Data Discovery & Risk Insights 25.3.0 Help Center

# Content list

Once you have refined the content list using the filter panel, the advanced search builder, or a combination of the two, you can take a closer look at your results.

For each data item, information icons display inline within the list to indicate if the data has been stored, has been analyzed, has had grammar values extracted, has been protected, has attachments, and is on hold. If associated with a weighted label, a colored circle also displays inline. If associated with tags that are assigned to a non-sensitive tag reporting group, colored tag icons display inline.

Information icons in the content list

TIP: Information icons may not apply to all data types.

Icon | Description
--- | ---
| (circles in varying colors, solid) Is associated with a weighted label, but content has not been analyzed. The color reflects the color assigned to the weighted label in Connect. If more than one weighted label is associated with the data, the color for the label with the highest weight displays.
| (circles in varying colors with checkmark) Is associated with a weighted label and content has been analyzed. The color reflects the color assigned to the weighted label in Connect. If more than one weighted label is associated with the data, the color for the label with the highest weight displays.
| Only metadata has been processed; not indexed, content not analyzed, stored, or collected. Not associated with a weighted label. You cannot see the content of the data or any attachments or images. When you select a data item for which only the metadata has been processed, the content view panel does not display.
| Has been analyzed (metadata indexed, tag values identified) but not associated with a weighted label. If the content has not been stored or collected, you cannot see the content of the data or any attachments or images and the content view panel does not display.
| Content has been stored; metadata and content has been indexed. If a document and not collected, you will see the content of the file in the content view panel in a simplified text-only view but cannot view any attachments or images.
| Has been collected (unstructured data only). You can see the content of the file in the content view panel in a near-native view with basic formatting. You can view images, attachments, and attachment contents. If an email, you can view the message sender and recipients.
| Has had grammar values extracted. Data items may include identified words, phrases, or blocks of information managed by grammars defined in Connect. From the data analysis tab () of the content detail panel, you can select a specific grammar to highlight the identified information in the content of the data item (unstructured data only). For more information, see View grammars found.
| Has been sent to a target. To view the destination and target sent to, open the content detail panel for the item and then click the metadata tab ().
| Includes an attachment. If the data item has been collected, you can click the attachment name from within the content view panel to view the contents of the attachment.
| Is on hold. Holds are managed in Manage.
| Is protected. Protected data items have had security rules applied, such as encryption.
| Is missing. Data item has been removed from the original source location and, upon scan of the dataset, has been marked for deletion from .
| (tag icons in varying colors, solid) Is associated with one or more tags assigned to a non-sensitive tag reporting group. The color reflects the color assigned to the tag in Connect. If more than one tag is associated with the item, a colored tag icon is displayed for each associated tag.

For container files such as ZIP or archive files, a down arrow (˅) displays to let you view the contents of the container. Similarly, files within a container file display a down arrow to let you view the container file.

To view documents within a container file or the parent container file of a document

1. In the content list, click the down arrow (˅) for the desired document.

2. In the menu that opens, click the desired link.

   - If the selected document is a container file, click View contents of this file.

   - If the selected document is a child of a container file, click View container of this file.

   - If the selected document is a container file, and also a child of another container file (such as a ZIP within an archive file), both links display in the menu. Click the desired option.

   The content list refreshes. The VIEWING box at the top of the filter panel displays the name of the container you selected to see the contents of (view contents of this file) or of the container that included the document you selected (view container of this file).

When viewing the content list in the detail view, the list includes the subject/title, record date, file size and information icons. When viewing the content list in the grid view, the list includes the information icons, subject/title, record date, file size, dataset from which the data originated, and the file path to the dataset. The content view panel is not available in the grid view.

You can sort the current content list, change the grouping view, analyze all or selected data items in the list, save all or selected data items in the list to a new workspace, and even export the content list and metadata to a CSV file to review offline.

