Data Discovery & Risk Insights 26.2.0 Help Center

# Workspace templates

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

Manage includes several default workspace templates for common purposes. The templates are associated with groups that represent the purpose of workspace. Any categories and workbooks included in the workspace template are automatically created when the template is used to create a workspace. Features related to the purpose of the template are enabled by default.

The built-in business objective groups are used to organize the Manage Overview dashboard. Workspace templates not assigned to a group are organized in the Other grouping on the Overview page.

- The Data Discovery group is associated with the following built-in workspace templates.

  - The Case Assessment workspace template includes the Responsive, Privileged, Review, and Export categories. The Collect, Requests, Extract grammar values, Hold, Store Content, and OCR features are enabled.

  - The Data Cleanup workspace template includes the Redundant, Obsolete, and Trivial categories as well as Obsolete Data and Trivial Data query workbooks. The Deduplication, Delete, and Send to Target features are enabled.

    - The Obsolete Data workbook gathers documents processed from File System and SharePoint datasets that are older than 10 years from the date the Data Cleanup-based workspace is created. The Obsolete category is assigned to this workbook.

    - The Trivial Data workbook gathers temporary and system files processed from File System and SharePoint datasets at the time the Data Cleanup-based workspace is created. The Trivial category is assigned to this workbook.

    TIP: Create a Deduplication task workbook to identify and gather redundant items.

  - The Data Subject Access Request workspace template includes the Directly Identifiable, Indirectly Identifiable, and Review categories. The Collect, Data Requests, Enrich, Hold, Index Content, and OCR features are enabled.

  - The Freedom of Information Request workspace template does not include categories by default. The Collect, Data Requests, Extract grammar values, Hold, Store Content, and OCR features are enabled.

  - The Risk Assessment Using Sampling workspace template includes the Sampled, Regulatory, Financial, Legal, and Cascading categories. The Collect, Extract grammar values, Store Content, OCR, and Random Sampling features are enabled.

  - The Structured Data Risk Assessment workspace template applies only to structured data and does not include categories by default. Because this is related to structured data, no features are included.

- The Data Management group is associated with the following built-in workspace template.

  - The Sensitive Data Governance workspace template includes the Hold, Delete, Secure, and Export categories. The Collect, Delete, Extract grammar values, Hold, Store Content, OCR, Protect, and Send To Target features are enabled.

- The Data Protection group is associated with the following built-in workspace template.

  - The Risk Assessment & Protection workspace template includes the Regulatory, Financial, Legal, and Cascading categories. The Collect, Extract grammar values, Store Content, OCR, and Protect features are enabled.

Changes you make to the options in a workspace template apply going forward and do not affect existing workspaces based on the template. Workspace templates that are associated with existing workspaces can be deleted at any time.

Click anywhere in the row for the desired workspace template and then click the open detail pane icon () to display template details. From the detail pane you can view the options defined for the template as well as edit and delete the template.

To create a workspace template

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

   The Workspace Templates page opens.

2. Click NEW WORKSPACE TEMPLATE.

   The New Workspace Template dialog opens.

3. Complete the following General options for the new workspace template.

   Option | Description
   --- | ---
   Name | Type a unique, meaningful name for the workspace template. Limits: Maximum 50 characters.
   Group | Select whether to associate this workspace template with a business objective group. To not set a group association for this template, select No Group. This template will be shown in the Other grouping on the Manage Overview dashboard. To associate this template with a group, select the desired group from the list. The template will be shown in the selected grouping on the Manage Overview dashboard.
   Description | Type a meaningful description for the workspace template. Limits: Maximum 250 characters.
   Data Type | Select whether workspaces based on the template will include Unstructured Data or Structured Data. NOTE: This selection cannot be changed after the workspace template is created.
   Refresh Type | Select the whether a refresh on the workspace content occurs automatically or if you have to manually refresh the workspace. 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 template is created.
   Enforce Policy Review | Select whether to enforce a review of delete and send to target actions taken against documents in workbooks within workspaces based on this template. If selected, all requests to delete documents from a workbook or send documents within a workbook to a target will require a designated reviewer to either approve or reject the action. If not selected (check box cleared), requests 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.
   Available in Inventory View | Select whether this template will be available when creating workspaces from the context of Inventory View. The name of the template displays in the "Manage this location" list in the detail panel of the Inventory List page.

