Use the Document Viewer

Selected View > Selected Document > double-click (opens Inline)
Selected View > Selected Document > Open Document Inline | Open Document in New Tab
Selected View > Selected Document from a Family > Open Family Inline | Open in New Tab
Selected View > Selected Document from a Thread > Open Thread Inline | Open Thread in New Tab
Email Threads Tab > Selected Thread > double-click (opens Inline) | right-click > Open Thread Inline | Open Thread in New Tab

From any document list, you can launch the Document Viewer to study the content, metadata, or history of a document or email that is part of the document list, part of a Message Attachment Group (MAG) or a Document Attachment Group (DAG), or part of an Email or Short Message Thread.

Note: When the viewer has just started loading, avoid issuing an immediate request to exit the viewer, since this may produce undesirable results in the browser tabs for the application. Once the loading process has progressed, an exist request will generate a prompt to see if you want to stay on or leave the page.

You can launch the Document Viewer different ways from a document list, either Inline (replacing your current workspace content) or in a new browser tab. You can also open the viewer based on what you want to view. For example, you may want to open a given document, or a given family, or a given Thread (from a Project Data-based view). You can see the various options when you select a single document in a document list for a given view and right-click (or use the click the ellipses at the far right). The list of options available depends on the document and its source view.

Selecting a document and opening the viewer loads that document so you can examine it. You can then select another document in the list to view that document's content instead.

Note: A Loading document... message appears while a document is being loaded for viewing in the Inline or New Tab Document Viewer. When only partial document content can be displayed, you see the message Displaying partial document content (% <value>).

The Document Viewer contains several regions, or panes:

  • Top Control Bar: Contains the main controls for the Document Viewer, including View mode selection and document navigation controls.
  • Left Pane for Metadata: Shows you the Metadata panel by default with all of the metadata fields populated for a document.
  • Middle Pane: Contains the document toolbar and document content based on the View Mode.
  • Bottom Document List Pane: Provides the list of documents associated with the view, with options to display family or thread members, if applicable, or document history.
  • Right Pane: Provides a Tags panel that enables you to add Tags and tag documents as you work, building a tagging queue that you can apply all at once.

Unlike the standard Documents list, you can only select one document at a time in the Document Viewer. The selected document drives what appears in the middle pane.

Top Control Bar

The Top Control bar of the Document Viewer provides the primary Document Viewer controls:

  • — Enables you to leave the inline Document Viewer and return to the main window, on the same document list from which you opened the viewer. If you have unsaved changes, you are prompted to save or discard them.
  • Doc List History Drop-down — When you open the Document Viewer, this drop-down initially displays the name of the current document list (read-only, and grayed out). For example, if you open a document from Project Data, this drop-down displays Project Data as the name of the document list. You can see that the initial document list type (shown at the bottom right of the document area) is Doc List. As you select other available document list types (for example, Family or Thread), this drop-down will become enabled, serving as a breadcrumb that you can click and use to return to a previous list. (The drop-down supports two lists, and icons help identify the list type.) For example, if you click Family as a document list type, you will see the drop-down name change to Family of <document>, and you can click in the drop-down to optionally select the Project Data document list and return to that list.
  • — Enables you to use the appropriate tab to select a document viewing mode (HTML, Text, or Image). See Tabs for Document Viewing Modes for more information.
  • — Enables you to search for a term in the current document. See Find in Document for more information.
  • — These controls help you navigate to the first, previous, next, or last document in the current document list.
  • — Enables you to open the Document Viewer in a new tab. If you are having trouble opening document content in the new tab, check your browser options/preferences (for example, make sure that pop-ups are not blocked).
  • — Launches the Help for the Document Viewer.

Tabs for Document Viewing Modes

You can view the selected document using one of these view modes:

  • HTML (default tab) — View an HTML version of a document or email. If you are viewing search results, you will see your search terms highlighted.
  • Text — View the text that was extracted from the document (the text as it was discovered when parsed). Search term highlighting of results does not apply to this view mode. You can cut and paste text from this view mode into another application (for example, Microsoft Notepad).
  • Image —View the PDF for a document that has stored images available for use (imported, for example, as part of an External Image Import or Load File Import, or generated for Export production of PDF versions). This view mode will be disabled if the document has no stored images available, and the disabled tab will have the tooltip Image Not Available.

These views modes are explained later in more detail.

