Bulk operations

Tenovos bulk operations allow users with the appropriate privileges to efficiently manage large groups of assets and their metadata. With these tools, you can export metadata, edit metadata, create asset versions, and upload assets in bulk. These operations are tracked in the Jobs center, where users can monitor the progress of their tasks, view validation results, and resolve issues with invalid data.

You can export asset metadata from the Content gallery, a Collection, Search Results, and the Cart. Bulk editing, versioning, and uploading tasks are performed through the Bulk Operations screen.

This guide explains how to perform the following bulk operations:

• Export metadata in bulk
• Edit metadata in bulk
• Create asset versions in bulk
• Upload assets in bulk

To access the Bulk Operations screen for editing metadata, creating asset versions, and asset uploads in bulk, click Bulk Operations in the Tenovos navigation bar.

Bulk Operations icon in the Tenovos navigation bar

Bulk Operations screen

Export metadata in bulk

Users with the Metadata Export privilege can export asset metadata from Tenovos to an Excel spreadsheet. To export metadata in bulk, you will select the assets, then choose Export Metadata to save the metadata to an Excel file that you can download from the Jobs center.

To export asset metadata in bulk:

1. Select assets to export.
   Choose up to 100,000 assets in the Content gallery, a Collection, Search Results, or the Cart.

   💡 Tip:
   When all selected assets share the same metadata template, you will have the option to Export Metadata All.

   

2. Export the metadata.
   On the page’s context menu, choose Export Metadata or Export Metadata All to save the metadata to an Excel file for the selected assets.

   IMAGE: Menu item Export Metadata

   
   • Each exported Excel file can contain a maximum of 100,000 assets.
   • Assets with different metadata templates will be divided into separate worksheets in an exported Excel file, one worksheet for each template. For example, if you export the metadata of 9,000 assets that are distributed across three asset metadata templates, you will download a single Excel file (workbook), consisting of three pages (worksheets)—one worksheet for each metadata template.
   • If all selected assets share the same metadata template, they will be in the same worksheet, up to 100,000 assets.

3. Download the exported file.
   In the Jobs center, locate your metadata export job and click Save to download the Excel file.

   IMAGE: Jobs center

   

Edit metadata in bulk

Users with the Metadata Export, Edit Metadata, and Bulk Operations privileges can export, edit, and submit the metadata of multiple assets for validation and update. To edit metadata in bulk, users must also have the Edit Metadata permission on all the assets being edited (in addition to the Edit Metadata role privilege).

Tenovos exports the metadata of up to 100,000 assets per Excel file (workbook). In the metadata export file, assets with differing (asset) metadata templates are divided among worksheets in an exported Excel file. For example, if you export the metadata of 9,000 assets that are distributed across three asset metadata templates, you will download a single Excel file (workbook), consisting of three pages (worksheets)—one worksheet for each metadata template.

NOTE: The maximum asset count for editing, versioning, and uploads is 10,000 assets per worksheet in an Excel file (workbook). If you have more than 10,000 assets, you must divide them into worksheets of no more than 10,000 assets prior to submitting them for validation and upload. For more information about the validation files, see Work with validation files.

To edit metadata in bulk, you will export the metadata for the selected assets as an Excel file, then open the file and select Edit from the Operation Type dropdown list.

To edit metadata in bulk:

1. Select assets to edit.
   Choose up to 100,000 assets in the Content gallery, a Collection, Search Results, or the Cart.

2. Export the metadata.
   On the page’s context menu, choose Export Metadata to export the Excel file for the selected assets.

   IMAGE: Menu item Export Metadata

   
   • Each exported Excel file can contain a maximum of 100,000 assets.
   • Assets of different metadata templates will be divided into separate worksheets, one worksheet for each template.
   • If the assets share the same metadata template, they will be in the same worksheet, up to 100,000 assets.

3. Monitor the metadata export progress.
   You can monitor the metadata export request in the Jobs center.
   

   IMAGE: Metadata export In Progress

   

4. Download the metadata export file.
   In the Jobs center, locate your completed metadata export job and click Save to download the Excel file.

   IMAGE: Jobs center, Save button

   

5. Edit the metadata.
   Open the exported metadata Excel file, leave the Operation Type as “Edit”, update the attributes as needed, then save the file.

   • Required fields: Identifier, Operation Type, Metadata Template, Security Templates and all required attributes of the metadata template.
   • If there are attributes you do not need or want updated, you can delete them before importing.

