Document detail

NOTE: The document detail panel is not available if you are viewing the document list in the Grid view () or you do not have permission to view document detail.

The document detail panel lets you see detailed information about the document currently selected in the document list. You can see information about certain processing that has taken place, tags that have been applied, and the full metadata for the selected document.

With the desired document selected in the document list in either List view () or Detailed view (), click the tabs within the document detail panel to view the additional information.

  • Click the data analysis tab () to view the risk score, associated reporting groups, and entities found in enriched documents.

    • On a scale of 0-100, the risk score represents the level of risk related to the amount of private data identified in the document. Risk is calculated based on the sensitive tags associated with the document relative to the respective weight (associated weighted labels). The higher the risk score the higher the risk.

    • Expand associated reporting groups to view the related tags and weighted labels.

    • Expand the grammars to view entities found in the selected document. Entities are found when a document has been enriched and displays the enriched icon () in the document list. For more information, see View entities found in a document.

  • Click the tags tab () to view any static tags applied to the selected document. Tags can be applied to collected and content-indexed documents. For more information, see Apply tags to documents.

  • Click the metadata tab () to view available metadata for the selected document, including any warnings or errors encountered during processing. The available metadata is the same for all processing methods.

Apply tags to documents

When File Analysis Suite analyzes documents, text and metadata are extracted. Tags use this metadata to categorize and search your managed documents.

Tags are created in Connect and are either applied automatically (a dynamic tag) as documents are processed, or are applied manually (a static tag) in Manage and Analyze. Once tags have been applied, you can search or filter for documents based on both dynamic and static tags.

When you apply tags to documents in Analyze, you can only choose from tags that were designated as static tags.

If multiple documents are selected in the document list, static tags applied to all of the selected documents display a blue background in the tag tab of the document detail panel; tags applied to at least one of the selected documents (but not all) display a gray background.

  1. From the document list in a view that includes the document detail panel, select the documents to which you want to apply tags.

    Use shift+click to select consecutive documents; use ctrl+click to select non-consecutive documents.

  2. In either the List view () or Detailed view (), click the tag tab () in the document detail panel.

    • In the Assigned Static Tags section, you can see any static tags applied to at least one of the selected documents.

    • If static tags exist, you can see the names of the available static TAGS.

    • If you have recently tagged documents, click RECENT TAGS to view the recently viewed static tags.

    • If you have many static tags, you can enter the name of the desired tag in the Find Tags field.

  3. From either the TAGS or RECENT TAGS lists, hover over the tag icon () next to name of the tag you want to apply to the selected documents. When you hover over the tag icon, a plus sign displays within the tag icon (); click the tag icon to apply the tag to the selected documents.

    The tag is applied to the selected documents and the tag name is displayed in the Assigned Static Tags section of the open detail panel. In the TAGS and RECENT TAGS lists, the applied tags now display a tag icon with a check mark ().

  1. From the document list, select the documents you want to remove tags from.

    Use shift+click to select consecutive documents; use ctrl+click to select non-consecutive documents.

  2. In either the List view () or Detailed view (), click the tag tab () in the document detail panel..

    If static tags are applied to any of the selected documents, the tag names display in the Assign Static Tags section.

  3. Click the X next to the tag name you want to remove from the selected documents.

    The tag is removed from all of the selected documents.

View entities found in a document

From the data analysis tab () of the document detail panel, you can view a list of entities found in the selected document. As you select entities from the list, the content identified by the entity is highlighted in the document view panel. The number of entity values for each grammar or entity displays next to the grammar or entity name. This number is the total number of values identified in the document and any attachments.

TIP: If your document list view is a result of a search that included a keyword search, the highlight color for entity identification is a different color than the highlight color used to identify found keywords in collected documents.

To view the entities, select a document from the document list in either the List view () or Detailed view (), and then click the Data Analysis tab () in the document detail panel.

  • Click a grammar or entity row to focus the entity list on the grammar or entity. At this point, content is not yet highlighted in the document view.

  • Expand an entity to view the list of entity values found in the document.

  • Hover over a grammar or entity and then click the associated check mark (). This action selects the grammar or entity and the associated values are highlighted in the document view panel.

    • If you select a grammar, all values for all entities within the grammar are selected in the entity list and are highlighted in the document view panel. If not the first selected grammar in the list, a black check mark displays instead of the orange check mark

    • If you select an entity, all values for the entity are selected in the entity list and are highlighted in the document view panel.

    • If you select an individual value, the value is selected in the entity list and is highlighted in the document view panel.

    • A dark or light orange check mark ( or ) displays next to the selected grammars, entities, and values in focus.

      • A dark orange check mark at the in-focus grammar level indicates that all values for all entities within the grammar are selected.

      • A dark orange check mark at the in-focus entity level indicates that all values for the entity are selected.

      • A dark orange check mark at the value level indicates that the entity is selected and currently in focus. In addition to being highlighted, this value also has a red box around the value in the document view panel.

      • A light orange check mark at the in-focus grammar level indicates that only some of the values or entities within the grammar are selected.

      • A light orange check mark at the in-focus entity level indicates that only some of the values for the entity are selected.

    • A black or gray check mark ( or ) displays next to selected grammars, entities, and values that are currently not in focus.

      • A black check mark at the grammar level indicates that all values for all entities within the grammar are selected.

      • A black check mark at the entity level indicates that all values for the entity are selected.

      • A gray check mark at the grammar level indicates that only some of the values or entities within the grammar are selected.

      • A gray check mark at the entity level indicates that only some of the values for the entity are selected.

  • A red box around a highlighted value (word or phrase) in the document view indicates the entity value in focus.

  • To change the focus of a selected value, do one of the following:

    • Hover over a selected entity value and then click the view icon ().

    • Click the next or previous icons (Entity 2 of 5) in the entity selection at the bottom of the document detail panel.

      NOTE: The entity selection does not display if no entity values are selected.

  • To deselect a grammar, entity, or value, click the associated check mark.

    • If you deselect a grammar, all values for all entities within the grammar are deselected in the entity list and are no longer highlighted in the document view panel.

    • If you deselect an entity, all values for the entity are deselected in the entity list and are no longer highlighted in the document view panel.

    • If you deselect an individual entity, the value is deselected in the entity list and is no longer highlighted in the document view panel.

    TIP: If a value remains highlighted in the document view panel after you deselected it in the entity list, the value is still selected for another entity or grammar.

If you select an attachment from within the document view panel, the list of entities and values remains the same. However, if the entity value in focus (highlighted in the entity list) when viewing the parent document is not in the attachment, the check mark changes to black and the value is no longer highlighted in the entity list in the detail panel.