File Analysis Suite 3.8.2 Manage Help Center

# Workbooks

Workbooks are the basic tools for organizing documents for review. Workbooks either contain documents that are manually added or are added based on a set of criteria.

You can create the following types of workbooks.

- A static workbook () represents a set of items that you have manually gathered. You can create an empty workbook and then add items to it, or create the workbook and add items to it at the same time from a document list. You can continue to add items to this workbook as needed.

- A query workbook () represents a set of items based on defined search criteria. The search criteria you used to gather the items is saved as part of the workbook, but cannot be edited. The search query is performed once at the time the workbook is created. Similar to a static workbook, you can continue to manually add items to this workbook as needed.

  TIP: Since the query is performed at the time the workbook is created, ensure that a data source has been created within the workspace. If there are no data sources, the query cannot return items and the workbook will be empty.

- A dynamic query workbook () represents a set of items based on defined search criteria gathered on an ongoing basis. The search query is performed at the time the workbook is created and as new items are processed or existing items are reprocessed; matching items are added to the workbook. You can edit the search criteria as desired and, as a result, the actual items within a dynamic workbook can fluctuate.

- A task workbook () represents a set of items gathered as a result of a specific action, such as de-duplication or random sampling. The defined action is taken on items associated with selected data sources and performed once at the time the workbook is created. View the task history on the Activity tab of the workbook detail panel. Similar to a static workbook, you can continue to manually add items to a task workbook as needed. For more information, see Task workbook.

Workbook considerations:

- You can create a workbook based on a workbook template. When you do so, the Category, Type, and Criteria Summary are pre-populated based on the template. You can make changes to these default selections when you create a workbook based on the template. See Workbook templates.

- A workbook cannot be associated with multiple categories at the same time. It may either have no category associated with it, or a single category. See Categories.

- When you delete a workbook in File Analysis Suite, the documents associated with the workbook are not actually deleted. The specific grouping of the documents within the workbook is deleted. The documents can be reassembled using a search query, or by pulling them from other workbooks within the workspace.

- You cannot delete a workbook while actions or processes are in progress.

Once created, you can open the workbook detail panel () to view additional information and to initiate actions on the workbook.

- On the GENERAL tab, view the details about the assigned category, the workbook type, and when the workbook was created and last modified and by whom. You can also view the total number of metadata-only documents, analyzed documents, collected documents, items with grammar values extracted, documents on hold, items exported, documents protected, documents sent to a target, shared content, and documents deleted. Hover over the document count bar charts to view the total file size—item counts do not include the hover-over file size information because a data set may include both the parent and the child items and therefor skew the actual file size.

  Click the bar chart to go to the Content tab to view the items or documents related to the selected data set. The shared content metric identifies the number of documents in the workbook (number on the right) and the total number of shared items in the workbook that exist in other workbooks within the workspace.

  Click the buttons to view the workbook contents, edit the workbook, export the documents to a defined export location, or delete the workbook.

- On the ACTIVITY tab, initiate file analysis tasks such as store content, OCR, and extract grammar values, as well as file actions such as data collection, holds, send data to a target, data protection, and deletion of documents. For more information about the actions you can initiate on workbooks, see Manage workbook activity.

  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.

  You can also view the history and status of any actions that have been initiated for the workbook.

- On the DATA PRIVACY tab, view the weighted risk score and the tags applied to documents within the workbook.

  On a scale of 0-100, the risk score represents the level of risk and is calculated based on the sensitive tags associated with the documents in the workbook relative to the respective weight (associated weighted labels). The higher the risk score the higher the risk. A risk score of 0 does not mean no risk, it means that no tags associated with weighted labels were identified.

To create a static, query, or dynamic query workbook

1. On the workspace Overview page, click the WORKBOOKS tab.

2. Click NEW WORKBOOK.

   TIP: If no workbooks exist in this workspace, click Create a New Workbook.

   The New Workbook dialog opens.