   NOTE: The maximum asset count for editing, versioning, and uploads is 10,000 assets per worksheet in an Excel file (workbook). If you have more than 10,000 assets, you must divide them into worksheets of no more than 10,000 assets prior to submitting them for validation and upload.

   For more information about bulk operation files, including data entry guidelines, see Work with validation files.

6. Import the updated metadata file for validation.
   On the Bulk Operations page, import the updated Excel file for validation. You can drag and drop the metadata file or Browse and select it, then click Upload.

   NOTE: You can change the exported metadata filename. You do not have to upload a file with its original exported name.

   IMAGE: Bulk Operations page

   

7. View the bulk operation summary.
   In the Jobs center, click View Results to open the Bulk Operation Summary at its Validation Report screen. The summary displays the name of the validation file and the total number of valid and invalid assets.

   IMAGE: Bulk Operation Summary, Validation Report screen

   

   NOTE: View Results and Save Report are disabled for users without the Allow Bulk Ingest privilege.

8. Process valid and invalid assets.

   • For the Valid assets, click Process (x) Assets to submit the edited metadata of validated assets.
   • For the Invalid assets, click Save Report to download the error report.

9. Resolve errors and re-import the file.
   Open the error report, correct the errors, and save the updated file. (In the report, incorrect values are highlighted in red. Click the highlighted field to view a description of the error.)

   NOTE: Be sure to edit the error report you saved in Step 8, not the original validation file.
   Then import that file for validation (Step 6) and repeat the next steps as necessary.

Create asset versions in bulk

You can use Bulk Operations to create asset versions. To do this, you must have the Create Version role privilege, in addition to the required bulk metadata edit privileges (Bulk Operations role privilege, Edit Metadata role privilege, Metadata Export role privilege, and Edit Metadata permission on assets).

NOTE: To create asset versions in bulk, you will work with validation files. For more information about the validation files, see Work with validation files.

To create asset versions in bulk, you will export the metadata for the selected assets as an Excel file. Then open the file and select Version from the Operation Type dropdown list.

To create asset versions in bulk:

1. Select assets for versioning.
   Choose up to 100,000 assets in the Content gallery, a Collection, Search Results, or the Cart.

2. Export metadata for the selected assets.
   On the page’s context menu, choose Export Metadata to export the Excel file for the selected assets.

   IMAGE: Menu item Export Metadata

   
   • Each Excel file can contain a maximum of 100,000 assets.
   • Assets of different metadata templates will be divided into separate worksheets, one worksheet for each template.
   • If the assets share the same metadata template, they will be in the same worksheet, up to 100,000 assets. NOTE: The maximum asset count for editing, versioning, and uploads is 10,000 assets per worksheet. If you have more than 10,000 assets, you must divide them into worksheets of no more than 10,000 assets prior to submitting them for validation and upload.

3. Monitor metadata export progress.
   Track the progress of the metadata export request in the Jobs center.
   

   IMAGE: Metadata export In Progress

   

4. Download the metadata export file.
   In the Jobs center, locate your completed metadata export job and click Save to download the Excel file.

   IMAGE: Jobs center, Save button

   

5. Prepare the metadata template for versioning.
   Open the downloaded metadata export file, set the Operation Type to “Version”, enter the required information for each new version, then save the file.

   If you are creating multiple versions of an asset, Tenovos creates versions in the order listed. The asset at the bottom of the list will be the current version. In the following screenshot, “Version 5” will be the current version.

   Creating 5 versions of an asset:

   

   • For versioning assets, required fields are Identifier, File Name, Cloud File, Operation Type, Security Templates, and Metadata Template and all required attributes of the metadata template.

   • The maximum asset count for editing, versioning, and uploads is 10,000 assets per worksheet. If you have more than 10,000 assets, you must divide them into worksheets of no more than 10,000 assets prior to submitting them for validation and upload.

     NOTE: The maximum asset count for uploading assets via file staging in the Tenovos UI is 1,000.

   For more information about bulk operation validation files including data entry guidelines, see Work with validation files.

6. Import the completed metadata template for validation.
   On the Bulk Operations page, import the saved Excel file for validation. You can drag and drop the file or Browse and select it, then click Upload.

   IMAGE: Bulk Operations screen, Browse button

   

7. Review the bulk operation summary.
   In the Jobs center, click View Results to open the Bulk Operation Summary staging area for the validation job. The Bulk Operation Summary displays the name of the validation file, the total number of Files to Stage, and the filename of each one.

   IMAGE: Jobs center, View Results button

   
   IMAGE: Bulk Operation Summary

   

8. Upload the required assets.
   Browse or Drag and Drop files to upload the required assets. They can be from your local machine, a shared network drive, or cloud storage (for example, Amazon S3).

