File Analysis Suite 3.7.0 Manage Help Center

# Workspace view

The individual workspace overview provides several ways to view a workspace and associated aspects of the workspace. View overview information, workbooks, or all documents within the workspace.

The summary information can be displayed in several views on the workspace overview page. To change between the chart views, click the desired view name above the chart.

- Timeline — shows the overall volume of documents in the workspace over time or the volume of documents by file type. Use the date slider to adjust the time frame. Click Content or File Types to the right of the graph to show either the volume for all documents or by file type.

  Use the timeframe selector beneath the chart to view the data for a specific timeframe You can adjust the start and end dates independently, or move the entire timeframe. To adjust the start and end dates, click and drag the control bar on either end. To move the entire timeframe, click anywhere within the selected timeframe and drag to the desired point in time.

- Tagging — shows the number of tagged and not tagged items. Analyze tagged items relative to the tags themselves (default), to protection status, or to sent to target status. Choose to display information for all reporting groups, or for a specific reporting group. Click a section of a bar chart line to view the items related to that data set.

  Example: analyze tags relative to protection status

  For a given workbook in a workspace, 73 items are tagged and 97 are not. You see these metrics when you select Tags in the Analyze by list. In the "Analyze by" list, select Protection Status. You now see that of the 73 items tagged, 3 items are protected and 70 items are not protected.

- Map — shows a breakdown of the documents in the workspace. By default, repositories and tags display, each in a separate row under the workspace row. Hover over a block in the subordinate rows to view the details; click the VIEW CONTENTS link in the pop-up window to view the items related to that block. Click a block in the subordinate rows to refocus the view on that block.

  To edit the data sets that displays in the map, click Edit in the top left corner of the graph. You can display up to three rows beneath the workspace. To select a different data set to display in a row, click the down arrow next to the name of the data set in the desired row and select another data set. To reorder the rows, click the up or down arrow of the move button in the left column of the row or click and hold the center portion of the move button and drag the row to the desired position. When completed, click Done.

- Categories — shows the volume of data across workbook categories. Choose to analyze information for each category in the workspace related to whether the items are related to a category, whether the items have been protected, whether the items have been sent to a target, or whether the items are shared across workbook categories. Click a data point on the chart to view the related workbooks for the selected category.

You can view the summary details of the workspace in the summary panel on the right side of the workspace Overview page. The metrics presented include the total number of metadata-only documents, analyzed documents, collected documents, items enriched, documents on hold, documents protected, documents sent to a target, items exported (from a workbook export), 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 a bar chart to go to the Content tab and see the list of items applicable for the bar chart you clicked.

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.

Using the cards beneath the charts, review and access data subjects, data sources, exports, collection activity, and holds.

- The DATA SUBJECTS card displays only those data subjects marked as "active".

  Numbers shown on the data subjects card represent the number of documents associated with each data subject.

  Hover over a data subject to reveal action icons.

  - Click the view document list icon () to view the documents associated with the data subject.

  - Click the view social chart icon () to view the communication flow of emails associated with the data subject. .

    NOTE: The social chart is a preview feature.

- The DATA SOURCES card displays the data sources associated with the workspace.

  Numbers shown on the DATA SOURCES card represent the total number of documents in that data source.

- The EXPORTS card displays export locations and their status. You can see the export date and the number of items exported.

- The COLLECTION ACTIVITY card displays the number of documents that have been collected directly by File Analysis Suite. You can see the data sources, holds, and workbooks that the collected documents are associated with.

  To learn more about collected documents, see Data collection.

- The HOLDS card shows only active holds, where the status is "On Hold" or "Release Failed".

  Numbers on the HOLDS card represent the number of documents on hold.

To view all documents within a workspace

1. On individual workspace overview page, click the CONTENT tab.

   A list of the workspace documents with their associated file types displays.

2. From the document list, click the item that you want to view. The item opens in the document view panel.

   For more information about viewing individual documents and actions available from the document detail panel, see Document view.

