File Analysis Suite 3.8.2 Manage Help Center

# Data sources

A data source identifies one or more repositories and a set of working data that can be reviewed, culled, and potentially placed on hold and exported from File Analysis Suite. The purpose of the data source is to help focus the scope of data associated with a workbook within a workspace.

Except for data sources based on the Research repository type, data sources are created and managed in Manage. Data sources based on the Research repository type are created automatically when a workspace is created from a search results list from within Analyze. You can view the criteria for Research-created data sources in the Edit dialog.

Data sources are accessed from the workspace Overview page. From the Data Sources tab of the workspace artifacts panel, click MANAGE DATA SOURCES.

NOTE: You must have at least one existing repository to create data sources. For more information about creating repositories, see the Connect Help Center.

- To filter the list of data sources by repository type, click All Repositories and then click the name of the desired repository from the list.

- To filter the list of data sources by status, click, All data sources and then click Active or Inactive from the list.

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

- To view the details for a data source, click in the row for the desired data source and then click the open detail panel icon (). From the detail panel, you can:

  - Click VIEW CONTENTS to view the documents associated with the data source.

  - Click EDIT to update the general details of the data source.

  - Click DEACTIVATE to deactivate the data source. For more information, see Deactivate a data source.

  - View the number of metadata-only documents, analyzed documents, collected documents, the total number of documents on hold, and the number of documents sent to a target. 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 for the document set you want to view. The Content tab opens and displays the list of documents from the data source related to the selected data set.

  - Click RUN COLLECTION to collect documents from the data source. For more information, see Data collection.

When you create a data source in Manage, you can do so from scratch or from a template that you have already created. For more information about creating data source templates, see Data source templates.

You must create at least one data source within a workspace to bring documents into the workspace. Create multiple data sources to bring in data from various repositories and based on varying criteria.

To add a data source

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

   You can also click MANAGE DATA SOURCES and then click NEW DATA SOURCE on the resulting Data Source page.

   The New Data Source dialog opens.

2. Complete the General options for the new data source.

   Option | Description
   --- | ---
   Single Data Source | Select to create a single data source based on the criteria you define. When selected, one data source is created and associated with all data sources you select on the next page.
   Data Source per Repository | Select to create multiple data sources, one per repository you select on the next page. Each data source is based on the remaining criteria defined.
   Name (Single Data Source) | Type a unique, meaningful name for the new data source. Limits: Displays only when Single Data Source is selected. Maximum 50 characters.
   Prefix (Data Source per Repository) | Type a unique, meaningful prefix to be added to each data source created, one per repository. The defined prefix is followed by the repository name to create each data source name, <prefix><repositoryName>. Limits: Displays only when Data Source per Repository is selected. Maximum 10 characters. NOTE: If the original repository name plus the prefix exceeds 50 characters, the repository name is truncated to bring the data source name down to 50 characters.
   Template | Select whether to base this data source on a defined template. To define the data source from scratch, select None. To define the data source 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 the selection you made the last time you created a data source. Make sure the desired option is selected.
   Description | Type a meaningful description for the new data source. Limits: Maximum 250 characters.

   Click NEXT.

3. Select the desired repositories.

   Use the filter criteria to filter the list of repositories and add them to the data source. From the list of repositories:

   - To add an individual repository to the data source, click the desired repository and then click the add icon (>).

   - To add all of the repositories in the repository list, click the add all icon (>>).

   - To remove an individual repository from the data source, click the desired repository in the right panel and then click the remove icon (<).

   - To remove all repositories from the data source, click the remove all icon (<<).

   Click NEXT.

4. Complete the Common Criteria options for the new data source.

   Option | Description
   --- | ---
   Data Subject selection | Select one of the following: Match all data related to workspace data subjects. Matches data with searchable workspace data subjects. When data is processed, File Analysis Suite analyzes the data to associate with uniquely identifiable data subjects, such as senders and recipients of email. This makes it easier to find content by data subject when associating it with the workspace through the workspace data subjects list. All data including data with no data subject. All documents in the selected repository within the specified date range are added to the workspace, regardless of the data subject or the presence of a data subject.
   Data range | Specify a date range in one of the following manners: Timeline chart. Use the sliders on the timeline chart to specify start and end dates. From and To. Define the start (From) and end (To) dates and times. The following criteria applies when defining start and end dates: Start date time only. When only the start date is defined, new documents are accepted as long as their start date is on or after the specified date. End date only. When only the end date is defined, new documents are accepted as long as their end date is on or before the specified date. No start or end dates. When no dates are defined, there is no filter applied to the data. The data source will include all current and future data.

   Click NEXT or FINISH as available.

5. Complete the options for each repository type selected.

   For SharePoint repositories:

   Option | Description
   --- | ---
   Select extensions | Type file extensions you want to explicitly include from this data source. As you type, suggestions display. Click the desired extension to add it to the list of extensions. If the desired file extension does not display automatically, press Enter on your keyboard to commit the file extension you entered. To remove an extension, click the associated X.

   If additional repository types were selected, click NEXT.

   For Content Manager repositories:

   Option | Description
   --- | ---
   Classifications | Type the name of the Content Manager classifications to be processed. As you type, suggestions display. Click the desired classification to add it to the list of classifications. If the desired classification does not display automatically, press Enter on your keyboard to commit the classification you entered. To remove a classification, click the associated X.
   Record Types | Enter the record types (file extensions) to be processed. As you type, suggestions display. Click the desired record type to add it to the list of record types. If the desired record type does not display automatically, press Enter on your keyboard to commit the record type you entered. To remove a record type, click the associated X.

   If additional repository types were selected, click NEXT.

   For File System repositories:

   Option | Description
   --- | ---
   Path(s) | Type the fully qualified path to the file system repository. Click ADD to add another path and then type the path to the additional repository.
   Select extensions | Type the file extensions to include in the data source. Press Enter on your keyboard to add the extension. Continue to add extensions as desired. NOTE: The field does not support the input of wildcard characters or regular expressions. Extensions should be formatted as contiguous characters having no spaces.

   If additional repository types were selected, click NEXT.

   For Google Drive repositories:

   Option | Description
   --- | ---
   Select extensions | Type file extensions you want to explicitly include from this data source. As you type, suggestions display. Click the desired extension to add it to the list of extensions. If the desired file extension does not display automatically, press Enter on your keyboard to commit the file extension you entered. To remove an extension, click the associated X.

   If additional repository types were selected, click NEXT.

   For custom repositories:

   Click the add icon () to add the desired criteria and complete the details as applicable.

   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.

   If additional repository types were selected, click NEXT.

6. When all repository type options have been completed, click FINISH.

   - If you selected Single Data Source, the new data source is created.

   - If you selected Data Source per Repository, a new data source is created for each repository selected.

To edit 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 or hover over the row for the desired data source and then click the edit icon ().

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

   The Edit Data Source dialog box opens.

3. Edit the Name or Description as desired.

   NOTE: Any associated repositories or criteria cannot be edited.

4. Click OK.

   The data source is updated.

To view the documents associated with a data source

Do one of the following.

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

  - On the workspace overview page, click the DATA SOURCES tab of the workspace artifacts panel. Click or hover over the row for the desired data source and then click the view contents icon ().

  - On the Data Sources page, click the data source name.

  - On the Data Sources page, click or hover over the row for the desired data source and then click the view contents icon ().

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

  The Content tab opens and displays the list of documents associated with the data source in the context of the workspace.

- To view documents associated with a data source that have been collected, are on hold, or have been sent to a target, click in the row for the desired data source on the Data Sources 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 source 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 sources

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