   Tenovos compares the files that you added to the filenames in the bulk operations Excel validation file (and are listed in the Files to Stage area of the Bulk Operations Summary page).

   • Assets that match the file names in the Excel validation file are highlighted in green and marked with a checkmark (1 in the following screenshot) .
   • No checkmark is displayed if the asset was not uploaded (2 in the following screenshot).
   • If you upload assets that are not listed in the Excel validation file, they display an alert icon and are underscored with a red banner (3 in the following screenshot) .
   

9. Validate the files.
   Click Validation Report to display that Bulk Operation Summary screen.

   IMAGE: Bulk Operation Summary, Validation Report

   

   The summary displays the name of the validation file and the total number of valid and invalid assets.

10. Process the valid and invalid assets.

    • For the Valid assets, click Process (x) Assets to upload or edit the metadata of validated assets.
    • For the Invalid assets, click Save Report to download the error report.

11. Resolve errors and re-import the validation file.
    Open the error report and resolve all errors in that file. (In the report, incorrect values are highlighted in red. Click the highlighted field to view a description of the error.)
    NOTE: Be sure to edit the error report you saved in Step 10, not the original validation file.
    Then import the file for validation (Step 6) and repeat the import steps as necessary.

Upload assets in bulk

Users with the Bulk Operations privilege can use a metadata template to submit multiple assets for validation and upload to Tenovos.

Metadata templates are preconfigured Excel validation files that ensure assets are uploaded along with their required attributes. You can download one or more templates from the Bulk Operations page.

NOTE: If you select multiple templates, they will be downloaded as individual pages (worksheets) in a single file (an Excel workbook). For more information about the validation files, see Work with validation files.

Assets that you are uploading in bulk to Tenovos can be staged on your local machine, a shared network drive, or cloud storage (for example, Amazon S3). These assets are added to Tenovos using completed metadata templates (Excel spreadsheets) which you submit for validation. After validation, you can upload the valid assets and resolve any errors for the invalid entries.

To upload assets in bulk:

1. Download the metadata templates.
   On the Bulk Operations page, click Download Template. Select one or more metadata templates and download them. If you select multiple templates, they will be downloaded as separate worksheets in a single file (Excel workbook).

   IMAGE: Bulk Operations page

   

2. Complete the metadata template.

   Open the downloaded metadata template, set the Operation Type to “Upload”, enter all required information, then save the file.

   • Mandatory attributes include File Name, Cloud File, Operation Type, Security Templates, Metadata Template and all required attributes of the metadata template.

   • The maximum asset count for editing, versioning, and uploads is 10,000 per worksheet. If you have more than 10,000 assets, you must divide them into worksheets of no more than 10,000 assets before submitting them for validation and upload.

     NOTE: The maximum asset count for uploading assets via file staging in the Tenovos UI is 1,000.

   • An Excel workbook can contain multiple worksheets.

   TIP: If an asset in Tenovos includes the same set of attributes you will be applying to your bulk upload, you can export a metadata file of that asset and use it as a foundation to create a bulk operation document for your new upload.

   For more information about bulk operation validation files including data entry guidelines, see Work with validation files.

3. Import the completed metadata template for validation.
   On the Bulk Operations page, import the saved Excel file for validation. You can drag and drop the file or Browse and select it, then click Upload.

   IMAGE: Bulk Operations page

   

4. Validate the uploaded assets.
   In the Jobs center, click View Results to open the Bulk Operation Summary staging area for the validation job.

   The Bulk Operation Summary will show the name of the validation file, the total number of Files to Stage, and the filename of each one.

   IMAGE: Jobs center, View Results button

   
   IMAGE: Bulk Operation Summary

   

5. Upload the required assets.
   Browse or Drag and Drop files to upload the required assets. They can be from your local machine, a shared network drive, or cloud storage (for example, Amazon S3).

   Tenovos compares the files that you added to the filenames in the bulk operations Excel validation file (and are listed in the Files to Stage area of the Bulk Operations Summary page).

   • Assets that match the file names in the Excel validation file are highlighted in green and marked with a checkmark (1 in the following screenshot).

   • No checkmark is displayed if the asset was not uploaded (2 in the following screenshot).

   • If you upload assets that are not listed in the Excel validation file, they display an alert icon and are underscored with a red banner (3 in the following screenshot).

