Data Discovery & Risk Insights 26.3.0 Help Center

# Workbooks

Workbooks are the basic tools for organizing data items for review. Workbooks contain data items that are either manually added or are added based on a set of criteria.

You can create the following types of workbooks.

- A static workbook () represents a set of items that you have manually gathered. You can create an empty workbook and then add items to it, or create the workbook and add items to it at the same time from a content list. You can continue to add items to this workbook as needed.

- A query workbook () represents a set of items based on defined search criteria, at a point in time. The search criteria you used to gather the items is saved as part of the workbook, but cannot be edited. The search query is performed once, at the time the workbook is created. If the workbook is within a workspace that can be manually refreshed, the query will be performed again when the manual refresh action is initiated. Similar to a static workbook, you can continue to manually add data items to this workbook as needed.

  NOTE: Keep the following in mind.

  - Since the query is performed at the time the workbook is created, ensure that at least one dataset has been selected for the workspace. If there are no datasets, the query cannot return items and the workbook will be empty.

  - Query workbooks that include criteria with a relative date (such as Create Date, Older than x) can be selected for workspaces set to Manual Refresh. When you refresh the workspace, the relative date criteria is updated as well.

    For example, on May 11 you create a workbook, "Monthly" in the "Legal" workspace set to manual refresh. The "Monthly" workbook criteria includes Create Date set to Older than 4 weeks. Documents with a create date older than 4 weeks prior to May 11 (effectively April 13) are added to the "Monthly" workbook. On September 25, you manually refresh the "Legal" workspace. The "Monthly" workbook is refreshed and now includes documents older than 4 weeks prior to September 25 (now effectively August 28).

- A dynamic query workbook () represents a set of data items based on defined search criteria gathered on an ongoing basis. The search is performed at the time the workbook is created and as new items are processed or existing items are reprocessed; matching items are added to the workbook. You can edit the search criteria as desired and, as a result, the actual items within a dynamic workbook can fluctuate.

  NOTE: A dynamic query workbook cannot be added to a workspace with a refresh type as "Manual Refresh".

- (Unstructured data only) A deduplication task workbook () represents a set of data items that are duplicate data items identified within or across datasets. The deduplication action is performed once at the time the workbook is created. You can edit the name/prefix and description for a deduplication task workbook, but not the criteria. Similar to a static workbook, you can continue to manually add items to a deduplication task workbook as needed. For more information, see Task workbook and Deduplication

- (Unstructured data only) A random sampling task workbook () represents a defined percentage of of data items from one or more datasets. The random sampling action is performed once at the time the workbook is created. You can edit the name/prefix and description for a random sampling task workbook, but not the criteria. Similar to a static workbook, you can continue to manually add items to a deduplication task workbook as needed. For more information, see Task workbook and Random Sampling.

Workbook considerations:

- You can create a workbook based on a workbook template. When you do so, the Category, Type, and Criteria Summary are prepopulated based on the template. You can make changes to these default selections when you create a workbook based on the template. See Workbook templates.

- A workbook cannot be associated with multiple categories at the same time. It may either have no category associated with it, or a single category. See Categories.

- When you delete a workbook in OpenText Core Data Discovery & Risk Insights, the data items associated with the workbook are not actually deleted. The specific grouping of the data items within the workbook is deleted. The data items can be reassembled using a search query, or by pulling them from other workbooks within the workspace.

- You cannot delete a workbook while actions or processes are in progress.

Once created, you can open the workbook detail pane () to view additional information and to initiate actions on the workbook.

NOTE: From time to time, the format of a workbook may change. If the workbook format has changed, a warning icon () displays next to the workbook name in the detail pane. Hover over the warning icon to learn more and, if necessary, how to update the workbook.

- On the GENERAL tab, view the details about the assigned category, the workbook type, when the workbook was created, last modified and by whom, and the total size of data items in the workbook. You can also view the total number of metadata-only items, analyzed items, collected items, items with grammar values extracted, items on hold, items protected, items sent to a target, shared content, and items deleted. Hover over the data item count bar charts to view the total file size—item counts do not include the hover-over file size information because a data set may include both the parent and the child items and therefor skew the actual file size.

  Click the bar chart to go to the Content tab to view the items related to the selected data set. The shared content metric identifies the number of data items in the workbook (number on the right) and the total number of shared items in the workbook that exist in other workbooks within the workspace.

  Click the buttons to view the workbook contents, edit the workbook, or delete the workbook.

