Fusion 23.4.0 Manage Help Center

# Workspaces

A workspace in Fusion is the highest level unit to organize certain constructs from which to gather data for review and management. You create workspaces populated from datasets defined in Connect or from individual items identified in Analyze. From within a workspace, you can further organize your documents into workbooks.

TIP: For more information about datasets, see the Connect Help Center. For more information about creating a workspace from Research in the Analyze application, see the Analyze Help Center.

The workpace list includes all workspaces that you have permission to view. You can filter the list by status (such as open, closed, and so on), by "type" based on workbook templates, by dataset, or by workspace owner. You can also type the name of a workspace in the Find Workspaces search field to search for a specific workspace. To access the individual workspace overview, workbooks, and contents, click the workspace name in the workspace list.

Click anywhere in the row for the desired workspace and then click the open detail panel icon () to display template details. From the detail panel you can view the options defined for the workspace as well as edit and see the status for the workspace.

NOTE: If you do not have permission to access all datasets associated with a workspace in the list, you can open the workspace detail panel but you cannot open the workspace to view the overview, workbooks, and contents. In this scenario, you will be presented with a message letting you know you do not have access to all datasets within the workspace.

To create a workspace

1. From the primary navigation panel, click Workspaces ().

   The Workspaces page opens.

2. Click NEW WORKSPACE.

   The Create Workspace dialog opens to the General page.

3. Complete the General options for the new workspace.

   Option | Description
   --- | ---
   Name | Type a unique, meaningful name for the workspace. Limits: Maximum 50 characters.
   Template | Select whether to base this workspace on a defined template. To define the workspace from scratch, select None. To define the workspace from a template, select the desired template from the list. The values defined for options in the template are pre-populated in this dialog. You can edit these values if desired. TIP: Before using the Data Cleanup template, ensure the desired datasets are associated with the template. If no datasets are defined in the template, the included workbooks will be empty. NOTE: This option defaults to the selection you made the last time you created a workspace. Make sure the desired option is selected.
   Workspace ID | (Optional) Type an ID for your workspace. For example, you can enter a code representing the workspace in another application, or some other useful identifier.
   Description | (Optional) Type a meaningful description for the new workspace. Limits: Maximum 250 characters.
   Workspace open date | Select the date to designate as the open date for this workspace. Defaults to the current date.
   Workspace due date | (Optional) Select the date to designate as the date all work for the workspace is due to be completed.
   Enforce Policy Review | Select whether to enforce a review of delete and send to target actions taken against documents in workbooks within this workspace. If selected, all requests within this workspace to delete documents from a workbook or send documents within a workbook to a target will require a designated reviewer to either approve or reject the action. If not selected (check box cleared), requests within this workspace to delete documents from a workbook or send documents within a workbook to a target will be processed without further review.

   Click NEXT.

4. Define the data subjects to associate with the workspace.

   NOTE: When you define data subjects, the data from data sets you select in the next step will be limited to data related to the data subjects.

   Data subjects can be a managed Fusion users or an external person associated with a data item.

   1. Complete the data subject identifier information.

      Option | Description
      --- | ---
      First name | Type the first name of the new data subject. As you type, suggestions for managed users display. If the desired data subject is a user, click the desired user to select it. If you are defining an external person, continue typing.
      Last name | Type the last name of the new data subject. If this is a managed user, this field is pre-populated.
      Primary email | Type the primary email address associated with the new data subject. If this is a managed user, this field is pre-populated.
      Secondary emails | Type another email address associated with the new data subject. To add more email addresses, click the add icon () and then type another email address.