Find in Document

Use the Find in document search box (in the HTML or Text view modes) to look for any part of a word in the current document and then navigate through each occurrence. When you open the Document Viewer, this search box is unavailable until the document is loaded, at which point you will see the Find in document... tooltip in the box. (Note that this search box is always grayed out for the Image view mode.)

Type any part of a word in the box. You do not have to use the search button or press Return; the software will automatically perform the search for you. To clear the search box, click the x.

When your search term finds matching words, the search box is highlighted in a pale yellow color and indicates the first occurrence followed by the total number of occurrences (for example, 1/5). In the document, each occurrence is highlighted in a neon yellow color. To navigate through each term occurrence, use the previous and next controls . When you reach the last occurrence in the document, the next occurrence displayed will be at the beginning of the document.

If there are no matches for what you typed, the box is highlighted in a pale red color.

Note: The word you place in the Find in document search box will be retained as you navigate from document to document in the Document Viewer. It will stay in effect until you change the word or clear the box, or until you leave the Document Viewer.

Middle Pane: Toolbar Options and Content based on the View Mode

This section describes the main view modes (tabs) and the associated toolbar options.

HTML View Mode

This view mode displays an HTML version of a document or email (in email message format) in the middle pane. If you are viewing search results, you will see your search terms highlighted.

The email message format displays key header information (such as the from, to, sent, and subject field information, and a list of attachments). Underneath the header information is the actual email content.

When examining patternvalue field content in the metadata for an email message, it is important to note that header information is not included in the content analyzed with Patterns such as the email Pattern. Therefore, a patternvalue entry containing an email address means that the email address is part of the actual email content.

When examining a type of archive file, such as a ZIP file, note that the HTML tab will list the files in the archive file (including filename, size, and date information). Also note that password-cracked files are not rendered on the HTML tab with Parsing Library V2.

HTML Tab Error Messages

Some documents may take additional time to load (for example, documents with many images, such as Adobe Acrobat PDFs or Microsoft PowerPoint presentations). The software will perform retries as needed to render a document, but if a document that was parsed successfully cannot be rendered in the time allotted by the software, you will see the appropriate HTML rendering error message.

For errors associated with a parsing status error, you will also see explanatory text on the HTML tab. For example, for a document with a parsing status of 00019 FILE_TYPE_UNDETERMINISTIC, the HTML tab will report This document is not readable. HTML view is not available. (Error code 4)

The following is a list of error messages you may see on the HTML tab in a Project using Parsing Library Version V2. Each of these messages is introduced with the Information icon, . If you see one of these messages, viewing of the document on the HTML tab will be unavailable.

Message Description/Associated Parsing Status
This document could not be opened due to an unexpected error. HTML view is not available. (Error code 1) This occurs when there is an error opening the file.
This document could not be opened based on an incorrect file type. HTML view is not available. (Error code 2) This occurs when the software attempts to open the file with the wrong file type.
This document is locked. HTML view is not available. (Error code 3) This occurs when the file is locked.
This document is not readable. HTML view is not available. (Error code 4) This occurs when the file is not readable. You may see the parsingstatus 00019 FILE_TYPE_UNDETERMINISTIC for files with this error.
This document is encrypted. HTML view is not available. (Error code 5) This occurs when the file is encrypted, and you will see the parsingstatus 00027 ENCRYPTED or 00029 PROTECTED (a password-protected file) when password cracking has not yet been performed. Although the HTML view is not available after the document is password-cracked, you can still use Text view and show metadata.
This document could not be found. HTML view is not available. (Error code 10) This occurs when the file could not be located.
This document is subject an unexpected write error. HTML view is not available. (Error code 11) This occurs when the software encounters a write error for the file.
This document is subject to an unexpected class error. HTML view is not available. (Error code 12) This occurs when the file operation is not considered valid for this type of object. You may see the parsingstatus 00001 FAILURE, 00009 FILE_READ error, or 00017 FILE_ZERO_LENGTH for files with this error. You may also see the parsingstatus 00068 FILE_ID_ONLY for files with this error, indicating that the software was able to identify the file type, but the file type support is limited to identification only, not full parsing.
This document is subject to an unexpected error. HTML view is not available. (Error code 13) This occurs when there is an unexpected, general error with the file.
This document is subject to an unexpected error. HTML view is not available. (Error code 14) This occurs if the software detects an unexpected error (invalid handle).
This document is subject to an unexpected error. HTML view is not available. (Error code 15) This occurs if the software detects an unexpected error (invalid pointer).
This document is subject to an unexpected error. HTML view is not available. (Error code 16) This occurs if the software detects an unexpected error (invalid parameter).
This document is corrupted. HTML view is not available. (Error code 17) This occurs when the file is corrupted or damaged. You will see the parsingstatus 00028 FILE_DAMAGED.
This document is subject to an out of memory error. HTML view is not available. (Error code 20) This occurs when the file has an out of memory error.
This document is subject to an unexpected error. HTML view is not available. (Error code 21) This occurs for an unexpected, severe error with the file.
This document is subject to an unexpected error. HTML view is not available. (Error code 22) This occurs when the software detects an unexpected error (method called from the wrong thread).
This document is subject to an unexpected error. HTML view is not available. (Error code 23) This occurs when the software detects an unexpected error (too many open handles).
This document is subject to an unexpected font error. HTML view is not available. (Error code 24) This occurs when the software detects an unexpected font error and cannot locate fonts.

