File Analysis Suite 3.7.0 Manage Help Center

# Workbook templates

Workbook templates let you create workbooks based on common criteria. When you create a workbook based on a workbook template, the criteria defined in the template is prepopulated and can be edited for the new workbook as needed

You can create a static, query, or dynamic query workbook template. Each template includes all the same criteria options as the respective workbook type. The category selected as part of the workbook template is not actually created and available until a workbook is created based on the workbook template.

Manage includes default query workbook templates to gather trivial and obsolete data. You can create additional workbook templates as needed.

- The Trivial Data template is a query workbook template. When used to create a workbook, the Trivial category is created and temporary and system files processed from File System and SharePoint repositories are automatically gathered into the new workbook. By default, a workbook based on this Trivial Data workbook template is included in workspaces based on the Data Cleanup workspace template.

  You can edit the criteria in the template, including the defined file types.

- The Obsolete Data template is a query workbook template. When used to create a workbook, the Obsolete category is created and File System and items that are older than 10 years and processed from File System and SharePoint repositories are automatically gathered into the workbook. By default, a workbook based on this Obsolete Data workbook template is included in workspaces based on the Data Cleanup workspace template.

  You can edit the criteria in the template, including the desired age of matching items.

Changes you make to the options in a workbook template apply going forward and do not affect existing workbooks based on the template. A workbook template can be deleted at any time, even if workbooks exist that were based on the template.

To create a workbook template

1. From the primary navigation panel, click Configuration () > Workbook Templates.

   The Workbook Templates page opens.

2. Click NEW WORKBOOK TEMPLATE.

   The New Workbook Template dialog opens.

3. Complete the options for the new workbook template.

   Option | Description
   --- | ---
   Name | Type a unique, meaningful name for the workbook template. Limits: Maximum 50 characters.
   Description | Type a meaningful description for the workbook template. Limits: Maximum 250 characters.
   Category | Type the name for the desired category to apply to this workbook template. If the category does not exist, it is available when a workbook is created based on this template. If the category already exists, the existing category is associated with the workbook created based on this template. Category names are not case sensitive, so a category name defined as "Region01" will match an existing category name of "region01" and a new category is not created when a workbook is created based on this template.
   Type | Select whether workbooks based on this template are a Static, Query, or Dynamic Query workbook.
   Criteria Summary | Limits: Applies query or dynamic query workbook templates. Click Select to select the criteria for the workbook template. The criteria dialog opens. Click the add icon () to add the desired criteria and complete the details as applicable. Query and dynamic query workbook criteria syntax
   Field | Description | Search examples
   --- | --- | ---
   Text Keywords | Type the desired keywords. TIP: Click the add icon to add an additional keyword field. Matches all indexed text fields and content. The keyword search supports Boolean syntax, wildcards, phrases and proximity searches. NOTE: The text keyword search is ANDed with any additional options selected in the search builder. | (“company declared bankruptcy” AND "Smith and Jones") OR "ric?ard smith*"
   ANY of the following | Add one or more criterion and define the specific values to be matched. Each entry is combined with the OR operator. To add entities Click the GRAMMARS tab and expand the desired grammar. Click the desired entities. Continue to expand grammars and click entities as needed. Click ADD. The selected entities are added to the Search Builder. To add additional entities for a grammar already selected Click the list icon () for the desired grammar. Click the additional desired entities or click Select All to add all entities for the grammar. Click ADD. The selected entities are added to the Search Builder. | Create Date > By date range From <date> to <date> OR File types TXT, XLS. (“company declared bankruptcy” AND "Smith and Jones") AND Create Date > By date range From <date> to <date>
   ALL of the following | Add one or more criterion and define the specific values to be matched. Each entry is combined with the AND operator. To add entities Click the GRAMMARS tab and expand the desired grammar. Click the desired entities. Continue to expand grammars and click entities as needed. Click ADD. The selected entities are added to the Search Builder. To add additional entities for a grammar already selected Click the list icon () for the desired grammar. Click the additional desired entities or click Select All to add all entities for the grammar. Click ADD. The selected entities are added to the Search Builder. | Create Date > By date range From <date> to <date> AND File types TXT, XLS. (“company declared bankruptcy” AND "Smith and Jones") AND Create Date > By date range From <date> to <date> AND File types TXT, XLS.
   For multiple-value fields, items of each metadata type in the list are combined with the OR operator, then combined with any other metadata fields with the AND operator. | (Create Date > By date range From <date> to <date>) AND (File types TXT OR XLS) AND (Holds "myHold1" OR "Hold2") (Create Date > By date range From <date> to <date>) AND (Tags "tag01" OR "tag02") In this example, "tag01" and "tag02" are defined in a single Tags field. (Create Date > By date range From <date> to <date>) AND (Tags "tag01") AND (Tags "tag02") In this example, "tag01" and "tag02" are defined in separate Tags fields.
   NONE of the following | Add one or more criterion and define the specific values that, if matched, are excluded from the results. Each entry is combined with the OR operator. To add entities Click the GRAMMARS tab and expand the desired grammar. Click the desired entities. Continue to expand grammars and click entities as needed. Click ADD. The selected entities are added to the Search Builder. To add additional entities for a grammar already selected Click the list icon () for the desired grammar. Click the additional desired entities or click Select All to add all entities for the grammar. Click ADD. The selected entities are added to the Search Builder. Selecting NONE of the following excludes the criteria from the search results. NOTE: When Group Attachments is selected in the filter panel, the results list may include parent items normally excluded by this selection. If an attachment meets the criteria for this selection and all other selected criteria, these parent items may be included in the results. | (“company declared bankruptcy” AND "Smith and Jones") NOT File types TXT, XLS.

4. Click CREATE.

   The new workbook template is created. The template can be used when creating a new workbook and when creating a new workspace.

To edit a workbook template

1. On the Workbook Templates page, click the name of the workbook template you want to edit.

   TIP: You can also click or hover over the row for the workbook template and then click the edit icon ().

   The Edit Workbook Template dialog opens.

2. Make the desired changes and then click OK.

   The changes to the workbook template are saved. Changes apply to workbooks based on this template going forward and do not affect previously created workbooks based on this template.

To delete a workbook template

1. On the Workbook Templates page, click or hover over the row for the workbook template you want to delete.

   Additional icons display in the right column.

2. Click the delete icon () associated with the desired workbook template.

3. In the confirmation dialog, click YES to confirm the action.

   NOTE: If this workbook template is associated with any workspace templates, it cannot be deleted.

   The workbook template is deleted. Previously created workbooks based on this template are not affected.

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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: Workbook templates

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