Opus 2 allows for the bulk replacement of documents to efficiently update document versions while tracking, preserving, and transferring any work that has been done to the documents such as the creation of links and notes. This process is recommended for instances where the content of the documents are almost exactly the same, with only minor changes such as redactions, highlights, or trial exhibit numbers. This ensures that the work transferred to the replacement documents is mapped onto the correct locations within the documents to avoid formatting errors. 

Step 1: Choose a unique identifier

  • In order to bulk replace documents, Opus 2 relies on the original document and the replacement document having uniquely matching data in order to find the matching documents. This can be as simple as ensuring that both documents have the same filename or users can create a new metadata field to ensure they match exactly. For more information on creating new document metadata fields, please refer to this article. <article link>

Step 2: Open the Files page

  • The bulk replacement of documents is handles in the Files page, not the Documents page. To navigate to the Files page, select the Project button, then choose 'Files'.

Step 3: Upload the replacement documents

  • Replacement documents must be uploaded without being published. In order to upload documents without publishing them, select the Upload button and when the dialog box opens make sure the 'Publish' option is toggled off. Then drag and drop the files as usual and click Upload

Step 4: Select the documents to be replaced

  • Use the tick boxes to select the documents you want to replace. 

Step 5: Publish the documents

  • Select 'Publish' then choose 'Auto-update existing documents'. This will open a new dialog box to match the existing documents to the replacement documents. 

Step 6: Match the documents

  • To produce the most accurate matches, use the dropdown to choose to match fils by 'Exact filename' if you have ensured the filenames match, or 'Metadata' if you created a custom metadata field to match by. Next, click 'Find matches'. 

Step 7: Update the documents

  • Check that the files that have been found are correct matches and de-select any that are incorrect via the tick boxes to the left of the listed documents. Once the matches have been confirmed, select 'Update documents' to complete the process. 

We recommend that users check through updated documents to ensure that any notes and links have been transferred as expected.