NOTE: When viewing deleted documents, your actions and viewing options are limited. For more information, see Viewing deleted documents in Analyze.

## Sort the content list

Sorting the content list does not change the contents of the list, just the order in which the data is displayed. By default, the list is sorted by record date, with the most recent first. You can combine the sort order and the grouping as desired.

To sort the content list

With the desired list in view, do one of the following:

- If viewing the detail view, click Sort by in the action ribbon above the content list and select the desired sort order.

  - Record Date (latest) sorts the list in descending order by date, latest (most recent) first. Similar to the Modify Date, the record date is the last modified date for the item itself. The difference is that the record date for email items is the sent date.

    - For file items and structured data items, this would be the last modified (saved) date.

    - For email items, this would be the sent date.

  - Record Date (earliest) sorts the list in ascending order by date, earliest (oldest) first. Similar to the Modify Date, the record date is the last modified date for the item itself. The difference is that the record date for email items is the sent date.

  - Last Scan Update Date (latest) sorts the list in descending order by date, latest (most recent) date first. The Last Scan Update Date is the date that the document was last scanned by the processing agent. A file is re-scanned if it has been modified at the original source location or if a reprocessing action that requires going back to the original source location has been initiated (such as re-analysis when the content has not been stored).

  - Last Scan Update Date (earliest) sorts the list in ascending order by date, earliest (oldest) date first. The Last Scan Update Date is the date that the document was last scanned by the processing agent. A file is re-scanned if it has been modified at the original source location or if a reprocessing action that requires going back to the original source location has been initiated (such as re-analysis when the content has not been stored).

  - Subject/Title (ascending) sorts the list alphabetically, A-Z, by the subject of an email item or the title of a document.

  - Subject/Title (descending) sorts the list alphabetically, Z-A, by the subject of an email item or the title of a document.

  - From (ascending) sorts the list alphabetically, A-Z, by the sender. If the content list contains email messages and data items not derived from email, the email messages display first followed by the data items ordered by date. If the content list does not contain any email messages, the data items display ordered by date.

  - From (descending) sorts the list alphabetically, Z-A, by the sender. If the content list contains email messages and data items not derived from email, the email messages display first followed by the data items ordered by date. If the content list does not contain any email messages, the data items display ordered by date.

  - File size (ascending) sorts the list by file size, smallest first.

  - File size (descending) sorts the list by file size, largest first.

- If viewing the grid view, click the Title, Record Date, or Dataset column headers to sort by the specific column information in either ascending () or descending () order.

## Change the data grouping

By default, the content list shows Documents/Tables that match your search. You can choose to view the individual items. You can combine the grouping and the sort order as desired. If the selected grouping does not apply to all of the data in the list, the data that fits the grouping is displayed first, followed by the remainder of the data.

To change the data grouping displayed in the content list

1. With the desired content list in view, click Group by in the action ribbon above the content list.

2. Select the desired grouping.

   - None shows individual data items that match the filter and search criteria with no grouping.

   - Documents/Tables shows the originally processed source data that match the filter and search criteria. If the matched data is an attachment to an email or another file, the email or file to which the item is attached shows in the list. You can access the matched file from the content view panel.

## Analyze data items

You can perform file analysis on data items that were originally processed for metadata only to identify tag values. You have the option to analyze all data items in the current content list or only the selected data items.

TIP: To see these options, you muse have permission to perform file analysis in Analyze.

To analyze data items from the current content list

1. With the desired content list in view, do one of the following.

   - To analyze all data items in the list, click > Analyze all in the action ribbon above the content list.

   - To analyze only the selected data items in the list, select the desired data items and then click > Analyze selected in the action ribbon above the content list.

     TIP: To select multiple data items, use shift+click to select consecutive data items or ctrl+click to select non-consectuive data items.

   The Analyze Files dialog opens.

2. If desired, select additional file analysis tasks to perform. These tasks can be combined.

   - Select no additional options to analyze all documents within the workbook that were originally processed for metadata only to identify tag values.