Text View Mode

The Text view mode enables you to view the plain document text as it was discovered during parsing. This enables you to focus on just the text instead of any particular format. Highlighting of terms supplied as part of a document search (instead of in the Document Viewer using Find in document) does not apply to this view mode.

Emails and MS Outlook calendar items with both sender and from field values will display the format [sender value] on behalf of [from value] on the Text tab. Upon export, the appropriate converted version of an email with both sender and from field values will also have the format [sender value] on behalf of [from value].

You can cut and paste text from this view mode into another application (for example, Microsoft Notepad).

Image View Mode

When existing storage images are available for a document, the Image view tab is enabled and displays a PDF of the document. If no stored images are available, the Image tab will be disabled for that document, and hovering over the tab will display the tooltip Image Not Available. If you are on the Image tab for a document that has images and then navigate to a document that does not have images (while remaining on the tab), you will be redirected to the default HTML tab instead.

Stored images are made available to documents (for example, in Project Data) through the following operations:

  • As part of an Export that requests PDF versions (conversions).
  • As part of an Import (for example, an External Image Import into Project Data).
  • As part of a Load File Import with processed images and an Add to Project Data operation.

Note: If you perform an Export to request PDF versions with the Highlight Search Terms option (to highlight terms meeting specified queries), the Image tab for an exported document containing those search terms will show the term highlighting in yellow (assuming the highlighting and conversion at Export was performed successfully).

For an email or Calendar item that is part of an Export, the Image tab uses the time zone set for the Project under Project Settings > General > Preferences. The default time zone is Coordinated Universal Time (UTC). For a document that is part of an Export that requests the generation of PDFs (for example, using the general Production output option PDF) this tab displays an error under the following conditions:

  • If there is a mismatch between the time zone selection(s) made for Export and the time zone set for the Project using the Preferences.
  • If a PDF could not be generated successfully at Export for the document (that is, if the document failed conversion at Export).

Note: If you use the Native production option and select an Email Format of PDF for Export, only successfully parsed emails that are eligible will be converted to PDF format. Note that adjusting the time zone for the Export will not apply to these generated PDFs, unlike when you choose HTML or MHTML as the Email Format.

It is assumed that your browser has the Adobe Viewer Plug-in, which is required to view the PDF. While viewing the PDF, you have the Adobe Viewer options (for example, for printing and paging).

Toolbar Options based on View Modes

The following toolbar options are available based on the selected viewing mode (HTML, Text, or Image):

  • Hidden Data, Doc Annotations, or Track Changes icon (all view mode tabs) — This icon appears for a document that has Word Track Changes set to true, hidden data, and/or document annotations. The icon provides a tooltip to identify whether the document has one of more of the following: trackchanges set to true, hidden data, and/or document annotations. The tooltip lists the information for each corresponding metadata field. This is based on the following:
  • The document has a trackchanges embedded metadata field set to true (detected at import), indicating that the document has the Microsoft Word Track Changes feature turned on. For Parsing Library V2, trackchanges is supported for .docx files only (that is, XML-based Word documents), not .doc files (Word documents that are not XML-based). You can search a view for trackchanges::true to return all documents that have Track Changes on. (You cannot search for trackchanges::false, since the field does not appear unless set. You can search for NOT trackchanges::true.)
  • The document has an identified type(s) of hidden data in the hiddendata field.
  • The software has information in the docannotations metadata field (such as comments for Excel, PDF, PowerPoint, and Word).