   2. To define additional Criteria , click Edit.

      Criteria options and syntax

      Field | Description | Search examples
      --- | --- | ---
      Text Keywords | Type the desired keywords. TIP: Click the add icon to add an additional keyword field. Matches all indexed text fields and content. The keyword search supports Boolean syntax, wildcards, phrases and proximity searches. NOTE: The text keyword search is ANDed with any additional options selected in the search builder. | (“company declared bankruptcy” AND "Smith and Jones") OR "ric?ard smith*"
      ANY of the following | Add one or more criterion and define the specific values to be matched. Each entry is combined with the OR operator. To add grammar rules Click the GRAMMARS tab and expand the desired grammar class or type. Click the desired grammar rules. Continue to expand grammar classes and rules and then click grammar rules as needed. Click ADD. The selected grammar rules are added to the Search Builder. To add additional grammar rules for a grammar class or type already selected Click the list icon () for the selected grammar class or type. Click the additional desired grammar rules or click Select All to add all grammar rules for the grammar class or type. Click ADD. The selected grammar rules are added to the Search Builder. | Create Date > By date range From <date> to <date> OR File types TXT, XLS. (“company declared bankruptcy” AND "Smith and Jones") AND Create Date > By date range From <date> to <date>
      ALL of the following | Add one or more criterion and define the specific values to be matched. Each entry is combined with the AND operator. To add grammar rules Click the GRAMMARS tab and expand the desired grammar class or type. Click the desired grammar rules. Continue to expand grammar classes and rules and then click grammar rules as needed. Click ADD. The selected grammar rules are added to the Search Builder. To add additional grammar rules for a grammar class or type already selected Click the list icon () for the selected grammar class or type. Click the additional desired grammar rules or click Select All to add all grammar rules for the grammar class or type. Click ADD. The selected grammar rules are added to the Search Builder. | Create Date > By date range From <date> to <date> AND File types TXT, XLS. (“company declared bankruptcy” AND "Smith and Jones") AND Create Date > By date range From <date> to <date> AND File types TXT, XLS.
      For multiple-value fields, items of each metadata type in the list are combined with the OR operator, then combined with any other metadata fields with the AND operator. | (Create Date > By date range From <date> to <date>) AND (File types TXT OR XLS) AND (Holds "myHold1" OR "Hold2") (Create Date > By date range From <date> to <date>) AND (Tags "tag01" OR "tag02") In this example, "tag01" and "tag02" are defined in a single Tags field. (Create Date > By date range From <date> to <date>) AND (Tags "tag01") AND (Tags "tag02") In this example, "tag01" and "tag02" are defined in separate Tags fields.
      NONE of the following | Add one or more criterion and define the specific values that, if matched, are excluded from the results. Each entry is combined with the OR operator. To add grammar rules Click the GRAMMARS tab and expand the desired grammar class or type. Click the desired grammar rules. Continue to expand grammar classes and rules and then click grammar rules as needed. Click ADD. The selected grammar rules are added to the Search Builder. To add additional grammar rules for a grammar class or type already selected Click the list icon () for the selected grammar class or type. Click the additional desired grammar rules or click Select All to add all grammar rules for the grammar class or type. Click ADD. The selected grammar rules are added to the Search Builder. Selecting NONE of the following excludes the criteria from the search results. NOTE: When Group Attachments is selected in the filter panel, the results list may include parent items normally excluded by this selection. If an attachment meets the criteria for this selection and all other selected criteria, these parent items may be included in the results. | (“company declared bankruptcy” AND "Smith and Jones") NOT File types TXT, XLS.

   3. Click ADD save the data subject. The data subject is saved to the list of data subjects. You can edit () or remove () data subjects if needed.

   Click NEXT.

5. Select the datasets to include.

   Click the checkboxes for the datasets you want to include in the workspace. As you make selections, the selected datasets display in the SELECTED DATASETS panel.

   - Use the Sources, Types, and Clusters filters to refine the list of datasets. The filters refine the currently displayed list of datasets.

   - Use the search box to search the currently displayed list of datasets.

   - Clear the checkbox for any datasets to remove from the SELECTED DATASETS panel.

   - Click REMOVE ALL to clear all datasets from the SELECTED DATASETS.

   Click NEXT.

6. Define the workspace criteria.

   TIP: To achieve the expected results, ensure the criteria defined for the workspace are within the criteria defined for the selected datasets.

