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Prerequisites

You need keyword-configuration.manage. Open Admin settings → Keywords → Mass value editing. This operation changes stored metadata on existing documents; use it for an agreed correction, not to change a keyword’s definition.

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Check the impact

Choose an alphanumeric keyword type, enter the current stored value and its replacement, and select document types. Leaving document types empty covers all types to which the keyword is assigned. Choose Check impact and review the number of affected documents. Changing the keyword type, current value, or document-type scope invalidates the preview; run the impact check again. The screen does not permit a replacement with no matches, an empty replacement, or a replacement identical to the current value. If document auto-names depend on the keyword, review the option to recompute those names. Keyword values can also drive security rules, folder grouping, external integrations, and reporting, so include those owners in the change review where relevant.

Choose the keyword and document scope, enter the old and new values, then check impact before replacing.

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Replace and monitor

After checking the exact scope and values, choose the replacement action and confirm. The update runs as a batched background job, with normal keyword transaction-log entries for updated documents. Inspect the job monitor on the same page; an accepted request is not a completed replacement. Another replacement cannot be started while the current job is running. Review failures and sample resulting documents before repeating the operation.

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Recovery considerations

There is no general undo implied by this page. Replacing the new value back with the old value could also affect documents that already had the new value before this job. Retain the approved scope and impact information, and investigate partial results before planning a corrective update.

External dataset lookups

Configure a keyword’s external value lookup, scope it to document types, and test its query before use.

Permissions and access

Review the account and content-access rules affected by configuration changes.