   Click NEXT.

4. 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.

5. (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.

6. Complete the Default Security options.

   Option | Description
   --- | ---
   Default role for workspace creator | Select a default role to assign to the user who creates a workspace based on this template.
   Workspace Owner | Select the owner for workspaces based on this template.
   Role for Groups associated with a folder selected in the Inventory view | Select the role to apply to users of groups associated with the folder selected in the Inventory View. When viewing a folder in Inventory view, the views and actions available to the logged in user are limited by the role assigned to the group with which the user is associated. Limits: Enabled only when Available in Inventory View was selected in the General options.
   List of users/groups | Define the users and groups to have permissions for this workspace. 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. TIP: The OpenText Core Data Discovery & Risk Insights group name is case sensitive. Select a role to assign to the user or group from the Select Role list. For more information on roles, see Roles and permissions: Manage. 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. 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 ().

   Click NEXT.

7. Add default categories that will be available to workbooks within workspaces based on the new workspace template.

   1. Click ADD DEFAULT CATEGORY.

      The New Default Category dialog opens.

   2. Complete the new default category options.

      Option | Description
      --- | ---
      Name | Type a unique name for the default category. Limits: Maximum 50 characters.
      Description | Type a unique and meaningful description for the default category. Limits: Maximum 250 characters.
      Show on dashboard | Select the check box to display metrics for this category on the workbooks page within workspaces based on this workspace template.

   3. Click CREATE.
   4. Repeat to add more default categories.

8. Select default workbook templates that will be available to workspaces based on the new workspace template.

   Dynamic Query workbook templates are not displayed if the "Manual Refresh" was selected as the refresh type.

   TIP: If you do not have existing workbook templates, you can create them and then edit this workspace template to add workbook templates.

   For any workbook templates selected, the workbook is created at the time the workspace based on this template is created.

   NOTE: Keep the following in mind.

   - Query workbook templates that include criteria with a relative date (such as Create Date, Older than x) can be selected for workspace templates and the workbook will be created when the workspace is created. For workspaces set to Automatic Refresh, the relative date is converted to an absolute date. For workspaces set to Manual Refresh, the relative date remains relative and the relative date criteria is updated when the workspace is updated.

     For example, you create a new workbook template, "Monthly", with criteria that includes Create Date set to Older than 4 weeks. On May 11, you create two workspaces, "Legal01" and "Legal02", based on workspace templates that include the "Monthly" workbook template. "Legal01" is based on a workspace template set to Automatic Refresh and "Legal02" is based on a workspace template set to Manual Refresh. The "Monthly" workbook is created and populated when a workspace is created based on either workspace template. The Create Date for the "Monthly" workbook in "Legal01" becomes an absolute date of May 11. The Create Date for the "Monthly" workbook in "Legal02" remains a relative date of Older than 4 weeks prior to May 11 (effectively April 13). On September 25, you manually refresh the "Legal02" workspace. The "Monthly" workbook is refreshed and now includes documents older than 4 weeks prior to September 25 (now effectively August 28).

   - Deduplication task workbook templates can be selected for any workspace template and the workbook will be created when the workspace is created. However, the deduplication action will only occur if the workspace based on the template is created from Inventory. In all other scenarios, the deduplication workbook based on a template will remain empty.

   Click NEXT.

9. Select the default features, or actions, to enable for the workspace template. 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 a workspace based on this template, regardless of user permission.

   TIP: All default features are pre-selected for unstructured workspace templates.

   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.

10. Select the default file protection rules that will be available to workbooks within workspaces based on the new workspace template.

    Limits: Displays only if the Protect feature was selected.

11. Click FINISH.

    The new workspace template is created and can be selected when creating new workspaces.

To edit a workspace template

1. On the Workspace Templates page, click the name of the workspace template () you want to edit.

   TIP: You can also do one of the following:

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

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

   The Edit Workspace Template dialog opens.

2. Make the desired changes and then click OK.

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

To delete a workspace template

1. On the Workspace Templates page, click or hover over the row for the workspace template () you want to delete. Icons display in the right column.

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

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

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

   NOTE: If this template is associated with any workspaces, it cannot be deleted.

   The workspace template is deleted. Previously created workspaces based on this template are not affected.

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