   1. Complete the common criteria.

      Option | Description
      --- | ---
      Date range | Define the start (From) and end (To) dates. TIP: For emails, the date represents the sent date. For all non-email items, the date represents the modified date. The following criteria applies when defining start and end dates: Start date only. When only the start date is defined, new documents are accepted as long as their start date is on or after the specified date. End date only. When only the end date is defined, new documents are accepted as long as their end date is on or before the specified date. No start or end dates. When no dates are defined, there is no filter applied to the data. The workspace can accept all current and future data.
      File types | Select the desired file types to include in the workspace. You can also type the name of the desired file type. As you type, suggestions display for supported file types. Click the desired fiel type to select it.

   2. If you selected to include Content Manager or file system, complete the criteria specific to the selected dataset types.

      For Content Manager datasets:

      Option | Description
      --- | ---
      Classifications | Type the name of the Content Manager classifications to be processed. As you type, suggestions display. Click the desired classification to add it to the list of classifications. If the desired classification does not display automatically, press Enter on your keyboard to commit the classification you entered. To remove a classification, click the associated X.
      Record Types | Enter the record types (file extensions) to be processed. As you type, suggestions display. Click the desired record type to add it to the list of record types. If the desired record type does not display automatically, press Enter on your keyboard to commit the record type you entered. To remove a record type, click the associated X.

      For File System datasets:

      Option | Description
      --- | ---
      Path(s) | Type the UNC path to the desired directory within the dataset. TIP: Leave blank to use the path identified for the dataset. If you selected multiple file system datasets, click ADD to add another path and then type the desired path.

   Click NEXT.

7. Define the security options for the new workspace.

   Option | Description
   --- | ---
   Workspace owner | Type the user name of the user to be the owner of the new workspace. Defaults to the user you are logged in as. NOTE: There can only be one user assigned to a workspace as its workspace owner. If you select a user other than the account you are currently logged in as, the user you are logged in as will not be able to access this workspace unless you add the user you are logged in as to the list of users and groups for this workspace (next step).
   List of Users/Groups | Define the users and groups to have permissions for this workspace. IMPORTANT: To create workbooks and add data to the workbooks you must assign at least one user with the permissions to perform these tasks. The workspace owner does not automatically have these permissions. In the Enter name or email address box, begin typing a group name or a name or email address of a user. As you enter a string in the field, the interface displays names or email addresses matching the string. Select a role to assign to the user or group from the Select Role list. The default workspace roles are as follows: Document Review Full control Manage Policy Review Search only NOTE: Your Fusion environment may have additional roles available. These roles are managed in the Administration UI. TIP: If will enable custom actions for this workspace, ensure you define a user who has permission to perform the custom action. To enable a custom action for a user Assign the custom action permission to a role at the application level (Manage) in Administration. Assign the corresponding custom action workspace security level permission to a role at the Workspace Security level in Administration. Assign the Manage and Workspace Security roles with the custom action to the user in Administration. When creating or editing a workspace in Manage, select the user on the Security page of the wizard and select a functional workspace role. Click Add to add the selected user or group to the workspace. Once you add users or groups to the list, you can change their role by selecting the role from the Role column. To remove a user or group from the workspace, hover over the name in the User/Group column and then click the corresponding remove icon ().

   For more information on roles, see Roles and permissions: Manage.

   Click NEXT.

8. Select the features, or actions, to enable for the workspace. Default features display in the left column and features for custom actions, if they exist, display in the right column.

   Each user must still have the necessary permission to perform the action. Features not selected are hidden for this workspace, regardless of user permission.

   TIP: For a workspace not based on a template, all default features are pre-selected. For a workspace based on a template, features from the template are pre-selected and you can change the selections.

   Click NEXT.

9. Review the summary for the new workspace.

   Click FINISH.

   The new workspace is created and the workspace Overview page opens for the new workspace.

To edit a workspace

1. From the workspace list page, click the name of the desired workspace.

   TIP: You can also do one of the following:

   - Click or hover over the row for the workspace and then click the edit icon ().

   - Click the row for the desired workspace, click the open detail panel icon (), and then click EDIT.

