Data Discovery & Risk Insights 26.2.0 Help Center

# Workspaces

A workspace in OpenText Core Data Discovery & Risk Insights is the highest level unit to organize certain constructs from which to gather data for review and management. You create workspaces populated from datasets defined in Connect or from individual data items identified in Analyze. From within a workspace, you can further organize your data into workbooks.

TIP: For more information about datasets, see Manage datasets. For more information about creating a workspace from Research in the Analyze UI, see Save data items to a workspace.

The workpace list includes all workspaces that you have permission to view. You can filter the list by status (such as open, closed, and so on), by "type" based on workbook templates, by dataset, or by workspace owner. You can click the menu select icon () next to "OVERVIEW" and go directly to a workspace that requires your review or that you recently accessed. You can also type the name of a workspace in the Find Workspaces search field to search for a specific workspace. To access the individual workspace overview, workbooks, and contents, click the workspace name in the workspace list.

Click anywhere in the row for the desired workspace and then click the open detail pane icon () to display the workspace details. From the detail pane you can view the options defined for the workspace and the status for the workspace, as well as edit the workspace. Use the tabbed views to see the associated datasets, the criteria set for the workspace, the associated data requests (manual refresh workspaces only), and the assigned security. The information available is based on whether the workspace content is unstructured or structured data.

NOTE: If you do not have permission to access all datasets associated with a workspace in the list, you can open the workspace detail pane but you cannot open the workspace to view the overview, workbooks, and contents. In this scenario, you will be presented with a message letting you know you do not have access to all datasets within the workspace.

## Create and edit workspace

To begin reviewing and taking action on data, you must organize that data into workspaces based on a set of criteria. You will also define access and roles to the workspace as needed. You can also edit a workspace as appropriate.

To create a workspace

1. From the primary navigation pane, click Workspaces ().

   The Workspaces page opens.

2. Click NEW WORKSPACE.

   The Create Workspace dialog opens to the General page.

3. Complete the General options for the new workspace.

   Option | Description
   --- | ---
   Name | Type a unique, meaningful name for the workspace. Limits: Maximum 50 characters.
   Template | Select whether to base this workspace on a defined template. To define the workspace from scratch, select None. To define the workspace from a template, select the desired template from the list. The values defined for options in the template are prepopulated in the remainder of this wizard. You can edit these values if desired. TIP: Before using the Data Cleanup template, ensure the desired datasets are associated with the template. If no datasets are defined in the template, the included workbooks will be empty. NOTE: This option defaults to the selection you made the last time you created a workspace. Make sure the desired option is selected.
   Data Type | Select whether this workspace will include Unstructured Data or Structured Data. NOTE: This selection cannot be changed after the workspace is created.
   Refresh Type | Select the whether a refresh on the workspace content occurs automatically or if you have to manually refresh the workspace. NOTE: A workspace refresh, whether manual or automatic, refreshes the workspace content from the last scan of the associated datasets. A new dataset scan is not triggered. Select Manual Refresh to refresh the data items in the workspace and workbooks (if applicable) only when you initiate a refresh request. Dynamic query workbooks cannot be created in workspaces with Manual Refresh. Select Automatic Refresh to refresh the data items in the workspace on a continual basis as data matching the workspace criteria is identified. Data requests (limiting criteria to a data subject or specific topic) cannot be defined for workspaces with Automatic Refresh. NOTE: This selection cannot be changed after the workspace is created.
   Workspace ID | (Optional) Type an ID for this workspace. For example, you can enter a code representing the workspace in another application, or some other useful identifier. Limits: Maximum 50 characters.
   Description | (Optional) Type a meaningful description for the new workspace. Limits: Maximum 250 characters.
   Workspace open date | Select the date to designate as the open date for this workspace. Defaults to the current date.
   Workspace due date | (Optional) Select the date to designate as the date all work for the workspace is due to be completed.
   Enforce Policy Review | Select whether to enforce a review of delete and send to target actions taken against documents in workbooks within this workspace. If selected, all requests within this workspace to delete documents from a workbook, protect all documents in a workbook, send documents within a workbook to a target, or send a masked copy of documents within a workbook to a target will require a designated reviewer to either approve or reject the action. IMPORTANT: At least one user or group must have the appropriate permission at the application and workspace levels to ensure policies reviews can occur. If not selected (check box cleared), requests within this workspace to delete documents from a workbook or send documents within a workbook to a target will be processed without further review. Limits: Applies to unstructured data only.

