Bulk Sharing and Editing of Saved Searches and Alerts for Other Members

Avantis allows you to bulk edit saved searches and alerts (edit multiple saved searches or alerts simultaneously) that you have created and shared with other members so that it changes how their saved searches and alerts perform.  See below for details.

1. Select searches - only by selecting multiple searches can an edit be a bulk edit - bulk means multiple searches/alerts at once
2. Items selected - confirms the number of searches/alerts selected
3. Share settings - all editing of searches or alerts for other members must start in share settings
   1. Clicking the alert bell beside share settings will only allow you to edit your own alerts in the My Alert Settings dialogue box but will not affect searches and alerts for other members
4. Bulk edit title - lets you know you are changing settings for multiple searches/alerts simultaneously
5. Saved Search - must say multiple if you are truly bulk editing 
   1. If it has a search name here you are only editing settings for that one search/alert 
6. My Role - can have 4 values:
   1. Admin - means you have a permanent status of admin that goes beyond these selected searches but is a permanent status attached to your account
      1. If you are an admin on any search, you are an admin on all searches shared with you - admin is not a per-search status but a permanent status attached to a member
   2. Owner - means you have permission to share and edit all the searches selected
   3. Viewer - means you have no permission to share or edit any of the searches selected but can passively receive/view the results of them
   4. Multiple - means you are an owner on some searches and a viewer on others
7. Privacy has three possible values
   1. Private - means only users who are expressly shared on this search can access it
   2. Public - means anybody in the account can access this search without any invitation
      1. Public is used to set up searches you want to publish organization-wide for anyone to benefit from
   3. Multiple - means the settings vary across the selected searches and are not the same for all of them
8. Select members to add - allows you to add additional members beyond the ones listed below
9. Search - allows you to search for members
10. Selection checkboxes - allows you to select which members' settings to affect or change
11. Global search settings
    1. Global indicates that these settings will apply to all selected members
    2. + Add - adds all selected members to all selected searches
    3. Alert settings - adjusts settings for all selected members on all selected searches
    4. x Remove - removes all selected members from all selected searches
12. Members' names
    1. If it says multiple beside their name it means that their inclusion is not uniform across all searches - ie - they are currently included on some of your selected searches and not on others
       1. clicking on the + sign beside their name will add them to all selected searches and clicking on the x sign will remove them from all selected searches
13. Share role
    1. If it says multiple beside their share role it means that their share role is not uniform across all searches - ie - they are owners on some of your selected searches and viewers on others
       1. Selecting a uniform role in the drop down beside multiple will overwrite current role settings and make them uniformly either an owner or a viewer on all selected searches
14. Per-user search settings
    1. These settings will apply only to this one member on this row
    2. + Add - adds this one member to all selected searches
    3. Alert settings - adjusts settings for this one member on all selected searches
    4. x Remove - removes this one member from all selected searches
15. Clear - removes all settings so that no member is shared on any of the selected searches in any capacity whatsoever
16. Cancel - ignores all changes you made and keeps all settings as they were before you changed anything
    1. If you made a mistake or changed any selections you are not sure about or regret doing, simply click cancel and the changes will disappear and not be recorded permanently
    2. Cancel is your safety shield - preventing you from recording errors permanently
17. Save - saves all changes made 

You arrive at Alert settings - bulk edit in one of two ways - either by clicking on the per-user alert settings or else the global alert settings

Bulk indicates that settings are being changed for multiple searches even if you only have one member selected

Note on "multiple"

• Any of the below described fields can have the word "multiple" appear beside it.  
• If it doesn't have the word "multiple" beside it, it means all selected searches have the same settings in this field, even if that setting is blank on all of them.
• To find out what it means when each of these fields says "multiple" beside it, see below.

1. Alerts Settings - Bulk Edit Heading 
   1. Indicates that you are bulk editing alerts for others.
      1. If the heading says "My alert settings - bulk edit," you are editing your own alerts.
      2. If it simply says "Alert settings - bulk edit" you are editing alerts for various members (beyond yourself).
2. Saved Search - multiple
   1. Indicates that settings for multiple searches are being edited at once.
   2. If a specific search name appears instead, you are editing only one search, in which case it would not be a bulk edit.
3. Enable Alert
   1. If it says "multiple" here it means all selected searches do not share the same settings here for all selected members.
   2. You can override individual settings by turning all alerts on or off at once.
   3. Leaving this set to "multiple" retains the current settings for each selected search for each selected member.
4. Note 
   1. If it says "multiple" here it means some selected searches may have notes for some selected members, while others may not.
   2. Notes may also differ across searches.
   3. You can override individual settings by and set one consistent note for all selected searches for all selected members.
   4. Leaving this set to "multiple" retains the existing note settings for each search for each  selected member.
5. Include in Email 
   1. If it says "multiple" here it means some searches are set to include notes in email alerts for some selected members, while others are not.
   2. You can override existing settings by checking the box to include notes in all emails for all selected  members or leaving it unchecked so that no notes are included in any email for any selected member.
   3. Leaving this set to "multiple" retains the current settings for each search for each selected member.
6. Send Notifications 
   1. If it says "multiple" here, it means some alerts send email notifications to some selected members, while others only collect results on the alerts tab but do not send out email notifications.
   2. You can override existing settings by enabling or disabling notifications for all selected searches for all selected members.
   3. Leaving this set to "multiple" retains the current settings for each search for each selected member.
7. Email Frequency
   1. If it says "multiple" here, it means selected searches do not all share the same email frequency settings (e.g., immediate, daily, weekly) for all selected members.
   2. You can override existing settings by selecting a single frequency for all alerts for all selected members.
   3. Leaving this set to "multiple" retains the current settings for each search for each selected member.
8. Day of the Week 
   1. If it says "multiple" here, it means selected searches are set to send notifications on different days for different selected members.
   2. You can override existing settings by choosing one consistent day for all alerts for all selected members.
   3. Leaving this set to "multiple" retains the current settings for each search for each selected member.
9. Time of Day 
   1. If it says "multiple" here, it means selected searches have different notification times for different selected members.
   2. You can override existing settings by selecting a single time for all alerts for all selected members.
   3. Leaving this set to "multiple" retains the current settings for each search for each selected member.
10. Send alert according to this time zone 
    1. If it says "multiple" here it means some selected searches have different time zone settings than others for different selected members.
    2. You can override existing settings by selecting a single time  zone selection for all alerts for all selected members.
    3. Leaving this set to "multiple" retains the current settings for each searchfor each selected member. 
11. Set tag to group multiple alerts in a single email notification 
    1. If it says "multiple" here it means some selected searches have different tags than others for different selected members.
    2. You can override existing settings by applying one consistent tag to all searches for all selected members.
    3. Leaving this set to "multiple" retains the current settings for each search for each selected member.
12. Show Document Preview in Email 
    1. If it says "multiple" here it means some selected searches have different tags than others for different selected members.
    2. You can override this by enabling document previews for all alerts or leaving them disabled for all alerts for all selected members.
    3. Leaving this set to "multiple" retains the current settings for each search for each selected member.
13. Clear
    1. Resets all settings on the page to default (removes all settings like a factory reset) for all selected members.
    2. Becomes permanent when you click Save.
    3. If clicked Clear by mistake, use Cancel to discard unwanted changes.
14. Cancel
    1. Discards all changes made in this session and leaves all settings as they were before you opened this dialogue box.
    2. Click this if you don't want your selections to be recorded (if you made any mistakes or doubt something you did).
15. Save
    1. Saves all changes permanently.
    2. If you do not want changes to be permanent, click Cancel instead of Save.

Video: Bulk Alert Sharing and Editing for Other Members