Data Discovery & Risk Insights 25.4.1 Help Center

# Workspace view

NOTE: Not included in the simplified workspace view.

The individual workspace overview provides several ways to analyze a workspace and associated artifacts of the workspace. Use the tabs above the panels to view overview information, workbooks, or all documents within the workspace.

In the top pane, analyze the workspace from various points of view. To change between the views, click the desired analysis view name above the chart.

- The Activity view shows currently running activities related to the workspace and its related workbooks and documents. If there are currently running activities, the Activity view is the default view for the workspace summary chart.

  Filter the list of activities by object type or activity type. Click a column header to sort the list of activities by the desired information.

- The Timeline view shows the overall volume of documents in the workspace over time or the volume of documents by file type. Use the date slider to adjust the time frame. Click Content or File Types to the right of the graph to show either the volume for all documents or by file type. If there are no currently running activities, the Timeline view is the default view for the workspace summary chart.

  Use the timeframe selector beneath the chart to view the data for a specific timeframe You can adjust the start and end dates independently, or move the entire timeframe. To adjust the start and end dates, click and drag the control bar on either end. To move the entire timeframe, click anywhere within the selected timeframe and drag to the desired point in time.

- The Tagging view shows the number of tagged and not tagged items. Analyze tagged items relative to the tags themselves (default), to protection status, or to sent to target status. Choose to display information for all reporting groups, or for a specific reporting group. Click a section of a bar chart line to view the items related to that data set.

  Example: analyze tags relative to protection status

  For a given workbook in a workspace, 73 items are tagged and 97 are not. You see these metrics when you select Tags in the Analyze by list. In the "Analyze by" list, select Protection Status. You now see that of the 73 items tagged, 3 items are protected and 70 items are not protected.

- The Map view shows a breakdown of the documents in the workspace. By default, datasets and tags display, each in a separate row under the workspace row. Hover over a block in the subordinate rows to view the details; click the VIEW CONTENTS link in the pop-up window to view the items related to that block. Click a block in the subordinate rows to refocus the view on that block.

  To edit the data sets that display in the map, click Edit in the top left corner of the graph. You can display up to three rows beneath the workspace. To select a different data set to display in a row, click the down arrow next to the name of the data set in the desired row and select another data set. To reorder the rows, click the up or down arrow of the move button in the left column of the row or click and hold the center portion of the move button and drag the row to the desired position. When completed, click Done.

- The Categories view shows the volume of data across workbook categories. Choose to analyze information for each category in the workspace related to whether the items are related to a category, whether the items have been protected, whether the items have been sent to a target, or whether the items are shared across workbook categories. Click a data point on the chart to view the related workbooks for the selected category.

  Click the preferences icon () to view the data by document count or by file size.

In the tabbed view beneath the analysis pane, review and access the workspace artifacts, such as datasets, data requests, and holds.

- DATA displays the datasets associated with the workspace.

  - Click MANAGE DATASETS to edit the datasets associated with the workspace.

  - Hover over or click in the row for a dataset and then click the view contents icon () to view the list of documents associated with the dataset.

  - Hover over or click in the row for a dataset and then click the view criteria icon () to view the defined processing criteria for the dataset. Datasets are defined in Connect.

  - Hover over or click in the row for a Research () or Legacy () dataset and then click the edit name icon () to edit the name of the dataset.

- DATA REQUESTS displays the data subjects and topics with the workspace. Numbers shown in the data requests list represent the number of documents associated with each data request.

  NOTE: The DATA REQUESTS tab displays for workspaces set to manual refresh.

  A data subject can be involved in a document in the following ways:

  - Any sender or recipient of an email, including Cc and Bcc recipients.

  - Any person identified by a name found within any indexed field. The name can be found in the body of an email or its attachments or the within the content or ownership of a non-message document (such as file system or SharePoint).

  - Any person identified by an email address within any indexed field. The email address can be found within the content of a non-message document.

  - Any person identified as an assignee or author of a Content Manager document.

  - Click MANAGE DATA REQUESTS to edit the data requests for this workspace.

  - Hover over or click in the row for a data request and then click the view criteria icon () to view the criteria defined for the data request.

  - Hover over or click in the row for a data request and then click the view contents icon () to view the list of documents associated with the data request.

- HOLDS displays the active holds associated with the workspace.

  - Click NEW HOLD to create a hold.

  - Click MANAGE HOLDS to view the list of holds for this workspace. From the Holds page, you can view the details of the holds. For more information, see Holds.

  - Hover over or click in the row for a hold and then click the view contents icon () to view the list of documents associated with the hold.

Using the workspace detail pane on the right side of the workspace Overview page, take action on the workspace and view a summary of disposition of documents within the workspace.

- Change the status of the workspace. A newly created workspace defaults to DRAFT. Once you are satisfied with the datasets and primary details of the workspace, you can change the workspace to OPEN to begin taking action.

  To change the status of a workspace

  1. Do one of the following.

     - From the workspace overview page, click the status button above the detail pane and select the desired status. The button showing the current status will be DRAFT, OPEN, or CLOSED.

     - From the workspace list page, click in the row for the desired workspace and open the detail pane ().

       At the top right of the detail pane, click the status button and select the desired status. The button showing the current status will be DRAFT, OPEN, or CLOSED.

     - From the workspace list page, click the name of the desired workspace. The workspace Overview page opens.

       Above the workspace summary pane on the right side of the page, click the status button and select the desired status. The button showing the current status will be DRAFT, OPEN, or CLOSED.

     IMPORTANT: If closing or reopening a workspace, see Close, reopen, or delete a workspace for important information.