3. Complete the options for the new workbook.

   Option | Description
   --- | ---
   Name | Type a unique, meaningful name for the workbook. NOTE: Duplicate workbook names are not allowed within the same workspace. Limits: Maximum 50 characters.
   Template | Select whether to base this workbook on a defined template. To define the workbook from scratch, select None. To define the workbook from a template, select the desired template from the list. The values defined for options in the template are pre-populated in this dialog. You can edit these values if desired. NOTE: This option defaults to None. Make sure the desired option is selected.
   Description | Type a meaningful description for the workbook. Limits: Maximum 250 characters.
   Category | Select the desired category to apply to this workbook. Default: None, or the category defined as part of the selected workbook template.
   Type | Select whether this is a Static, Query, or Dynamic Query workbook.
   Criteria Summary | Limits: Applies only to query and dynamic query workbooks. Click Select to select the criteria for the dynamic workbook. 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 grammar rules Click the GRAMMARS tab and expand the desired grammar class or type. Click the desired grammar rules. Continue to expand grammar classes and rules and then click grammar rules as needed. Click ADD. The selected grammar rules are added to the Search Builder. To add additional grammar rules for a grammar class or type already selected Click the list icon () for the selected grammar class or type. Click the additional desired grammar rules or click Select All to add all grammar rules for the grammar class or type. Click ADD. The selected grammar rules 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 grammar rules Click the GRAMMARS tab and expand the desired grammar class or type. Click the desired grammar rules. Continue to expand grammar classes and rules and then click grammar rules as needed. Click ADD. The selected grammar rules are added to the Search Builder. To add additional grammar rules for a grammar class or type already selected Click the list icon () for the selected grammar class or type. Click the additional desired grammar rules or click Select All to add all grammar rules for the grammar class or type. Click ADD. The selected grammar rules 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 grammar rules Click the GRAMMARS tab and expand the desired grammar class or type. Click the desired grammar rules. Continue to expand grammar classes and rules and then click grammar rules as needed. Click ADD. The selected grammar rules are added to the Search Builder. To add additional grammar rules for a grammar class or type already selected Click the list icon () for the selected grammar class or type. Click the additional desired grammar rules or click Select All to add all grammar rules for the grammar class or type. Click ADD. The selected grammar rules 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 is created.

To create a dynamic query workbook from the search results document list

1. From the contents tab of a workspace or a dynamic workbook, conduct a search and review the search results document list.

2. At the top of the document list, click Search > Save As.

   The Save As a dynamic workbook dialog opens.

3. Complete the details of the new dynamic workbook.

   Option | Description
   --- | ---
   Name | Type a meaningful, unique name for the new dynamic workbook. Duplicate workbook names are not allowed within the same workspace. Limits: Maximum 50 characters.
   Description | Type a meaningful description for the new dynamic workbook. Limits: Maximum 250 characters.
   Category | Select a category to assign to the dynamic workbook or select No Category.
   Criteria | Review the summary of the search criteria. This option is based on the search conducted and is not editable.

4. Click SAVE.

   The dynamic workbook is created and displays in the list of workbooks for the workspace.

To edit a workbook

1. On the Workbooks page within a workspace, click or hover over the row for the desired workbook and then click the edit icon ().

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

   The Edit Workbook dialog opens.

2. Edit the workbook information as desired.

   You can not change the workbook type. If you are editing a dynamic query workbook, you can edit the criteria.

3. Click OK.

   The workbook is updated.

To delete a workbook

1. On the Workbooks page within a workspace, click or hover over the row for the desired workbook and then click the delete icon ().

   TIP: You can also click in the row for the desired workbook, open the detail panel () and then click DELETE. If Delete is dimmed, another action is in progress. You can cancel the action in-progress action or wait until the action has completed and then try again.

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

   TIP: If another action is in progress, you will receive a message that the workbook cannot be deleted. Click NO to close the dialog. You can cancel the action in-progress action or wait until the action has completed and then try again.

   The workbook is deleted. Any documents that were in the workbook remain in the workspace and in any other workbooks to which they were associated.

To view documents or items within a workbook

From the list of workbooks, do one of the following from the list of workbooks on the Workbook page within a workspace.

- To view a list of all documents associated with the workbook, click the workbook name. The Content tab opens and displays the list of documents associated with the selected workbook.

  TIP: You can also click in the row for the desired workbook, open the detail panel () and then click VIEW CONTENTS.

  Use the View by selection in the action menu on the Content tab to view by items or by conversations.

- To view a list of items within the workbook associated with items or documents analyzed, collected, with grammar values extracted, on hold, exported, protected, sent to a target, deleted, or that are shared, click in the row for the desired workbook and then open the detail panel (). On the GENERAL tab, click the bar chart for the document or item set you want to view. The Content tab opens and displays the list of items or documents within the workbook related to the selected data set.

## Task workbook

A task workbook lets you either identify duplicate data within or across data sources or randomly sample a defined percentage of data from one or more data sources. By identifying duplicate data, you can then determine where you have possible redundant data and take any additional actions as appropriate, such as deleting duplicates. With random sampling, you can gather a percentage of your data into a workbook for review and then, based on that review, determine where you may have sensitive data.

Random sampling example

You sample 5% of a data source that is comprised of your SharePoint and File System repositories in North America. Based on a review of the data gathered from that sampling, you see that you have a significant amount of personal information in your SharePoint repositories, but nothing in your File System repositories. You can now focus your time and resources on the SharePoint repositories to ensure this personal information is properly secured.

