the checkbox for Language.

By default, the Language column is hidden.

If you choose to display it, Inspire remembers this and changes the default to always show the Language column by default.
The next time you open the Selected Components panel, the Language column is displayed.
If you don't want the Language column to be displayed by default, do one of the following:
- Hide the Language column again by clearing the checkbox for Language.
  1. Put your cursor in the Name column.
  2. Click the drop-down arrow that appears.
  3. Select Columns and then clear the checkbox for Language.
- Clear your browser's cache. This returns the default display to hide the Language column.

You can modify all listed components at once in the following ways:

Export. Download the selected project components by opening the Export Components screen and selecting an export configuration. Export multiple components from the Content pane.

Publish. Use the selected project content to create a deliverable in an output format (ex. PDF). Publish multiple project components.

Run a report. Submit a request for Inspire to provide details about a component before you send it for publishing or translation. You can select one of the following reports:

Completeness report. Open the Check Component Completeness screen to select what you want to see in the report. Work with completeness reports for projects
Component asset report. Generate a report to see all the component's references, including links to other topics, content references to elements in other topics, file and web links, and inserted images. View a component asset report for multiple components
Map asset report. (Only available when a map is the only selected component.) Work with map asset reports for projects
Project workflow report. Generate a report to see all of the workflows that include this project component. Work with Project Workflow reports for project components
Publish activity report. Generate a report to see who has published a map, how often, how long it took to create the map's deliverables, and if it was successful or had issues. You can select one or more maps or bookmaps. Work with publish activity reports for projects

Translate. Open the Translate Component screen to enter job details and send components to translation. Send multiple files to translation.

Manage Relationships. Open the Manage relationships screen to view references to other components. Manage relationships for multiple project components.

Set Permissions. Open the Set permissions screen to assign access levels to users and roles.

Start Workflow. If you want to start a workflow by first selecting the components you need to include, use the Start Workflow option. When you select this option from a project, Inspire opens the Start Workflow screen to select the template that contains the process you want to use. This option is also available in the Component's browser.

This option can only be used to create a Topic workflow. It cannot be used to create a Sequential Reviewer workflow.

Start a topic workflow from selected components panel

Remove from project. Set permissions for multiple components in a project.

Open. Open multiple project components to edit (unlocked, non-binary) or view (locked or binary) each one in its own tab. Open multiple project components for editing.

Lock components. Prevent other users from editing. Lock a project component.

Unlock components. Allow other users to edit. You can now unlock any component with a system lock if you have either of the following permissions: Administrator or can_unlock_system permissions which is set by an Admin in Module Access Management for the Content browser on the Properties tab. Unlock a project component.

Delete. Send the selected project components to the Deleted Items folder. Deleted multiple project components.

You will see a confirmation screen before the components are sent to the Deleted Items folder.

Approve components. Mark with a checkmark and filled-in circle to identify the component as ready for publication or translation and shouldn't be edited. Approve project components.

Unapprove components. Mark with a checkmark and empty circle to identify the component as not ready for publication or translation and should be edited. Unapprove multiple project components.

Find and replace. Search for text in one or more components without opening them. Update a component without opening it by using the Replace option. Inspire creates a report for your find/replace search. Find and replace project content.

Review. Open the Create Review screen to start a new review with the selected components. Create a DITA review from a project component.

Multi-Component Language Change. Change the language for all selected components to the same language. You must have Administrator permissions to use this option. Change the language for multiple project components.

Update tags. Open the Update tags screen to select a pre-defined tag. Apply tags to multiple project components.

Clear all. Remove all selected components from the Selected Components panel.

The options in the Selected Components panel that you select for a project are slightly different from the options you can select in the Components browser.

If you want to perform the following actions on multiple components at once, you must do it in the Components module on the Component's Selected Components panel.

Run a report. Submit a request for Inspire to provide details about a component before you send it for publishing or translation. You can select one of the following reports:

Approval report View an Approval report for multiple components.
Branch Report View a branch report for selected components.
Completeness report View a completeness report for selected components.

Move. Open a screen to select a target folder. Move components.

Apply Taxonomy. Available only to customers who request the feature. Select an ordered classification of components based on their relationships. Apply taxonomy to all eligible components.

Create Project. Open the Create Project screen to start a new project with the selected components. Create a project from components.

Add to Project. Open a list of projects to select from. The selected topics are added to the project. Add existing components to a project.

Compare DOCX. Available only if the DOCX feature has been purchased and two DOCX files are selected. Open the Import component compare results screen to name the new file that shows the differences between two DOCX files. Compare two DOCX files.

Follow components. See a notification when another user deletes or updates a component. Follow multiple components at once.

Unfollow components. Stop seeing a notification when another user deletes or updates a component. Unfollow multiple components at once.

Rename Files. Change the component display and optionally the file name. Rename multiple components at the same time.

Save as CSV. Copy the details for the selected components from the Component as browser, and put the data in a comma-separated values (CSV) file that is automatically downloaded to your computer. All details from all columns in the Component's browser are included, regardless of whether they are shown or hidden. Save a CSV list of selected components.

Rebuild All Relationships. Request a rebuild of component relationships for the selected components and all components referenced by them. This action cannot be undone. You must confirm if you want to continue. Rebuild all relationships in multiple components.

