Data Discovery & Risk Insights 26.2.0 Help Center

# Field templates

You can create one or more field templates to make common selection of metadata fields more efficient. For example, you want a specific set of metadata to be included when you export the list of data items within any workbook to CSV and you want to include a different set of metadata when you export a list of items on hold.

Field templates can be used in Manage and in Analyze.

Available metadata fields for inclusion in field templates

Field | Description
--- | ---
Accounts | Defines the accounts associated with the item.
Analyzed/Collection Status | Defines the current processing/collection status of the item. A status of Metadata means only the metadata has been indexed. item content has not been indexed, stored, or collected. A status of Analyzed means the item content has been analyzed to identify tag values, but the content has not been stored. The item itself has not been collected. A status of Collected means that the item content has been indexed and the item has been collected.
Archive Date | Defines the date that the item was collected by OpenText Core Data Discovery & Risk Insights.
BCC | Defines the blind carbon copied (Bcc) recipients of the email item. NOTE: Depending on how the items were processed, this information may not be present. For example, in PST files, Bcc information is available for outgoing messages, but not for incoming messages. Applies to email items.
Binary Hash | Defines the binary hash value of the item.
Categories | Defines categories associated with the item.
CC | Defines carbon copied (Cc) recipients of the email item. Applies to email items.
CM Classifications | Defines the Content Manager classification.
CM Expanded Number | Defines the Content Manager expanded number.
CM Notes | Defines the Content Manager notes.
CM Record Number | Defines the Content Manager record number.
CM Record Type | Defines the Content Manager record type.
CM Unique Identifier | Defines the unique identifier for Content Manager documents.
Column Count | Defines the number of columns in the table.
Columns | Defines the column headers in the table.
Content Hash | Defines the complete binary fingerprint including content and any embedded metadata.
Content Stored Status | Specifies whether the item's content has been stored.
Create Date | Defines the date the item was created at the original source location.
Created By | Defines the person that created the Office document. This is the Author property on the Office document.
Datasets | Defines the name of the dataset associated with the item.
Enhanced Data Hash | Defines the hash value of data items. For non-Office documents, this is the binary hash; for Office documents, this is the essential data hash.
Errors | Defines any errors associated with the item.
Essential Data Hash | Defines the hash for the essential content for Office documents, such as text, images and formatting. Excludes any embedded metadata not intrinsic to the file's content, such as SharePoint properties.
External Metadata | Defines the external metadata, if applicable, that was processed.
Extraction Type | Defines the type of extraction performed on the item.
Family BCC | Defines the blind carbon copied (Bcc) recipients of the email parent document if the item is an attachment to an email. Applies to email items.
Family CC | Defines the carbon copied (Cc) recipients of the email parent document if the item is an attachment to an email. Applies to email items.
Family From | Defines the author of the email parent document if this item is an attachment to an email. Applies to email items.
Family Reply To | Defines the "reply to" email address for the parent document if the item is an attachment to an email. Applies to email items.
Family Sender | Defines the distributor of the email parent document if the item is an attachment to an email. This can differ from the Family From value if, for example, an application distributed the parent email instead of an individual. Applies to email items.
Family To | Defines the primary recipients for the email parent document if the item is an attachment to an email. Applies to email items.
File Extension | Defines the file extension of the document (such as .pdf, .msg, .docx)
File Name | Defines the full name of the table or the file including the file extension.
File Size | Defines the size, in bytes, of the data item, including attachments.
File Type | Defines the file type of the data item. For example, PDF, email message, Word document, or ocet-stream (binary data).
First Analyzed Date | Defines the date that the data item was initially analyzed (content processed for grammar and tag values) by OpenText Core Data Discovery & Risk Insights.
First Scan Date | Defines the date that the data item was initially scanned by the processing agent. This date may differ from the Archive Date (collection date) if the item was not collected during initial processing.
From | Defines the author of the email item. This can differ from the Sender if, for example, the Sender is an application that distributed the item. Applies to email items.
Grammar Rules | Defines any grammar rules associated with the item.
Grammars Extract Status | Specifies whether the item was processed for grammar extraction.
Has Attachments | Specifies whether the document has attachments.
Holds | Defines any holds associated with the item.
ID | Defines the unique OpenText Core Data Discovery & Risk Insights internal ID of the document.
Job run ID | Defines the unique job run ID associated with processing.
Last Accessed Date | Defines the date the item was last accessed on the original source. Captured on the initial scan or when items have been modified and then picked up during an additional scan. Applies to file system and SharePoint items. NOTE: Considerations: For file system items, if the last access date is not enabled across your company environment, this date may not reflect the actual date the file was last accessed on the file system. This is the Date Accessed value as reported in File Explorer. For SharePoint items, this date may not exist. In this scenario, the last accessed date will be blank.
Last Analyzed Date | Defines the date that the document was last analyzed (content processed for grammar and tag values) by OpenText Core Data Discovery & Risk Insights. This date may differ from the First Analyzed Date if the document has been reprocessed.
Last Modified By | Defines the name of the person that last modified the Office document on the original source.
Last Scan Update Date | Defines the date that the document was last scanned by the processing agent. A file is re-scanned if it has been modified at the original source location or if a reprocessing action that requires going back to the original source location has been initiated (such as re-analysis when the content has not been stored).
Master Document Create Date | Defines the original creation date of the master duplicated item. Limits: Only available when exporting items to CSV from within the context of a deduplication task workbook where duplicates are identified within and across datasets.
Master Document Datasets | Defines the dataset associated with the master duplicated item. Limits: Only available when exporting items to CSV from within the context of a deduplication task workbook where duplicates are identified within and across datasets.
Master Document File Path | Defines the original path of the master duplicated item. This is the location from where the master document was processed. Applies to non-email items. Limits: Only available when exporting items to CSV from within the context of a deduplication task workbook where duplicates are identified within and across datasets.
Master Document Hash | Defines the hash value of the master duplicated item. Limits: Only available when exporting items to CSV from within the context of a deduplication task workbook where duplicates are identified within and across datasets.
Master Document ID | Defines the unique OpenText Core Data Discovery & Risk Insights internal ID of the master duplicated item. Limits: Only available when exporting items to CSV from within the context of a deduplication task workbook where duplicates are identified within and across datasets.
Master Document Modify Date | Defines the last modified date for the master duplicated item itself. For file items, this would be the last modified (saved) date. For email items, this would be the sent date. Limits: Only available when exporting items to CSV from within the context of a deduplication task workbook where duplicates are identified within and across datasets.
Master Document Record Date | Defines the last accessed date for the master duplicated item itself. Limits: Only available when exporting items to CSV from within the context of a deduplication task workbook where duplicates are identified within and across datasets.
Master Document Title | Defines the subject of an email item or the title of a document of the master duplicated item. Limits: Only available when exporting items to CSV from within the context of a deduplication task workbook where duplicates are identified within and across datasets.
Missing Since Date | Defines the date the document was last seen in OpenText Core Data Discovery & Risk Insights. Missing documents are those that have been removed from the original source location and marked for deletion in OpenText Core Data Discovery & Risk Insights.
Modify Date | Defines the date the item was modified at the original source location.
OCR Status | Defines whether OCR has been performed on the document.
Owner | Defines the owner of the item. Limits: Applies to items processed by file system datasets and, if enabled, SharePoint Online datasets using Microsoft Entra ID authentication. For more information about capturing SharePoint Online owner information, see Capture owner information from SharePoint Online (optional).
Path | Defines the original path of the item. This is the location from where the document was processed. Applies to non-email items.
Protection Status | Defines whether the document has been protected. If applicable, includes the Microsoft Purview Information Protection label name and date the label was applied to the data item. If multiple labels have been applied, the information for each label is separated by a semicolon (;).
Record Date | For file items and structured data items, defines the last date the item was modified at the original source location. For email items, defines the sent date.
Reply To | Defines the "reply to" email address for the item. Applies to email items.
Row Count | Defines the number of rows in the table.
Reporting Groups | Defines any tag reporting groups associated with the item.
Sender | Defines the distributor of the email item. This can differ from the From value if, for example, an application distributed the item instead of an individual. Applies to email items.
Sent to Targets | Defines the destination and targets the document was sent to, in the format `destination (target)`. For any documents that have not been sent to a target, the cell in the CSV file will be blank.
Source | Defines the name of the source associated with the item.
Source Type | Defines the type of source in OpenText Core Data Discovery & Risk Insights from which the item was initially processed.
Tags | Defines any tags associated with the item.
Title | Defines the subject of an email, the title of a document, or the database table name.
To | Defines the primary recipients for the email item. Applies to email items.
Warnings | Defines any warnings associated with the item.
Weighted Labels | Defines any weighted labels associated with the item.
Workbooks | Defines any workbooks associated with the item.
Workspace | Defines any workspaces associated with the item.

