File Analysis Suite 3.8.2 Manage Help Center

# Data Subjects

In File Analysis Suite, a data subject is a person associated with a document processed by the File Analysis Suite system and can be searched against. Data subjects are defined at the workspace-level.

A data subject can be involved in a document in the following ways:

- Any sender or recipient of an email, including Cc and Bcc recipients.

- Any person identified by a name found within any indexed field. The name can be found in the body of an email or its attachments or the within the content or ownership of a non-message document (such as file system or SharePoint).

- Any person identified by an email address within any indexed field. The email address can be found within the content of a non-message document.

- Any person identified as an assignee or author of a Content Manager document.

Internal data subjects are added to the system as users in Administration. Users are available for selection in a workspace as internal data subjects. External data subjects are created manually and are not users with login credentials for File Analysis Suite.

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.

Data subjects are accessed from the DATA SUBJECTS tab of the workspace artifacts panel on the workspace overview page. The artifacts panel provides a quick view of the data subjects and provides access to the Data Subjects page for more detailed information and to take action. On the Data Subjects page, use the filter above the data subject list to show all, active, or inactive data subjects. Click the data subject name to go to the Content tab and view the list of items associated with the data subject.

Open the detail panel () for a selected data subject to see whether the data subject is an internal or external user, their primary email address, and the number of documents associated with them that are on hold or have been sent to a target location.

To add a data subject to a workspace

1. On the workspace Overview page, click the DATA SUBJECTS tab of the workspace artifacts panel and then do one of the following.

   - Click NEW DATA SUBJECT.

   - Click MANAGE DATA SUBJECTS. On the resulting Data Subjects page, click NEW DATA SUBJECT.

   The New Data Subject dialog opens to the General page.

2. Specify whether the new data subject is External or Internal.

   - If External, you will define the data subject's identifiable information on the next page.

   - If Internal, type the user name of the desired data subject. As you type, suggestions display based on existing File Analysis Suite users. Click the desired data subject from the list of suggestions.

   Click NEXT.

3. Complete the data subject Identifier options as appropriate.

   Option | Description
   --- | ---
   Active | Specify whether this data subject is active.
   First name | Type the first name of the new data subject. If this is an internal data subject, this field is pre-populated.
   Last name | Type the last name of the new data subject. If this is an internal data subject, this field is pre-populated.
   Primary email | Type the primary email address associated with the new data subject. If this is an internal data subject, this field is pre-populated.
   Secondary emails | Type another email address associated with the new data subject. To add more email addresses, click ADD and then type another email address. Continue to add email addresses as appropriate.

   Click NEXT.

4. Complete any optional criteria for the new data subject.

   To add criteria to further identify the data subject, click the add icon () and complete the details as desired.

5. Click FINISH.

   The data subject is added to the workspace.

To edit a data subject associated with a specific workspace

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

2. On the Data Subjects page, hover over or click the row for the desired data subject and then click the edit icon ().

   TIP: You can also click in the row for the desired data subject, open the detail panel (), and then click EDIT.

   The Edit Data Subjects dialog opens.

3. Edit the Identifiers and Optional Criteria as desired.

   Click NEXT.

   The data subject is updated.

To view documents in a workspace associated with a specific data subject

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

2. On the Data Subjects page, do one of the following.

   - To view all documents associated with a data subject, do any of the following.

     - On the Data Subjects page, click the name of a data subject.

     - On the Data Subjects page, hover over or click in the row for the desired data subject and then click the view contents icon () that displays in the right column.

     - On the Data Subjects page, click in the row for the desired data subject . Open the detail panel () and click VIEW CONTENTS.

     - On the DATA SUBJECTS tab of the workspace artifacts panel on the workspace Overview page, hover over the desired data subject and then click the view document list icon ().

     The Content tab opens to the list of documents associated with the data subject in the context of the workspace.

   - To view documents associated with a data subject that are on hold or have been sent to a target, click in the row for the desired data subject on the Data Subjects page and open the detail panel (). Click the bar chart for the document set you want to view.

     The Content tab opens and displays the list of documents associated with the data subject related to the selected data set, in the context of the workspace.

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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 Subjects

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