   Click NEXT.

4. (Unstructured data with Manual Refresh only) Define the data requests to associate with the workspace.

   NOTE: When you define data requests, the data from data sets you select in the next step will be limited to data defined by the data requests.

   You must also select the "Data Request" feature when you come to the Features selection. If you fail to select the Data Request feature, selections made here will be disregarded.

   1. Select how you will limit the data that will be requested for this workspace.

      - Select Data Subject to define a managed OpenText Core Data Discovery & Risk Insights user or external person whose associated data items will be added to this workspace

        1. Complete the data subject identifier information.

           Option | Description
           --- | ---
           First name | Type the first name of the new data subject. As you type, suggestions for managed users display. If the desired data subject is a user, click the desired user to select it. If you are defining an external person, continue typing. Limits: Maximum 100 characters.
           Last name | Type the last name of the new data subject. If this is a managed user, this field is prepopulated. Limits: Maximum 100 characters.
           Primary email | Type the primary email address associated with the new data subject. If this is a managed user, this field is prepopulated. Limits: Maximum 250 characters.
           Secondary emails | Type another email address associated with the new data subject. To add more email addresses, click the add icon () and then type another email address. Limits: Maximum 250 characters.

        2. To define additional Criteria, click Edit.

        3. Define your search criteria.

           To add criteria to the desired section, click the add icon () and complete the details as applicable.

           Criteria options and syntax

           Field | Description | Search examples
           --- | --- | ---
           Text Keywords | Type the desired keywords. Click the add icon to add an additional keyword field. Limits: Maximum 250 characters per keyword field and 100 keyword entry fields. 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. Limits: Maximum 50 criterion fields. For criteria that allow multiple values (such as Destinations or File Extensions), maximum 250 values. For criteria that are free text (such as File Name or From), maximum 4000 characters. Each entry is combined with the OR operator. To add grammar rules Click the GRAMMARS tab and expand the desired grammar class or type. Select the check boxes for the desired grammar types or rules. If you select a grammar type, all rules within the type are selected. Click ADD. The selected grammar types and rules are added. If your selections span grammar classes, a field is added for each class and includes the grammar types and rules under that class. Limits: Maximum 250 selected values per grammar class field. The selected grammar type or individual rule counts as one value. If you select a grammar type that is comprised of 10 rules, this counts as one value. If, instead, you select all of the individual rules within that grammar type, this counts as 10 values. For each field that represents grammar types or grammar rules that are not part of a grammar type, you can define the number of values that must be identified for the document to match the criteria. NOTE: For fields that represent only grammar rules that are part of a grammar type, you cannot define a number of identified values. To define the number of grammar values that must be identified for the document to match the criteria, click the COUNT button above the grammar field that has been added and then click Any (Default), At least, or At most. If you select At least or At most, type the desired number or use the up or down arrows to define the minimum or maximum number of values identified in the document in order to match the criteria. For each field, you can define the confidence level that the identified values are sensitive content. The presumed default confidence is 50% (50% probability that the identified values are sensitive). To edit the confidence level, click the CONFIDENCE button above the grammar that has been added and then click Edit the minimum threshold. Use the up or down arrow as necessary to define the desired minimum confidence level, up to 100. | 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. Limits: Maximum 50 criterion fields. For criteria that allow multiple values (such as Destinations or File Extensions), maximum 250 values. For criteria that are free text (such as File Name or From), maximum 4000 characters. Each entry is combined with the AND operator. To add grammar rules Click the GRAMMARS tab and expand the desired grammar class or type. Select the check boxes for the desired grammar types or rules. If you select a grammar type, all rules within the type are selected. Click ADD. The selected grammar types and rules are added. If your selections span grammar classes, a field is added for each class and includes the grammar types and rules under that class. Limits: Maximum 250 selected values per grammar class field. The selected grammar type or individual rule counts as one value. If you select a grammar type that is comprised of 10 rules, this counts as one value. If, instead, you select all of the individual rules within that grammar type, this counts as 10 values. For each field that represents grammar types or grammar rules that are not part of a grammar type, you can define the number of values that must be identified for the document to match the criteria. NOTE: For fields that represent only grammar rules that are part of a grammar type, you cannot define a number of identified values. To define the number of grammar values that must be identified for the document to match the criteria, click the COUNT button above the grammar field that has been added and then click Any (Default), At least, or At most. If you select At least or At most, type the desired number or use the up or down arrows to define the minimum or maximum number of values identified in the document in order to match the criteria. For each field, you can define the confidence level that the identified values are sensitive content. The presumed default confidence is 50% (50% probability that the identified values are sensitive). To edit the confidence level, click the CONFIDENCE button above the grammar that has been added and then click Edit the minimum threshold. Use the up or down arrow as necessary to define the desired minimum confidence level, up to 100. | 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. Limits: Maximum 50 criterion fields. For criteria that allow multiple values (such as Destinations or File Extensions), maximum 250 values. For criteria that are free text (such as File Name or From), maximum 4000 characters. Each entry is combined with the OR operator. To add grammar rules Click the GRAMMARS tab and expand the desired grammar class or type. Select the check boxes for the desired grammar types or rules. If you select a grammar type, all rules within the type are selected. Click ADD. The selected grammar types and rules are added. If your selections span grammar classes, a field is added for each class and includes the grammar types and rules under that class. Limits: Maximum 250 selected values per grammar class field. The selected grammar type or individual rule counts as one value. If you select a grammar type that is comprised of 10 rules, this counts as one value. If, instead, you select all of the individual rules within that grammar type, this counts as 10 values. For each field that represents grammar types or grammar rules that are not part of a grammar type, you can define the number of values that must be identified for the document to match the criteria. NOTE: For fields that represent only grammar rules that are part of a grammar type, you cannot define a number of identified values. To define the number of grammar values that must be identified for the document to match the criteria, click the COUNT button above the grammar field that has been added and then click Any (Default), At least, or At most. If you select At least or At most, type the desired number or use the up or down arrows to define the minimum or maximum number of values identified in the document in order to match the criteria. For each field, you can define the confidence level that the identified values are sensitive content. The presumed default confidence is 50% (50% probability that the identified values are sensitive). To edit the confidence level, click the CONFIDENCE button above the grammar that has been added and then click Edit the minimum threshold. Use the up or down arrow as necessary to define the desired minimum confidence level, up to 100. Selecting NONE of the following excludes the criteria from the search results. | (“company declared bankruptcy” AND "Smith and Jones") NOT File types TXT, XLS.

