Workbook templates

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

With a few exceptions, each template includes the same criteria options as the respective workbook type. The category selected as part of the workbook template is not actually created and available until a workbook is created based on the workbook template. You can create a static, query, or dynamic query workbook template. For inclusion in workspace templates available to Inventory view only, you can also create deduplication workbook templates.

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

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

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

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

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

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

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

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

    The Workbook Templates page opens.

  2. Click NEW WORKBOOK TEMPLATE.

    The New Workbook Template dialog opens.

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

    Option Description
    Name

    Type a unique, meaningful name for the workbook template.

    Limits: Maximum 50 characters.
    Category

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

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

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

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

    Type a meaningful description for the workbook template.

    Limits: Maximum 250 characters.

    Click NEXT.

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

    Click FINISH.

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

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

    The Workbook Templates page opens.

  2. Click NEW WORKBOOK TEMPLATE.

    The New Workbook Template dialog opens.

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

    Option Description
    Name

    Type a unique, meaningful name for the workbook template.

    Limits: Maximum 50 characters.
    Category

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

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

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

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

    Click either Query Workbook or Dynamic Query Workbook.

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

    Type a meaningful description for the workbook template.

    Limits: Maximum 250 characters.

    Click NEXT.

  4. Complete the criteria for the new workbook template.

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

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

      NOTE: The available criteria differs slightly based on whether the template is for a query or dynamic query workbook.

      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.

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

      2. Select the check boxes for the desired grammar types or rules.

        If you select a grammar type, all rules within the type are selected.

      3. 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.

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

      2. Select the check boxes for the desired grammar types or rules.

        If you select a grammar type, all rules within the type are selected.

      3. 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.

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

      2. Select the check boxes for the desired grammar types or rules.

        If you select a grammar type, all rules within the type are selected.

      3. 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.

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

    Click NEXT.

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

    Click FINISH.

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

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

    TIP: You can also do one of the following:

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

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

    The Edit Workbook Template dialog opens.

  2. Make the desired changes and then click OK.

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

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

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

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

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

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

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

Deduplication task workbook template

Once created, deduplication task workbook templates are only available when you create or edit a workspace template—they are not available when creating a workbook. Deduplication task workbook templates can be included in 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.

NOTE: Deduplication workbook templates are only available when creating or editing a workspace template. Deduplication will only occur when the workspace is created from the Inventory page.

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

    The Workbook Templates page opens.

  2. Click NEW WORKBOOK TEMPLATE.

    The New Workbook Template dialog opens.

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

    Option Description
    Name

    Type a unique, meaningful name for the workbook template.

    Limits: Maximum 50 characters.
    Category

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

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

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

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

    Type a meaningful description for the workbook template.

    Limits: Maximum 250 characters.

    Click NEXT.

  4. Complete the deduplication configuration options.

    Option Description
    Deduplication method

    Deduplicate within and across datasets is pre-selected. This option identifies master records and duplicate items across and within a set of datasets based on set of master rules. You will define the rules for determining which are the master records—by item creation date or by item modify date.

    NOTE: Compare against master records is not an available option for workbook templates because this template is applicable to Inventory view only.
    File comparison

    Select how the content is compared.

    • Select Enhanced data to compare essential content (such as text, images and formatting) for Office documents. Excludes any embedded metadata not intrinsic to the file's content, such as SharePoint properties.

      For all other document types, compare documents based on the complete binary fingerprint including content and any embedded metadata.

    • Select Full binary data to compare based on complete binary fingerprint including content and any embedded metadata.

    Only compare root documents

    Specify whether to compare only root documents for duplicates. Click the toggle to select (Toggle select on) or deselect (Toggle select off) the option.

    • When enabled (selected), only root documents are compared. Email attachments and files that are inside ZIPs will not be compared.

    • When not enabled (deselected) all items, including email attachments and files inside ZIPs, are compared.

    Click NEXT.

  5. Set the Master Rules.

    Select how the master item is set, based on one of the following:

    • Select Oldest Create Date to identify the master item as the item with the oldest create date. Identical items across datasets with newer creation dates are considered duplicates.

    • Select Newest Create Date to identify the master item as the item with the newest creation date. Identical items across datasets with older creation dates are considered duplicates.

    • Select Oldest Modify Date to identify the master item as the item with the oldest modify date. Identical items across datasets with newer modify dates are considered duplicates.

    • Select Newest Modify Date to identify the master item as the item with the newest modify date. Identical items across datasets with older modify dates are considered duplicates.

    Click NEXT.

  6. Review the summary information and then click FINISH.

    The new deduplication task workbook template is created and can be selected when creating or editing a workspace template.