Workbook templates

Workbook templates let you create workbooks based on common criteria. When you create a workbook based on a workbook template, the criteria defined in the template is prepopulated and can be edited for the new workbook as needed.

You can create a static, query, or dynamic query workbook template. Each template includes all the same criteria options as the respective workbook type. The category selected as part of the workbook template is not actually created and available until a workbook is created based on the workbook template.

Manage includes default query workbook templates to gather trivial and obsolete data. You can create additional workbook templates as needed.

NOTE: These default workbook templates for OpenText Core Data Discovery & Risk Insights tenants created prior to 25.1.0 gather data items processed from file system, SharePoint, and Google Drive datasets only.

  • The Trivial Data template is a query workbook template. When used to create a workbook, the Trivial category is created and temporary and system files are automatically gathered into the new workbook. By default, a workbook based on this Trivial Data workbook template is included in workspaces based on the Data Cleanup workspace template.

    You can edit the criteria in the template, including the defined file types.

  • The Obsolete Data template is a query workbook template. When used to create a workbook, the Obsolete category is created and items that are older than 10 years are automatically gathered into the workbook. By default, a workbook based on this Obsolete Data workbook template is included in workspaces based on the Data Cleanup workspace template.

    You can edit the criteria in the template, including the desired age of matching items.

Changes you make to the options in a workbook template apply going forward and do not affect existing workbooks based on the template. A workbook template can be deleted at any time, even if workbooks exist that were based on the template.

  1. From the primary navigation panel, click Configuration (configuration icon) > Workbook Templates.

    The Workbook Templates page opens.

  2. Click NEW WORKBOOK TEMPLATE.

    The New Workbook Template dialog opens.

  3. Complete the general options for the new workbook template.

    Option Description
    Name

    Type a unique, meaningful name for the workbook template.

    Limits: Maximum 50 characters.
    Category

    Type the name for the desired category to apply to this workbook template.

    • If the category does not exist, it is available when a workbook is created based on this template.

    • If the category already exists, the existing category is associated with the workbook created based on this template.

      Category names are not case sensitive, so a category name defined as "Region01" will match an existing category name of "region01" and a new category is not created when a workbook is created based on this template.
    Type Click Static Workbook.
    Description

    Type a meaningful description for the workbook template.

    Limits: Maximum 250 characters.

    Click NEXT.

  4. Review the summary of the new workbook template options.

    Click FINISH.

    The new workbook template is created. The template can be used when creating a new workbook and when creating a new workspace.

  1. From the primary navigation panel, click Configuration (configuration icon) > Workbook Templates.

    The Workbook Templates page opens.

  2. Click NEW WORKBOOK TEMPLATE.

    The New Workbook Template dialog opens.

  3. Complete the general options for the new workbook template.

    Option Description
    Name

    Type a unique, meaningful name for the workbook template.

    Limits: Maximum 50 characters.
    Category

    Type the name for the desired category to apply to this workbook template.

    • If the category does not exist, it is available when a workbook is created based on this template.

    • If the category already exists, the existing category is associated with the workbook created based on this template.

      Category names are not case sensitive, so a category name defined as "Region01" will match an existing category name of "region01" and a new category is not created when a workbook is created based on this template.
    Type

    Click either Query Workbook or Dynamic Query Workbook.

    NOTE: A dynamic query workbook template cannot be used to create a workbook within a workspace with a refresh type as "Manual Refresh".
    Description

    Type a meaningful description for the workbook template.

    Limits: Maximum 250 characters.

    Click NEXT.

  4. Complete the criteria for the new workbook template.

    1. Click Select to select the criteria for the dynamic workbook. The criteria dialog opens.

    2. Click the add icon (add icon) to add the desired criteria and complete the details as applicable.

      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.

      1. Click the GRAMMARS tab and expand the desired grammar class or type.

      2. Click the desired grammar rules.

      3. Continue to expand grammar classes and rules and then click grammar rules as needed.

      4. Click ADD.

        The selected grammar rules are added to the Search Builder.

      5. For each grammar rule added, you can set the confidence level that the identified values are sensitive content. The presumed default confidence is 50% (50% probability that the identified values are sensitive).

        If you wish to edit the confidence level, click CONFIDENCE button above the grammar value that has been added and then click Edit the minimum threshold. Use the up or down arrow as necessary or type the desired value, up to 100, to define the desired minimum confidence level.

      • 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.

      1. Click the GRAMMARS tab and expand the desired grammar class or type.

      2. Click the desired grammar rules.

      3. Continue to expand grammar classes and rules and then click grammar rules as needed.

      4. Click ADD.

        The selected grammar rules are added to the Search Builder.

      5. For each grammar rule added, you can set the confidence level that the identified values are sensitive content. The presumed default confidence is 50% (50% probability that the identified values are sensitive).

        If you wish to edit the confidence level, click CONFIDENCE button above the grammar value that has been added and then click Edit the minimum threshold. Use the up or down arrow as necessary or type the desired value, up to 100, to define the desired minimum confidence level.

      • 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.

      1. Click the GRAMMARS tab and expand the desired grammar class or type.

      2. Click the desired grammar rules.

      3. Continue to expand grammar classes and rules and then click grammar rules as needed.

      4. Click ADD.

        The selected grammar rules are added to the Search Builder.

      5. For each grammar rule added, you can set the confidence level that the identified values are sensitive content. The presumed default confidence is 50% (50% probability that the identified values are sensitive).

        If you wish to edit the confidence level, click CONFIDENCE button above the grammar value that has been added and then click Edit the minimum threshold. Use the up or down arrow as necessary or type the desired value, up to 100, to define the desired minimum confidence level.

      Selecting NONE of the following excludes the criteria from the search results.

      		 (“company declared bankruptcy” AND "Smith and Jones") NOT File types TXT, XLS.

    3. Click SAVE. The criteria dialog closes and the selected criteria displays in the Summary field

    Click NEXT.

  5. Review the summary of the new workbook template options.

    Click FINISH.

    The new workbook template is created. The template can be used when creating a new workbook and when creating a new workspace.

  1. On the Workbook Templates page, click the name of the workbook template you want to edit.

    TIP: You can also do one of the following:

    • Click or hover over the row for the workbook template and then click the edit icon (edit icon).

    • Click the row for the desired workbook template, click the open detail panel icon (open detail panel icon), and then click EDIT.

    The Edit Workbook Template dialog opens.

  2. Make the desired changes and then click OK.

    The changes to the workbook template are saved. Changes apply to workbooks based on this template going forward and do not affect previously created workbooks based on this template.

  1. On the Workbook Templates page, click or hover over the row for the workbook template you want to delete. Icons display in the right column.

    Click the delete icon (delete icon) associated with the desired workbook template.

    TIP: You can also click the row for the desired template, click the open detail panel icon (open detail panel icon), and then click DELETE.

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

    NOTE: If this workbook template is associated with any workspace templates, it cannot be deleted.

    The workbook template is deleted. Previously created workbooks based on this template are not affected.