Data Discovery & Risk Insights 25.4.1 Help Center

# Workbook templates

Workbook templates let you create workbooks based on common criteria. When you create a workbook based on a workbook template, the criteria defined in the template is prepopulated and can be edited for the new workbook as needed.

You can create a static, query, or dynamic query workbook template. Each template includes all the same criteria options as the respective workbook type. The category selected as part of the workbook template is not actually created and available until a workbook is created based on the workbook template.

Manage includes default query workbook templates to gather trivial and obsolete data. You can create additional workbook templates as needed.

NOTE: These default workbook templates for OpenText Core Data Discovery & Risk Insights tenants created prior to 25.1.0 gather data items processed from file system, SharePoint, and Google Drive datasets only.

- The Trivial Data template is a query workbook template. When used to create a workbook, the Trivial category is created and temporary and system files are automatically gathered into the new workbook. By default, a workbook based on this Trivial Data workbook template is included in workspaces based on the Data Cleanup workspace template.

  You can edit the criteria in the template, including the defined file types.

- The Obsolete Data template is a query workbook template. When used to create a workbook, the Obsolete category is created and items that are older than 10 years are automatically gathered into the workbook. By default, a workbook based on this Obsolete Data workbook template is included in workspaces based on the Data Cleanup workspace template.

  You can edit the criteria in the template, including the desired age of matching items.

Changes you make to the options in a workbook template apply going forward and do not affect existing workbooks based on the template. A workbook template can be deleted at any time, even if workbooks exist that were based on the template.

To create a static workbook template

1. From the primary navigation pane, click Configuration () > Workbook Templates.

   The Workbook Templates page opens.

2. Click NEW WORKBOOK TEMPLATE.

   The New Workbook Template dialog opens.

3. Complete the general options for the new workbook template.

   Option | Description
   --- | ---
   Name | Type a unique, meaningful name for the workbook template. Limits: Maximum 50 characters.
   Category | Type the name for the desired category to apply to this workbook template. If the category does not exist, it is available when a workbook is created based on this template. If the category already exists, the existing category is associated with the workbook created based on this template. Category names are not case sensitive, so a category name defined as "Region01" will match an existing category name of "region01" and a new category is not created when a workbook is created based on this template.
   Type | Click Static Workbook.
   Description | Type a meaningful description for the workbook template. Limits: Maximum 250 characters.

   Click NEXT.

4. Review the summary of the new workbook template options.

   Click FINISH.

   The new workbook template is created. The template can be used when creating a new workbook and when creating a new workspace.

To create a query or dynamic query workbook template

1. From the primary navigation pane, click Configuration () > Workbook Templates.

   The Workbook Templates page opens.

2. Click NEW WORKBOOK TEMPLATE.

   The New Workbook Template dialog opens.

3. Complete the general options for the new workbook template.

   Option | Description
   --- | ---
   Name | Type a unique, meaningful name for the workbook template. Limits: Maximum 50 characters.
   Category | Type the name for the desired category to apply to this workbook template. If the category does not exist, it is available when a workbook is created based on this template. If the category already exists, the existing category is associated with the workbook created based on this template. Category names are not case sensitive, so a category name defined as "Region01" will match an existing category name of "region01" and a new category is not created when a workbook is created based on this template.
   Type | Click either Query Workbook or Dynamic Query Workbook. NOTE: A dynamic query workbook template cannot be used to create a workbook within a workspace with a refresh type as "Manual Refresh".
   Description | Type a meaningful description for the workbook template. Limits: Maximum 250 characters.

   Click NEXT.

