Document view
When viewing the documents within a workspace, workbook, or hold, you will see the action ribbon, filter panel, and document list.
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.
Similar to viewing documents in Analyze, you can see whether a document has been collected, enriched, or tagged. View the full metadata, assigned tag reporting groups, and entities found within the document. You can also download individual documents for viewing offline.
You can view documents in several presentations. The view you select determines the initial information that is available in the document list and any additional panels. Your last selected view persists until you make a different selection. The activity ribbon and filter panel are present in all views.
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The Grid view (
) includes the document list, but displays different information than the document list in the list view. In this view, you cannot see the content of the selected document and the document detail panel is not available.
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The List view (
) includes the document list and either the document view panel or the document detail panel.
Click the list view button, then click the desired option—content or metadata. Choose content to show the document content view panel. Choose metadata to show the document detail panel, which includes data analysis, tag information and actions, and metadata information.
TIP: If you do not have permission to preview the content of individual items or the selected document has been protected, you will not be able to select the content view.
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The Detailed view (
) includes the document list, the document view panel, and the document detail panel. In this view, you can see the content of the selected document, if available. The detail panel includes data analysis, tag information and actions, and metadata information.
TIP: If you do not have permission to preview the content of individual items, you cannot view the document view panel and therefore the Detailed view is not selectable.
Action ribbon
The action ribbon displays above the document list and allows you to take various actions related to the current list of documents.
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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 document list for a dynamic query workbook and have further refined the list using criteria from the filter panel, the Save option in the Search menu is disabled as this would alter the contents of the workbook.
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From the Manage menu (
), you can add all or some documents in the list to another workbook or to a hold. For more information about workbooks, see Workbooks; for holds, see Holds
To add documents in the document list to a static, query, or task workbook using the action menu-
When viewing a document list, do one of the following.
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To add all documents in the list to a workbook, click Manage
> Add all to Workbook in the action ribbon.
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To add selected documents in the list to a workbook, select the desired documents and then click Manage
> Add selected to Workbook in the action ribbon.
TIP: To select multiple documents, use shift+click to select consecutive documents or ctrl+click to select non-consecutive documents.
The Add to Workbook dialog box opens.
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Do one of the following:
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To add the documents to an existing workbook, select the desired workbook from the list of workbooks.
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To add a new static workbook, click NEW WORKBOOK.
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Enter identifying information for the workbook.
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Click CREATE.
The new static workbook is created and is selected in the list of workbooks.
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Click ADD.
The documents are added to the selected workbook.
To apply a hold to documents in the document list-
When viewing a document list, do one of the following.
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To add all documents in the list to a workbook, click Manage
> Add all to Hold in the action ribbon.
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To add selected documents in the list to a workbook, select the desired documents and then click Manage
> Add selected to Hold in the action ribbon.
TIP: To select multiple documents, use shift+click to select consecutive documents or ctrl+click to select non-consecutive documents.
The Add Items to a Hold dialog opens.
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Do one of the following:
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To apply an existing hold, click the desired hold name. Only active holds display.
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To create a new hold, click NEW HOLD.
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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.
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Click CREATE.
The new hold is created and now displays in the list of holds.
- Click the name of the new hold to select it.
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Click APPLY.
The hold is applied to the items in the current document list.
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From the Export menu (
), you can save the current document 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 document list.
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From the Sort by menu, you can sort the current document list by date, or by message sender.
NOTE: The Sort by menu display only in the detail view ().
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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.
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For file items, this would be the last modified (saved) date.
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For email items, this would be the sent date.
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Record Date (earliest) sorts the documents in ascending order by date, oldest first. The record date is the last accessed date.
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Subject/Title (ascending) sorts the documents alphabetically, A-Z, by the subject of an email item or the title of a document.
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Subject/Title (descending) sorts the documents alphabetically, Z-A, by the subject of an email item or the title of a document.
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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.
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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.
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From the View by menu, you can choose to show items, documents, or conversations.
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Items shows only individual files that match the filer and search criteria.
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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.
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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.
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From the Sample menu (
) select the percentage of the items in the document list to randomly sample. Click the menu icon, use the slider to set the desired percentage, and then click Apply. The document list refreshes and displays the selected percentage of items that were in the previous document list.
TIP: For document lists that contain few documents, the number of documents sampled may not be the exact percentage. The more documents in the document list, the more accurately the number of sampled documents represents the percentage defined.
NOTE: You cannot sample a document list that is the contents of a random sampling task workbook because the context of the duplicate within a workbook is no longer present. In this scenario, the sample menu icon is dimmed.
Filter panel
The filter panel lets you search for items that match specific criteria. The VIEWING CONTENTS OF box at the top of the filter panel identifies the workspace, workbook, or search criteria that defines the documents in the document list. If viewing anything other than the full list of documents within the workspace, click the X to restore the view to all documents within the workspace.
For more information about filter searches, see Filter search.
Document list
The document list displays all documents related to your current view (workspace, workbook, search). As you make selections in the filter panel, the document list updates to reflect your selections. When you conduct an advanced search, the document list displays the documents that meet your selected criteria.
For each document, information icons display inline within the list to indicate whether it has attachments, has been collected, is on hold, and has been enriched. If associated with a weighted label, a colored circle also displays inline.
