Data Discovery & Risk Insights 26.3.0 Help Center

# Action ribbon

The action ribbon lets you refine the view of the content list and take action on one or more items in the content list.

- Click the filter pane icon () or the folder tree pane icon () to alternate showing either of the two panes.

- From the search menu (), you can start a new search using the advanced search builder, or edit the criteria for the advanced search you are currently performing. For more information about the advanced search builder, see Search builder.

  NOTE: If you are viewing the content list for a dynamic query workbook and have further refined the list using criteria from the filter pane, the Save option in the search menu is disabled as this would alter the contents of the workbook.

- From the Manage menu (), you can add all or some data items in the list to another workbook or to a hold. You can also apply tags to all or some of the data items in the list. For more information about workbooks, see Workbooks; for holds, see Holds

  To add data items in the content list to a static, query, deduplication, or random sampling workbook using the action ribbon

  1. When viewing a content list, do one of the following.

     - To add all data items in the list to a workbook, click > Add all to Workbook in the action ribbon.

     - To add selected data items in the list to a workbook, select the desired data items and then click > Add selected to Workbook in the action ribbon.

       TIP: To select multiple data items, use shift+click to select consecutive data items or ctrl+click to select non-consectuive data items.

     The Add to Workbook dialog box opens.

  2. Do one of the following:

     - To add the data items to an existing workbook, select the desired workbook from the list of workbooks.

     - To add a new static workbook, click NEW WORKBOOK.

       1. Enter identifying information for the workbook.

       2. Click CREATE.

          The new static workbook is created and is selected in the list of workbooks.

  3. Click ADD.

     The data items are added to the selected workbook and the workbook opens in another tab.

  To apply a hold to data items in the content list

  NOTE: Applies only to unstructured data.

  1. When viewing a content list, do one of the following.

     - To add all data items in the list to a hold, click > Add all to Hold in the action ribbon.

     - To add selected data items in the list to a hold, select the desired documents and then click > Add selected to Hold in the action ribbon.

       TIP: To select multiple data items, use shift+click to select consecutive data items or ctrl+click to select non-consectuive data items.

     The Add Items to a Hold dialog opens.

  2. Do one of the following:

     - To apply an existing hold, click the desired hold name. Only active holds display.

     - To create a new hold, click NEW HOLD.

       1. In the New Hold dialog, complete the options for the new hold.

          Option | Description
          --- | ---
          Hold name | Type a meaningful, unique name for the new hold. Limits: Maximum 50 characters.
          Description | Type a meaningful description for the new hold. Limits: Maximum 250 characters.
          Responsible person | Type the user name of the person who will be responsible for this hold. As you type, suggestions display. Click the desired user to select it. Defaults to the user creating the hold. To change to a different user, delete the default entry and then add the name of the desired user. Limits: Only one responsible person can be defined.

       2. Click CREATE.

          The new hold is created and now displays in the list of holds.

       3. Click the name of the new hold to select it.

  3. Click APPLY.

     The hold is applied to the appropriate data items.

- From the export menu (), you can save some or all of the data items in the current content list as a CSV file. You have the option to specify the metadata to be included in the export. For more information, see Export a content list.

- From the Sort by menu, you can sort the current content list by date, or by message sender.

  - Record Date (latest) sorts the list in descending order by date, latest (most recent) first. Similar to the Modify Date, the record date is the last modified date for the item itself. The difference is that the record date for email items is the sent date.

    - For file items and structured data items, this would be the last modified (saved) date.

    - For email items, this would be the sent date.

  - Record Date (earliest) sorts the list in ascending order by date, earliest (oldest) first. Similar to the Modify Date, the record date is the last modified date for the item itself. The difference is that the record date for email items is the sent date.

  - Last Scan Update Date (latest) sorts the list in descending order by date, latest (most recent) date first. The Last Scan Update Date is the date that the document was last scanned by the processing agent. A file is re-scanned if it has been modified at the original source location or if a reprocessing action that requires going back to the original source location has been initiated (such as re-analysis when the content has not been stored).

  - Last Scan Update Date (earliest) sorts the list in ascending order by date, earliest (oldest) date first. The Last Scan Update Date is the date that the document was last scanned by the processing agent. A file is re-scanned if it has been modified at the original source location or if a reprocessing action that requires going back to the original source location has been initiated (such as re-analysis when the content has not been stored).

  - Subject/Title (ascending) sorts the list alphabetically, A-Z, by the subject of an email item or the title of a document.

  - Subject/Title (descending) sorts the list alphabetically, Z-A, by the subject of an email item or the title of a document.

  - From (ascending) sorts the list alphabetically, A-Z, by the sender. If the content list contains email messages and data items not derived from email, the email messages display first followed by the data items ordered by date. If the content list does not contain any email messages, the data items display ordered by date.

  - From (descending) sorts the list alphabetically, Z-A, by the sender. If the content list contains email messages and data items not derived from email, the email messages display first followed by the data items ordered by date. If the content list does not contain any email messages, the data items display ordered by date.

  - File size (ascending) sorts the list by file size, smallest first.

  - File size (descending) sorts the list by file size, largest first.

- (Unstructured data only) From the Group by menu, you can choose to show individual items or documents/tables.

  - None shows individual data items that match the filter and search criteria with no grouping.

  - Documents/Tables shows the originally processed source files that match the filter and search criteria. If the matched item is an attachment to an email or another file, the email or file to which the items is attached shows in the list. You can access the matched file from the content view pane.

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Version 26.3.0 | Last updated July 2026
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