4. Complete the criteria for the new workbook template.

   1. Click Select to select the criteria for the dynamic workbook. The criteria dialog opens.

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

      Query and dynamic query workbook criteria syntax

      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. Select the check boxes for the desired grammar types or rules. If you select a grammar type, all rules within the type are selected. Click ADD. The selected grammar types and rules are added. If your selections span grammar classes, a field is added for each class and includes the grammar types and rules under that class. For each field that represents grammar types or grammar rules that are not part of a grammar type, you can define the number of values that must be identified for the document to match the criteria. NOTE: For fields that represent only grammar rules that are part of a grammar type, you cannot define a number of identified values. To define the number of grammar values that must be identified for the document to match the criteria, click the COUNT button above the grammar field that has been added and then click Any (Default), At least, or At most. If you select At least or At most, type the desired number or use the up or down arrows to define the minimum or maximum number of values identified in the document in order to match the criteria. For each field, you can define the confidence level that the identified values are sensitive content. The presumed default confidence is 50% (50% probability that the identified values are sensitive). To edit the confidence level, click the CONFIDENCE button above the grammar that has been added and then click Edit the minimum threshold. Use the up or down arrow as necessary to define the desired minimum confidence level, up to 100. | 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. Select the check boxes for the desired grammar types or rules. If you select a grammar type, all rules within the type are selected. Click ADD. The selected grammar types and rules are added. If your selections span grammar classes, a field is added for each class and includes the grammar types and rules under that class. For each field that represents grammar types or grammar rules that are not part of a grammar type, you can define the number of values that must be identified for the document to match the criteria. NOTE: For fields that represent only grammar rules that are part of a grammar type, you cannot define a number of identified values. To define the number of grammar values that must be identified for the document to match the criteria, click the COUNT button above the grammar field that has been added and then click Any (Default), At least, or At most. If you select At least or At most, type the desired number or use the up or down arrows to define the minimum or maximum number of values identified in the document in order to match the criteria. For each field, you can define the confidence level that the identified values are sensitive content. The presumed default confidence is 50% (50% probability that the identified values are sensitive). To edit the confidence level, click the CONFIDENCE button above the grammar that has been added and then click Edit the minimum threshold. Use the up or down arrow as necessary to define the desired minimum confidence level, up to 100. | 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. Select the check boxes for the desired grammar types or rules. If you select a grammar type, all rules within the type are selected. Click ADD. The selected grammar types and rules are added. If your selections span grammar classes, a field is added for each class and includes the grammar types and rules under that class. For each field that represents grammar types or grammar rules that are not part of a grammar type, you can define the number of values that must be identified for the document to match the criteria. NOTE: For fields that represent only grammar rules that are part of a grammar type, you cannot define a number of identified values. To define the number of grammar values that must be identified for the document to match the criteria, click the COUNT button above the grammar field that has been added and then click Any (Default), At least, or At most. If you select At least or At most, type the desired number or use the up or down arrows to define the minimum or maximum number of values identified in the document in order to match the criteria. For each field, you can define the confidence level that the identified values are sensitive content. The presumed default confidence is 50% (50% probability that the identified values are sensitive). To edit the confidence level, click the CONFIDENCE button above the grammar that has been added and then click Edit the minimum threshold. Use the up or down arrow as necessary to define the desired minimum confidence level, up to 100. Selecting NONE of the following excludes the criteria from the search results. | (“company declared bankruptcy” AND "Smith and Jones") NOT File types TXT, XLS.

   3. Click SAVE. The criteria dialog closes and the selected criteria displays in the Summary field

   Click NEXT.

5. Review the summary of the new workbook template options.

   Click FINISH.

   The new workbook template is created. The template can be used when creating a new workbook and when creating a new workspace.

To edit a workbook template

1. On the Workbook Templates page, click the name of the workbook template you want to edit.

   TIP: You can also do one of the following:

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

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

   The Edit Workbook Template dialog opens.

2. Make the desired changes and then click OK.

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

To delete a workbook template

1. On the Workbook Templates page, click or hover over the row for the workbook template you want to delete. Icons display in the right column.

   Click the delete icon () associated with the desired workbook template.

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

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

   NOTE: If this workbook template is associated with any workspace templates, it cannot be deleted.

   The workbook template is deleted. Previously created workbooks based on this template are not affected.

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