Data Tools

Overview

Select Data Tools in the admin main menu. The page requires the Administration Pages access right, and offers three tabs: Bulk Rename Documents, Batch AvScan, and Document Data Report.

These are operational and support tools, not everyday settings. Two of the three, 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 of the three: it only ever produces a file, and never touches a document.

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.

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 toast 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.

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 Events and Audit, alongside every other system event.

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, file name, size, revision numbers, and modification details, plus one extra column for every tag definition in the tenant, 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.