Manage workbook activity

Once you have a workbook that includes documents, you can begin to further refine your workbook contents, and take action on documents within the workbook.

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.

From the workbook page (list of workbooks) within a workspace, you can view the list of workbooks and perform various actions.

  • Directly from the workbooks page, you can:

    • Filter the list of workbooks to show only those workbooks assigned to the category selected in the Category panel. For more information about categories, see. Categories

    • Find a specific workbook based on the workbook name you type in the Find Workbooks search field.

    • Export all documents within the workbook to a defined location.

      Click or hover over the row for a workbook and then click the export icon (export icon). For more information about exports, see Exports.

    • Go directly to the list of documents associated with a workbook.

      Click or hover over the row for a workbook and then click the view content icon (view content icon).

  • From the ACTIVITY tab of the detail panel for the selected workbook, you can perform file analysis and take action on documents within the workbook.

    TIP: To open the workbook detail panel, click the row for the workbook and then click the open detail panel icon (open detail panel icon).

    The file analysis actions can be combined and performed in one action.

    • Index content (index content icon) for all documents within the workbook that were originally processed for metadata only. These documents are reprocessed and their content is added to the index.

    • Perform OCR (optcial character recognition icon) on documents within the workbook. Optical character recognition is performed on image file types defined by the repository from which the document originated.

    • Enrich (enrich icon) all documents within the workbook to identify specific information. Enrichment is based on a word, phrase, or block of information managed by grammars and entities defined in Connect. By enriching documents, the defined value for an identified entity is added to the index.

      TIP: For information about the built-in entities, see Built-in grammars and entities.

    The file actions can be performed individually and can be canceled before completion.

    • Collect (collect icon) all documents within the workbook. Documents that were originally only indexed will be collected.

    • Place all documents within the workbook on hold (hold icon). All of the documents in a workbook are put on hold at the time you apply the hold. All families associated with the workbook documents are included in the hold.

    • Send all documents within the workbook to a specific destination on a target (send to target icon) defined in Connect. This action cannot be taken against a dynamic workbook. Any documents not previously collected, may be collected before being sent to the defined target based on whether the source repository and the target are managed by the same agent cluster—this is automatic and does not require you to take additional action.

    • Protect (protect icon) all documents within the workbook. This action can be taken on static and query workbooks.

      NOTE: Only file types supported by your file protection application will be protected.

    • Delete (delete icon) all documents within the workbook from the source. This action cannot be taken against a dynamic workbook.

      CAUTION: This action deletes the documents from the source from which they were originally processed and cannot be undone.

    • Initiate custom actions, if available for the workbook. Custom actions names and icons vary by action.

    • View the recent history for actions taken on the workbook, including the status of an action request or workbook task, such as deduplication.

    • Cancel a requested action while it is in progress.