For a document with hidden data, the hiddendata embedded metadata field is populated with information. Hidden data applies to Microsoft Excel, PowerPoint, or Word documents. Hidden data may include one or more of the following:

Excel Hidden Rows
Excel Hidden Columns
Excel Hidden Worksheets
Excel Very Hidden Worksheets
PowerPoint Hidden Slides
Word Hidden Text

You can also view documents with annotations using the docannotations metadata field. This enables you to see if a document has one or more of the following:

Excel Auto Filter
Excel Comments
Excel Protected Worksheets
Excel Protected Workbook
Excel Track Changes
PDF Comments
PowerPoint Comments
PowerPoint Notes
Word Comments
Word Revisions (to flag edits, even when track changes is disabled)

You can search for any part of the hiddendata metadata field content (for example, hiddendata::excel* finds all Excel documents with hidden content). You can also search for content in the docannotations field (for example, docannotations::word* finds all Word documents with comments or revisions). See The Metadata List for descriptions of these metadata field properties.

  • Document Icon, Doc Number, and Doc List Position (all view mode tabs) — Identifies whether this is a document or email, provides the document number (for example, 2.22.14), and the position of the document in the list (for example, 1/20).
  • Highlight Search Terms (HTML tab for Search Results only) — Set by default to enable term highlighting in a document viewed from Search results on the HTML tab. This setting can be disabled and then applied for the current Document Viewer launched from Search Results; closing the view and reopening it will enable highlighting in Search Results. Highlighting does not apply to metadata searches.
  • (HTML and Image tabs only) —These Zoom In/Out and Page Orientation (Rotate) controls enable you to zoom in (plus sign), zoom out (minus sign), adjust the document to Fit Page Width or Fit Page Height, or change the orientation of the page by rotating the document Left (90 degrees counter-clockwise), or Right (90 degrees clockwise). The Page Orientation controls (Rotate Left and Rotate Right) apply only to documents for which the page orientation can be changed (for example, images).
  • Add Selected Text to (HTML and Text tabs only) — You can select text on the HTML or Text tab and use the Add Selected Text to option to add the text to an existing or new Alias List, Domain List, or Synthetic Document.
  • (all view mode tabs) — Any users that have Download Native or Download PDF permissions can see and click this icon to download a document or email to their local environment and view it in its native format or as a PDF. Downloading a document in Chrome, for example, displays a blue arrow at the lower left of the screen to indicate that the document (highlighted with a temporary flash of green) is viewable. The document can then be opened in its native viewer (for example, as an Outlook email) or a PDF viewer. There are two Download options:
    • Native — If you have Document - Download Native permissions, you can use this option to download a given document or email to your local environment so that you can view it in its native format. (Any directory not removed from your Project during setup by your administrator is unavailable for download.)
    • PDF — If you have Document - Download PDF permissions, you can use this option to download a PDF version of the document you are viewing.

Naming Convention for Download of a File in Native Format or as PDF

The default name of any file downloaded in native format or as a PDF includes the file's Doc Number (docnum) and original filename or email subject in the appropriate format: <docnum>_<original_filename_or_email_subject>.<ext> or <docnum>_<original_filename_or_email_subject>.pdf. Any spaces in the original filename will be replaced by an underscore (_). See About Downloading Documents as PDFs and Natives for more information.

The default name of any native file downloaded includes the file's Doc Number (docnum) in the format <docnum>.<ext>, where the extension is determined as follows:

  • The origdocext field value is used, if it is populated.
  • If no origdocext value is populated, then the docext field value is used, if populated.
  • If neither origdocext or docext is populated, then just the docnum value is used with no extension.

Bottom Document List Pane

Options located at the bottom of the viewer enable you to control the display of metadata, document history, and the type of document list:

All of these provide additional information for the document in view. When you select a list type, you can see the information in document list form, below the document content.

Show Metadata

When you open the Document Viewer, the left pane shows you a Metadata panel. This panel allows you to focus on the metadata fields and values that apply to a given document or email. By default, the Show Metadata checkbox is selected and the Metadata panel is open.

By default, the list of fields shown in the Metadata panel includes all metadata fields populated for the current document (that is, import-related fields or Analytic Metadata fields related to a document in Project Data).