   - Click Store Content to store the content (index content icon) for documents that were originally processed for metadata only. These documents are reprocessed, analyzed for tag values (if not previously analyzed), and their content is added to the index. Any metadata and previously stored content that has changed at the original source is updated in OpenText Core Data Discovery & Risk Insights.

   - Click OCR to perform OCR (optical character recognition) for the documents. Optical character recognition is performed on image file types defined by the dataset from which the document originated. If the document was not previously analyzed, it is analyzed at this time.

   - Click Extract Grammars to extract grammar values from documents to identify specific information. Grammar value extraction is based on a word, phrase, or block of information managed by grammars defined in Connect. By extracting grammars, the identified grammar value is added to the index.

3. Click ANALYZE.

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

   The analysis and any selected tasks begin.

## Save data items to a workspace

You can save the data items in the current content list to a new or existing workspace for further review in Manage. You have the option to create the workspace from all or only selected data items. The data items are associated with a designated dataset in the workspace.

A workspace can contain only structured or unstructured data. If the current content list contains structured and unstructured data items, you will need to refine the list to either structured or unstructured data before saving to a workspace or select individual structured or unstructured items to save to a workspace.

TIP: To see these options, you muse have permission to create workspaces in Manage.

To create a new workspace from data item in the current content list

1. With the desired content list in view, do one of the following.

   - To create a workspace from all data items in the list, click > Create Workspace from all in the action ribbon above the content list.

   - To create a workspace from selected data items in the list, select the desired data items and then click > Create Workspace from selected in the action ribbon above the content list.

     TIP: To select multiple data items, use shift+click to select consecutive data items or ctrl+click to select non-consectuive data items.

   The New Workspace dialog opens to the General page.

2. Complete the General options for the new workspace.

   Option | Description
   --- | ---
   Name | Type a unique, meaningful name for the workspace. Limits: Maximum 50 characters.
   Template | Select whether to base this workspace on a defined template. To define the workspace from scratch, select None. To define the workspace from a template, select the desired template from the list. The values defined for options in the template are prepopulated in this dialog. You can edit these values if desired. TIP: Before using the Data Cleanup template, ensure the desired datasets are associated with the template. If no datasets are defined in the template, the included workbooks will be empty. NOTE: This option defaults to the selection you made the last time you created a workspace. Make sure the desired option is selected.
   Data Type | Select whether this workspace will include Unstructured Data or Structured Data. NOTE: This selection cannot be changed after the workspace is created.
   Refresh Type | Select the whether a refresh on the workspace content occurs automatically or if you have to manually refresh the workspace. Select Manual Refresh to refresh the data items in the workspace and workbooks (if applicable) only when you initiate a refresh request. Dynamic query workbooks cannot be created in workspaces with Manual Refresh. Select Automatic Refresh to refresh the data items in the workspace on a continual basis as data matching the workspace criteria is identified. Data requests (limiting criteria to a data subject or specific topic) cannot be defined for workspaces with Automatic Refresh. NOTE: This selection cannot be changed after the workspace is created.
   Workspace ID | (Optional) Type an ID for this workspace. For example, you can enter a code representing the workspace in another application, or some other useful identifier. Limits: Maximum 50 characters.
   Description | (Optional) Type a meaningful description for the new workspace. Limits: Maximum 250 characters.
   Workspace open date | Select the date to designate as the open date for this workspace. Defaults to the current date.
   Workspace due date | (Optional) Select the date to designate as the date all work for the workspace is due to be completed.
   Enforce Policy Review | Select whether to enforce a review of delete and send to target actions taken against documents in workbooks within this workspace. If selected, all requests within this workspace to delete documents from a workbook, protect all documents in a workbook, send documents within a workbook to a target, or send a masked copy of documents within a workbook to a target will require a designated reviewer to either approve or reject the action. IMPORTANT: At least one user or group must have the appropriate permission at the application and workspace levels to ensure policies reviews can occur. If not selected (check box cleared), requests within this workspace to delete documents from a workbook or send documents within a workbook to a target will be processed without further review. Limits: Applies to unstructured data only.