   

6. Display the Bulk Operation Summary screen.
   Click Validation Report to display the Bulk Operation Summary screen.

   IMAGE: Bulk Operation Summary, Validation Report

   

   The summary displays the name of the validation file and the total number of valid and invalid assets.

7. Process the valid and invalid assets.

   • For the Valid assets, click Process (x) Assets to upload or edit the metadata of validated assets.
   • For the Invalid assets, click Save Report to download the error report.
     In the report, incorrect values are highlighted in red. Click the highlighted field to view a description of the error.

8. Resolve errors and re-import the validation file.
   Open the error report and resolve all errors in that file. (In the report, incorrect values are highlighted in red. Click the highlighted field to view a description of the error.)
   NOTE: Be sure to edit the error report you saved in Step 7, not the original validation file.
   Then import the file for validation (Step 3) and repeat the import steps as necessary.

Work with validation files

Tenovos provides pre-configured validation files that support bulk operations for metadata editing, asset versioning, and asset uploading.

For bulk uploads, metadata templates ensure assets are uploaded with their required attributes. These templates are preconfigured Excel validation files which you can download from the Bulk Operations page.

NOTE: If you select multiple templates, they will be downloaded as individual pages (worksheets) in a single file (an Excel workbook).

A completed bulk operation validation document:

• Is an Excel file (workbook) that can contain multiple worksheets.
• Can hold a maximum of 10,000 assets per worksheet in an Excel file (workbook).
• Can include up to 100,000 rows.
• Includes System, Required, Optional, and Read-only asset attributes.
• Can be a maximum size of 100MB.

NOTE: These maximum limits can be adjusted by Tenovos Customer Success.

You can export metadata in bulk from the Content gallery, a Collection, Search results, and the Cart.

• Each exported Excel file can contain up to 100,000 assets.

• Assets with different metadata templates will be divided into separate worksheets within an exported Excel file. For example, if you export the metadata of 9,000 assets that are distributed across three asset metadata templates, the resulting Excel file (workbook) will contain three worksheets, one for each template.

• If the exported assets share the same metadata template, they will appear in a single worksheet, up to 100,000 assets.

• For editing, versioning, and uploading, the maximum asset count per worksheet is 10,000. If you have more than 10,000 assets, you must divide them into separate worksheets of no more than 10,000 assets before submitting them for validation and upload.

  NOTE: The maximum asset count for uploading assets via file staging in the Tenovos UI is 1,000.

To work with validation files:

1. Download the metadata template.
   On the Bulk Operations page, download metadata templates for your operation— upload, edit, or versioning.

2. Enter data in the validation file.

   • Fill in the required columns for each asset (e.g., File Name, Cloud File, Security Templates).
   • Follow guidelines for data formatting, such as using >>> for cascading values and ||| for multi-row tables.

3. Import the validation file.
   In the Bulk Operations page, import the completed file for validation

Data formatting guidelines

Follow these guidelines when using metadata templates and exported metadata files:

• Blue column headings indicate mandatory system fields (for example, File Name and Operation Type.)
• Red column headings indicate required fields.
• Purple column headings indicate optional fields.
• Brown column headings indicate system fields.
• Gray column headings indicate read-only fields.
• Date fields should be configured as text fields, in the format (MM/DD/YYYY).
• Leading spaces in fields are not supported.
• Controlled vocabulary values are case sensitive.
• Cascade field values use >>> for separation of levels.
  For example, Car>>>Sedan>>>Red.
• Table field values use | | | for separation of rows.
• Multiselect fields use &&& for separation of attributes.
  For example, the multiselect attribute Asset Style with both the values “360” and “3D” is entered as 360&&&3D.
  
• Cascades in multi-row tables combine the >>> and ||| delimiters.
  For example: Car>>>Sedan>>>Red|||Car>>>Coupe>>>Black.
• Worksheet cells are formatted as Text by default.
• A tooltip for each column attribute indicates its field type. For example, CV, Table, or Cascade.
• Columns are case insensitive.

Validation file fields

The bulk operation document fields are organized by column. The column headings can include blue, red, purple, brown, gray, and white.

• Blue. Mandatory system fields which include some or all of the following.
  • Identifier
  • File Name
  • Cloud File
  • Operation Type field is the bulk operation type. Each bulk operation document must correspond to a single operation type.
    • Upload. Upload the asset metadata as new entries.
    • Edit. Update the existing metadata.
    • Version. Create a new version of the asset.
    • Delete. Delete the existing metadata. NOTE: If there are attributes that do not require updates, you can remove those attribute columns from the document to reduce processing time.
  • Security Templates
  • Metadata Template
• Red. Required fields.
• Purple. Optional fields.
• Brown. System fields.
• Gray. Read-only fields.