- (Unstructured data only) On the ACTIVITY tab, initiate file analysis tasks such as store content, OCR, and extract grammar values, as well as file actions such as data collection, holds, send data to a target, data protection, and deletion of documents. For more information about the actions you can initiate on workbooks, see Manage workbook activity.

  TIP: You have access to features and functions based on your assigned permissions. You will only see features and functions that have been enabled for the workspace you are viewing and that you have permission to see.

  You can also view the history and status of any actions that have been initiated for the workbook. When applicable, you can see the count for data items being acted upon. The Workbook Count represents the number of files in the workbook, regardless of the action performed. The Root File Count represents the number of root files included in the action. The Root + Child Count represents the total number of root files and children of root files included in the action. The root or child files may or may not be in the workbook but are included in the action.

  Consider the following examples.

  Example 1 | Example 2
  --- | ---
  ZIP A (in workbook) document 1 (in workbook) document 2 (in workbook) document 3 (in workbook) document 4 (not in workbook) document 5 (not in workbook) image 1 (in workbook) image 2 (in workbook) image 3 (in workbook) | ZIP B (not in workbook) document 6 (in workbook) document 7 (in workbook) document 8 (in workbook) document 9 (not in workbook) document 0 (not in workbook) image 3 (in workbook) image 4 (in workbook) image 2 (in workbook)
  Workbook Count: 7 Root Count: 4 Root + Child Count: 9 | Workbook Count: 6 Root Count: 4 Root + Child Count: 9

- On the DATA PRIVACY tab, view the weighted risk score and the tags applied to data items within the workbook.

  On a scale of 0-100, the risk score represents the level of risk and is calculated based on the sensitive tags associated with the data items in the workbook relative to the respective weight (associated weighted labels). The higher the risk score the higher the risk. A risk score of 0 does not mean no risk, it means that no tags associated with weighted labels were identified.

To create a static workbook

1. On the workspace Overview page, click the WORKBOOKS tab.

2. Click NEW WORKBOOK.

   TIP: If no workbooks exist in this workspace, click Create a New Workbook.

   The New Workbook dialog opens.

3. Complete the general options for the new workbook.

   Option | Description
   --- | ---
   Name | Type a unique, meaningful name for the workbook. NOTE: Duplicate workbook names are not allowed within the same workspace. Limits: Maximum 50 characters.
   Template | Select whether to base this workbook on a defined template. To define the workbook from scratch, select No Template. To define the workbook from a template, select the desired template from the list. The values defined for options in the template are prepopulated in this dialog. You can edit these values if desired. Default: No Template; ensure the desired option is selected.
   Category | Select the desired category to apply to this workbook. Default: No Category, or the category defined as part of the selected workbook template.
   Type | Click Static Workbook.
   Description | Type a meaningful description for the workbook. Limits: Maximum 250 characters.

   Click NEXT.

4. Review the summary of the new workbook options.

   Click FINISH.

   The new static workbook is created.

To create a query or dynamic query workbook

1. On the workspace Overview page, click the WORKBOOKS tab.

2. Click NEW WORKBOOK.

   TIP: If no workbooks exist in this workspace, click Create a New Workbook.

   The New Workbook dialog opens.

3. Complete the general options for the new workbook.

   Option | Description
   --- | ---
   Name | Type a unique, meaningful name for the workbook. NOTE: Duplicate workbook names are not allowed within the same workspace. Limits: Maximum 50 characters.
   Template | Select whether to base this workbook on a defined template. To define the workbook from scratch, select No Template. To define the workbook from a template, select the desired template from the list. The values defined for options in the template are prepopulated in this dialog. You can edit these values if desired. Default: No Template; ensure the desired option is selected.
   Category | Select the desired category to apply to this workbook. Default: No Category, or the category defined as part of the selected workbook template.
   Type | Click either Query Workbook or Dynamic Query Workbook. NOTE: A dynamic query workbook cannot be added to a workspace with a refresh type as "Manual Refresh".
   Description | Type a meaningful description for the workbook. Limits: Maximum 250 characters.

   Click NEXT.

4. Complete the criteria for the new workbook.

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

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

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

      Query and dynamic query workbook criteria 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.

   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 options.

   Click FINISH.

   The new query or dynamic query workbook is created.

To create a dynamic query workbook based on the search builder criteria

NOTE: Applies only to searches conducted using the search builder and within the context of a workspace set to automatic refresh.

1. From the contents tab within the context of a workspace or workbook, conduct a search and review the search results list.

2. At the top of the search results list, click > Save As.

   The Save As a dynamic workbook dialog opens.