The bottom of the Metadata panel provides the following options to let you control which metadata fields you see in the list:

  • All Metadata Fields — Enables you to clear the display of all populated metadata fields and view only a subset of fields based on the current Project Metadata View Configuration.
  • Hide Empty Values — Enables you to control whether you see metadata fields that are empty (have no values) for a document. By default, metadata fields with empty values are hidden in the list. If you clear this checkbox, you can see which fields were not populated for a given document.
  • — Saves an XML file that includes the metadata fields for the current document (the default list of fields based on the metadata field configuration, or all fields, if you elected to view all fields. The name uses the format <doc_name>_metadata.xml.

See The Metadata List for a complete list of all metadata field properties with descriptions. Note that the complete list includes Export-only metadata fields, which apply only to Export load files and are not displayed or searchable in the Document Viewer.

The Metadata list contains two columns of information and supports filtering of the information, as follows:

  • Metadata Field – The metadata field name.
  • Value – The value populated in a metadata field. Hover over the description to see the entire description.
  • Filter text box – You can use the Filter text box under the Metadata Field and Value columns to filter by field name. (The icon indicates that filtering is available.) Using the Filter box enables you to pinpoint the fields you want to see based on a Filter term search containing one or more characters you enter. You can explicitly apply a filter by typing one or more characters in the text box and clicking Enter (the return key). If you type one or more characters in the text box, the software will automatically apply the filter for you, and the text box changes to a yellow background color. For any applied filter, you can then clear the filter by removing the text in the box and clicking Enter, by removing the text from the box, or by clicking the that appears at the far right of the Filter box. Clearing a filter restores the list to its original state.

If a metadata field contains more information than you can see in the current width of the Value column, you can do the following:

  • You can click the ..., which indicates that there is more information, to see more character.
  • You can use the pane controls to adjust the metadata panel width to see more of the value.
  • You can hover over the value, which displays the complete value, up to 1,000 characters (a current browser limit).
  • You can click anywhere in the Value column, which displays a blue outline around the column and makes the column active so that you can select and then copy the entire value. You can also use Ctrl-A to select the entire value.

You may also see multiple instances of some fields, such as pattern and patternvalue, for a given document. When viewing patternvalue metadata information, note the following:

  • When a document has more than 25 patternvalue entries, the 25th entry will indicate how many more entries are available for download in an XML file. (This 25th entry is not searchable and does not have the icon.) A tooltip directs you to download the metadata XML file to see all of the values. To perform the download, use the option, which is located on the bottom metadata panel toolbar.

Perform a Quick Metadata Field Search

While viewing metadata, you can click the icon to the far right of a metadata field entry that supports searching to perform a quick search of all documents that have the value shown in the selected metadata field. Hovering over the icon will show you the search that would be performed. For example, if click the for a filetype entry with MS Outlook, hovering over the icon shows you that you could Search (in background)for filetype::MS Outlook (when the Project is using Standard Search Syntax). Remember that when a quick metadata field search runs in the background, two colons are used and reported, as long as the Project is using the Standard Search Syntax.

Usage Notes for this search and metadata:

  • Not all metadata fields are searchable. If a field does not display the , it is not a searchable field. For example, the size field is not searchable.
  • Some fields are searchable, but require UI handling of special characters to be successful. If you do not see expected results from a quick metadata field search for a value with a number of special characters (for example, for an untokenized metadata field), you may need to run the search as a Freeform Search and use wildcards to address some parts of the query. Be aware that some untokenized fields have specific search guidelines in the metadata field description. For example, the extendedfilename field contains a nested filename, where the file archive name precedes the document path and filename (using ? as a delimiter). For this particular field, it is best to perform a Freeform search by placing a portion of the value in quotes, not including any ?, such as the portion appearing after the last ? (for example, for a field value of OfficeFiles.zip?angel/angels-pics.html.1, you can search as follows: extendedfilename:"angel/angels-pics.html.1").
  • If you show empty values, the search icon is unavailable.
  • For a quick metadata field search, the Include Families option and Include Metadata option are enabled.
  • When you search a field in the metadata, the search runs in the background and you can navigate to view the results when you close the Viewer.
  • You can also copy fields or values using Ctrl-C and then use them in your own Searches.

History

This view provides the Document History for a given document. It displays a table of tracking information about the actions performed on the document or email (for example, Apply Tag or Search).

The table lists each action, the user who performed the action, the date, any Tag information that applies, and a description (which shows a comment).

