Work with a Document List
Many items in the Navigation Tree support document lists based on permissions. When you select an item in the tree to which you have permissions and that supports document lists, an All Docs tab by default displays all documents that apply to that item in the tree, as well as the columns and options that apply to that view:
- If you have permissions to work with Data Sets under Imports, you can select a given Data Set and see all the documents that apply to the Data Se. You can also use the Exceptions tab to focus only on documents with parsing exceptions, or use tabs such as the
- If you have permissions to work in Project Data, selecting Project Data in the Navigation Tree displays an initial All Docs tab with all documents that reside in Project Data, and you can use additional tabs to focus on Email Threads,
- If you have permissions to perform searches of a Data Set or all Imports, you can select the search result under Search History and see an All Docs tab with all documents, document information, and actions for the results. For information about the different tabs, columns and options available for an Imports-based search results document list, see Document Information for Search Results.
- If you have permissions to perform searches of Project Data or a view of Project Data, you can select the search result under Search History and see an All Docs tab with all documents, document information, and actions for the Project Data-based results. For information about the different tabs, columns, and options available for a Project Data-based search results document list, see Document Information for Search Results.
Common Document List Information
This section provides information that applies to the various kinds of document lists.
About Large Document Lists
If any non-results view has more than 100,000 documents (for example, a Data Set view, or Project Data), you will see a button on the All Docs tab the first time you select that view in the tree. Click the button when you are prepared to wait for the document list to be generated. You may also see this button again after you make changes (for example, changes that affect the contents of a view, such as adding new Data Set documents to Project Data). In general, the button reappears when the document list is not cached.
You can select a subset of operations to apply to the entire document list (the equivalent of selecting the top-level checkbox) either before or during the generation of the document list. These tree options depend on the type of view selected in the tree, but generally include items such as Making these options available can save you time and enable you to perform operations without actually having to view the document list. Note that if you perform an operation such as tagging before you generate the document list for a Project Data view, you will still need to click Generate Documents if you want to actually view the applied Tags on the documents.
About Document Selection
Each document list uses a per-document checkbox to support selection of individual documents on a given page and a top checkbox to support selection of all documents across all pages in the view:
Note: When you select the top checkbox, a message indicates that you have all items selected in the current view (across all pages for a tab). For example, if the All Docs tab has 2315 documents, and you use the top-level checkbox, you will see the message If you use the individual checkboxes on a given page of the active tab, a message indicates how many items you have selected on this page. For example, if you have selected all docs and then deselect one item from the current page, you will see the message
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(per-document checkbox) — Use the checkbox to the left of a document name to select that document. To clear the selection of a document on a page of the view, clear the per-document checkbox. Use the per-document checkbox to select one or more documents on a given page for an intended action. -
(top-level checkbox) — Use the checkbox that appears at the top of the list to select all documents in the view (across all pages for a tab). To clear the selection of all documents in the view, clear the top checkbox.
Note: Filtering is also available for items listed in a tree structure in dialogs such as the Select Target dialog, the New Comparison dialog, and other dialogs for searches such as Search by
About Column Display based on View Type, Column Placement, and Sorting
Note: When a given column is not wide enough for you to see the full column name and is truncated (for example, due to resizing of the window, certain panes, or individual columns), you can hover over the column to see a tooltip with the complete name. This applies to all document lists and all screens that display columns, including summary views such as Custodians, Tags, Exports, Search History, the Work Basket, and Settings.
Note: When you change column selections and/or position for a view, your current selections are retained for that type of view for the duration of your session. This enables you to keep your column preferences for a given view type in effect as you navigate to different places in the application. For example, if you make column selection and/or position changes for a view such as Project Data, you can open the Document Viewer and see those selections, then close the Viewer and still see your selections. Your selections are maintained whenever you switch from one view to another view of the same type (for example, you switch from Project Data to a Custodian view), even if you move to another type of view in between. For example, if you change column selections and positions for a Project Data-based view, then move to a Data Set view (which shows its column selections), and then move to another Project Data-based view (such as a Custodian, MediaID, Batch, Tag, or Folder view), you would still see your Project Data-based column selections and positions.
The document list for a given view has a default sort column based on the type of view, as follows:
- For a Data Set under Imports, Doc Number is the default sort column, with the sort in ascending order.
- For Project Data and many views derived from Project Data (such as a Custodian, Folder, or Tag view), the Date column based on the
dateprimarymetadata field is the default sort column, enabling you to see families grouped. The sort is initially in ascending order. - For all term-based search result views and Cluster views, the Score column is the default sort column, with the sort in descending order. In result views for Project Data, you can sort on the Date column instead of Score to see the families grouped. Score is also the default sort column for similarity based searches, such as Find More Like These and Search by
- For Export Streams and Export Volumes, the Doc ID column is the default sort column, with the sort in ascending order.
Note: The default sort column for a view is initially The sort is maintained until you switch views.
About Viewing Family Documents in the List
In a given document list, you can use the following to help you identify and view family and/or thread members (if applicable) in the Family/Thread
About a Document's File Extension
A document's file extension will not always reflect the document's real file type. For example, a mydoc.txt file may actually be an MBOX from which emails are extracted. You can rely on the Digital Reef software to detect the correct file type, which you can verify in the document metadata.
About Duplicates in Lists
For any document list in the Project, duplicates are initially either displayed or hidden based on a setting in the Project called Hide Duplicates in Lists, which is cleared by default to display all duplicates in the document list. As long as duplicates are shown, a tagging operation applies only to the currently viewed document. If Hide Duplicates in Lists is set, all duplicates of a document in the current document list are suppressed. In this case, any Tag applied to the document is automatically applied to its duplicates when the Tag mode is set to Document.
Page Controls, Hide Duplicates Option, and Document Total
For multi-page lists, you can select a page to display. The Page Control bar on the screen (the bottom of any list) shows a range and enables you to enter the page number in the box or use the appropriate arrows to navigate. Note that you must hit the Enter key after typing a page number in the box for the change to take effect.
The Page control area also provides an option to hide duplicates. Initially, the option name appears as Hide Duplicates, but if you enable the option, the option name includes the number of duplicates (if there are duplicates), as follows:
Hide Duplicates — This checkbox indicates whether or not duplicates are currently shown in the view. By default, duplicates are shown and the checkbox is cleared. However, the Hide Duplicates in Lists controls whether duplicates are shown in all document lists. If Hide Duplicates is enabled, the display of all duplicates of a document in the current document list is suppressed and the document count to the far right of the screen changes to the deduplicated count. For a tagging operation, if duplicates are shown, a tagging operation applies only to the currently viewed document. When duplicates are hidden, a Tag applied to the document is automatically applied to its duplicates when the Tag mode is set to Document. If you change the Hide Duplicates setting for a given document list, that setting is upheld for the current view; that is, when you page through the doc list, filter the doc list, or switch tabs within the view. The setting reverts to the appropriate when you change views, however.
To the far right of the Page Controls is the document count for the total documents in the view For a document list that hides duplicates, this count represents the deduplicated count.