Often you will need to revise the information stored in a set of document profiles.

For example, you may need to:

• replace a field’s value with something else in selected profiles — such as the “Locations of originals” field,
• add or remove values from fields that allow multiple values — perhaps to add or remove topics, issues or reminder tasks,
• revise summary descriptions for selected profiles — perhaps to correct errors or missing field values after a batch load or CSV load.

To help you complete such bulk revisions or corrections quickly and easily, MasterFile provides three easy to use, visual maintenance tools: “Global Replace”, “Global add/remove” and “Power Assisted Revision” for each of the above tasks, respectively. Although “Global replace” and “Global add/remove” sound similar, they are quite different. We explain all of them here.

• Global replace — Use “Global replace” when you need to replace field values in batches of document profiles with new values.
• Global add/remove — “Global add/remove”, shown below, lets you add or remove values from profile fields which allow multiple values. For example, linking additional issues or reminders, adding or removing disclosees, or changing users in profile security. Unlike the other maintenance tools, “Global add/remove” can be used with document, extract and fact profiles.
  
• Power Assisted Revision — Use “Power Assisted Revision …” to revise document profiles you’ve selected in a view one after another without having to open and close each one. Power Assisted Revision is especially useful for rapidly correcting errors or missing field values in profiles created by Express Load’s Batch Load or CSV File Load modes.

All these maintenance tools process selected documents in the current view or folder, so you are able to precisely control which document, extract or fact profiles to update. For example, you can locate relevant profiles by searching, selecting from views, or collecting them in a folder to then process at one go.

If you are using replica copies of your MasterFile databases, we suggest you also only use these global functions on the primary database and not on replica copies on notebooks or branch office servers, for example. However, if this is unavoidable, then ensure that all databases have been updated by replication between each successive use of “Global replace” and “Global add/remove” to minimize the potential for excessive replication conflicts and subsequent conflict resolution.

“Global replace” and “Global add/remove” are only available to users at the “Administrator” level.