        4. Click SAVE.

      - Select Topic to define criteria for data items that will be added to this workspace.

        1. Type a unique identifiable Topic name. Maximum 100 characters.

        2. To define the topic Criteria, click Select.

        3. Define your search criteria.

           To add criteria to the desired section, click the add icon () and complete the details as applicable.

           Criteria options and syntax

           Field | Description | Search examples
           --- | --- | ---
           Text Keywords | Type the desired keywords. Click the add icon to add an additional keyword field. Limits: Maximum 250 characters per keyword field and 100 keyword entry fields. 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. Limits: Maximum 50 criterion fields. For criteria that allow multiple values (such as Destinations or File Extensions), maximum 250 values. For criteria that are free text (such as File Name or From), maximum 4000 characters. Each entry is combined with the OR operator. To add grammar rules Click the GRAMMARS tab and expand the desired grammar class or type. Select the check boxes for the desired grammar types or rules. If you select a grammar type, all rules within the type are selected. Click ADD. The selected grammar types and rules are added. If your selections span grammar classes, a field is added for each class and includes the grammar types and rules under that class. Limits: Maximum 250 selected values per grammar class field. The selected grammar type or individual rule counts as one value. If you select a grammar type that is comprised of 10 rules, this counts as one value. If, instead, you select all of the individual rules within that grammar type, this counts as 10 values. For each field that represents grammar types or grammar rules that are not part of a grammar type, you can define the number of values that must be identified for the document to match the criteria. NOTE: For fields that represent only grammar rules that are part of a grammar type, you cannot define a number of identified values. To define the number of grammar values that must be identified for the document to match the criteria, click the COUNT button above the grammar field that has been added and then click Any (Default), At least, or At most. If you select At least or At most, type the desired number or use the up or down arrows to define the minimum or maximum number of values identified in the document in order to match the criteria. For each field, you can define the confidence level that the identified values are sensitive content. The presumed default confidence is 50% (50% probability that the identified values are sensitive). To edit the confidence level, click the CONFIDENCE button above the grammar that has been added and then click Edit the minimum threshold. Use the up or down arrow as necessary to define the desired minimum confidence level, up to 100. | 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. Limits: Maximum 50 criterion fields. For criteria that allow multiple values (such as Destinations or File Extensions), maximum 250 values. For criteria that are free text (such as File Name or From), maximum 4000 characters. Each entry is combined with the AND operator. To add grammar rules Click the GRAMMARS tab and expand the desired grammar class or type. Select the check boxes for the desired grammar types or rules. If you select a grammar type, all rules within the type are selected. Click ADD. The selected grammar types and rules are added. If your selections span grammar classes, a field is added for each class and includes the grammar types and rules under that class. Limits: Maximum 250 selected values per grammar class field. The selected grammar type or individual rule counts as one value. If you select a grammar type that is comprised of 10 rules, this counts as one value. If, instead, you select all of the individual rules within that grammar type, this counts as 10 values. For each field that represents grammar types or grammar rules that are not part of a grammar type, you can define the number of values that must be identified for the document to match the criteria. NOTE: For fields that represent only grammar rules that are part of a grammar type, you cannot define a number of identified values. To define the number of grammar values that must be identified for the document to match the criteria, click the COUNT button above the grammar field that has been added and then click Any (Default), At least, or At most. If you select At least or At most, type the desired number or use the up or down arrows to define the minimum or maximum number of values identified in the document in order to match the criteria. For each field, you can define the confidence level that the identified values are sensitive content. The presumed default confidence is 50% (50% probability that the identified values are sensitive). To edit the confidence level, click the CONFIDENCE button above the grammar that has been added and then click Edit the minimum threshold. Use the up or down arrow as necessary to define the desired minimum confidence level, up to 100. | 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. Limits: Maximum 50 criterion fields. For criteria that allow multiple values (such as Destinations or File Extensions), maximum 250 values. For criteria that are free text (such as File Name or From), maximum 4000 characters. Each entry is combined with the OR operator. To add grammar rules Click the GRAMMARS tab and expand the desired grammar class or type. Select the check boxes for the desired grammar types or rules. If you select a grammar type, all rules within the type are selected. Click ADD. The selected grammar types and rules are added. If your selections span grammar classes, a field is added for each class and includes the grammar types and rules under that class. Limits: Maximum 250 selected values per grammar class field. The selected grammar type or individual rule counts as one value. If you select a grammar type that is comprised of 10 rules, this counts as one value. If, instead, you select all of the individual rules within that grammar type, this counts as 10 values. For each field that represents grammar types or grammar rules that are not part of a grammar type, you can define the number of values that must be identified for the document to match the criteria. NOTE: For fields that represent only grammar rules that are part of a grammar type, you cannot define a number of identified values. To define the number of grammar values that must be identified for the document to match the criteria, click the COUNT button above the grammar field that has been added and then click Any (Default), At least, or At most. If you select At least or At most, type the desired number or use the up or down arrows to define the minimum or maximum number of values identified in the document in order to match the criteria. For each field, you can define the confidence level that the identified values are sensitive content. The presumed default confidence is 50% (50% probability that the identified values are sensitive). To edit the confidence level, click the CONFIDENCE button above the grammar that has been added and then click Edit the minimum threshold. Use the up or down arrow as necessary to define the desired minimum confidence level, up to 100. Selecting NONE of the following excludes the criteria from the search results. | (“company declared bankruptcy” AND "Smith and Jones") NOT File types TXT, XLS.

        4. Click SAVE.

   2. Click ADD save the data subject or topic. The data subject or topic is saved to the list of data requests. You can edit () or remove () data request if needed.

   3. Continue to add data requests as needed.

   Click NEXT.

5. Select the datasets to include.

   Click the checkboxes for the datasets you want to include in the workspace. As you make selections, the selected datasets display in the SELECTED DATASETS pane.

   - Use the Sources, Types, and Clusters filters to refine the list of datasets. The filters refine the currently displayed list of datasets.

   - Use the search box to search the currently displayed list of datasets.

