Data Discovery & Risk Insights 25.3.0 Help Center

# Data collection

NOTE: Applies only to unstructured data.

When datasets are created in Connect, the data within those datasets is 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.

- 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.

- 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.

- 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 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 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 workbooks, 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 workbook detail panel. You can only run one collection against a workbook at any given time. If you need to run another collection, wait for the current collection to complete.

For any data items 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 data items into workbooks, you have the option to process all data items in a workbook to analyze the content (if only metadata was processed), store the content, or collect the documents.

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 workbook will stop. Once canceled, a collection cannot be restarted. You must run another collection to collect items in the workbook.

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.

Copyright 2019-2025 Open Text
Version 25.3.0 | Last updated August 2025
Connect
Marketplace
Learn
Support portal
Documentation
Contact
Submit or view service request