   The workspace Overview page opens.

2. In the workspace summary panel on the right side of the page, click EDIT.

   The Edit Workspace dialog opens.

3. Edit the workspace information as desired.

   Click OK.

   The workspace is updated.

To reassign workspace ownership after an owner leaves the company

1. From the ALL OWNERS filter on the workspace list page, click Unknown or Deleted Users and then click APPLY.

   The workspace list refreshes and displays only the workspaces that are assigned to a user that is no longer a Fusion user.

2. Click the name of the desired workspace.

   The workspace Overview page opens.

   TIP: You can also click or hover over the row for the desired workbook and then click the edit icon (). The Edit workspace dialog opens

3. In the workspace summary panel on the right side of the page, click EDIT.

   The Edit Workspace dialog opens.

4. Proceed to the Security page of the dialog and update the Workspace owner.

   Click OK. The workspace ownership has been reassigned.

When you create a workspace, the workspace enters a draft state. You can edit all workspace details while the workspace has a DRAFT status. Once you have fully defined the desired details, you can change the workspace status to OPEN and perform file analysis and actions on data in the workspace. If you no longer need to take action on the workspace data, you can change the workspace status to CLOSED.

- DRAFT: Datasets can be added and removed; criteria can be edited; workbook file analysis and actions can be performed.

- OPEN: Datasets can be added but not removed; criteria cannot be edited (including data subjects); workbook file analysis and actions can be performed; cannot revert to draft status.

- CLOSED: Read-only; workbook file analysis and actions cannot be performed; can be reopened or reverted to previous status.

To change the status of a workspace

1. From the workspace list page, click the name of the desired workspace.

   The workspace Overview page opens.

2. Above the workspace summary panel on the right side of the page, click the status button and select the desired status. The button showing the current status will be DRAFT, OPEN, or CLOSED.

   IMPORTANT: If closing or reopening a workspace, see Closed workspaces for important information.

3. Review the information in the confirmation dialog and click OK.

   The workspace status is updated.

## Closed workspaces

When you close a workspace, it is no longer displayed in active lists and is kept in a frozen state. By default, the workspace list displays only open workspaces. Use the filter to select Draft Workspaces, Open Workspaces, Closed Workspaces, Awaiting Review, or All Statuses.

Even though a workspace is closed, you can still view overview information and visualizations, search and filter documents within the workspace, and browse workbooks and categories associated with the workspace. You can no longer add, edit, or remove workspace details or associations such as datasets, data subjects, holds, categories, workbooks, or exports.

If needed, a closed workspace can be reopened. All actions available for open workspaces are again present.

NOTE: All holds on a workspace must be released before you can close a workspace. For more information, see Holds.

To close a workspace

1. From the workspace list page, click the name of the desired workspace.

   The workspace Overview page opens.

2. Above the workspace summary panel on the right side of the page, click the status button in the upper right corner and then click CLOSE.

   TIP: The status button shows the current status and will be either DRAFT or OPEN.

   The Close Workspace dialog opens. The dialog message varies based on the situation.

   - If the workspace has unreleased holds, the holds must be released before you proceed. Click OK.

   - If there are no active or pending holds or pending exports, click YES to confirm the action.

   - If the workspace includes documents that are not in any other open workspaces, you can select to remove the collected document from Fusion.

     - Click CLOSE & CLEANUP to close the workspace and remove the collected copy of documents that are not in other open workspaces.

     - Click CLOSE ONLY to close the workspace and retain all collected documents.

   The workspace is closed, and the workspace detail panel displays a status of Closed.

To reopen a workspace

1. From the workspace list page, click the name of the desired closed workspace.

   The workspace Overview page opens.

2. Above the workspace summary panel on the right side of the page, click the status button in the upper right corner and then click REOPEN.

3. In the confirmation dialog, click YES to confirm the action.

   The workspace is reopened and all available actions are restored.

Copyright 2019-2023 Open Text
Version 23.4.0 | Last updated September 2023
Connect
Marketplace
Learn
Support portal
Documentation
Contact
Submit or view service request