   - Clear the checkbox for any datasets to remove from the SELECTED DATASETS pane.

   - Click REMOVE ALL to clear all datasets from the SELECTED DATASETS.

   Click NEXT.

6. (Unstructured data only) Define the workspace criteria.

   TIP: To achieve the expected results, ensure the criteria defined for the workspace are within the criteria defined for the selected datasets.

   1. Complete the common criteria.

      Option | Description
      --- | ---
      Date range | Define the start (From) and end (To) dates. TIP: For emails, the date represents the sent date. For all non-email items, the date represents the modified date. The following criteria applies when defining start and end dates: Start date only. When only the start date is defined, new documents are accepted as long as their start date is on or after the specified date. End date only. When only the end date is defined, new documents are accepted as long as their end date is on or before the specified date. No start or end dates. When no dates are defined, there is no filter applied to the data. The workspace can accept all current and future data.
      File types | Select the desired file types to include in the workspace. You can also type the name of the desired file type. As you type, suggestions display for supported file types. Click the desired fiel type to select it.

   2. If you selected to include Content Manager or file system datasets, complete the criteria specific to the selected dataset types.

      For Content Manager datasets:

      Option | Description
      --- | ---
      Classifications | Type the name of the Content Manager classifications to be processed. As you type, suggestions display. Click the desired classification to add it to the list of classifications. If the desired classification does not display automatically, press Enter on your keyboard to commit the classification you entered. To remove a classification, click the associated X.
      Record Types | Enter the record types (file extensions) to be processed. As you type, suggestions display. Click the desired record type to add it to the list of record types. If the desired record type does not display automatically, press Enter on your keyboard to commit the record type you entered. To remove a record type, click the associated X.

      For file system datasets:

      Option | Description
      --- | ---
      Path(s) | Type the UNC path to the desired directory within the dataset. TIP: Leave blank to use the path identified for the dataset. If you selected multiple file system datasets, click ADD to add another path and then type the desired path.

   3. If you selected to include datasets associated with a source based on a custom adapter, click Select to define the criteria for inclusion in this workspace.

      To add criteria to the desired section, click the add icon () and complete the details as applicable.