Fields required by "Edit" Operation Type

• Identifier
• Operation Type
• Security Templates
• Metadata Template
• All required attributes of the Metadata Template.

Fields required by "Version" Operation Type

• Identifier
• File Name
• Cloud File
• Operation Type
• Security Templates
• Metadata Template
• All required attributes of the Metadata Template

Fields required by "Upload" Operation Type

• File Name
• Cloud File
• Operation Type
• Security Templates
• Metadata Template
• All required attributes of the Metadata Template

Check the status of a bulk operation

The Jobs center provides details on Tenovos processing requests, including bulk operations. Selecting the View Results option for a validation file takes you to the Bulk Operation Summary where you can process valid assets and download an error report for invalid assets so you can address the validation issues.

The following steps explain how to check the status of a bulk operation, track job progress, view results, download error reports, and manage both valid and invalid assets.

To access View Results and Save Report in the Jobs center, users must have the Allow Bulk Ingest privilege.

NOTE: The Jobs center only displays your jobs. It does not include the jobs of other Tenovos users.

To check the status of a bulk operation:

1. Open the Jobs center.
   In the navigation bar, click Jobs to open the Jobs center.

   IMAGE: Jobs center

   

   The job queue lists the following information:

   • Name. The name of the validation file.
   • Type. The type of bulk operation. They include:
     • Bulk Operation: Process
     • Bulk Operation: Validation
     • Bulk Operation: Metadata Export
   • Status. The current status of the job. Status types include:
     • In Progress. The file is being uploaded.
     • Validating. The file is being checked for issues.
     • Complete. The file has been successfully uploaded.
     • Failed. The upload has failed.
   • Created Date. The date the job was created.
   • Action. Available actions for the job.
     • View Results. Opens the Bulk Operation Summary, showing the total number of assets ready for upload or blocked by invalid data.
     • Save Report. Available after the bulk upload or metadata edit is complete. The report lists assets that couldn't be uploaded or updated and explains the reason the attempt was unsuccessful.
     • Failed. Indicates that the job was unsuccessful.
     • Expired. Indicates that the job is older than 7 days.
     • Save. Downloads the metadata export file.

2. Locate the validation job.
   You can scroll to it or enter its name in the Jobs Search field.

3. View results.
   Click View Results to open the Bulk Operation Summary. The summary displays the name of the validation file and the total number of valid and invalid assets. You can then process the valid assets and save the error report for the invalid assets.

4. Process valid and invalid assets.

   • For Valid assets, click Process (x) Assets to upload or edit the metadata.
   • For Invalid assets, click Save Report to download the error report.

5. Resolve errors and re-import the validation file.
   Open the error report and resolve all errors. (In the report, incorrect values are highlighted in red. Click the highlighted field to view a description of the error.)
   Then re-import the file for validation as instructed in Edit metadata in bulk, Create asset versions in bulk, and Upload assets in bulk and repeat the import steps as necessary.

Required privileges

This section outlines the required privileges for various bulk operations related to assets. These include exporting metadata, uploading assets, editing metadata in bulk, creating asset versions, and managing tasks in the Jobs center.

Export metadata in bulk privileges

To export the metadata of selected assets, users must have the Metadata Export privilege.

Bulk upload privileges

To upload assets in bulk, users must have the Bulk Operations role privilege. This allows them to submit and monitor Bulk Operation jobs (i.e., upload the "Bulk Operation" document for processing).

Bulk metadata edit privileges

To edit assets in bulk, users must have Edit Metadata permission on those assets and the following role privileges:

• Bulk Operations role privilege. Allows you to submit and monitor Bulk Operation jobs (upload the Bulk Operation document for processing).
• Edit Metadata role privilege. Allows you to edit metadata on all objects that have metadata, including assets and collections.
• Metadata Export. Allows you to export metadata of selected assets so you can change their version.

Bulk versioning privileges

To create asset versions in bulk, users must have Edit Metadata permission on those assets and the following role privileges:

• Bulk Operations. Allows you to submit and monitor Bulk Operation jobs (upload the Bulk Operation document for processing).
• Edit Metadata role privilege. Allows you to edit metadata on all objects that have metadata, including assets and collections.
• Metadata Export. Allows you to export metadata of selected assets so you can change their version.
• Create Version. Allows you to create a version of an asset.

Jobs center privileges

To access View Results and Save Report in the Jobs center, users must have the Allow Bulk Ingest privilege.