#Update Site Collection Information in Bulk

After site collections have been created and managed in Cloud Governance, you may need to update site collection contacts or metadata for multiple site collections. You can use the Update Workspace Information in Bulk feature to update site collection information in bulk.

#1. Export a Site Collection Information Report

Complete the following steps to export a site collection information report:

1. Navigate to Settings > Update Workspace Information in Bulk and configure the following settings in the Export Mode.

2. Name and Description – Enter a name for the export job. Enter an optional description for further reference.

3. Workspace Type – Choose Site collection.

4. Scope – Select one or more site collection containers created in AvePoint Online Services. The information of site collections that meet all of the following conditions will be exported to an Excel file:

   • The site collections are within the selected containers.

   • The site collections are managed by AvePoint Cloud Governance.

   • The site collections are in any of the following phases:

     • In compliance

     • Renewal canceled

5. Select the site collection information that you want to update, and the selected content will be included in the exported report.

   • Site collection contacts – The site collection contacts will be included in the exported site collection information report by default.

   • Site collection metadata – Choose to include site collection metadata in the exported site collection information report.

6. Export Location – Choose to export the site collection information report to a local path or an export location. If Export to an export location is selected, select an export location from the drop-down list or click Add New Location to create a new export location in the pop-up window.

   NOTE

   Exporting the report to an export location is recommended. If the selected containers have many site collections or there is a large amount of metadata to be exported, exporting the report to a local path may fail. If this issue occurs, you can select an export location and try again.

7. Click Save and Export on the ribbon to export the site collection information report.

   NOTE

   AvePoint recommends that you export the report only when you are ready to update the site collection information to ensure the latest site collection information is included in the report.

#2. Modify the Exported Site Collection Information Report

Complete the following steps to modify an exported site collection information report:

1. Navigate to the location where the exported site collection information report is saved.

2. Open the exported site collection information report. You can view and configure the following entries:

   • Site Collection Title – Displays the site collection title.

   • URL – Displays the full URL of the site collection.

   • Primary Site Collection Contact – Displays the username of the current primary site collection contact. Modify the username if you want to assign the role to another user.

   • Secondary Site Collection Contact – Displays the username of the current secondary site collection contact. Modify the username if you want to assign the role to another user.

   • Metadata (:=) – Displays the current metadata value. The metadata columns will only appear when you choose to export site collection metadata when configuring the Export Mode.

     If the column value is N/A, it indicates that this metadata is not applied to the site collection. You can modify the metadata value, apply the metadata to the site collection, or remove the metadata from the site collection.

     • Apply metadata – Change the metadata value from N/A to a valid value.

     • Remove metadata – Change the existing metadata value to N/A.

     Note the following:

     • If the metadata type is Hyperlink, the metadata value must be the desired text, and the hyperlink address must be separated with a semicolon.

     • If the metadata type is Lookup, AvePoint recommends that you do not change the format of the SharePoint library/list column from which to get the metadata value.

     • If the metadata type is Microsoft Entra property, make sure the metadata value is the user email address, Microsoft Entra property value, or in the format of the user email address (Microsoft Entra property value).

3. Save the modified site collection information report after configuration.

#3. Import the Modified Site Collection Information Report

To import the modified site collection information report, complete the following steps:

1. In Settings > Update Workspace Information in Bulk, click Import Mode on the ribbon.

2. Name and Description – Enter a name for the import job. Enter an optional description for further reference.

3. Select the site collection information that you want to update, and the selected type of information must be included in the modified report.

   • Site collection contacts

   • Site collection metadata

4. Import Location – Click Browse to locate the modified workspace information report.

5. Click Save and Apply on the ribbon to import the site collection information report. You are brought to the Job Status page.

#4. View Job Status

The Job Status allows you to view the status and other information of export or import site collection information jobs, including Name, Description, Workspace Type, Workspace Information, Status, Modified By, and Last Modified Time.

You can perform the following actions:

• Download – Select an import job and click Download on the ribbon to download the updated workspace information result report.

• Delete – Select one or more export/import jobs and click Delete on the ribbon to delete the selected jobs.