      Criteria options and syntax

      Field | Description | Search examples
      --- | --- | ---
      Text Keywords | Type the desired keywords. Click the add icon to add an additional keyword field. Limits: Maximum 250 characters per keyword field and 100 keyword entry fields. 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. Limits: Maximum 50 criterion fields. For criteria that allow multiple values (such as Destinations or File Extensions), maximum 250 values. For criteria that are free text (such as File Name or From), maximum 4000 characters. Each entry is combined with the OR operator. To add grammar rules Click the GRAMMARS tab and expand the desired grammar class or type. Select the check boxes for the desired grammar types or rules. If you select a grammar type, all rules within the type are selected. Click ADD. The selected grammar types and rules are added. If your selections span grammar classes, a field is added for each class and includes the grammar types and rules under that class. Limits: Maximum 250 selected values per grammar class field. The selected grammar type or individual rule counts as one value. If you select a grammar type that is comprised of 10 rules, this counts as one value. If, instead, you select all of the individual rules within that grammar type, this counts as 10 values. For each field that represents grammar types or grammar rules that are not part of a grammar type, you can define the number of values that must be identified for the document to match the criteria. NOTE: For fields that represent only grammar rules that are part of a grammar type, you cannot define a number of identified values. To define the number of grammar values that must be identified for the document to match the criteria, click the COUNT button above the grammar field that has been added and then click Any (Default), At least, or At most. If you select At least or At most, type the desired number or use the up or down arrows to define the minimum or maximum number of values identified in the document in order to match the criteria. For each field, you can define the confidence level that the identified values are sensitive content. The presumed default confidence is 50% (50% probability that the identified values are sensitive). To edit the confidence level, click the CONFIDENCE button above the grammar that has been added and then click Edit the minimum threshold. Use the up or down arrow as necessary to define the desired minimum confidence level, up to 100. | 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. Limits: Maximum 50 criterion fields. For criteria that allow multiple values (such as Destinations or File Extensions), maximum 250 values. For criteria that are free text (such as File Name or From), maximum 4000 characters. Each entry is combined with the AND operator. To add grammar rules Click the GRAMMARS tab and expand the desired grammar class or type. Select the check boxes for the desired grammar types or rules. If you select a grammar type, all rules within the type are selected. Click ADD. The selected grammar types and rules are added. If your selections span grammar classes, a field is added for each class and includes the grammar types and rules under that class. Limits: Maximum 250 selected values per grammar class field. The selected grammar type or individual rule counts as one value. If you select a grammar type that is comprised of 10 rules, this counts as one value. If, instead, you select all of the individual rules within that grammar type, this counts as 10 values. For each field that represents grammar types or grammar rules that are not part of a grammar type, you can define the number of values that must be identified for the document to match the criteria. NOTE: For fields that represent only grammar rules that are part of a grammar type, you cannot define a number of identified values. To define the number of grammar values that must be identified for the document to match the criteria, click the COUNT button above the grammar field that has been added and then click Any (Default), At least, or At most. If you select At least or At most, type the desired number or use the up or down arrows to define the minimum or maximum number of values identified in the document in order to match the criteria. For each field, you can define the confidence level that the identified values are sensitive content. The presumed default confidence is 50% (50% probability that the identified values are sensitive). To edit the confidence level, click the CONFIDENCE button above the grammar that has been added and then click Edit the minimum threshold. Use the up or down arrow as necessary to define the desired minimum confidence level, up to 100. | 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. Limits: Maximum 50 criterion fields. For criteria that allow multiple values (such as Destinations