   Click NEXT.

3. Define the security options for the new workspace.

   Option | Description
   --- | ---
   Workspace owner | Type the user name of the user to be the owner of the new workspace. Defaults to the user you are logged in as. NOTE: There can only be one user assigned to a workspace as its workspace owner. If you select a user other than the account you are currently logged in as, the user you are logged in as will not be able to access this workspace unless you add the user you are logged in as to the list of users and groups for this workspace (next step).
   List of Users/Groups | Define the users and groups to have permissions for this workspace. IMPORTANT: To create workbooks and add data to the workbooks you must assign at least one user with the permissions to perform these tasks. The workspace owner does not automatically have these permissions. If you selected to enforce policy review, ensure at least one user or group is assigned a role that has permission to apply and reject policies. 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. Select a role to assign to the user or group from the Select Role list. The default workspace roles are as follows: Document Review Full control Manage Policy Review Search only NOTE: Your OpenText Core Data Discovery & Risk Insights environment may have additional roles available. These roles are managed in the Administration UI. TIP: If you will enable custom actions for this workspace, ensure you define a user who has permission to perform the custom action. To enable a custom action for a user Assign the custom action permission to a role at the application level (Manage) in Administration. Assign the corresponding custom action workspace security level permission to a role at the Workspace Security level in Administration. Assign the Manage and Workspace Security roles with the custom action to the user in Administration. When creating or editing a workspace in Manage, select the user on the Security page of the wizard and select a functional workspace role. 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 ().

4. Click FINISH.

   The new workspace is created and you are redirected to the CONTENT page of the new workbook in Manage. The data items are added to the new workspace as part of the Research dataset.

To add data items in the current content list to an existing workspace

1. With the desired content list in view, do one of the following.

   - To add all data items in the list to an existing workspace, click > Add all to Workspace in the action ribbon above the content list.

   - To add the selected data items in the list to an existing workspace, click > Add selected to Workspace in the action ribbon above the content list.

     TIP: To select multiple data items, use shift+click to select consecutive data items or ctrl+click to select non-consecturive data items.

   The Add Selected to Workspace dialog opens.

2. Complete the details for the workspace.

   Option | Description
   --- | ---
   Select a Workspace | Select the workspace to add the documents to.
   Dataset Name | Type a unique and meaningful name for a dataset.
   Dataset Description | Type a meaningful description for the dataset.

3. Click ADD.

   The data items are added to the selected workspace. The defined dataset is created within the selected workspace.

## Export to a CSV file

You can export information about data items in a current content list to a CSV file for review offline.

Many metadata fields are available for inclusion in the CSV. You can include or exclude any available field each time you export to a CSV or you can select a field template that defines the fields you commonly include. If an included field does not apply to a selected data item, the field in the resulting CSV is blank.

