{"id":29090,"date":"2026-01-09T15:23:09","date_gmt":"2026-01-09T14:23:09","guid":{"rendered":"https:\/\/help.openbee.com\/open-bee-portal\/user-guide\/search-for-documents-and-files\/actions-on-selected-items\/"},"modified":"2026-05-13T09:40:29","modified_gmt":"2026-05-13T07:40:29","slug":"actions-on-selected-items","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-portal\/user-guide\/search-for-documents-and-files\/actions-on-selected-items\/","title":{"rendered":"Actions on selected items"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\">Summary<\/h2>\n\n<ul class=\"wp-block-list\">\n<li><a href=\"#fonctionnement-multi-selection\">How multi-selection works<\/a><\/li>\n\n\n\n<li><a href=\"#actions-selection\">Actions on Selection<\/a>\n<ul class=\"wp-block-list\">\n<li><a href=\"#reveler-elements\">Revealing the elements<\/a><\/li>\n\n\n\n<li><a href=\"#cacher-elements\">Hide Items<\/a><\/li>\n\n\n\n<li><a href=\"#ajouter-favoris\">Add items to favorites<\/a><\/li>\n\n\n\n<li><a href=\"#supprimer-favoris\">Remove items from favorites<\/a><\/li>\n\n\n\n<li><a href=\"#copier-elements\">Copy Items<\/a><\/li>\n\n\n\n<li><a href=\"#deplacer-elements\">Move Items<\/a><\/li>\n\n\n\n<li><a href=\"#supprimer-elements\">Delete Items<\/a><\/li>\n\n\n\n<li><a href=\"#exporter-archive\">Export items to an archive<\/a><\/li>\n\n\n\n<li><a href=\"#exporter-metadonnees\">Export asset metadata<\/a><\/li>\n\n\n\n<li><a href=\"#modifier-metadonnees\">Edit item metadata<\/a><\/li>\n\n\n\n<li><a href=\"#reappliquer-regle-classement\">Reapply the ranking rule on items<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n<h2 class=\"wp-block-heading\" id=\"fonctionnement-multi-selection\">How multi-selection works<\/h2>\n\n<p>In the list of search results, you can initiate multi-selection mode by selecting an item:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>By clicking on the checkbox of a result row<\/li>\n\n\n\n<li>By clicking directly on the result line to select it<\/li>\n<\/ul>\n\n<p>You can also select all the elements on the page by clicking the checkbox in the results header:<\/p>\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"444\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/image-21-1024x444.png\" alt=\"\" class=\"wp-image-28769\"\/><\/figure>\n\n<p>Once the multi-selection mode is enabled, you can navigate from page to page and check the elements you want to add to the selection.<br\/>An <strong><em>xxx selected items<\/em><\/strong> indicator is present to indicate the number of currently selected items.<\/p>\n\n<p>You have the option to extend the selection to all search results by clicking on the Select <strong><em>xxx search results<\/em><\/strong> text button.<br\/>The text then changes to let you know that all search results are selected:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"673\" height=\"50\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/0ED3F1EB-096E-4CA5-B039-5FB4644EE0C3.png\" alt=\"\" class=\"wp-image-28772\"\/><\/figure>\n\n<h2 class=\"wp-block-heading\" id=\"actions-selection\">Actions on Selection<\/h2>\n\n<p>When you have finished selecting items, the <strong><em>Actions on Selection<\/em><\/strong> button allows you to perform an action from the following list:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"278\" height=\"403\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/57BEAFAF-81A5-4921-9367-157DFBBE3B72.png\" alt=\"\" class=\"wp-image-28776\"\/><\/figure>\n\n<p>Please note that actions on the selection are processed in the background. When the action is triggered, an initial notification tells you that the processing is in progress: <\/p>\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"780\" height=\"51\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/28E748E3-E080-40F9-BC54-4615F41F4B7A.png\" alt=\"\" class=\"wp-image-28780\"\/><\/figure>\n\n<p>When the action is finished processing, a notification informs you of the success of the action:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"607\" height=\"62\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/BDC05459-691A-4AA2-B80F-7CA7BA1C86D1.png\" alt=\"\" class=\"wp-image-28783\"\/><\/figure>\n\n<p><strong><span style=\"text-decoration: underline;\">Important<\/span><\/strong> : When you initiate an action on a large number of items, it may take a little longer to process. This is a normal behavior related to the volume to be processed. During this time, you can continue to use the app as normal: the action will continue in the background and the results will appear as soon as it is finished.  <\/p>\n\n<p><strong><span style=\"text-decoration: underline;\">Limitation<\/span><\/strong> : For performance reasons related to processing very large volumes, it is not possible to perform actions on more than 10,000 items at a time. This limit ensures the stability and speed of the application. If your selection exceeds this threshold, we recommend that you split the transaction into multiple actions.  <\/p>\n\n<h3 class=\"wp-block-heading\" id=\"reveler-elements\">Revealing the elements<\/h3>\n\n<p>This action reveals the selected items. You must validate the action via the confirmation window: <\/p>\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"506\" height=\"207\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/0E6D251A-1CF6-4FE4-BF20-E2C67BF72F56.png\" alt=\"\" class=\"wp-image-28788\"\/><\/figure>\n\n<p><strong><span style=\"text-decoration: underline;\">Note<\/span><\/strong> : This action will have no effect on the items already revealed.<\/p>\n\n<h3 class=\"wp-block-heading\" id=\"cacher-elements\">Hide Items<\/h3>\n\n<p id=\"block-e471db78-961d-43fe-885e-ebcafe224b99\">This action hides the selected items. You must validate the action via the confirmation window: <\/p>\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"503\" height=\"203\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/8A5858E1-4F4E-4412-966A-AABC3DC07313.png\" alt=\"\" class=\"wp-image-28791\"\/><\/figure>\n\n<p id=\"block-e471db78-961d-43fe-885e-ebcafe224b99\"><strong><span style=\"text-decoration: underline;\">Note<\/span><\/strong> : This action will have no effect on items that are already hidden.<\/p>\n\n<h3 class=\"wp-block-heading\" id=\"ajouter-favoris\">Add items to favorites<\/h3>\n\n<p id=\"block-e471db78-961d-43fe-885e-ebcafe224b99\">This action allows you to add the selected items to your favorites.<\/p>\n\n<p id=\"block-e471db78-961d-43fe-885e-ebcafe224b99\"><strong><span style=\"text-decoration: underline;\">Note<\/span><\/strong> : This action will have no effect on items already in your favorites.<\/p>\n\n<h3 class=\"wp-block-heading\" id=\"supprimer-favoris\">Remove items from favorites<\/h3>\n\n<p id=\"block-e471db78-961d-43fe-885e-ebcafe224b99\">This action removes the selected items from your favorites.<\/p>\n\n<p id=\"block-e471db78-961d-43fe-885e-ebcafe224b99\"><strong><span style=\"text-decoration: underline;\">Note<\/span><\/strong> : this action will have no effect on items that are already missing from your favorites.<\/p>\n\n<h3 class=\"wp-block-heading\" id=\"copier-elements\">Copy Items<\/h3>\n\n<p>This action copies the selected items to the folder of your choice.<br\/>When selecting the action, a destination folder selection window opens:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"583\" height=\"601\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/image-22.png\" alt=\"\" class=\"wp-image-28802\"\/><\/figure>\n\n<p>Choose a folder and click <strong><em>Copy<\/em><\/strong> to start copying the items in the background.<\/p>\n\n<h3 class=\"wp-block-heading\" id=\"deplacer-elements\">Move Items<\/h3>\n\n<p>This action moves the selected items to the folder of your choice.<br\/>When selecting the action, a destination folder selection window opens:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"584\" height=\"601\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/image-23.png\" alt=\"\" class=\"wp-image-28805\"\/><\/figure>\n\n<p>Choose a folder and click <strong><em>Move<\/em><\/strong> to start moving the items in the background.<\/p>\n\n<h3 class=\"wp-block-heading\" id=\"supprimer-elements\">Delete Items<\/h3>\n\n<p>This action deletes the selected items.<br\/>There are two possible deletion modes:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>Simple deletion: Deleted items will be moved to the trash and can be restored later.<\/li>\n<\/ul>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/B8FBDCFB-1934-4CCB-86FD-16F1A5DF1228-translated.png\" alt=\"\" class=\"wp-image-28810\"\/><\/figure>\n\n<ul class=\"wp-block-list\">\n<li>Permanent deletion: Items will be permanently deleted and <strong><span style=\"text-decoration: underline;\">cannot be restored later<\/span><\/strong>.<br\/>This mode will ask you for additional confirmation, in which you will need to enter the word &#8221; <strong><em>DESTROY<\/em><\/strong> &#8221; to confirm.