Manage workbook activity

Once you have a workbook that includes documents, you can begin to further refine your workbook contents and take action on documents within the workbook.

From the workbook page (list of workbooks) within a workspace, you can view the list of workbooks and perform various actions.

• Filter the list of workbooks to show only those workbooks assigned to the category selected in the Category panel. For more information about categories, see. Categories

• Find a specific workbook based on the workbook name you type in the Find Workbooks search field.

• Export all documents within the workbook to a defined location.

  Click or hover over the row for a workbook and then click the export icon (). For more information about exports, see Exports.

• Go directly to the list of documents associated with a workbook.

  Click or hover over the row for a workbook and then click the view content icon ().

From the ACTIVITY tab of the detail panel for the selected workbook, you can perform file analysis and take action on documents within the workbook.

The FILE ANALYSIS actions can be combined and performed in succession as a single task. When canceled, only the actions that have yet to be started are canceled.

• Analyze all documents within the workbook that were originally processed for metadata only to identify tag values.

  To analyze documents in a workbook processed for metadata only

  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 file analysis, file actions, and workbook action activity history display.

  3. In the FILE ANALYSIS section, click ANALYZE.

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

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

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

• Store content () for all documents within the workbook that were originally processed for metadata only. These documents are reprocessed, analyzed for tag values (if not previously analyzed), and their content is added to the index. Any metadata and previously stored content that has changed at the original source is updated in the OpenText Core Data Discovery & Risk Insights index.

  To analyze and store content for documents in a workbook processed for metadata only

  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 file analysis, file actions, and workbook action activity history display.

  3. In the FILE ANALYSIS section, click Store Content and then click ANALYZE.

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

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

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

• Perform OCR () on documents within the workbook. Optical character recognition is performed on image file types defined by the dataset from which the document originated. If the document was not previously analyzed, it is analyzed at this time.

  To analyze and perform optical character recognition (OCR) on 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 file analysis, file actions, and workbook action activity history display.

  3. In the FILE ANALYSIS section, click OCR and then click ANALYZE.

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

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

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

• Extract grammar values () for all documents within the workbook to identify specific information. Grammar value extraction is based on a word, phrase, or block of information managed by grammars defined in Connect. By extracting grammars, the identified grammar value is added to the index.

  To extract grammar values for 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 ANALYSIS section, click Extract Grammars and then click ANALYZE.

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

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

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

  TIP: For information about the built-in entities, see Built-in grammar classes, types and rules.

• You can cancel the file analysis request while it is in progress. Processing is completed for any documents already in progress; the action is canceled for all remaining documents in the workbook.

  To cancel the workbook file analysis request before the task completes

  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.

     Verify that the state of the desired file analysis action is Pending.

  3. While the action is in progress, a CANCEL button replaces the SUBMIT button on the ACTIVITY tab of the workbook detail panel.

     Click CANCEL.

  4. In the confirmation dialog, click OK to confirm the action.

     The cancel request is made and the action will be canceled. Actions being taken on individual documents complete and no further actions are taken.

     TIP: You can also cancel the action from the Agent Activity page in Connect.

     1. In the primary navigation panel in Connect, click Agents > Agent Activity.

        The Agent Activity page opens.

     2. In the agent activity list, click the row for the file analysis action you want to cancel.

     3. Do one of the following.

        • If the action can be canceled, the cancel icon () displays in the right column.

          Click the cancel icon ().

        • Open the detail panel (). If the action can be canceled, a CANCEL button displays at the top of the panel.

          Click CANCEL.

     4. The cancel request is made and the action will be canceled.

The FILE ACTIONS can be performed individually and can be canceled before completion.

• Collect () all items within the workbook. Documents that were previously only indexed (metadata only, or metadata and content stored) will be collected.

  Any metadata and content that has changed at the original source is updated in the OpenText Core Data Discovery & Risk Insights index.

  For more information about collected data, see Data collection.

  To collect 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 Collect.

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

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

     You can view the progress of the collection in the detail panel and in the workbook list for the workspace. While the collection is in progress, you can view the status of the collection on the ACTIVITY view of the analysis panel on the workspace Overview page

• Place all documents within the workbook on hold (). All of the documents in a workbook are put on hold at the time you apply the hold. All members of the document family (any items and all attachments) are included in the hold.

  To apply a hold to all data items 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.

• Send all documents within the workbook to a specific destination on a target () defined in Connect. This action cannot be taken against dynamic query workbooks. Any documents not previously collected, may be collected before being sent to the defined target based on whether the source dataset and the target are managed by the same agent cluster—this is automatic and does not require you to take additional action.