Each entry consists of the following columns:

  • Operation - The operation, such as a Tagging operation, Add Document, or Remove/Restore Documents operation.
  • Date - The date of the operation in the format yyyy-mm-dd hh:mm:ss (for example, 2005-06-25-00-56-00.
  • User - The user who performed the operation.
  • Tag - For a given Tagging operation (Tag event), the Tag applied (for example, mytag1-ON) or removed (for example, mytag2-OFF).
  • Description - The details about the operation. For a Tagging operation, this will include details about the Tag event (for example, Tag MAG event occurred in Project Data), followed by any comment/description you added as part of applying the queued Tagging operations.

Family

You can open this list to see the associated family, either an email message family or document family. The family members are identified either by email Subject or Filename. The document in view is selected, and may be the only member of a family.

A family often contains a parent email/document and attachments. If you select a listed family member, that document is displayed.

Thread

This view applies as long as Email and Short Message Threading has been performed for the Project (by default, it is enabled). If Threads are available, as long as the source view is a Project Data-based view, the Thread list displays the message list for a thread (the Thread you selected when you opened the viewer). Although a Thread typically consists of multiple messages, it may only have one message.

If you select a listed message in a Thread, that message is displayed. You can then navigate and examine each message in the Thread. When you close the viewer, you are returned to your original list (for example, the Threads tab with a list of Threads).

Doc List

The Doc List appears by default when you open the viewer. The number of documents depends on the documents in the view from which you launched the viewer. For example, if you were on the All Docs tab for a view such as Folder, then the Doc List in the viewer is scoped to the documents in that Folder. When you close the viewer, you are returned to the document list for that Folder, on the page that you were on when you opened the viewer. If you were on a selected Cluster on the Clusters tab, then the Doc List in the viewer is scoped to the documents in that Cluster. When you close the viewer, you are returned to the document list for that Cluster.

Although the Doc List shares much in common with the Family and Thread lists, as explained in the About the Document Lists section, it is the only list to offer a Page control area.

Use the Paging Area with Hide Duplicates Option and Document Count

When you are viewing a Doc List with multiple pages, you can select a page to display. The Page control area of the screen (the bottom of the Doc list) shows a range and enables you to enter the page number in the box or use the appropriate arrows to navigate (First Page, Previous Page, Next Page, and Last Page).

Note that you must hit the Enter key after typing a page number in the box for the change to take effect.

You can do an immediate refresh by clicking the Refresh icon on the Page Control bar.

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 <number> Duplicates — This checkbox indicates whether or not duplicates are currently shown in the current Doc List. By default, duplicates are shown and the checkbox is cleared. However, the Project Preferences Setting Hide Duplicates in Lists controls whether duplicates are shown in all Doc Lists. If Hide Duplicates is enabled, all duplicates of a document in the current Doc List are 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, the tagging operation applies only to the currently viewed document. If 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 Doc List, that setting is upheld for the current view; that is, when you page through the Doc List, or switch to a different list and return. The setting reverts to the appropriate Project Preferences Setting 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 example, 1-100 / 2,343). For a document list that hides duplicates, this count represents the deduplicated count.

About the Document Lists

For all of the list types, you can use the following to help you identify the type of document and whether the document is part of a family or thread:

In the Family/Thread column:

  • identifies a document that is part of a family (message attachment group or document attachment group). You can click this icon to open the family inline.
  • identifies a document that is part of a email (or short message) thread. You can click this icon to open the thread inline.

In the Name column:

  • The icon indicates that the file is a document found on disk. If an Author is available, the author's name is identified, followed by the Filename of the document. Note that embedded documents extracted during import are assigned a filename in the format <parentfilename>_OLE_<value>.<ext>. For example, for an Excel (xls) file that is the first OLE child linked to a Word document named spreadsheet.doc, the OLE filename would be spreadsheet.doc_OLE_1.xls. (Note that embedded images are not extracted during import, but are identified in the embeddedchildren metadata field with a value of image.)
  • The icon indicates that the file is an email. The sender of the email is identified in the From: field, followed by the Subject line of the email. This applies to email messages, calendar items, as well as journal entries and tasks.
  • The icon indicates a directory. Typically, you see directories in Data Set Views only, since directories are usually excluded from Project Data. Default exclusion queries in the Analytic Settings typically exclude items such as directories, NIST files, and archive files from Project Data. If directories are present, then the Name field identifies the name of the directory.
  • The icon indicates that the file is an attachment. An attachment is shown indented under its parent.