<\/li>\n<\/ul>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/15AA0E36-F1EF-49B1-A16E-0903A75B026F-translated.png\" alt=\"\" class=\"wp-image-28813\"\/><\/figure>\n\n<h3 class=\"wp-block-heading\" id=\"exporter-archive\">Export items to an archive<\/h3>\n\n<p>This action exports the selected items to a .zip archive.<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/160DA93A-13D4-4FFD-81FD-97018A9AE773-translated.png\" alt=\"\" class=\"wp-image-28817\"\/><\/figure>\n\n<p>Two export modes are possible:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>Export Flat: This mode exports the selected items regardless of the tree view. All documents and folders are exported at the same level in the final archive. <\/li>\n\n\n\n<li>Export Tree: This mode exports items according to the tree in the final archive.<br\/>For example, if a document is in the <strong><em>\\All Documents\\Invoices\\Customers\\<\/em><\/strong>tree view, then this tree will be kept in the final archive.<\/li>\n<\/ul>\n\n<p><strong><span style=\"text-decoration: underline;\">Important<\/span><\/strong> : Exporting to an archive is a more cumbersome operation that can take some time. For this reason, this operation is limited to a total selection size of up to 4 GB. <\/p>\n\n<h3 class=\"wp-block-heading\" id=\"exporter-metadonnees\">Export asset metadata<\/h3>\n\n<p>This action exports the metadata of the selected items to a CSV file. Each column corresponds to a metadata, and each row corresponds to a selected item. <br\/>In addition to the metadata, the export also includes (in dedicated columns): the extension, name, path and creation date of the item.<\/p>\n\n<p><strong><span style=\"text-decoration: underline;\">Note<\/span><\/strong> : This action is only available when the <strong>Rank Rule<\/strong> criterion is populated.<\/p>\n\n<p>When the operation is complete, a notification will prompt you to download the generated file:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/D4FF8065-17B4-41D2-A750-BE4FA6D24703-translated.png\" alt=\"\" class=\"wp-image-28823\"\/><\/figure>\n\n<h3 class=\"wp-block-heading\" id=\"modifier-metadonnees\">Edit item metadata<\/h3>\n\n<p>This action allows you to edit a specific metadata for all selected items.<br\/>All selected items will have their metadata set to the chosen value, regardless of the previous value.<\/p>\n\n<p>When you click on the action, a window will prompt you to choose the targeted metadata and its new value:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/9162CFF7-E3AB-4DC6-8256-296A1BA04A9A-translated.png\" alt=\"\" class=\"wp-image-28827\"\/><\/figure>\n\n<p><strong><span style=\"text-decoration: underline;\">Note<\/span><\/strong> : This action is only available when the <strong>Rank Rule<\/strong> criterion is populated.<\/p>\n\n<h3 class=\"wp-block-heading\" id=\"reappliquer-regle-classement\">Reapply the ranking rule on items<\/h3>\n\n<p>This action reapplies the collation rule to the selected items.<\/p>\n\n<p>Reapplying the collation rule recalculates the collation path and renaming of documents based on new metadata values that would have been entered.<\/p>\n\n<p>You can also use this action if the rule itself has been changed (for example, if you have changed the rule for calculating the collation path).<\/p>\n\n<p><strong><span style=\"text-decoration: underline;\">Note<\/span><\/strong> : This action is only available when the <strong>Rank Rule<\/strong> criterion is populated.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Summary How multi-selection works In the list of search results, you can initiate multi-selection mode by selecting an item: You can also select all the elements on the page by clicking the checkbox in the results header: Once the multi-selection mode is enabled, you can navigate from page to page and check the elements you [&hellip;]<\/p>\n","protected":false},"author":93,"featured_media":0,"parent":29034,"menu_order":3,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-29090","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/29090","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/93"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=29090"}],"version-history":[{"count":3,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/29090\/revisions"}],"predecessor-version":[{"id":38825,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/29090\/revisions\/38825"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/29034"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=29090"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}