  To send all documents within a workbook to a target

  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  Send to Target.

     The Send to Target dialog opens.

  4. Complete the details for the request.

     Option	Description
     Reviewer	Select the desired individual user or group to review this action. The list of individual reviewers and groups represents the workspace users and groups with the appropriate approve and reject policy permission. Limits: Displays only if Enforce policy review was selected.
     [Destinations]	Identify the destination on the desired target. Click the desired destination for the desired target to select it. By default, all destinations for all active targets display. You can view the list of all DESTINATIONS, or RECENT DESTINATIONS. To filter the list of active destinations by target type, click All Types and select the desired target type. Click the clear filter icon () to return to All Types. To filter the list of active destinations by target name, click All Targets and select the desired target name. Click the clear filter icon () to return to All Targets. NOTE: If no destinations exist for all targets or for a selected target, you will see a message that there are no destinations. In this case, click CANCEL to close the dialog.

  5. Do one of the following:

     • If no destinations exist, click CANCEL. The Send to Target dialog closes and no action is taken.

     • If review is required, click SUBMIT FOR APPROVAL. The action is submitted and will be processed when the defined reviewer approves the action.

       You can view the progress of the send to target action in the detail panel and in the workbook list for the workspace.

     • If review is not required, click SEND TO TARGET. The send to target action displays in the history on the ACTIVITY tab of the workbook detail panel.

       You can view the progress of the send to target action in the detail panel and in the workbook list for the workspace.

• Send a masked PDF version () of all documents within a workbook to a specific destination on a target defined in Connect. This action cannot be taken against dynamic query workbooks. Any documents not previously collected, may be collected before being sent to the defined target based on whether the source dataset and the target are managed by the same agent cluster—this is automatic and does not require you to take additional action.

  NOTE: Items within a document family are not masked and sent if the root document is not in the workbook.

  Consider the following.

  • A masked PDF version of each data item in the workbook is generated before being sent to the target. The masking in the PDF version is based on existing grammar types or rules for which masking is configured.

  • Masking is not applied to the data item in the OpenText Core Data Discovery & Risk Insights index.

  • The following file types are not supported for masking in this manner. These items are not sent to the target with all other data items in the workbook.

    • email files, such as MSG, EML

    • archive and container files, such as PST, ZIP, RAR, GZ

    • image, video, and audio files, such as JPEG, PNG, WAV, MP3, MPG, MOV, MP4

    • Microsoft PowerPoint files

  • If a data item encounters an error during PDF generation or masking, it is not sent to the target with all other data items in the workbook.

  For more information about masking in general, see Data masking.

  To send a masked PDF version of all documents within workbook to a target

  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 Send Masked .

     The Send Masked dialog opens.

  4. Complete the details for the request.

     Option	Description
     Reviewer	Select the desired individual user or group to review this action. The list of individual reviewers and groups represents the workspace users and groups with the appropriate approve and reject policy permission. Limits: Displays only if Enforce policy review was selected.
     [Destinations]	Identify the destination on the desired target. Click the desired destination for the desired target to select it. By default, all destinations for all active targets display. You can view the list of all DESTINATIONS, or RECENT DESTINATIONS. To filter the list of active destinations by target type, click All Types and select the desired target type. Click the clear filter icon () to return to All Types. To filter the list of active destinations by target name, click All Targets and select the desired target name. Click the clear filter icon () to return to All Targets. NOTE: If no destinations exist for all targets or for a selected target, you will see a message that there are no destinations. In this case, click CANCEL to close the dialog.

  5. Do one of the following:

     • If no destinations exist, click CANCEL. The Send Masked dialog closes and no action is taken.

     • If review is required, click SUBMIT FOR APPROVAL. The action is submitted and will be processed when the defined reviewer approves the action.

       You can view the progress of the send to target action in the detail panel and in the workbook list for the workspace.

     • If review is not required, click SEND MASKED. The send masked action displays in the history on the ACTIVITY tab of the workbook detail panel.

       You can view the progress of the send masked action in the detail panel and in the workbook list for the workspace.

• Protect () all documents within the workbook using existing file protection rules. This action cannot be taken against dynamic query workbooks.

  NOTE: Only file types supported by your file protection application processed from file system datasets will be protected.

  To protect all documents within a static or query 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 Protect.

     The Protect dialog opens.

  4. Complete the details of the request.

     Option	Description
     Reviewer	Select the desired individual user or group to review this action. The list of individual reviewers and groups represents the workspace users and groups with the appropriate approve and reject policy permission. Limits: Displays only if Enforce policy review was selected.
     [List of rules]	Click the row for the file protection rule you want to apply to this workbook. NOTE: You can apply Microsoft data protection labels in OpenText Core Data Discovery & Risk Insights 24 hours after the label is created in Microsoft. Limits: Only one rule can be applied.

