Fusion 23.4.0 Manage Help Center

# Documents and workbooks

You can add documents to a static, query, or task workbook from the document list within a workspace. The document list within a workspace initially includes all documents associated with the workspace. You can then use the search filter or search builder within the context of the workspace to refine the list of documents before adding them to a workbook.

TIP: Workspaces and workbooks include document families—the item and any attachments. If you are viewing the list by "items" and add an item to a workbook, the entire document family is added. For example, the item you select to add to a workbook is an attachment to an email. The parent email, the attachment you selected, and any other attachments to the parent email are added to the workbook.

TIP: You have access to features and functions based on your assigned permissions. You will only see features and functions that have been enabled for the workspace you are viewing and that you have permission to see.

To add documents in the document list to a static, query, or task workbook using the action menu

1. When viewing a document list, do one of the following.

   - To add all documents in the list to a workbook, click > Add all to Workbook in the action ribbon.

   - To add selected documents in the list to a workbook, select the desired documents and then click > Add selected to Workbook in the action ribbon.

     TIP: To select multiple documents, use shift+click to select consecutive documents or ctrl+click to select non-consecutive documents.

   The Add to Workbook dialog box opens.

2. Do one of the following:

   - To add the documents to an existing workbook, select the desired workbook from the list of workbooks.

   - To add a new static workbook, click NEW WORKBOOK.

     1. Enter identifying information for the workbook.

     2. Click CREATE.

        The new static workbook is created and is selected in the list of workbooks.

3. Click ADD.

   The documents are added to the selected workbook.

To add documents in the document list to an existing static, query, or task workbook using the document detail panel

1. From the document list, select one or more documents you want to add to a static, query, or task workbook.

   Use shift+click to select consecutive documents; use ctrl+click to select non-consecutive documents.

2. In either the List > Metadata view () or Detailed view (), click the workbook tab () in the document detail panel.

   - In the Assign Workbooks section, you can see any static workbooks applied to at least one of the selected documents.

   - If static workbooks exist, you can see the names of the workbooks organized by category.

   - If you have recently added documents to workbooks, click RECENT WORKBOOKS to view the recently used static workbooks.

   - If you have many static workbooks, you can enter the name of the desired workbook in the Find Workbooks field.

3. From either the expanded WORKBOOKS or RECENT WORKBOOKS lists, hover over the folder icon () next to name of the workbook you want to add the selected documents to. If a plus sign displays in the folder icon (), you can add the documents to this workbook; click the folder icon to add the selected documents to the workbook.

   The selected documents and document family members (items and any attachments) are added to the workbook and the workbook name is displayed in the Assign Workbooks section of the open workbook detail panel. In the WORKBOOKS and RECENT WORKBOOKS lists, the assigned workboooks now display a workbook icon with a check mark ().

To remove one or more documents in a document list from a workbook

1. From the document list, select the documents you want to remove tags from.

   Use shift+click to select consecutive documents; use ctrl+click to select non-consecutive documents.

2. In either the List view () or Detailed view (), click the data analysis tab () in the document detail panel.

   If any of the selected documents are associated with a workbook, the workbook names display in the Assign Workbooks section.

3. Click the X next to the workbook name you want to remove the selected documents from.

   The selected document are removed from the workbook.

From within the context of a workbook, you can place a hold on documents or export the documents for offline review. Exports and holds apply to the entire document family (item and any attachments), not just the selected item.

To apply a hold to all documents within a workbook

1. On the Workbooks page within a workspace, click the row for the desired workbook and then click the open detail panel icon ().

2. In the workbook detail panel, click ACTIVITY.

   The available actions and workbook action activity history display.

3. In the FILE ACTIONS section, click Hold .

   The Add Items to a Hold dialog opens.

4. Do one of the following:

   - To apply an existing hold, click the desired hold name. Only active holds display.

   - To create a new hold, click NEW HOLD.

     1. In the New Hold dialog, complete the options for the new hold.

        Option | Description
        --- | ---
        Hold name | Type a meaningful, unique name for the new hold. Limits: Maximum 50 characters.
        Description | Type a meaningful description for the new hold. Limits: Maximum 250 characters.
        Responsible person | Type the user name of the person who will be responsible for this hold. As you type, suggestions display. Click the desired user to select it. Defaults to the user creating the hold. To change to a different user, delete the default entry and then add the name of the desired user. Limits: Only one responsible person can be defined.

     2. Click CREATE.

        The new hold is created and now displays in the list of holds.

     3. Click the name of the new hold to select it.

5. Click APPLY.

   The hold process begins. The hold action displays in the history on the ACTIVITY tab of the workbook detail panel.

   You can view the progress of the hold in the detail panel and in the workbook list for the workspace.

To request an export from a workbook

1. On the Workbook page within a workspace, hover over or click the row for the desired workbook and then click the export icon ().

   TIP: You can also click in the row for the desired workbook, open the detail panel (), and then click EXPORT on the GENERAL tab.

   NOTE: The export function is disabled if the selected workbook is empty.

   The Export dialog opens.

1. Select an export location. Do one of the following:

   - To export content to an existing export location, select the desired location. If a single export location exists, this location is selected automatically.

   - To export content to a new export location, click NEW EXPORT LOCATION.

     1. In the New Export Location dialog, complete the options for the new export location.

        Option | Description
        --- | ---
        Name | Type a unique, meaningful name of the new export location. This becomes the name of the folder within the designated FTP resource. Limits: Maximum 50 characters. Cannot contain the `\ / : * ? " < > | .` special characters.
        Description | Type a meaningful description for the workspace template. Limits: Maximum 250 characters.
        Max number of items per output volume | Enter the maximum number of items to be exported per output volume. Additional volumes are created if the maximum is reached. Default: 100000 Limits: whole numbers between 100 and 100000

     2. Click CREATE.

        The new export location is created and is selected as the Export Location.

2. Specify the Content Selection handling option:

   1. To select remaining or new documents since the previous export, select Export remaining items. This is an incremental export, and only net new documents since the last export are included.

   2. To select all documents, select All Items. All documents associated with the hold are exported, regardless of whether they were already in a previous export.

   A count of the documents to be exported displays.

3. Click EXPORT.

   The new export is created.

   NOTE: It may take some time for the export to complete, depending on the number of items in the workbook or hold.

4. When the export is complete, you can download the contents from the FTP location. For documents that were placed on hold and then protected, the pre-protection version of the document is exported.

   For more information, see Download content exports.

Copyright 2019-2023 Open Text
Version 23.4.0 | Last updated September 2023
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