Available fields for inclusion in the CSV

Field | Description
--- | ---
Accounts | Defines the accounts associated with the item.
Analyzed/Collection Status | Defines the current processing/collection status of the item. A status of Metadata means only the metadata has been indexed. item content has not been indexed, stored, or collected. A status of Analyzed means the item content has been analyzed to identify tag values, but the content has not been stored. The item itself has not been collected. A status of Collected means that the item content has been indexed and the item has been collected.
Archive Date | Defines the date that the item was collected by OpenText Core Data Discovery & Risk Insights.
BCC | Defines the blind carbon copied (Bcc) recipients of the email item. NOTE: Depending on how the items were processed, this information may not be present. For example, in PST files, Bcc information is available for outgoing messages, but not for incoming messages. Applies to email items.
Binary Hash | Defines the binary hash value of the item.
Categories | Defines categories associated with the item.
CC | Defines carbon copied (Cc) recipients of the email item. Applies to email items.
CM Classifications | Defines the Content Manager classification.
CM Expanded Number | Defines the Content Manager expanded number.
CM Notes | Defines the Content Manager notes.
CM Record Number | Defines the Content Manager record number.
CM Record Type | Defines the Content Manager record type.
CM Unique Identifier | Defines the unique identifier for Content Manager documents.
Column Count | Defines the number of columns in the table.
Columns | Defines the column headers in the table.
Content Hash | Defines the complete binary fingerprint including content and any embedded metadata.
Content Stored Status | Specifies whether the item's content has been stored.
Create Date | Defines the date the item was created at the original source location.
Created By | Defines the person that created the Office document. This is the Author property on the Office document.
Datasets | Defines the name of the dataset associated with the item.
Enhanced Data Hash | Defines the hash value of data items. For non-Office documents, this is the binary hash; for Office documents, this is the essential data hash.
Errors | Defines any errors associated with the item.
Essential Data Hash | Defines the hash for the essential content for Office documents, such as text, images and formatting. Excludes any embedded metadata not intrinsic to the file's content, such as SharePoint properties.
External Metadata | Defines the external metadata, if applicable, that was processed.
Extraction Type | Defines the type of extraction performed on the item.
Family BCC | Defines the blind carbon copied (Bcc) recipients of the email parent document if the item is an attachment to an email. Applies to email items.
Family CC | Defines the carbon copied (Cc) recipients of the email parent document if the item is an attachment to an email. Applies to email items.
Family From | Defines the author of the email parent document if this item is an attachment to an email. Applies to email items.
Family Reply To | Defines the "reply to" email address for the parent document if the item is an attachment to an email. Applies to email items.
Family Sender | Defines the distributor of the email parent document if the item is an attachment to an email. This can differ from the Family From value if, for example, an application distributed the parent email instead of an individual. Applies to email items.
Family To | Defines the primary recipients for the email parent document if the item is an attachment to an email. Applies to email items.
File Extension | Defines the file extension of the document (such as .pdf, .msg, .docx)
File Name | Defines the full name of the table or the file including the file extension.
File Size | Defines the size, in bytes, of the data item, including attachments.
File Type | Defines the file type of the data item. For example, PDF, email message, Word document, or ocet-stream (binary data).
First Analyzed Date | Defines the date that the data item was initially analyzed (content processed for grammar and tag values) by OpenText Core Data Discovery & Risk Insights.
First Scan Date | Defines the date that the data item was initially scanned by the processing agent. This date may differ from the Archive Date (collection date) if the item was not collected during initial processing.
From | Defines the author of the email item. This can differ from the Sender if, for example, the Sender is an application that distributed the item. Applies to email items.
Grammar Rules | Defines any grammar rules associated with the item.
Grammars Extract Status | Specifies whether the item was processed for grammar extraction.
Has Attachments | Specifies whether the document has attachments.
Holds | Defines any holds associated with the item.
ID | Defines the unique OpenText Core Data Discovery & Risk Insights internal ID of the document.
Job run ID | Defines the unique job run ID associated with processing.
Last Accessed Date | Defines the date the item was last accessed on the original source. Captured on the initial scan or when items have been modified and then picked up during an additional scan. Applies to file system and SharePoint items. NOTE: Considerations: For file system items, if the last access date is not enabled across your company environment, this date may not reflect the actual date the file was last accessed on the file system. This is the Date Accessed value as reported in File Explorer. For SharePoint items, this date may not exist. In this scenario, the last accessed date will be blank.
Last Analyzed Date | Defines the date that the document was last analyzed (content processed for grammar and tag values) by OpenText Core Data Discovery & Risk Insights. This date may differ from the First Analyzed Date if the document has been reprocessed.
Last Modified By | Defines the name of the person that last modified the Office document on the original source.
Last Scan Update Date | Defines the date that the document was last scanned by the processing agent. A file is re-scanned if it has been modified at the original source location or if a reprocessing action that requires going back to the original source location has been initiated (such as re-analysis when the content has not been stored).
Missing Since Date | Defines the date the document was last seen in OpenText Core Data Discovery & Risk Insights. Missing documents are those that have been removed from the original source location and marked for deletion in OpenText Core Data Discovery & Risk Insights.
Modify Date | Defines the date the item was modified at the original source location.
OCR Status | Defines whether OCR has been performed on the document.
Owner | Defines the owner of the item. Applies to file system and SharePoint items. NOTE: Consider the following: SharePoint items can have multiple owners in SharePoint. OpenText Core Data Discovery & Risk Insights captures a single owner, based on availability, in the following order: SharePoint item owner, SharePoint site owner, SharePoint group owner, SharePoint site group owner. For OneDrive, the user is the owner.
Path | Defines the original path of the item. This is the location from where the document was processed. Applies to non-email items.
Protection Status | Defines whether the document has been protected. If applicable, includes the Microsoft Purview Information Protection label name and date the label was applied to the data item. If multiple labels have been applied, the information for each label is separated by a semicolon (;).
Record Date | For file items and structured data items, defines the last date the item was modified at the original source location. For email items, defines the sent date.
Reply To | Defines the "reply to" email address for the item. Applies to email items.
Row Count | Defines the number of rows in the table.
Reporting Groups | Defines any tag reporting groups associated with the item.
Sender | Defines the distributor of the email item. This can differ from the From value if, for example, an application distributed the item instead of an individual. Applies to email items.
Sent to Targets | Defines the destination and targets the document was sent to, in the format `destination (target)`. For any documents that have not been sent to a target, the cell in the CSV file will be blank.
Source | Defines the name of the source associated with the item.
Source Type | Defines the type of source in OpenText Core Data Discovery & Risk Insights from which the item was initially processed.
Tags | Defines any tags associated with the item.
Title | Defines the subject of an email, the title of a document, or the database table name.
To | Defines the primary recipients for the email item. Applies to email items.
Warnings | Defines any warnings associated with the item.
Weighted Labels | Defines any weighted labels associated with the item.
Workbooks | Defines any workbooks associated with the item.
Workspace | Defines any workspaces associated with the item.

