Document list

Once you have refined the list of documents using the filter panel, the advanced search builder, or a combination of the two, you can take a closer look at your results.

For each document, information icons display inline within the list to indicate whether it has attachments, has been collected, and has been enriched. If associated with a weighted label, a colored circle also displays inline.

Icon Description

(circles in varying colors) Is associated with a weighted label. The color reflects the color assigned to the weighted label in Connect.

If more than one weighted label is associated with the document, the color for the label with the highest weight displays.
Includes an attachment. If the file has been collected, you can click the attachment name from within the document view panel to view the contents of the attachment.
Is on hold. Holds are managed in Manage.

Has been enriched. Enriched documents include identified words, phrases, or blocks of information managed by grammars and entities defined in Connect.

From the Data Analysis tab of the document detail panel, you can select a specific entity to highlight the identified information in the content of the document. For more information, see Document detail.
Is protected. Protected documents have had security rules applied, such as encryption.
Has been sent to a target. To view the destination and target sent to, open the document detail panel for the item and then click the metadata tab ().
Metadata only has been processed, not indexed or collected. You cannot see the content of the file or any attachments or images. When you select a document for which only the metadata has been processed, the document view panel does not display.
Has been analyzed (metadata and content indexed), but not collected. You see the content of the file in the document view panel in a simplified text-only view. You cannot view any attachments or images.
Has been collected. You can see the content of the file in the document view panel in a near-native view with basic formatting. You can view images, attachments, and attachment contents. If an email, you can view the message sender and recipients.

For container files such as ZIP or archive files, a down arrow (˅) displays to let you view the contents of the container. Similarly, files within a container file display a down arrow to let you view the container file.

  1. In the document list, click the down arrow (˅) for the desired document.

  2. In the menu that opens, click the desired link.

    • If the selected document is a container file, click View contents of this file.

    • If the selected document is a child of a container file, click View container of this file.

    • If the selected document is a container file, and also a child of another container file (such as a ZIP within an archive file), both links display in the menu. Click the desired option.

    The document list refreshes. The VIEWING CONTENT OF box at the top of the filter panel displays the name of the container you selected to see the contents of (view contents of this file) or of the container that included the document you selected (view container of this file).

When viewing the document list in the detail view, the document list includes the subject/title, record date, file size and information icons. You can click a document in the list to open the document view panel and review the document contents. When viewing the document list in the grid view, the document list includes the information icons, subject/title, record date, file size, repository from which the document originated, and the file path to the repository. The document view panel is not available in the grid view.

You can sort the current document list, change the document grouping view, save all or selected documents in the document list to a new workspace, and even export the document list and metadata to a CSV file to review offline.

Sort the document list

Sorting the document list does not change the contents of the document list, just the order in which the documents are displayed. By default, the list is sorted by record date, with the most recent first. You can combine the sort order and the document grouping as desired.

With the desired document list in view, do one of the following:

  • If viewing the detail view, click Sort by in the action ribbon above the document list and select the desired sort order.

    • Record Date (latest) sorts the documents 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, but also applies to email items.

      • For file items, this would be the last modified (saved) date.

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

    • Record Date (earliest) sorts the documents in ascending order by date, oldest first. The record date is the last accessed date.

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

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

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

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

  • If viewing the grid view, click the Subject/Title or Record Date column headers in the document list to sort by the specific column information in either ascending () or descending () order.

Change the document grouping

By default, the document list shows documents that match your search. You can choose to view the individual items, or even the entire conversation related to your search. You can combine the document grouping and the sort order as desired.

  1. With the desired document list in view, click View by in the action ribbon above the document list.

  2. Select the desired grouping.

    • Items shows only individual files that match the filer and search criteria.

    • Documents 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 document view panel.

    • Conversations, similar to Documents in concept, shows the originally processed source files that match the filter and search criteria, but also shows additional emails in the conversation thread (original message and responses). The email conversations display in the document list with a visual bracket for easy identification. While conversations apply to email messages, documents and individual items that match the filter and search criteria still display in the document list.

Save documents to a workspace

You can save the documents in the current document list to a new or existing workspace for further review in Manage. You have the option to create the workspace from all documents or only selected documents. The documents are associated with a designated data source in the workspace.

TIP: To see these options, you muse have permission to create data sources and workspaces in Manage.

  1. With the desired document list in view, do one of the following.

    • To create a workspace from all documents in the list, click Manage > Create Workspace from all in the action ribbon above the document list.

    • To create a workspace from selected documents in the list, select the desired documents and then click Manage > Create Workspace from selected in the action ribbon above the document list.

      TIP: To select multiple documents, use shift+click to select consecutive documents or ctrl+click to select non-consecturive documents.

