File Analysis Suite 3.8.2 Manage Help Center

# Data collection

When repositories are created in Connect, the data within those repositories was processed in one of several ways. You can initiate further processing once the data is in a workbook. The processing that has occurred directly reflects whether an individual item can be previewed in File Analysis Suite.

- If only metadata has been processed, the content of the processed items has not been processed or stored (a metadata-only item). The content of these items cannot be viewed in File Analysis Suite.

- If metadata and content have been processed but the content itself has not been stored, the content of the processed items is not in the index (an analyzed item). These items cannot be viewed in File Analysis Suite.

- If metadata and content have been processed and the content stored, a plain text version of the content was and stored in the index (a content stored item). These items can be viewed in File Analysis Suite in a simplified view (no formatting).

- If items have been collected, a copy of the file has been stored (a collected item). These items can be viewed in File Analysis Suite in a near-native view (basic formatting).

When you cannot view the content of the individual items, your ability to fully review items may be impacted. From within individual File Analysis Suite data sources, you have the option to collect items that were not previously collected when processed. During collection, items are de-duplicated to ensure that only one copy of each item is stored and tracked.

Once a collection has started, you can view the progress of the collection in the data source detail panel. You can only run one collection against a data source at any given time. If you need to run another collection, wait for the current collection to complete.

For any documents placed on hold that were not originally collected, a collection is automatically triggered at the time the hold is created. While the collection is in progress, you can view the status of the collection on the ACTIVITY view of the analysis panel on the workspace Overview page.

TIP: Once you gather documents into workbooks, you have the option to process all documents in a workbook to analyze the content (if only metadata was processed), store the content, or collect the documents.

To collect all items from a data source

1. On the workspace Overview page, click the DATA SOURCES tab of the workspace artifacts panel and then click MANAGE DATA SOURCES.

2. On the Data Sources page, click in the row for the desired data source and then open the detail panel ().

3. In the data source detail panel, click RUN COLLECTION.

4. In the confirmation dialog, click YES to confirm the action and start the collection.

   The progress of the collection displays in the detail panel. When in progress, you can also view the status of the collection on the ACTIVITY view of the analysis panel on the workspace Overview page. When completed all items associated with the data source are collected.

To collect all items in a workbook

1. On the Workbooks page within a workspace, click the row for the desired workbook and then click the open detail panel icon ().

2. In the workbook detail panel, click ACTIVITY.

   The available actions and workbook action activity history display.

3. In the FILE ACTIONS section, click Collect.

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

   The collection process begins. The collection action displays in the history on the ACTIVITY tab of the workbook detail panel.

   You can view the progress of the collection in the detail panel and in the workbook list for the workspace. While the collection is in progress, you can view the status of the collection on the ACTIVITY view of the analysis panel on the workspace Overview page

You can also cancel a collection that is in progress. Items in mid-process will complete and be collected; all further collection for this data source will stop. Once canceled, a collection cannot be restarted. You must run another collection to collect items from the data source.

To cancel a data source collection that is in progress

1. On the workspace Overview page, click the DATA SOURCES tab of the workspace artifacts panel and then click MANAGE DATA SOURCES.

2. On the Data Sources page, click the row for the desired data source and then open the detail panel icon ().

3. In the data source detail panel, click the cancel icon () for the desired in-progress collection.

4. In the confirmation dialog, click YES to confirm the action and cancel the collection.

   Items in mid-process complete, remaining items are not collected.

To cancel a workbook collection request before the action is completed

1. On the Workbooks page within a workspace, click the row for the desired workbook and then click the open detail panel icon ().

2. In the workbook detail panel, click ACTIVITY.

   CANCEL displays in place of the collection icon label; all other file actions are dimmed.

3. Click CANCEL.

   The action is canceled. The cancel action displays in the history on the ACTIVITY tab of the workbook detail panel.

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Version 3.8.2 | Last updated January 2023
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Product: File Analysis Suite 3.8.2

Topic Title: Data collection

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