Icon | Description |
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(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. |
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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. |
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Is on hold. Holds are managed at the workspace level. |
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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 ( |
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Is protected. Protected documents have had security rules applied, such as encryption. |
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Has been sent to a target. From the metadata tab ( |
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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. |
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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. |
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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.
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In the document list, click the down arrow (˅) for the desired document.
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In the menu that opens, click the desired link.
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If the selected document is a container file, click View contents of this file.
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If the selected document is a child of a container file, click View container of this file.
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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).
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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.
Document view panel
The document view panel displays the contents of the document currently selected in the document list. The document view you see depends on how the document was processed.
TIP: The document view panel is not available if you are viewing the document list in the grid view (), the document has been protected, or you do not have permission to preview the content of individual items.
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If the document was collected (
), you can see a near-native view or a plain text view of the document. At the top of the document view panel, toggle between the near-native (content view,
) or the plain text view (
).
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The near-native view includes the document title or email subject line, email sender and recipient information if applicable, and a near-native view of the document content. You can see inline images and attachments. Due to the nature of some file types, such as ZIP files, a preview is not available Manage—download these files to view outside of the application.
Hyperlinks within the document body that are linked to external resources are active. The exception is a link that refers to a place within the external resource (an anchor tag). To follow an active link, press Ctrl+Click.
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The text view includes the document title or email subject line and an simple text-only view of the document content. You cannot view inline images or attachments. If the item is an image file, you will see only the TEXT VIEW indicator at the top of the document body. No further information can be seen in the document view. If desired, you can collect individual documents from within the context of a workspace or workbook.
If the document is an image and OCR (optical character recognition) has been performed, you will see the text that was extracted and a message that the text is OCR Text Content.
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If the document was analyzed (
)—metadata and content processed and indexed but not collected—you will see a plain text view of the document. The text view includes the document title or email subject line and an simple text-only view of the document content. You cannot view inline images or attachments. If the item is an image file, you will see only the TEXT VIEW indicator at the top of the document body. No further information can be seen in the document view. If desired, you can collect individual documents from within the context of a workspace or workbook.
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If only the document metadata was processed (
), you will not see a preview of the document content and the document view panel does not show when the document is selected.
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If the document has been protected (
), you will not see a preview of the document content and the document view panel does not show when the document is selected. Protected documents cannot be downloaded.
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If a document was analyzed or collected prior to being protected, protecting removes the indexed content and collected copy from File Analysis Suite. Protecting also removes previous enrichment details.
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If a document was placed on hold prior to being protected, the indexed content or collected copy remain in tact, but only accessible by export from the context of the hold.
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In the document list, click the desired document.
The document content displays in the document view panel.
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In the document view panel, click the name of the attachment. The attachment is shown beneath either the document name or the email recipients, as applicable.
The attachment content displays in the document view panel.
TIP: To return to the view of the parent document, click the original document name or email subject line.
TIP: You must have explicit permission to download documents.
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In the document list, click the desired document.
The document content displays in the document view panel.
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In the document view panel, click the download icon (
) to the far right of the document name or email subject line, as applicable.
The download displays as appropriate for the browser you are using.
TIP: To return to the view of the parent document, click the original document name or email subject line.
If a warning or error was encountered during processing, you will see a warning icon () or error icon (
), as applicable, at the top of the document view panel. Hover over the icon to see the error or warning message. Switch to the List view (
) > Metadata view, or the Detailed view (
), and then click the metadata tab (
) to view the full details of the error or warning. If a document has both errors and warnings, you will see the error icon and details for all errors and warnings are available on the metadata tab.
In addition to using the document list to move from one document to the next, you can use the document navigation in the action ribbon to move to the next or previous document (Document 2 of 89
).
Document detail panel
The document detail panel displays pertinent data analysis, applied tags, and metadata for the document currently selected in the document list. The document detail panel is available as an option in the List view () and is included in the Detailed view (
).
With the desired document selected in the document list, click the tabs within the detail panel to view the additional information.
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Click the data analysis tab (
) to view the risk score, associated reporting groups, and entities found in enriched documents.
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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.
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Expand associated reporting groups to view the related tags and weighted labels.
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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.
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Click the workbooks tab (
) to view the static workbooks associated with the selected document. For more information about workbooks, see Workbooks
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Click the tags tab (
) to view any static tags applied to the selected document. For more information about tags and applying tags to documents, see Tags.
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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.
When viewing the contents of a deduplication task workbook, you will also see a Document Deduplication section.
NOTE: This section does not display if you are viewing an item outside of the context of a deduplication task workbook.
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An entry for Duplicate of Official Record in indicates that the selected item is a duplicate of another item in the identified data source.
To view the document that is the official record, click the link for the identified data source. The document opens in the Content view in a new tab.
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An entry for Duplicate of Master Document indicates that the selected items is a duplicate of the master document with the identified Document ID.
To view the details of the master document, click the link for the identified Document ID. The details of the master document open in a pop-up window.
TIP: If the identified Document ID link is the same as the Document ID for the selected item, the selected item is the master document.
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Click the View All Copies link to display all copies and the master or official record in the document list. Any previously selected filters are cleared and the Viewing Content Of field in the filter panel displays "View all copies of <master/official record file name>". Click the back button (<) next to this field to return to workbook contents.
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