TIP: Dates are presented in GMT (Greenwich Mean Time).

To export data to CSV

1. From any content list, do one of the following.

   - To export all data items in the list to a CSV, click > Export all to CSV in the action ribbon above the content list.

   - To export selected data items in the list to a CSV, select the desired data items and then click > Export selected to CSV in the action ribbon above the content list.

     TIP: To select multiple data items, use shift+click to select consecutive data items or ctrl+click to select non-consectuive data items.

   The Export Results to CSV dialog box opens.

2. Select and set the order of the metadata fields you want included in the CSV.

   In the Field Template list, select a template to prepopulate the fields to export or select None and add the desired fields.

   - To add all metadata fields, click the button to add all ().

   - To add desired metadata fields, click the name of the fields in the "selected" panel and then click the button to add those selected ().

   - To remove all metadata fields, click the button to remove all ().

   - To remove some metadata fields, click the name of the fields in the "added" panel and then click the button to remove only those selected ().

   - To set the order of the fields to be included, click the drag icon () for the desired fields in the "added" panel and then drag the field to the desired order.

3. (Optional) To save your current selections as a field template, click SAVE AS TEMPLATE.

   Type a descriptive name for the template and then click SAVE.

   The new template is selected in the Field Template list and is available for field selection in Analyze and Manage.

4. Click EXPORT.

   The CSV is generated and displays as a download as appropriate for the browser you are using.

   Open the downloaded file to view the exported information.

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Version 25.3.0 | Last updated August 2025
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