3. Complete the details of the new dynamic workbook.

   Option | Description
   --- | ---
   Name | Type a meaningful, unique name for the new dynamic workbook. Duplicate workbook names are not allowed within the same workspace. Limits: Maximum 50 characters.
   Description | Type a meaningful description for the new dynamic workbook. Limits: Maximum 250 characters.
   Category | Select a category to assign to the dynamic workbook or select No Category.
   Criteria | Review the summary of the search criteria. This option is based on the search conducted and is not editable.

4. Click SAVE.

   The dynamic query workbook is created and displays in the list of workbooks for the workspace.

To edit a workbook

1. On the Workbooks page within a workspace, click or hover over the row for the desired workbook and then click the edit icon ().

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

   The Edit Workbook dialog opens.

2. Edit the workbook information as desired.

   You can not change the workbook type. If you are editing a dynamic query workbook, you can edit the criteria.

3. Click OK.

   The workbook is updated.

To delete a workbook

1. On the Workbooks page within a workspace, click or hover over the row for the desired workbook and then click the delete icon ().

   TIP: You can also click in the row for the desired workbook, open the detail pane () and then click DELETE. If Delete is dimmed, another action is in progress. You can cancel the in-progress action or wait until the action has completed and then try again.

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

   TIP: If another action is in progress, you will receive a message that the workbook cannot be deleted. Click NO to close the dialog. You can cancel the in-progress action or wait until the action has completed and then try again.

   The workbook is deleted. Any data items that were in the workbook remain in the workspace and in any other workbooks with which they are associated.

To view data items within a workbook

From the list of workbooks, do one of the following from the list of workbooks on the Workbook page within a workspace.

- To view a list of all data items associated with the workbook, click the workbook name. The Content tab opens and displays the list of data items associated with the selected workbook.

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

  For unstructured workbook contents, use the Group by selection in the action ribbon on the Content tab to view individual items (None) or by documents (Documents).

- To view a list of data items within the workbook that have been analyzed or collected, have had grammar values extracted, are on hold, have been exported, protected, sent to a target, or deleted, or that are shared, click in the row for the desired workbook and then open the detail pane (). On the GENERAL tab, click the bar chart for the document or item set you want to view. The Content tab opens and displays the list of data items within the workbook related to the selected data set.

## Task workbook

NOTE: Applies to unstructured data workspaces only.

A task workbook lets you either identify duplicate data within or across datasets or randomly sample a defined percentage of data from one or more datasets.

Once the task workbook is created, the action is taken for the selected datasets and performed once at the time the task workbook is created. You can continue to manually add items to a task workbook as needed. To view the history for the task, open the workbook detail pane and review the information on the Activity tab. You can edit the name/prefix and description for a task workbook, but not the criteria.

TIP: Both deduplication and random sampling require that at least one dataset exists within the workspace and the dataset includes documents. If no datasets exist for the workbook, create at least one dataset prior to attempting to create a task workbook; you may need to allow time for the dataset to populate with documents.

### Deduplication

By identifying duplicate data, you can then determine where you have possible redundant data and take any additional actions as appropriate, such as deleting duplicates.

To identify duplicate items, you define a dataset to represent master records to compare against, or you define rules to identify master records to compare against. The identified duplicate items and all family members of those items (such as attachments or parent item) are added to the workbook.

When an item is processed by OpenText Core Data Discovery & Risk Insights, a hash value is created. The hash acts as a fingerprint that can identify a file, excluding the file name. An item is identified as a duplicate if it has the same hash as an item identified as a master record.

To create a deduplication task workbook

1. On the workspace Overview page, click the WORKBOOKS tab.

2. Click NEW WORKBOOK.

   TIP: If no workbooks exist in this workspace, click Create a New Workbook.

   The New Workbook dialog opens.

3. Complete the general options for the new workbook.

   Option | Description
   --- | ---
   Name | Type a unique, meaningful name for the workbook. NOTE: Duplicate workbook names are not allowed within the same workspace. Limits: Maximum 50 characters.
   Template | Select whether to base this workbook on a defined template. To define the workbook from scratch, select NoTemplate. To define the workbook from a template, select the desired template from the list. The values defined for options in the template are prepopulated in this dialog. You can edit these values if desired. Default: No Template; ensure the desired option is selected.
   Category | Select the desired category to apply to this workbook. Default: No Category, or the category defined as part of the selected workbook template.
   Type | Click Deduplication Task Workbook.
   Description | Type a meaningful description for the workbook. Limits:Maximum 250 characters.

   Click NEXT.

