File Analysis Suite 3.7.0 Manage Help Center

# Action ribbon

The action ribbon displays above the document list and allows you to take various actions related to the current list of documents.

- 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.

- 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

  1. When viewing a document list, do one of the following.

     - To add all documents in the list to a workbook, click Manage > Add all to Workbook in the action ribbon.

     - 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.

  2. Do one of the following:

     - To add the documents to an existing workbook, select the desired workbook from the list of workbooks.

     - To add a new static workbook, click NEW WORKBOOK.

       1. Enter identifying information for the workbook.

       2. Click CREATE.

          The new static workbook is created and is selected in the list of workbooks.

  3. Click ADD.

     The documents are added to the selected workbook.

  To apply a hold to documents in the document list

  1. When viewing a document list, do one of the following.

     - To add all documents in the list to a workbook, click Manage > Add all to Hold in the action ribbon.

     - 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.

  2. Do one of the following:

     - To apply an existing hold, click the desired hold name. Only active holds display.

     - To create a new hold, click NEW HOLD.

       1. 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.

       2. Click CREATE.

          The new hold is created and now displays in the list of holds.

       3. Click the name of the new hold to select it.

  3. Click APPLY.

     The hold is applied to the items in the current document list.

- 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.

- 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 ().

  - 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. The difference is that the record date for email items is the sent date.

    - 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, earliest (oldest first). Similar to the Modify Date, the record date is the last modified date for the item itself. The difference is that the record date for email items is the sent 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.

- From the View by menu, you can choose to show items, documents, or conversations.

  - 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.

- 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.

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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: Action ribbon

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