or File Extensions), maximum 250 values. For criteria that are free text (such as File Name or From), maximum 4000 characters. Each entry is combined with the OR operator. To add grammar rules Click the GRAMMARS tab and expand the desired grammar class or type. Select the check boxes for the desired grammar types or rules. If you select a grammar type, all rules within the type are selected. Click ADD. The selected grammar types and rules are added. If your selections span grammar classes, a field is added for each class and includes the grammar types and rules under that class. Limits: Maximum 250 selected values per grammar class field. The selected grammar type or individual rule counts as one value. If you select a grammar type that is comprised of 10 rules, this counts as one value. If, instead, you select all of the individual rules within that grammar type, this counts as 10 values. For each field that represents grammar types or grammar rules that are not part of a grammar type, you can define the number of values that must be identified for the document to match the criteria. NOTE: For fields that represent only grammar rules that are part of a grammar type, you cannot define a number of identified values. To define the number of grammar values that must be identified for the document to match the criteria, click the COUNT button above the grammar field that has been added and then click Any (Default), At least, or At most. If you select At least or At most, type the desired number or use the up or down arrows to define the minimum or maximum number of values identified in the document in order to match the criteria. For each field, you can define the confidence level that the identified values are sensitive content. The presumed default confidence is 50% (50% probability that the identified values are sensitive). To edit the confidence level, click the CONFIDENCE button above the grammar that has been added and then click Edit the minimum threshold. Use the up or down arrow as necessary to define the desired minimum confidence level, up to 100. Selecting NONE of the following excludes the criteria from the search results. | (“company declared bankruptcy” AND "Smith and Jones") NOT File types TXT, XLS.

   Click NEXT.

7. Define the security options for the new workspace.

   Option | Description
   --- | ---
   Workspace owner | Type or select the user name of the user to be the owner of the new workspace. As you type, suggestions display. Click the desired user to select it. If the new workspace is not based on a template, the workspace owner defaults to the user you are logged in as. NOTE: There can only be one user assigned to a workspace as its workspace owner. If you select a user other than the account you are currently logged in as, the user you are logged in as will not be able to access this workspace unless you add the user you are logged in as to the list of users and groups for this workspace (next step).
   List of Users/Groups | Define the users and groups to have permissions for this workspace. IMPORTANT: To create workbooks and add data to the workbooks you must assign at least one user with the permissions to perform these tasks. The workspace owner does not automatically have these permissions. If you selected to enforce policy review, ensure at least one user or group is assigned a role that has permission to apply and reject policies. In the Enter name or email address box, begin typing a group name or a name or email address of a user. As you enter a string in the field, the interface displays names or email addresses matching the string. Select a role to assign to the user or group from the Select Role list. The default workspace roles are as follows: Document Review Full control Manage Policy Review Search only NOTE: Your OpenText Core Data Discovery & Risk Insights environment may have additional roles available. These roles are managed in the Administration UI. TIP: If you will enable custom actions for this workspace, ensure you define a user who has permission to perform the custom action. To enable a custom action for a user Assign the custom action permission to a role at the application level (Manage) in Administration. Assign the corresponding custom action workspace security level permission to a role at the Workspace Security level in Administration. Assign the Manage and Workspace Security roles with the custom action to the user in Administration. When creating or editing a workspace in Manage, select the user on the Security page of the wizard and select a functional workspace role. Click Add to add the selected user or group to the workspace. Once you add users or groups to the list, you can change their role by selecting the role from the Role column. To remove a user or group from the workspace, hover over the name in the User/Group column and then click the corresponding remove icon ().

