Data Tools

Overview

Select Data Tools in the admin main menu. The page requires the Administration Pages access right, and offers five tabs: Bulk Rename Documents, Batch AvScan, Drawing Reference Scan, Text Recognition (OCR), and Document Data Report.

These are operational and support tools, not everyday settings. Bulk Rename Documents and Batch AvScan act on real documents in bulk as soon as you submit them, with no confirmation step in between. Read what each tab does before you use it. Document Data Report is the safest: it only ever produces a file, and never touches a document. Drawing Reference Scan and Text Recognition (OCR) run in the background, report their progress, and can be paused or cancelled.

Bulk Rename Documents

Bulk Rename Documents renames document versions in bulk from a spreadsheet. Select Download template to get the .xls starting point, which ships with one example row showing the three required columns: VersionId, OriginalFileName, and NewFileName.

Select Upload File and choose your completed .xls or .xlsx file. There is no confirmation dialog. Selecting the file starts the rename job immediately.

Before any renaming happens, the whole file is validated: if a required column is missing, a NewFileName uses a disallowed extension, or any row has blank data, the job does not run at all and the affected row numbers are returned instead. The same applies to a row that renames a document to PDF when it has no rendition to keep, and to a row that renames to PDF when you are not authorised to replace that document's content.

For each row that passes validation, Lunr checks it against these conditions in order, and stops at the first match:

1. If NewFileName is the same as OriginalFileName, the row is Skipped.
2. If the version ID does not exist, the row is marked Not Found.
3. If you do not have access to that document version, the row is marked No Access.
4. If the version's current file name no longer matches the OriginalFileName column, the row is marked Mismatched Original Name. This catches a spreadsheet that has gone stale, for example if someone else renamed the document after you built the file.
5. Otherwise, the version is renamed and the row is marked Success.

Bulk renaming is gated only by the Administration Pages access right, at the level of the whole tool. It does not separately check the Rename Master Documents access right that a manual, one-at-a-time rename requires. In practice this means a bulk rename job can rename documents that the same user could not rename individually through the document viewer.

Upload History

Every job you run appears in Upload History, with these columns.

Progress updates live while a job runs, and a completion message appears only for the user who submitted it.

Batch AvScan

Batch AvScan queues an antivirus re-scan for specific document versions. Enter their version IDs into the Version IDs field, separated by commas, then select Submit.

Queuing a re-scan runs an antivirus-only content generation pass against each version, and its rendition unless the version itself is a rendition; every other generation option, such as thumbnails, OCR, and form recognition, is disabled for this pass. A file that has already been scanned and marked clean is not scanned again, so only versions that were never scanned, or that did not come back clean, are actually re-scanned.

Re-scanning does not alter a document's content, so it is not destructive in the way a bulk rename is. If a scan detects malware, that is recorded as a "Malware content detected" entry in System Events, alongside every other system event.

Drawing Reference Scan

Drawing Reference Scan reads the drawings already in Lunr for drawing numbers that match other drawings, so they link in the Rift viewer and the Related view. Enabling drawing references does not scan existing drawings, so run a scan when you are ready. New and updated drawings are scanned as they are processed. See Drawing References for the setting and the coverage figures.

Choose the options for a new run, then start it.

The count beside the dropdowns shows how many drawings the run will scan. Select Start Scan, and confirm in the dialog that follows. The run is queued, then shows its progress with Pause and Cancel Scan buttons, and counts of drawings Scanned, Failed, and Skipped, and of References found.

A scan reads text Lunr already holds. Drawings with no stored text are skipped with the reason No text extracted yet, and can be passed to Text Recognition (OCR) from the run page. One scan can be active in a repository at a time. A finished run stays in Scan History with its status, scope, drawings processed, references, and duration.

A completed run adds an Outcome summary of references Linked and Unmatched and of drawings Scanned, Failed, and Skipped, and a Text Coverage section. A stored-text scan reads only page text Lunr already holds. It opens no PDFs, so a drawing with no stored text is reported as None rather than as having no references.

• Extract text for these drawings opens Text Recognition (OCR) with the drawings that have partial or no text selected, so references can be found in them afterwards.
• Download Partial and None List downloads the list of those drawings.
• Start Deep Scan reads the PDFs of drawings whose stored text was partial or missing, for the pages that stored text did not cover. It shows an estimate of the drawings, pages, and download size first.

Text Recognition (OCR)

Text Recognition (OCR) extracts searchable text from documents that have none, such as scanned drawings. Search, drawing references, and XRAY use the text.

Each page that is read uses credits from your subscription's OCR allowance, which renews each period. The Credits card shows what is left this period, and Open Content Generation Settings opens the related settings. Uploads that are read for text use the same allowance.

Choose the options for a new run under New Run.

The estimate of the credit cost appears before you start. Select Start OCR, and a confirmation shows the credits to be spent. While a run is active, its budget is set aside, and the run pauses when it reaches the budget. You can change the budget at any time, and raise it to resume a paused run. A run that is interrupted resumes from the page after the last one read.

Cancel a run with Cancel Run. Cancelling keeps the text already extracted and the credits already spent. The results table lists each document with its status (Completed, Partial, No text found, Skipped, or Failed), the pages read, credits, and duration, and OCR history lists earlier runs. A run can hand off to or from Drawing Reference Scan, with Back to Drawing Reference Scan returning you to the scan that started it.

Document Data Report

Document Data Report exports document and version metadata across your repositories as a spreadsheet-style file. This is the safest tab on this page: generating a report never changes a document, only ever produces a file, and that file expires automatically.

Choose your export options, then select Generate Report.

The report contains one row per document version, not per document, covering a fixed set of columns describing the document and the version, such as its repository, workflow state, whether it is a standard document or a redline (document_kind, which holds Standard or Redline), file name, size, revision numbers, and modification details, plus one extra column for every tag definition in your organisation, holding that version's value for that tag.

You are emailed when the report is ready, with a link to a standalone status page that also offers a download button and a link back to this tab.

Report History

Report History lists the reports you have generated, with these columns.

This list only ever shows your own reports, not every report generated by every administrator; a report you generate cannot be downloaded by another administrator, even if they have the direct link. Select Download on a Ready report to fetch it; the download link is generated fresh each time you select it, and is short-lived, so do not save the link itself, only the file it downloads.