Document detail

NOTE: The document detail panel is not available if you are viewing the document list in the Grid view () or you do not have permission to view document detail.

The document detail panel lets you see detailed information about the document currently selected in the document list. You can see information about certain processing that has taken place, tags that have been applied, and the full metadata for the selected document.

With the desired document selected in the document list in either List view () or Detailed view (), click the tabs within the document detail panel to view the additional information.

  • Click the data analysis tab () to view the risk score, associated reporting groups, and grammar rules found in documents for which grammars have been extracted.

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

    • Expand associated reporting groups to view the related tags and weighted labels.

    • Expand the grammar classes and types to view grammar rules found in the selected document. Values for grammar rules are found when a document has had grammar rule values extracted; the document displays the grammars extracted icon (grammar values extracted icon) in the document list. For more information, see View grammar rules found in a document.

  • Click the tags tab () to view any static tags applied to the selected document. Tags can be applied to collected and content stored documents. For more information, see Apply tags to documents.

  • Click the metadata tab () to view available metadata for the selected document, including any warnings or errors encountered during processing. You can also view the types of processing performed during the initial processing of the document, such as whether the content of the document was stored or grammar rule values were extracted. The available metadata is the same for all processing methods.

Apply tags to documents

When File Analysis Suite analyzes documents, text and metadata are extracted. Tags use this metadata to categorize and search your managed documents.

Tags are created in Connect and are either applied automatically (a dynamic tag) as documents are processed, or are applied manually (a static tag) in Manage and Analyze. Once tags have been applied, you can search or filter for documents based on both dynamic and static tags.

When you apply tags to documents in Analyze, you can only choose from tags that were designated as static tags.

If multiple documents are selected in the document list, static tags applied to all of the selected documents display a blue background in the tag tab of the document detail panel; tags applied to at least one of the selected documents (but not all) display a gray background.

  1. From the document list in a view that includes the document detail panel, select the documents to which you want to apply tags.

    Use shift+click to select consecutive documents; use ctrl+click to select non-consecutive documents.

  2. In either the List view (list view icon) or Detailed view (detail view icon), click the tag tab (tag tab icon) in the document detail panel.

    • In the Assigned Static Tags section, you can see any static tags applied to at least one of the selected documents.

    • If static tags exist, you can see the names of the available static TAGS.

    • If you have recently tagged documents, click RECENT TAGS to view the recently viewed static tags.

    • If you have many static tags, you can enter the name of the desired tag in the Find Tags field.

  3. From either the TAGS or RECENT TAGS lists, hover over the blank tag icon (blank tag icon) next to name of the tag you want to apply to the selected documents. When you hover over the blank tag icon, the icon changes to an add tag icon (add tag icon); click the add tag icon to apply the tag to the selected documents.

    The tag is applied to the selected documents and the tag name is displayed in the Assigned Static Tags section of the open detail panel. In the TAGS and RECENT TAGS lists, the applied tags now display a tag icon with a check mark (applied tag icon).

  1. From the document list, select the documents you want to remove tags from.

    Use shift+click to select consecutive documents; use ctrl+click to select non-consecutive documents.

  2. In either the List view (list view icon) or Detailed view (detail view icon), click the tag tab (tag tab icon) in the document detail panel..

    If static tags are applied to any of the selected documents, the tag names display in the Assign Static Tags section.

  3. Click the X next to the tag name you want to remove from the selected documents.

    The tag is removed from all of the selected documents.

View grammar rules found in a document

From the data analysis tab (data analysis tab icon) of the document detail panel, you can view a list of grammar classes and rules found in the selected document. As you select grammar rule from the list, the content identified by the grammar value is highlighted in the document view panel. The number of values for each grammar class or rule displays next to the grammar class or rule name. This number is the total number of values identified in the document and any attachments.

TIP: If your document list view is a result of a search that included a keyword search, the highlight color for grammar rule identification is a different color than the highlight color used to identify found keywords in collected documents.

To view the identified grammar rules, select a document from the document list in either the List view (list view icon) or Detailed view (detailed view icon), and then click the Data Analysis tab (data analysis tab icon) in the document detail panel.

  • Click a grammar class or rule row to focus the grammar rules list on the grammar class or rule. At this point, content is not yet highlighted in the document view.

  • Expand a grammar rule to view the grammar values found in the document.

  • Hover over a grammar class or rule and then click the associated check mark (). This action selects the grammar class or rule and the associated values are highlighted in the document view panel.

    • If you select a grammar class, all values for all grammar rules within the class are selected in the grammar rules list and are highlighted in the document view panel. If not the first selected grammar class in the list, a black check mark displays instead of the orange check mark

    • If you select a grammar rule, all values for the rule are selected in the grammar rules list and are highlighted in the document view panel.

    • If you select an individual grammar value, the value is selected in the grammar rules list and is highlighted in the document view panel.

    • A dark or light orange check mark (dark orange check mark or light orange check mark) displays next to the selected grammar classes, rules, and values in focus.

      • A dark orange check mark at the in-focus grammar class level indicates that all values for all grammar rules within the class are selected.

      • A dark orange check mark at the in-focus grammar rule level indicates that all grammar values for the rule are selected.

      • A dark orange check mark at the grammar value level indicates that the grammar rule is selected and currently in focus. In addition to being highlighted, this grammar value also has a red box around the value in the document view panel.

      • A light orange check mark at the in-focus grammar class level indicates that only some of the grammar rules or values within the class are selected.

      • A light orange check mark at the in-focus grammar rule level indicates that only some of the grammar values for the rule are selected.

    • A black or gray check mark (black check mark or gray check mark) displays next to selected grammar classes, rules, and values that are currently not in focus.

      • A black check mark at the grammar class level indicates that all values for all grammar rules within the class are selected.

      • A black check mark at the grammar rule level indicates that all grammar values for the rule are selected.

      • A gray check mark at the grammar class level indicates that only some of the grammar rules or values within the class are selected.

      • A gray check mark at the grammar rule level indicates that only some of the grammar values for the rule are selected.

  • A red box around a highlighted value (word or phrase) in the document view indicates the grammar value in focus.

  • To change the focus of a selected value, do one of the following:

    • Hover over a selected grammar value and then click the view icon (view icon).

    • Click the next or previous icons (blue back arrow buttonGrammar Rule 2 of 5blue next arrow button) in the grammar rule selection at the bottom of the document detail panel.

      NOTE: The grammar rule selection does not display if no grammar values are selected.

  • To deselect a grammar class, rule, or value, click the associated check mark.

    • If you deselect a grammar class, all grammar values for all grammar rules within the class are deselected in the grammar rules list and are no longer highlighted in the document view panel.

    • If you deselect a grammar rule, all grammar values for the rule are deselected in the grammar rules list and are no longer highlighted in the document view panel.

    • If you deselect an individual grammar rule, the grammar value is deselected in the grammar rules list and is no longer highlighted in the document view panel.

    TIP: If a value remains highlighted in the document view panel after you deselected it in the grammar rules list, the value is still selected for another grammar value or rule.

If you select an attachment from within the document view panel, the list of grammar rules and values remains the same. However, if the grammar value in focus (highlighted in the grammar rules list) when viewing the parent document is not in the attachment, the check mark changes to black and the grammar value is no longer highlighted in the grammar rules list in the detail panel.