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Select multiple project components to update

To remove or update a project, it must be active. If you cannot access an option in the steps, make sure the project is active. Follow the steps in: Make a completed project active.

Click Projects.
On the Project Management tab, all projects in your organization are listed. To find a specific project, you can:
- Filter the list of available projects by words in the project name. In the Search text box, enter a keyword, and then click the magnifying glass .
- Filter the list of available projects to include only those you own or are participating in. In Type, select an option to filter the list by that criterion.
- To include completed projects in the list, select Include Completed and then click the magnifying glass .
To open one project, select the project and double-click it.
You can also open a project by:
- Right-clicking the project and then selecting Open
- Clicking the Options menu and then selecting Open
In the Content panel, expand the Content folder by clicking the expand arrow.
Find the components you want to update in any of the following ways:
- Navigating through any other folders
- Using the list in the Content pane
- Going to the Content title bar and selecting the Select Project Components option.
  On the Select Project Components screen, you can see the complete name of the components included in the project. You can select them here, and after the screen closes, the components are listed on the project's main dashboard (in the Selected Components panel). If the list of components is long, you can also search for the ones you need on the Select Project Components screen.
  - To see more text in the Components pane, collapse the Folders panel by clicking the arrow that's pointing left.
  - To quickly expand or collapse the folders, use the expand all and collapse all buttons.
  - To find a component by keyword, in Search, enter words or phrases used in the component's name. In Within, select where in the project you want to search (Current Folder, Current and Subfolders, All Folders). Click Search .
  - To find a component by creating a query, click Advanced Search.
    - Fields correspond to the columns in the grid. In the Field list, select the column you want to search in, such as Component State.
    - After you select a Field, you must describe the relationship it has with the Value. In the Operator list, to include or exclude some or all of the values that you want to use, select an operator, such as <> (not equal to).
    - The options in the Value list change depending on what you selected in Field. In the Value, select or enter the word, phrase, or number you are searching for in relation to the Field. For example, Component State (Field) <> (Operator) Invalid (Value).
    - In Within, select where in the project you want to search (Current Folder, Current and Subfolders, All Folders).
    - Optionally, to enter another clause to your query, click Add. Select whether you want to narrow your search by requiring that all statements must be true (And), or expand your search by requiring that any of the statements can be true (Or).
    - Click Search .
  - Select the checkbox for each component you want to update, and then click Select.
On the Selected Components panel on the project's main dashboard screen, take any of the following actions:
Export. Download the selected project components by opening the Export Components screen and selecting an export configuration. Export multiple components from the Content pane.
Publish. Use the selected project content to create a deliverable in an output format (ex. PDF). Publish multiple project components.
Run a report. Submit a request for Inspire to provide details about a component before you send it for publishing or translation. You can select one of the following reports:
- Completeness report. Open the Check Component Completeness screen to select what you want to see in the report. Work with completeness reports for projects
- Component asset report. Generate a report to see all the component's references, including links to other topics, content references to elements in other topics, file and web links, and inserted images. View a component asset report for multiple components
- Map asset report. (Only available when a map is the only selected component.) Work with map asset reports for projects
- Project workflow report. Generate a report to see all of the workflows that include this project component. Work with Project Workflow reports for project components
- Publish activity report. Generate a report to see who has published a map, how often, how long it took to create the map's deliverables, and if it was successful or had issues. You can select one or more maps or bookmaps. Work with publish activity reports for projects
Translate. Open the Translate Component screen to enter job details and send components to translation. Send multiple files to translation.
Manage Relationships. Open the Manage relationships screen to view references to other components. Manage relationships for multiple project components.
Set Permissions. Open the Set permissions screen to assign access levels to users and roles.
Start Workflow. If you want to start a workflow by first selecting the components you need to include, use the Start Workflow option. When you select this option from a project, Inspire opens the Start Workflow screen to select the template that contains the process you want to use. This option is also available in the Component's browser.
This option can only be used to create a Topic workflow. It cannot be used to create a Sequential Reviewer workflow.
Start a topic workflow from selected components panel
Remove from project. Set permissions for multiple components in a project.
Open. Open multiple project components to edit (unlocked, non-binary) or view (locked or binary) each one in its own tab. Open multiple project components for editing.
Lock components. Prevent other users from editing. Lock a project component.
Unlock components. Allow other users to edit. You can now unlock any component with a system lock if you have either of the following permissions: Administrator or can_unlock_system permissions, which is set by an Admin in Module Access Management for the Content browser on the Properties tab. Unlock a project component.
Delete. Send the selected project components to the Deleted Items folder. Deleted multiple project components.
Approve components. Mark with a checkmark and filled-in circle to identify the component as ready for publication or translation and shouldn't be edited. Approve project components.
Unapprove components. Mark with a checkmark and empty circle to identify the component as not ready for publication or translation and should be edited. Unapprove multiple project components.
Find and replace. Search for text in one or more components without opening them. Update a component without opening it by using the Replace option. Inspire creates a report for your find/replace search. Find and replace project content.
Review. Open the Create Review screen to start a new review with the selected components. Create a DITA review from a project component.
Multi-Component Language Change. Change the language for all selected components to the same language. You must have Administrator permissions to use this option. Change the language for multiple project components.
Update tags. Open the Update tags screen to select a pre-defined tag. Apply tags to multiple project components.
Clear all. Remove all selected components from the Selected Components panel.