Use Modify Metadata and Permissions to apply the same change to many files (images, videos, and documents) at once from the Files view. You can add or remove folders and products, tags, file attributes, Org Units, and roles, and set Published or Usage Governed.
It's best for one change across a batch, such as tagging a set of images, moving files to a different Org Unit, removing a role, publishing a batch, or adding the same attribute to many files.
Which method should I use?
PXM has two ways to bulk update files. This article covers the bulk drawer. For different changes per file, see Bulk Update Files with a File Attribute Export and File Update Import.
You want to… | Use |
Make different changes to different files (a new caption on each image, different Org Units per file, file attribute values that vary file by file) | File Attribute Export + File Update import (spreadsheet) |
Make the same change to every selected file (add one tag, remove a role, move a set of files to one Org Unit, publish a batch) | Modify Metadata and Permissions (bulk drawer) |
Review or back up file-level data (captions, Org Units, roles, labels, file attributes) in a spreadsheet | File Attribute Export (export only) |
How it works
The drawer has three modes, chosen with the Add | Remove | Unify toggle at the top. The title changes to Add Metadata, Remove Metadata, or Unify Metadata to match.
Only the fields you change are updated. Anything you leave empty (Add), unticked (Remove), or unchecked (Unify) stays as it is on each file.
This is the Files-tab tool. On the Products tab, the equivalent is Edit Permissions (Org Units, Roles, and Published only).
Before you start
What you see in the ••• menu depends on your role and account.
Attributes must already exist in PXM to be added here (you pick from existing attributes).
Try a small selection first, especially with Unify or Remove on Org Units and Roles.
Step by step
Step 1. Open a Files view: a folder's or product's Files tab, the Files tab of search results, or Unassociated Files.
Step 2. Tick the checkbox on each file you want to change. To select every file on the current page, use Select All above the grid. It selects the files on the current page, based on the Results/Page setting at the top right. If more than 1,000 files are available, a prompt asks whether you want to select all available assets; confirm to select them all. There's no "n selected" counter; the ticked boxes show what's selected.
Step 3. Click ••• at the bottom right, then Modify Metadata and Permissions.
Step 4. Choose a mode with the Add | Remove | Unify toggle, then follow the matching section below.
Add: put new values on top of what each file has
The drawer opens on Add (title Add Metadata). Fill in only what you want to add:
Select Locations: folders or products to link the files to.
Tags: type in Add a Tag.
Attributes: click ADD ATTRIBUTE.
Org Units and Roles: pick from the lists.
Published and Usage Governed: checkboxes.
To add an attribute: ADD ATTRIBUTE opens Add Existing Attribute(s). Use Search Attributes or scroll the checklist (each attribute shows its type, such as Text, Pick List, or Boolean), tick one or more (or Select All), and click Add Attribute(s). Then enter the value for each attribute back in the drawer.
Click Save Changes. Empty fields aren't sent, so nothing already on the files is cleared.
Remove: take specific values off
Click Remove (title Remove Metadata). The helper text reads "Select values to remove them from the selected files."
Sections: Locations, Tags, Attributes, Org Units, and Roles. Each lists only the values that are actually on the selected files, with a count such as 3 of 3 files. "No options available." means none of the files has a value there.
Tick the values to remove, or use Select All (n) for a section.
Clear publish schedule and Clear usage governance remove those settings.
Click Save Changes. Only the ticked values are removed.
Unify: make a field the same on every file
Click Unify (title Unify Metadata). The helper text reads "Checked sections will replace that field on all selected files. Unchecked sections are not sent and stay as-is per file."
Sections: Locations, Tags, Attributes, Org Units, Roles, Published, and Usage Governed. Each shows "Not sent — files keep their current values" until you tick it.
Tick a section, then enter the values every selected file should end up with.
Click Save Changes. Ticked sections are replaced on every selected file; unticked sections don't change.
Step 5. After saving, open one or two of the files and check their Visibility, Attributes, and tags.
Field reference
Field | Add | Remove | Unify |
Locations (Select Locations) | Links the files to more folders or products | Unlinks the ticked folders or products (the file isn't deleted) | Sets exactly these locations on every file |
Tags | Adds tags | Removes the ticked tags | Sets exactly these tags |
Attributes | Adds the chosen attributes and values | Removes the ticked attributes | Sets these attributes on every file |
Org Units | Adds Org Units | Removes the ticked Org Units | Sets exactly these Org Units |
Roles | Adds roles | Removes the ticked roles | Sets exactly these roles |
Published | Checkbox to publish | Clear publish schedule | Sets the same Published state on every file |
Usage Governed | Checkbox | Clear usage governance | Sets the same Usage Governed state on every file |
Tips and gotchas
Unify replaces. A ticked section overwrites that field on every selected file. Unifying Org Units or Roles too narrowly can hide files from people who need them; too broadly can over-share. Test a small batch first.
Add never clears anything, and Remove only takes off what you tick. Use them when files have different values you want to keep.
Save Changes stays greyed out until you've entered or ticked something.
Select All selects every file on the current page, based on the Results/Page setting at the top right. If more than 1,000 files are available, a prompt asks whether you want to select all available assets; confirming selects them all.
Org Unit fields greyed out? The account setting Permission Inheritance: Product to Files is on, so files follow their product's Org Units. Change the product instead.
Removing a Location isn't deleting. It only unlinks the file. Delete in the ••• menu is permanent.
Visibility controls access. Anyone who can view a file can download it.
Different change per file? Use the File Attribute Export and File Update import instead.
For products, use Edit Permissions on the Products tab.