   For more information on roles, see Roles and permissions: Manage.

   Click NEXT.

8. Select the features, or actions, to enable for the workspace. Default features display in the left column and features for custom actions, if they exist, display in the right column.

   Each user must still have the necessary permission to perform the action. Features not selected are hidden for this workspace, regardless of user permission.

   TIP: For a workspace not based on a template, all default features are pre-selected. For a workspace based on a template, features from the template are pre-selected and you can change the selections.

   Feature | Unstructured | Structured | Description
   --- | --- | --- | ---
   Data Requests | ✓ |  | Data items in this workspace can be based on the details of the data request. Limits: Not available when "Manual Refresh" was selected as the refresh type.
   Store Content | ✓ |  | Data items in workbooks within this workspace can have their content stored using the Store Content workbook analysis activity.
   OCR | ✓ |  | OCR can be performed on data items in workbooks within this workspace using the OCR workbook analysis activity.
   Extract grammar values | ✓ |  | Data items in workbooks within this workspace can have grammar values extracted using the Extract Grammars workbook analysis activity.
   Deduplication | ✓ |  | Deduplication workbooks can be created within this workspace.
   Random Sampling | ✓ |  | Random sampling workbooks can be created within this workspace
   Collect | ✓ |  | Data items in workbooks within this workspace can be collected using the Collect workbook action.
   Hold | ✓ |  | Data items in workbooks within this workspace can be placed on hold using the workbook Hold action.
   Send to Target | ✓ |  | Data items in workbooks within this workspace can be sent to a target using the Send to Target workbook action.
   Send Masked | ✓ |  | A masked copy of data items in workbooks within this workspace can be sent to a target.
   Protect | ✓ |  | Data items in workbooks within this workspace can be protected using the Protect workbook action.
   Delete | ✓ |  | Data items in workbooks within this workspace can be deleted from the source location using the Delete workbook action. Select one of the following. Select Use source/dataset credentials to delete items from the source using the access credentials defined at the dataset level (which may be the same as defined at the source). Select Enter specific credentials when deleting to define credentials when you request to delete data items in a workbook from the source location. Limits: Applies only to file system data items. If the workbook contains file system and non-file system data items, the requestor is notified. If the workbook does not contain file system data items, credentials are not requested.
   [Custom actions] | ✓ | ✓ | Custom actions can be taken on data items in workbooks within this workspace.

   Click NEXT.

9. Select the Protect Rules that will be available for workbooks within the new workspace.

   Limit: Displays only if the Protect feature was selected.

10. Review the summary for the new workspace.

    Click FINISH.

    The new workspace is created and the workspace Overview page opens for the new workspace.

To edit a workspace

1. From the workspace list page, click the name of the desired workspace.

   TIP: You can also do one of the following:

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

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

   The workspace Overview page opens.

2. In the workspace summary pane on the right side of the page, click EDIT.

   The Edit Workspace dialog opens.

3. Edit the workspace information as desired.

   Click OK.

   The workspace is updated.

## Reassign workspace ownership

If a user assigned as an owner for a workspace leaves the company, you will need to reassign ownership for that workspace.

NOTE: You must have Full Control or be able to view all workspaces to ensure you can see these workspaces.

To reassign workspace ownership

1. From the ALL OWNERS filter on the workspace list page, click Unknown or Deleted Users and then click APPLY.

   The workspace list refreshes and displays only the workspaces that are assigned to a user that is no longer a OpenText Core Data Discovery & Risk Insights user.

2. Click the name of the desired workspace.

   The workspace Overview page opens.

