Workbooks

Workbooks are the basic tools for organizing documents for review. Workbooks either contain documents that are manually added or are added based on a set of criteria.

You can create the following types of workbooks.

  • A static workbook (static workbook icon) represents a set of items that you have manually gathered. You can create an empty workbook and then add items to it, or create the workbook and add items to it at the same time from a document list. You can continue to add items to this workbook as needed.

  • A query workbook (query workbook icon) represents a set of items based on defined search criteria, at a point in time. The search criteria you used to gather the items is saved as part of the workbook, but cannot be edited. The search query is performed once, at the time the workbook is created. Similar to a static workbook, you can continue to manually add items to this workbook as needed.

    TIP: Since the query is performed at the time the workbook is created, ensure that at lease one dataset has been selected for the workspace. If there are no datasets, the query cannot return items and the workbook will be empty.

  • A dynamic query workbook (dynamic query workbook icon) represents a set of items based on defined search criteria gathered on an ongoing basis. The search is performed at the time the workbook is created and as new items are processed or existing items are reprocessed; matching items are added to the workbook. You can edit the search criteria as desired and, as a result, the actual items within a dynamic workbook can fluctuate.

  • A task workbook (task workbook icon) represents a set of items gathered as a result of a specific action, such as de-duplication or random sampling. The defined action is taken on items associated with selected datasets and performed once at the time the workbook is created. View the task history on the Activity tab of the workbook detail panel. Similar to a static workbook, you can continue to manually add items to a task workbook as needed. For more information, see Task workbook.

Workbook considerations:

  • You can create a workbook based on a workbook template. When you do so, the Category, Type, and Criteria Summary are pre-populated based on the template. You can make changes to these default selections when you create a workbook based on the template. See Workbook templates.

  • A workbook cannot be associated with multiple categories at the same time. It may either have no category associated with it, or a single category. See Categories.

  • When you delete a workbook in Fusion, the documents associated with the workbook are not actually deleted. The specific grouping of the documents within the workbook is deleted. The documents can be reassembled using a search query, or by pulling them from other workbooks within the workspace.

  • You cannot delete a workbook while actions or processes are in progress.

Once created, you can open the workbook detail panel (open detail panel icon) to view additional information and to initiate actions on the workbook.

NOTE: From time to time, the format of a workbook may change. If the workbook format has changed, a warning icon () displays next to the workbook name in the detail panel. Hover over the warning icon to learn more and, if necessary, how to update the workbook.

  • On the GENERAL tab, view the details about the assigned category, the workbook type, and when the workbook was created, last modified and by whom, and the total size of documents in the workbook. You can also view the total number of metadata-only documents, analyzed documents, collected documents, items with grammar values extracted, documents on hold, items exported, documents protected, documents sent to a target, shared content, and documents deleted. Hover over the document count bar charts to view the total file size—item counts do not include the hover-over file size information because a data set may include both the parent and the child items and therefor skew the actual file size.

    Click the bar chart to go to the Content tab to view the items or documents related to the selected data set. The shared content metric identifies the number of documents in the workbook (number on the right) and the total number of shared items in the workbook that exist in other workbooks within the workspace.

    Click the buttons to view the workbook contents, edit the workbook, export the documents to a defined export location, or delete the workbook.

  • On the ACTIVITY tab, initiate file analysis tasks such as store content, OCR, and extract grammar values, as well as file actions such as data collection, holds, send data to a target, data protection, and deletion of documents. For more information about the actions you can initiate on workbooks, see Manage workbook activity.

    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.

    You can also view the history and status of any actions that have been initiated for the workbook.

  • On the DATA PRIVACY tab, view the weighted risk score and the tags applied to documents within the workbook.

    On a scale of 0-100, the risk score represents the level of risk and is calculated based on the sensitive tags associated with the documents in the workbook relative to the respective weight (associated weighted labels). The higher the risk score the higher the risk. A risk score of 0 does not mean no risk, it means that no tags associated with weighted labels were identified.

Task workbook

A task workbook lets you either identify duplicate data within or across datasets or randomly sample a defined percentage of data from one or more datasets.

Once the task workbook is created, the action is taken for the selected datasets and performed once at the time the task workbook is created. You can continue to manually add items to a task workbook as needed. To view the history for the task, open the workbook detail panel and review the information on the Activity tab.

TIP: Both deduplication and random sampling require that at least one dataset exists within the workspace and the dataset includes documents. If no datasets exist for the workbook, create at least one dataset prior to attempting to create a task workbook—you may need to allow time for the dataset to populate with documents.

Deduplication

By identifying duplicate data, you can then determine where you have possible redundant data and take any additional actions as appropriate, such as deleting duplicates.

To identify duplicate items, you define a dataset to represent official records to compare against, or you define rules to identify master items to compare against. The identified duplicate items and all family members of those items (such as attachments or parent item) are added to the workbook.

When an item is processed by Fusion, a hash value is created. The hash acts as a fingerprint that can identify a file, excluding the file name. An item is identified as a duplicate if it has the same hash as an item identified as an official record or master item.

Random Sampling

With random sampling, you can gather a percentage of your data into a workbook for review and then, based on that review, determine where you may have sensitive data.

Random sampling example

You sample 5% of each of your SharePoint and File System datasets in North America. Based on a review of the data gathered from that sampling, you see that you have a significant amount of personal information in your SharePoint datasets, but nothing in your File System datasets. You can now focus your time and resources on the SharePoint datasets to ensure this personal information is properly secured.