4. Complete the deduplication configuration options.

   Option | Description
   --- | ---
   Deduplication method | Select the deduplication method. Select Compare against master records to identify duplicate items based on the dataset in which they exist. You will define one or more datasets that contain items to be considered master records. Items in remaining datasets that are identical to the master record items are then considered copies. Select Deduplicate within and across datasets to identify master records and duplicate items across and within a set of datasets based on set of master rules. You will define the datasets to be considered for deduplication and then set the rules for determining which are the master records—by the order in which your set the datasets, by item creation date, or by item modify date.
   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 () or deselect () 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. Select the Master Records to compare against.

   NOTE: This page displays only if you selected to compare against master records.

   Select datasets to be considered as the master records. Identical items in non-selected datasets will be considered duplicates of those in selected datasets.

   Click NEXT.

6. Select the datasets to include in the deduplication process.

   - If you selected Compare against master records, the list of available datasets includes all datasets within the workspace except any selected as master records or datasets generated from Research.

     Select the datasets to you want to compare against those master records. If a data item exists in a selected dataset and in an master record dataset, the data item in this dataset is considered the duplicate.

   - If you selected Deduplicate within and across datasets, the list of available datasets includes all datasets within the workspace except datasets generated from Research and any selected if you are also comparing against master records.

     Select the datasets to include in the deduplication process. You will set the rule for determining duplicates within and across the selected datasets in the next step.

7. Set the Master Rules.

   NOTE: This page does not display if you did not select to deduplicate across and within datasets.

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

   - Select Dataset to determine the master item based on dataset priority.

     Set the order for which datasets are compared. If an identical item is encountered in multiple datsets, the item in the lowest ranked dataset is considered a duplicate of the item in highest ranked dataset.

     To set the order of the datasets

     Do one or more of the following:

     - Click the up arrow on the move button to move the dataset up one level.

     - Click the down arrow on the move button to move the dataset down one level.

     - Click and hold the center portion of the move button and then drag the dataset card up or down to the desired location.

   - 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.

8. Review the summary information and then click FINISH.

   The new task workbook is created and the deduplication process starts.

### Random Sampling

With random sampling, you can gather a percentage of your data into a workbook for review and then, based on that review, determine where you may have sensitive data.

Random sampling example

You sample 5% of each of your SharePoint and File System datasets in North America. Based on a review of the data gathered from that sampling, you see that you have a significant amount of personal information in your SharePoint datasets, but nothing in your File System datasets. You can now focus your time and resources on the SharePoint datasets to ensure this personal information is properly secured.

To create a random sampling task workbook

1. On the workspace Overview page, click the WORKBOOKS tab.

2. Click NEW WORKBOOK.

   TIP: If no workbooks exist in this workspace, click Create a New Workbook.

   The New Workbook dialog opens.

3. Complete the general options for the new workbook.

   Option | Description
   --- | ---
   Template | Select whether to base this workbook on a defined template. To define the workbook from scratch, select No Templage. To define the workbook from a template, select the desired template from the list. The values defined for options in the template are prepopulated in this dialog. You can edit these values if desired. Default: No Template; ensure the desired option is selected.
   Category | Select the desired category to apply to this workbook. Default: No Template, or the category defined as part of the selected workbook template.
   Type | Click Random Sampling Task Workbook.
   Workbook Prefix | Type a unique, meaningful prefix for the task workbook name. The defined prefix is followed by the dataset name to create the workbook name, <prefix><datasetName>. Limits: Maximum 10 characters. NOTE: Duplicate workbook names are not allowed within the same workspace. If the original dataset name plus the prefix exceeds 50 characters, the dataset name as part of the workbook name is truncated to bring the workbook name down to 50 characters.
   Description | Type a meaningful description for the workbook. Limits: Maximum 250 characters.

   Click NEXT.

4. Set the sampling rate for each dataset within the workspace. Each dataset defaults to 10%.

   TIP: For datasets that contain few documents, the number of documents sampled may not be the exact percentage. The more documents in the dataset, the more accurately the number of sampled documents represents the percentage defined.

   - To set the sampling percentage rate, click and drag the slider to the desired percentage.

     As you move the slider, the estimated number of documents, out of the total number of documents in the dataset, displays.

   - If you have more than one dataset and do not want to sample all of them, set the sampling rate percentage to 0% (all the way to the left) for datasets you do not want to sample.

   Click NEXT.

5. Review the summary information and then click FINISH.

   A new workbook is created for each dataset with a sampling rate set at 1% or greater.

Copyright 2019-2026 Open Text
Version 26.3.0 | Last updated July 2026
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