Question:

How to Assign a Role to a User in Multiple Documents in Bulk in Vault?

Answer:

Users needs Edit Sharing Setting permission on all documents to be edited to perform this action.

To assign a Role to a user to multiple documents in bulk, the documents need to be together either in the Cart or in a View (e.g. My Documents/Favorites/Custom View).

1. 1. Find the documents:
      a) Search for the documents one by one in the Library and add them to the Cart or use the Filters in the Library if they share data like Role or Product.
      
      
                                 
      
      
      b) If the documents to be edited are already all together in a View, select the View:
       
      
      
2. From the Cart or the View, click the Actions Menu (ellipsis Icon) and click on All (X) Documents under PERFORM BULK ACTION.
   
   
   
   
3. Refine Selection (Step 1) by unticking any document that shouldn't be edited, if necessary. Then, click Next.
   
   
   
   
4. Choose the Action (Step 2) Add Users to Role and click on Next.
   
   
5. Add Users to Role (Step 3): Select the user to be assigned and the Role, then click Next.
   
   
   NOTE: If the selected documents are in different lifecycles and document types, only roles that are shared between these document types will be available. 
   
   
6. Review the list and to Confirm (Step 4) click Finish.
   NOTE: Vault will exclude documents where the selected user cannot be assigned to the selected role.
   
   
7. A banner at the top of the screen confirms that the system is processing the change.
   

Related Documentation:

Knowledge Base:
How to Change the Owner of Multiple Documents in Vault? 

Vault Help Documentation:

• Bulk Document Actions- Related Security & Permissions
• Using Bulk Document Actions For Sharing Settings