After you create a field template, you can select the template when you export from a data item list to a CSV file.

To create a metadata field template

1. From the primary navigation pane, click Configuration () > Field Templates.

2. Click NEW FIELD TEMPLATE.

   The Create Template dialog opens.

3. Complete the options for the new field template

   Option | Description
   --- | ---
   Field Template Name | Type a unique, meaningful name for the field template. Limits: Maximum 50 characters.
   Description | Type a meaningful description for the field template. Limits: Maximum 250 characters.
   [metadata field selection] | Select and set the order of the metadata fields you want to include in the template. To add all metadata fields, click the button to add all (). To add desired metadata fields, click the name of the fields in the "selected" pane and then click the button to add those selected (). To remove all metadata fields, click the button to remove all (). To remove some metadata fields, click the name of the fields in the "added" pane and then click the button to remove only those selected (). To set the order of the fields to be included, click the drag icon () for the desired fields in the "added" pane and then drag the field to the desired order.

4. Click SAVE.

   The field template is saved and is available when exporting data to a CSV file.

To edit a field template

1. On the Field Templates page, click the name of the field template you want to edit.

   TIP: You can also do one of the following:

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

   - Click the row for the desired field template, click the open detail pane icon (), and then click EDIT.

   The Edit Template dialog opens.

2. Make the desired changes and then click SAVE.

   The changes to the filed template are saved.

To delete a field template

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

2. Click the delete icon () associated with the desired field template.

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

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

   The field template is deleted.

Copyright 2019-2026 Open Text
Version 26.2.0 | Last updated April 2026
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