    The New Workspace dialog opens to the General page.

  2. Complete the General options for the new workspace.

    Option Description
    Name

    Type a unique, meaningful name for the workspace.

    Limits: Maximum 50 characters.

    Template

    Select whether to base this workspace on a defined template.

    • To define the workspace from scratch, select None.

    • To define the workspace from a template, select the desired template from the list. The values defined for options in the template are pre-populated in this dialog. You can edit these values if desired.

      TIP: Before using the Data Cleanup template, ensure the desired data source is associated with the template. If no data source is defined in the template, the included workbooks will be empty.

    NOTE: This option defaults to the selection you made the last time you created a workspace. Make sure the desired option is selected.
    Workspace ID

    (Optional) Type an ID for your workspace.

    For example, you can enter a code representing the workspace in another application, or some other useful identifier.
    Description

    (Optional) Type a meaningful description for the new workspace.

    Limits: Maximum 250 characters.
    Workspace open date

    Select the date to designate as the open date for this workspace.

    Defaults to the current date.

    Workspace due date Select the date to designate as the date all work for the workspace is due to be completed.
    Enforce Policy Review

    Select whether to enforce a review of delete and send to target actions taken against documents in workbooks within this workspace.

    • If selected, all requests within this workspace 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 within this workspace to delete documents from a workbook or send documents within a workbook to a target will be processed without further review.

    Click NEXT.

  3. Define the security options for the new workspace.

    Option Description
    Workspace owner

    Type the user name of the user to be the owner of the new workspace.

    Defaults to the user you are logged in as.

    NOTE: There can only be one user assigned to a workspace as its workspace owner.

    If you select a user other than the account you are currently logged in as, the user you are logged in as will not be able to access this workspace unless you add the user you are logged in as to the list of users and groups for this workspace (next step).
    List of Users/Groups

    Define the users and groups to have permissions for this workspace.

    IMPORTANT: To create data sources and workbooks, and to add data to the workbooks, you must assign at least one user with the permissions to perform these tasks. The workspace owner does not automatically have these permissions.

    1. In the Enter name or email address box, begin typing 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.

    2. Select a role to assign to the user or group from the Select Role list.

      The default workspace roles are as follows:

      • Document Review

      • Full control

      • Manage

      • Review

      • Search only

      NOTE: Your File Analysis Suite environment may have additional roles available. These roles are managed in the Administration UI.

    3. 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 ().

  4. Click FINISH.

    The new workspace is created and you are redirected to the CONTENT page of the new workbook in Manage. The documents are added to the new workspace. The Research Data Source data source is associated with the Research repository within the new workspace.

  1. With the desired document list in view, do one of the following.

    • To create a workspace from all documents in the list, click Manage > Add all to Workspace in the action ribbon above the document list.

    • To create a workspace from selected documents in the list, select the desired documents and then click Manage > Add selected to Workspace in the action ribbon above the document list.

      TIP: To select multiple documents, use shift+click to select consecutive documents or ctrl+click to select non-consecturive documents.

    The Add Selected to Workspace dialog opens.

  2. Complete the details for the workspace.

    Option Description
    Select a Workspace Select the workspace to add the documents to.
    Data Source Name Type a unique and meaningful name for a data source to represent the source of this data set
    Data Source Description Type a meaningful description for the data source.

  3. Click ADD.

    The documents are added to the selected workspace. The defined data source is associated with the Research repository within the selected workspace.

Export to a CSV file

You can export information about documents in a current document list to a CSV file for review offline.

Many meta data fields are available for inclusion in the CSV, however a limited number of fields are included by default. You have the option to include or exclude any available field.

Field Included by default Description
Archive Date no

Defines the date that the document was collected by File Analysis Suite.

BCC no

Defines the blind carbon copied (Bcc) recipients of the email item.

NOTE: Depending on how the items were processed, this information may not be present. For example, in PST files, Bcc information is available for outgoing messages, but not for incoming messages.

Applies to email items.
Categories no Defines categories associated with the item.
CC no

Defines carbon copied (Cc) recipients of the email item.

Applies to email items.
Collection Status no

Defines the current processing/collection status of the item.

A status of Metadata means only the metadata has been indexed. The content of the document has not been indexed or collected.

A status of Content means the contents have been indexed, but the document itself has not been collected.

A status of Collected means that the contents have been indexed and the document has been collected.
Create Date no Defines the original creation date of the item.
Data Sources no Defines the data sources associated with the item.
Enrichment Status no Specifies whether the item has been enriched.
Errors no Defines any errors associated with the item.
Export Locations no Defines any export locations associated with the item.
Extraction Type no Defines the type of extraction performed on the item.
Family BCC no

Defines the blind carbon copied (Bcc) recipients of the email parent document if the item is an attachment to an email.