   TIP: You can also click or hover over the row for the desired workbook and then click the edit icon (). The Edit workspace dialog opens

3. In the workspace summary pane on the right side of the page, click EDIT.

   The Edit Workspace dialog opens.

4. Proceed to the Security page of the dialog and update the Workspace owner.

   Click OK. The workspace ownership has been reassigned.

## Change workspace status

When you create a workspace, the workspace enters a draft state. You can edit all workspace details while the workspace has a DRAFT status. Once you have fully defined the desired details, you can change the workspace status to OPEN and perform file analysis and actions on data in the workspace. If you no longer need to take action on the workspace data, you can change the workspace status to CLOSED.

- DRAFT: Datasets can be added and removed; criteria can be edited; workbook file analysis and actions can be performed.

- OPEN: Datasets can be added but not removed; criteria cannot be edited (including data subjects); workbook file analysis and actions can be performed; cannot revert to draft status.

- CLOSED: Read-only; workbook file analysis and actions cannot be performed; can be reopened or reverted to previous status.

To change the status of a workspace

1. Do one of the following.

   - From the workspace overview page, click the status button above the detail pane and select the desired status. The button showing the current status will be DRAFT, OPEN, or CLOSED.

   - From the workspace list page, click in the row for the desired workspace and open the detail pane ().

     At the top right of the detail pane, click the status button and select the desired status. The button showing the current status will be DRAFT, OPEN, or CLOSED.

   - From the workspace list page, click the name of the desired workspace. The workspace Overview page opens.

     Above the workspace summary pane on the right side of the page, click the status button and select the desired status. The button showing the current status will be DRAFT, OPEN, or CLOSED.

   IMPORTANT: If closing or reopening a workspace, see Close, reopen, or delete a workspace for important information.

2. Review the information in the confirmation dialog and click YES to confirm the action.

   The workspace status is updated.

## Close, reopen, or delete a workspace

When you close a workspace, it is no longer displayed in active lists and is kept in a frozen state. By default, the workspace list displays only open workspaces. Use the filter to select Draft Workspaces, Open Workspaces, Closed Workspaces, Awaiting Review, or All Statuses.

Even though a workspace is closed, you can still view overview information and visualizations, search and filter documents within the workspace, and browse workbooks and categories associated with the workspace. You can no longer add, edit, or remove workspace details or associations such as datasets, data subjects, holds, categories, workbooks, or exports.

If needed, a closed workspace can be reopened or deleted. If reopened, all actions available for open workspaces are again present. If deleted, the workspace and underlying workbooks are deleted but the data items remain available in OpenText Core Data Discovery & Risk Insights.

NOTE: All holds on a workspace must be released before you can close a workspace. For more information, see Holds.

To close a workspace

1. From the workspace list page, click the name of the desired workspace.

   The workspace Overview page opens.

2. Above the workspace summary pane on the right side of the page, click the status button in the upper right corner and then click CLOSE.

   TIP: The status button shows the current status and will be either DRAFT or OPEN.

   The Close Workspace dialog opens. The dialog message varies based on the situation.

   - If the workspace has unreleased holds, the holds must be released before you proceed. Click OK.

   - If there are no active or pending holds or pending exports, click YES to confirm the action.

   - If the workspace includes documents that are not in any other open workspaces, you can select to remove the collected document from OpenText Core Data Discovery & Risk Insights.

     - Click CLOSE & CLEANUP to close the workspace and remove the collected copy of documents that are not in other open workspaces.

     - Click CLOSE ONLY to close the workspace and retain all collected documents.

   The workspace is closed, and the workspace detail pane displays a status of Closed.

To reopen a workspace

1. From the workspace list page, click the name of the desired closed workspace.

   The workspace Overview page opens.

2. Above the workspace summary pane on the right side of the page, click the status button in the upper right corner and then click REOPEN.

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

   The workspace is reopened and all available actions are restored.

To delete a workspace

1. From the workspace list page, do one of the following.

   - Click or hover over the row for the closed workspace you want to delete and then click the delete icon ().

   - Click the row for the closed workspace you want to delete, click the open detail pane icon (), and then click DELETE.

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

   NOTE: If there is a pending activity for the workspace, the workspace cannot be deleted. The confirmation dialog indicates this and includes a link to the activity that is pending.

   The workspace is deleted.

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