File Analysis Suite 3.8.2 Manage Help Center

# Workspace templates

Workspace templates let you create workspaces based on common criteria. When you create a workspace based on a workspace template, the criteria defined in the template is prepopulated and can be edited for the new workspace as needed. Any workbooks or data sources defined in the workspace template are created when a workspace based on the template is created.

Manage includes several default workspace templates for common purposes. The templates are associated with groups that represent the purpose of workspace. Any categories and workbooks included in the workspace template are automatically created when the template is used to create a workspace. Features related to the purpose of the template are enabled by default.

The built-in business purpose groups are used to organize the Manage Overview page. Workspace templates not assigned to a group are organized in the Other grouping on the Overview page.

- The Data Discovery group is associated with the following built-in workspace templates.

  - The Case Assessment workspace template includes the Responsive, Privileged, Review, and Export categories. The Collect, Data Subjects, Extract grammar values, Export, Hold, Store Content, and OCR features are enabled.

  - The Data Cleanup workspace template includes the Redundant, Obsolete, and Trivial categories as well as Obsolete Data and Trivial Data query workbooks. Before using the Data Cleanup template, be sure to edit the template and define the desired data source. The Deduplication, Delete, and Send to Target features are enabled.

    - The Obsolete Data workbook gathers documents processed from File System and SharePoint repositories that are older than 10 years from the date the Data Cleanup-based workspace is created. The Obsolete category is assigned to this workbook.

    - The Trivial Data workbook gathers temporary and system files processed from File System and SharePoint repositories at the time the Data Cleanup-based workspace is created. The Trivial category is assigned to this workbook.

  - The Data Subject Access Request workspace template includes the Directly Identifiable, Indirectly Identifiable, and Review categories. The Collect, Data Subjects, Enrich, Export, Hold, Index Content, and OCR features are enabled.

  - The Risk Assessment Using Sampling workspace template includes the Sampled, Regulatory, Financial, Legal, and Cascading categories. The Collect, Extract grammar values, Store Content, OCR, and Random Sampling features are enabled.

- The Data Management group is associated with the following built-in workspace template.

  - The Sensitive Data Governance workspace template includes the Hold, Delete, Secure, and Export categories. The Collect, Delete, Extract grammar values, Export, Hold, Store Content, OCR, Protect, and Send To Target features are enabled.

- The Data Protection group is associated with the following built-in workspace template.

  - The Risk Assessment & Protection workspace template includes the Regulatory, Financial, Legal, and Cascading categories. The Collect, Extract grammar values, Store Content, OCR, and Protect features are enabled.

Changes you make to the options in a workspace template apply going forward and do not affect existing workspaces based on the template. Workspace templates that are associated with existing workspaces can be deleted at any time.

Click anywhere in the row for the desired workspace template and then click the open detail panel icon () to display template details. From the detail panel you can view the options define for the template as well as edit and delete the template.

To create a workspace template

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

   The Workspace Templates page opens.

2. Click NEW WORKSPACE TEMPLATE.

   The New Workspace Template dialog opens.

3. Complete the following General options for the new workspace template.

   Option | Description
   --- | ---
   Name | Type a unique, meaningful name for the workspace template. Limits: Maximum 50 characters.
   Group | Select whether to associate this workspace template with a business purpose group. To not set a group association for this template, select No Group. This template will be shown in the Other grouping on the Manage Overview page. To associate this template with a group, select the desired group from the list. The template will be shown in the selected grouping on the Manage Overview page.
   Description | Type a meaningful description for the workspace template. Limits: Maximum 250 characters.
   Enforce Policy Review | Select whether to enforce a review of delete and send to target actions taken against documents in workbooks within workspaces based on this template. If selected, all requests to delete documents from a workbook or send documents within a workbook to a target will require a designated reviewer to either approve or reject the action. If not selected (check box cleared), requests to delete documents from a workbook or send documents within a workbook to a target will be processed without further review.

   Click NEXT.

4. Complete the Default Security options for the workspace template.

   Option | Description
   --- | ---
   Default role for workspace creator | Select a default role to assign to the user who creates a workspace based on this template.
   List of users/groups | Define the users and groups to have permissions for this workspace. In the Enter name or email address box, begin typing a group name or a name or email address of a user. As you enter a string in the field, the interface displays names or email addresses matching the string. TIP: The File Analysis Suite group name is case sensitive. Select a role to assign to the user or group from the Select Role list. For more information on roles, see Roles and permissions: Manage. The default workspace roles are as follows: Full control Manage Review Search only NOTE: Your File Analysis Suite environment may have additional roles available. These roles are managed in the Administration UI. Click Add to add the selected user or group to the workspace. Once you add users or groups to the list, you can change their role by selecting the role from the Role column. To remove a user or group from the workspace, hover over the name in the User/Group column and then click the corresponding remove icon ().

   Click NEXT.

5. Select default data source templates that will be available to workspaces based on the new workspace template.

   For any data source templates selected, the data source is created at the time the workspace based on this template is created.

   Click NEXT.

6. Add default categories that will be available to workbooks within workspaces based on the new workspace template.

   1. Click ADD DEFAULT CATEGORY.

      The New Default Category dialog opens.

   2. Complete the new default category options.

      Option | Description
      --- | ---
      Name | Type a unique name for the default category. Limits: Maximum 50 characters.
      Description | Type a unique and meaningful description for the default category. Limits: Maximum 250 characters.
      Show on dashboard | Select the check box to display metrics for this category on the workbooks page within workspaces based on this workspace template.

   3. Click CREATE.
   4. Repeat to add more default categories.

7. Select default workbook templates that will be available to workspaces based on the new workspace template.

   For any workbook templates selected, the workbook is created at the time the workspace based on this template is created.

   Click NEXT.

8. Select the default features, or actions, to enable for the workspace template. Default features display in the left column and features for custom actions, if they exist, display in the right column.

   Each user must still have the necessary permission to perform the action. Features not selected are hidden for a workspace based on this template, regardless of user permission.

   TIP: All default features are pre-selected.

9. Click FINISH.

   The new workspace template is created and can be selected when creating new workspaces.

To edit a workspace template

1. On the Workspace Templates page, click the name of the workspace template () you want to edit.

   TIP: You can also do one of the following:

   - Click or hover over the row for the workspace template and then click the edit icon ().

   - Click the row for the desired workspace template, click the open detail panel icon (), and then click EDIT.

   The Edit Workspace Template dialog opens.

2. Make the desired changes and then click OK.

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

To delete a workspace template

1. On the Workspace Templates page, click or hover over the row for the workspace template () you want to delete.

   Additional icons display in the right column.

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

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

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

   NOTE: If this template is associated with any workspaces, it cannot be deleted.

   The workspace template is deleted. Previously created workspaces based on this template are not affected.

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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: Workspace templates

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