Applies to email items.
Family CC no

Defines the carbon copied (Cc) recipients of the email parent document if the item is an attachment to an email.

Applies to email items.
Family From no

Defines the author of the email parent document if this item is an attachment to an email.

Applies to email items.
Family Reply To no

Defines the "reply to" email address for the parent document if the item is an attachment to an email. 

Applies to email items.
Family Sender no

Defines the distributor of the email parent document if the item is an attachment to an email. This can differ from the Family From value if, for example, an application distributed the parent email instead of an individual.

Applies to email items.
Family To no

Defines the primary recipients for the email parent document if the item is an attachment to an email.

Applies to email items.
File Extension no Defines the file extension of the document (such as .pdf, .msg, .docx)
File Name no Defines the full name of the file, including the file extension.
File Path yes

Defines the original path of the document. This is the location from where the document was processed.

Applies to non-email items.
File Size yes

Defines the size, in bytes, of the document, including attachments.
File Type yes Defines the file type of the document (such as PDF, email message, Word document).
First Processed Date no Defines the date that the document was initially processed by File Analysis Suite. This date may differ from the Archive Date if the document was not collected during initial processing.
From yes

Defines the author of the email item. This can differ from the Sender if, for example, the Sender is an application that distributed the item.

Applies to email items.
Grammar Entities no Defines any grammars and entities associated with the item.
Has Attachments yes Specifies whether the document has attachments.
Hash no Defines the hash value of the item.
Holds no Defines any holds associated with the item.
ID no Defines the unique File Analysis Suite internal ID of the document.
Last Processed Date no Defines the date that the document was last processed by File Analysis Suite. This date may differ from the First Processed Date or Archive Date if the document has been reprocessed in any way.
Modify Date no

Defines the last modified date for the document itself.
Protection Status no Defines whether the document has been protected.
Record Date yes

Similar to the Modify Date in that this defines the last modified date for the item itself, but also applies to email items.

  • For file items, this would be the last modified (saved) date.

  • For email items, this would be the sent date.
Reply To no

Defines the "reply to" email address for the item.

Applies to email items.
Reporting Groups no Defines any tag reporting groups associated with the item.
Repository yes Defines the name of the repository associated with the item.
Repository Type no Defines the type of repository in File Analysis Suite to which the item belongs.
Sender no

Defines the distributor of the email item. This can differ from the From value if, for example, an application distributed the item instead of an individual.

Applies to email items.
Sent to Targets no Defines the destination and targets the document was sent to, in the format destination (target). For any documents that have not been sent to a target, the cell in the CSV file will be blank.
Source no Defines the name of the source associated with the item.
Subject/Title yes Defines the subject of an email item or the title of a document.
Tags no Defines any tags associated with the item.
Thread ID no

Defines the unique File Analysis Suite internal ID of email threads. All items in the thread have the same Thread ID.

Applies to email items.
To yes

Defines the primary recipients for the email item.

Applies to email items.
Warnings no Defines any warnings associated with the item.
Weighted Labels no Defines any weighted labels associated with the item.
Workbooks no Defines any workbooks associated with the item.
Workspace no Defines any workspaces associated with the item.

TIP: Dates are presented in GMT (Greenwich Mean Time).

  1. With the desired document list in view, do one of the following.

    • To export all documents in the list to a CSV, click Export > Export all to CSV in the action ribbon above the document list.

    • To export selected documents in the list to a CSV, select the desired documents and then click Export > Export selected to CSV in the action ribbon above the document list.

      TIP: To select multiple documents, use shift+click to select consecutive documents or ctrl+click to select non-consecturive documents.

    The Export Results to CSV dialog box opens.

  2. Select and set the order of the fields you want included in the CSV.

    Several fields are selected by default and display in the SELECTED FIELDS section.

    1. Hover over the desired field in the SELECTED FIELD section and then do one of the following:

      • Click either the up or down arrow in the corresponding change icon ().

      • Click and drag the field to the desired placement in the list of fields.

    2. Repeat as necessary to set the desired field order.

    1. In the AVAILABLE FIELD section, hover over the field you want to add and then click the add icon ().

      The field is added to the end of the SELECTED FIELDS section.

    2. Set the order for the newly added field.

    1. Hover over the desired field in the SELECTED FIELDS section.

    2. Click the corresponding remove icon, ().

  3. Click EXPORT.

    The CSV is generated and displays as a download as appropriate for the browser you are using.

    Open the downloaded file to view the exported information.