Workbooks

Workbooks are the basic tools for organizing documents for review. Workbooks either contain documents that are 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 document 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. 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. Similar to a static workbook, you can continue to manually add items to this workbook as needed.

    TIP: Since the query is performed at the time the workbook is created, ensure that a data source has been created within the workspace. If there are no data sources, the query cannot return items and the workbook will be empty.

  • A dynamic query workbook () represents a set of items based on defined search criteria gathered on an ongoing basis. The search query 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.

  • A task workbook () represents a set of items gathered as a result of a specific action, such as de-duplication or random sampling. The defined action is taken on items associated with selected data sources and performed once at the time the workbook is created. View the task history on the Activity tab of the workbook detail panel. Similar to a static workbook, you can continue to manually add items to a task workbook as needed. For more information, see Task workbook.

Workbook considerations:

  • You can create a workbook based on a workbook template. When you do so, the Category, Type, and Criteria Summary are pre-populated 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 File Analysis Suite, the documents associated with the workbook are not actually deleted. The specific grouping of the documents within the workbook is deleted. The documents 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 panel () to view additional information and to initiate actions on the workbook.

  • On the GENERAL tab, view the details about the assigned category, the workbook type, and when the workbook was created and last modified and by whom. You can also view the total number of metadata-only documents, analyzed documents, collected documents, items enriched, documents on hold, items exported, documents protected, documents sent to a target, shared content, and documents deleted. Hover over the document 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 or documents related to the selected data set. The shared content metric identifies the number of documents 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, export the documents to a defined export location, or delete the workbook.

  • On the ACTIVITY tab, initiate file analysis tasks such as index non-indexed content, OCR, and data enrichment, 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.

  • On the DATA PRIVACY tab, view the weighted risk score and the tags applied to documents within the workbook.

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

Task workbook

A task workbook lets you either identify duplicate data within or across data sources or randomly sample a defined percentage of data from one or more data sources. 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. 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 a data source that is comprised of your SharePoint and File System repositories 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 repositories, but nothing in your File System repositories. You can now focus your time and resources on the SharePoint repositories to ensure this personal information is properly secured.

Once the task workbook is created, the action is taken for the selected data sources 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 panel and review the information on the Activity tab.

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