Once the task workbook is created, the action is taken for the selected data sources and performed once at the time the task workbook is created. You can continue to manually add items to a task workbook as needed. To view the history for the task, open the workbook detail panel and review the information on the Activity tab.

TIP: Both deduplication and random sampling require that at least one data source exists within the workspace and the data source includes documents. If no data sources exist for the workbook, create at least one data source prior to attempting to create a task workbook—you may need to allow time for the data source to populate with documents.

To create a deduplication task workbook

1. On the workspace Overview page, click the WORKBOOKS tab.

2. Click NEW TASK.

   TIP: If no workbooks exist in this workspace, click Create a New Task.

   The New Task dialog opens.

3. Select Deduplication as the task type.

   Select one or both of the deduplication options Click the toggle to select () or deselect () the option.

   - Select Compare against official records to identify items already present in a set of official records. You will define one or more data sources and items within those data sources will be considered official records. Items in remaining data sources that are identical to the official record items are then considered copies and gathered within this workbook.

   - Select Deduplicate within and across data sources to identify master items and duplicate items across and within a set of data sources based on set of master rules. Items from data sources that are identical to items in other data sources—based on data source priority or create or modify date—are considered duplicates.

   Click NEXT.

4. Select document sets to compare.

   NOTE: This page does not display if you did not select to compare against official records.

   Select data sources to be considered as the official records. Identical items in non-selected data sources will be considered duplicates.

   Click NEXT.

5. Set the master rules.

   NOTE: This page does not display if you did not select to deduplicate across and within data sets.

   Select how the master items is set, based on one of the following:

   - Select Data Sources to determine the master item based on data source priority.

     Set the order for which data sources are compared. If an identical item is encountered in multiple data sources, the item in the lowest ranked source is considered a duplicate of the item in highest ranked source.

     If you selected to compare document sets, data sources selected as the official records are not shown. These selected data sources are considered the highest priority.

     To set the order of the data sources

     Do one or more of the following:

     - Click the up arrow on the move button to move the category up one level.

     - Click the down arrow on the move button to move the category down one level.

     - Click and hold the center portion of the move button and then drag the category card up or down to the desired location.

   - Select Oldest Create Date to identify the master item as the item with the oldest create date. Identical items across data sources with newer creation dates are considered duplicates.

   - Select Newest Create Date to identify the master item as the item with the newest creation date. Identical items across data sources with older creation dates are considered duplicates.

   - Select Oldest Modify Date to identify the master item as the item with the oldest modify date. Identical items across data sources with newer modify dates are considered duplicates.

   - Select Newest Modify Date to identify the master item as the item with the newest modify date. Identical items across data sources with older modify dates are considered duplicates.

   Click NEXT.

6. Complete the task workbook information.

   Option | Description
   --- | ---
   Name | Type a unique, meaningful name for the workbook. NOTE: Duplicate workbook names are not allowed within the same workspace. Limits: Maximum 50 characters.
   Description | Type a meaningful description for the workbook. Limits: Maximum 250 characters.
   Category | Select the desired category to apply to this workbook. Default: None, or the category defined as part of the selected workbook template.

   Click NEXT.

7. Review the summary information and then click START.

   The new task workbook is created and the deduplication process starts.

To create a random sampling task workbook

1. On the workspace Overview page, click the WORKBOOKS tab.

2. Click NEW TASK.

   TIP: If no workbooks exist in this workspace, click Create a New Task.

   The New Task dialog opens.

3. Select Random Sampling.

   Click NEXT.

4. Set the sampling rate for each data source within the workspace. Each data source defaults to 10%.

   TIP: For data sources that contain few documents, the number of documents sampled may not be the exact percentage. The more documents in the data source, the more accurately the number of sampled documents represents the percentage defined.

   - To set the sampling percentage rate, click and drag the slider to the desired percentage.

     As you move the slider, the estimated number of documents, out of the total number of documents in the data source, displays.

   - If you have more than one data source and do not want to sample all of them, set the sampling rate percentage to 0% (all the way to the left) for data sources you do not want to sample.

   Click NEXT.

5. Complete the task workbook information.

   Option | Description
   --- | ---
   Workbook Prefix | Type a unique, meaningful prefix for the task workbook name. The defined prefix is followed by the data source name to create the workbook name, <prefix><dataSourceName>. Limits: Maximum 10 characters. NOTE: Duplicate workbook names are not allowed within the same workspace. If the original data source name plus the prefix exceeds 50 characters, the data source name is truncated to bring the workbook name down to 50 characters.
   Description | Type a meaningful description for the task workbook. Limits: Maximum 250 characters.
   Category | Select the desired category to apply to this workbook. Default: None, or the category defined as part of the selected workbook template.

   Click NEXT.

6. Review the summary information and then click START.

   A new workbook is created for each data source with a sampling rate set at 1% or greater.

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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: Workbooks

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