  2. Review the information in the confirmation dialog and click YES to confirm the action.

     The workspace status is updated.

- EDIT the workspace.

  To edit a workspace

  1. From the workspace list page, click the name of the desired workspace.

     TIP: You can also do one of the following:

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

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

     The workspace Overview page opens.

  2. In the workspace summary pane on the right side of the page, click EDIT.

     The Edit Workspace dialog opens.

  3. Edit the workspace information as desired.

     Click OK.

     The workspace is updated.

- For workspaces set to manual refresh, REFRESH the workspace to retrieve data items that may have been ingested since the workspace was last processed. Refreshing also updates query workbooks within this workspace. A workspace refresh does not trigger a rescan of associated datasets.

  When an another activity related to the workspace is in progress, the REFRESH button is dimmed. This includes, but is not limited to, an existing refresh of the workspace, automatic updates of query workbooks, or adding a new workbook. When the activity completes, you can refresh the workbook.

  NOTE: If you want to include new or updated data items from a recent scan or rescan of associated data items, ensure the datset scan has completed and then refresh the workspace.

- Run a workspace summary Workspace report to review a full overview of the workspace.

- Run a workspace Workspace audit report to review actions related to the workspace.

- View metrics for the total number of metadata-only documents, analyzed documents, collected documents, items with grammar values extracted, documents on hold, documents protected, documents sent to a target, and documents deleted. If the workspace includes documents that have been deleted, click the "N Documents Deleted" link to view information about the deleted documents. For more information about deleted documents, see Viewing deleted documents in Manage.

- Click a bar chart to go to the Content tab and see the list of items applicable for the bar chart you clicked.

- 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.

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.

## Workspace report

You can generate a PDF report that provides a consolidated view of the workspace. The workspace report contains the following information.

NOTE: For some sections, if no information exists, the section is not included in the report.

- General information including the workspace name, workspace ID, date created, total number of documents, total number of items, and the total storage size (MB).

- Category chart showing the associated categories and the unique content compared to the content shared across workbook categories.

- Document types chart showing the document types included in the workspace.

- Tagging chart showing the number of tagged documents and the number of entities within those documents.

- Dataset information for each dataset including the dataset name and number of documents in the workspace from the dataset.

- Data request details for each request, including whether it is a request by data subject or topic.

- Hold name, number of documents on hold, hold status, responsible person, and the date the hold was created for each hold associated with the workspace.

- Workbook name, number of documents included, date created, status of last action taken, last action taken, and workbook type for each workbook within the workspace, organized by assigned category.

- Metrics including the total number of metadata-only, analyzed, and collected documents, items with grammar values extracted, documents protected, documents on hold, documents sent to a target, and documents deleted. This information also displays in the summary pane on the right side of the workspace Overview page.

- Activity details per workbook, including the number of documents, initiating user, and activity date for each workbook. If applicable, the name of the individual user or group that approved the action is also included. This information also displays in the History section on the Activity tab in the detail pane for each workbook.

To generate a workspace PDF report

1. From the workspace list page, click the name of the desired workspace.

   The individual workspace overview page opens.

2. In the workspace detail pane on the right side of the page, click REPORT.

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

   Open the downloaded file to view the report.

## Workspace audit

You can review actions taken by users in the context of a single workspace. The action is comprised of the event and the type. The event is the actual action that was taken (create, delete, view, and so on) and the type is the construct on which the action was taken (category, document, workbook, and so on).

The actions available for audit review include basic actions such as viewing a workspace or data item metadata (from a view that includes the content detail pane and then opening the metadata tab), as well as more advanced actions such as rejecting a request to delete a document from a workspace that includes policy enforcement. The audit information includes the date of the event, the user that took the action, the event and type, and additional details about the action. You can sort the audit list by any of this information.

Using the filter options above the audit list, you can refine the audit list by user, event, type, and date. When filtering, the audit list updates dynamically as you make selections and represents actions that match all of the selected options.

- User Name — filter for the desired user. Type their user name, email address, or first or last name. As you type, suggestions display. The suggestions are the user names of users associated with any of the information you typed. Click the desired user name to filter for that user's actions within the workspace.

  Click the X to the right of the user name to remove this filter option.

- [Events] — filter for events related to the workspace. By default, all events for the workspace display. Select the event that best defines what you are looking for. Not all events are applicable to every type. For example, there will not be any results for the Delete event in conjunction with the Workspace type because workspaces cannot be deleted (only closed).

  Click the clear filter icon () to return to displaying all events.

- [Types] — filter for types of events related to the workspace. By default, all types for the workspace display. Select the type that defines what you are looking for. Similar to events, not all types are applicable for every event.

  Click the clear filter icon () to return to displaying all types.

- Date —filter for actions by date. Define the start (From) and end (To) dates to look for actions taken within a specific date range. The dates defined are included in the date range.

  - If a start date is defined without an end date, actions from the defined date to the current date are matched.

  - If an end date is defined without a start date, actions up to and including the end date are matched.

  Click the clear filter icon () to remove the date restriction.

To view audit information for a workspace

1. From the workspace list page, click the name of the desired workspace.

   The individual workspace overview page opens.

2. In the workspace detail pane on the right side of the page, click AUDIT.

   All audited actions display, sorted by descending date.

   Click the audit list column headers to sort the list; use the filter options to refine the list.

Once you have filtered the audit log to show what you are interested in, you can export the results to a CSV file. Click the export to CSV icon () to export the current audit log.

Copyright 2019-2026 Open Text
Version 25.4.1 | Last updated January 2026
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