## Workspace report

You can generate a PDF report that provides a consolidated view of the workspace. The workspace report contains the following information.

NOTE: For some sections, if no information exists, the section is not included in the report.

- General information including the workspace name, workspace ID, date created, total number of documents, total number of items, and the total storage size (MB).

- Category chart showing the associated categories and the unique content compared to the content shared across workbook categories.

- Document types chart showing the document types included in the workspace.

- Tagging chart showing the number of tagged documents and the number of entities within those documents.

- Data source highlights for each data source, including the data source name, number of documents in the workspace from the data source, and the associated repository names and types.

- Data subject name, primary email address, status (active or not), and whether internal or external for each data subject associated with the workspace.

- Export location, creation date, creator (initiating user), and total number of documents for each export requested from within all workbooks.

- Hold name, number of documents on hold, hold status, responsible person, and the date the hold was created for each hold associated with the workspace.

- Workbook name, number of documents included, and date created for each workbook within the workspace, organized by assigned category.

- Metrics including the total number of metadata -only, analyzed, and collected documents, items enriched, documents protected, documents on hold, documents sent to a target, items exported (workbook export), and documents deleted. This information also displays in the summary panel on the right side of the workspace Overview page.

- Activity details per workbook, including the number of documents, initiating user, and activity date for each workbook. This information also displays in the History section on the Activity tab in the detail panel for each workbook.

To generate a workspace PDF report

1. From the workspace list page, click the name of the desired workspace.

   The individual workspace overview page opens.

2. In the workspace summary panel on the right side of the page, click REPORT.

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

   Open the downloaded file to view the report.

## Workspace audit

You can review actions taken by users in the context of a single workspace. The action is comprised of the event and the type. The event is the actual action that was taken (create, delete, view, and so on) and the type is the construct on which the action was taken (category, data source, document, workbook, and so on).

The actions available for audit review include basic actions such as viewing a workspace or document metadata (from a view that includes the document detail panel and then opening the metadata tab), as well as more advanced actions such as rejecting a request to delete a document from a workspace that includes policy enforcement. The audit information includes the date of the event, the user that took the action, the event and type, and additional details about the action. You can sort the audit list by any of this information.

Using the filter options above the audit list, you can refine the audit list by user, event, type, and date. When filtering, the audit list updates dynamically as you make selections and represents actions that match all of the selected options.

- User Name — filter for the desired user. Type their user name, email address, or first or last name. As you type, suggestions display. The suggestions are the user names of users associated with any of the information you typed. Click the desired user name to filter for that user's actions within the workspace.

  Click the X to the right of the user name to remove this filter option.

- [Events] — filter for events related to the workspace. By default, all events for the workspace display. Select the event that best defines what you are looking for. Not all events are applicable to every type. For example, there will not be any results for the Delete event in conjunction with the Workspace type because workspaces cannot be deleted (only closed).

  Click the clear filter icon () to return to displaying all events.

- [Types] — filter for types of events related to the workspace. By default, all types for the workspace display. Select the that defines what you are looking for. Similar to events, not all types are applicable for every event.

  Click the clear filter icon () to return to displaying all types.

- Date —filter for actions by date. Define the start (From) and end (To) dates to look for actions taken within a specific date range. The dates defined are included in the date range.

  - If a start date is defined without an end date, actions from the defined date to the current date are matched.

  - If an end date is defined without a start date, actions up to and including the end date are matched.

  Click the clear filter icon () to remove the date restriction.

To view audit information for a workspace

1. From the workspace list page, click the name of the desired workspace.

   The individual workspace overview page opens.

2. In the workspace summary panel on the right side of the page, click AUDIT.

   All audited actions display, sorted by descending date.

   Click the audit list column headers to sort the list; use the filter options to refine the list.

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Version 3.7.0 | Last updated May 2022
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Product: File Analysis Suite 3.7.0

Topic Title: Workspace view

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