     Sort and filter the list of available file protection rules as needed.

     • Click RULES (default) or RECENT RULES to view the full list of available rules or the most recently used rules.

     • Click ALL TYPES and ALL SYSTEMS to filter for a specific file protection application type and for a specific file protection system.

     • Type the name of the desired rule in the Find Rules field. As you type, matching rules display in the list of available rules; clear the Find Rules field to return to the previously shown list of available rules.

  5. Do one of the following:

     • If no rules exist, click CANCEL. The Protect dialog closes and no action is taken.

     • If review is required, click SUBMIT FOR APPROVAL. The action is submitted and will be processed when the defined reviewer approves the action.

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

     • If review is not required, click PROTECT. The protect action displays in the history on the ACTIVITY tab of the workbook detail panel.

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

• Delete () all documents within the workbook from the source. This action cannot be taken against a dynamic workbook.

  CAUTION: This action deletes the documents from the source from which they were originally processed and cannot be undone.

  IMPORTANT: If enabled for the parent workspace and the workbook contains only file system data items, you may be presented with an option to request the delete using credentials other than those set for the dataset. If the workspace also enforces policy review, the reviewer of the delete action is presented with this option.

  • If the workbook contains data items from multiple file system sources and datasets using varying credentials and the delete from source option at the workspace allows for defining different credentials, the credentials defined for the delete action needs delete permission across all applicable file system sources and datasets.

  • If the workbook contains data items from both file system and non-file system datasets, you will not be able to delete the data items from the source using different credentials. To resolve this, create a new workbook with only the file system data items or edit the parent workspace delete feature option to use the source/dataset credentials.

  To delete all documents within a workbook from the source

  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 Delete.

     CAUTION: This action deletes the documents from the source from which they were originally processed and cannot be undone.

  4. Complete the details of the request:

     Option	Description
     Reviewer	Select the desired individual user or group to review this action. The list of individual reviewers and groups represents the workspace users and groups with the appropriate approve and reject policy permission. Limits: Displays only if Enforce policy review was selected.
     Container Deletion	Select one of the following: Delete containers and files within the containers only if the container file and ALL files within the container are in this workbook and none of those files are on hold. If the container file or any of the files within it are not in this workbook, the container and its files are not deleted. Delete containers and all files within the containers if the container file or ANY files within the container are in this workbook and none of those files are on hold.

  5. Based on the delete and policy review options for the workspace, do one of the following.

     • If the delete action is to be performed with the credentials defined for the associated datasets and a review is not required, click DELETE to confirm the action. You can view the progress of the delete action in the detail panel and in the workbook list for the workspace.

     • If the delete action is to be performed with the credentials defined for the associated datasets and a review is required, click SUBMIT FOR APPROVAL. The action is submitted and will be processed when the defined reviewer approves the action.

     • If the delete action is to be performed with credentials other than those defined for the associated datasets and a review is not required, click NEXT.

       1. Define the credentials for an account with delete permission for the associated datasets.

          Option	Description
          Username	Type the username of an account with delete permission for the associated datasets.
          Password	Type the password for the defined account.

       2. Click FINISH.

     • If the delete action is to be performed with credentials other than those defined for the associated datasets and a review is required, click SUBMIT FOR APPROVAL.

       The reviewer for the action will be asked to define the credentials when approving the delete action.

• Initiate custom actions, if available for the workbook. Custom action names and icons vary by action.

  To initiate a custom action on 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 the desired custom action icon.

     Hover over the icons to view the associated action of each icon.

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

     The status of the workbook updates to pending for the selected action.

• View the recent history for actions taken on the workbook, including the status of an action request or workbook task, such as deduplication.

  To view the action history for 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 recent activity for the selected workbook displays beneath the action icons.

  3. Click an entry in the HISTORY list to expand the entry and view the details of the action.

     Click the entry again to collapse the detailed information.

  If an error was encountered for the action, you will see an error link associated with the action, as well as within the expanded detail for the action. To view information about the error, click either link. In the resulting window, review the error information. If additional detail is available for an error, you can click the EXPORT ERROR DETAILS button to save to a CSV file to review further.

• Cancel a requested action while it is in progress.

  To cancel the workbook file action request before the action is completed

  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.

     CANCEL displays in place of the file action name for the action in progress and all other file actions are dimmed.

  3. Click CANCEL.

     The in-progress action is canceled. The cancel action displays in the history on the ACTIVITY tab of the workbook detail panel.