Columns and Default Column Sorting

When you open the viewer, you see the columns based on the source view. The list preserves the sort order of the source view.

For a non-results Data Set-based list, you will see the following columns:

  • Doc Number (default sort, ascending)
  • Family/Thread
  • Tags
  • Name
  • To
  • Size
  • Date, which is either the last modified date for files or the sent date for emails in the format YYYY-MM-DD HH:mm:ss.

For a non-results Project Data-based list, you will see the following columns:

  • Doc Number
  • Family/Thread - When you view a Project Data document list that sorts using the Date column, this icon identifies each parent in the list that has family members. If so, those family members will appear directly under the parent in the list. Click the icon in the Family/Thread column when you want to collapse the view and view only the parent. Click to open the family again. (Loose documents appear in their appropriate location when you sort using the Date column; if you were to sort using Sent or Received instead of Date, loose documents will appear last in the list for the view after the sort.) Also, the sort order is maintained when you open the Document Viewer in a new tab, so you can still view the parents with their associated family members.
  • Tags
  • Name
  • To
  • Size
  • Date (default sort, ascending), which is the primary date information based on the file type of the source file, displayed in the format YYYY-MM-DD HH:MM:SS. It is based on the dateprimary field.

For a Data Set-based results list, you will see the following columns:

  • Doc Number
  • Family/Thread
  • Tags
  • Name
  • To
  • Size
  • Date, which is either the last modified date for files or the sent date for emails in the format YYYY-MM-DD HH:mm:ss.
  • Score (default sort, descending)
  • Group (for exact or content duplicate searches)

For a Project Data-based results list, you will see the following columns:

  • Doc Number
  • Family/Thread
  • Tags
  • Name
  • To
  • Size
  • Date, which is the primary date information based on the file type of the source file, displayed in the format YYYY-MM-DD HH:MM:SS. It is based on the dateprimary field.
  • Score (default sort, descending)
  • %Terms (similarity searches)
  • Group (for exact or content duplicate searches)

When you are on a Family or Threads list, you will see the following columns:

  • Doc Number
  • Family/Thread
  • Tags
  • Name
  • To
  • From
  • Sent
  • Date Modified

Selected Document Options

When you select a single document or message in the Doc List, Family list, or Thread list of the Document Viewer, and right-click (or use the click the ellipses at the far right), a document context menu appears with a list of options, depending on the document, whether it is part of a family or a thread, and which viewer you are currently working in:

Note: The list you see upon right-click will not include any options that do not apply to the current document or the current viewer. For example, if you are working in the New Tab Document Viewer, you cannot open a document Inline. If the current document is part of a Family but not a Thread, you will not see Thread-related options.

  • Open Document Inline (from the Inline Document Viewer Only) – Launches the Document Viewer in your current browser window, replacing the current workspace content until you exit the Document Viewer. When you open the Document Viewer in your current browser window, you can select HTML, Text, or Image view modes in the top portion of the screen and use the lower part of the screen to control whether you show metadata and examine documents in a document list, by family, by thread, or by document history.
  • Open Document in New Tab (from the Inline or New Tab Document Viewer) – Launches the Document Viewer in a new browser tab. This enables you to select any document in the paged Document List and see the full content of that document (or other views, such as Metadata or History). You can also launch multiple tabs for different documents to perform side-by-side reviews of multiple documents. When you open the Document Viewer in a new tab, you can select HTML, Text, or Image view modes in the top portion of the screen and use the lower part of the screen to control whether you show metadata and examine documents in a document list, by family, by thread, or by document history.
  • Open Family Inline (from the Inline Document Viewer Only) – If the document is part of a Family, launches a Family-specific view of the Document Viewer for the Family (MAG or DAG) inline, within your current browser window.
  • Open Family in New Tab (from the Inline or New Tab Document Viewer) – If the document is part of a Family, launches the Document Viewer for the Family (MAG or DAG) in a new browser tab. This enables you to focus on the other family members of a selected parent email/document or email or embedded attachment. Family members are indented under their parent. MAGs are sorted by the email sent date.
  • Open Thread Inline (from the Inline Document Viewer Only) – From a Project Data-based view, if the document is part of a Thread, launches a Thread-specific view of the Document Viewer inline, within your current browser window.
  • Open Thread in New Tab (from the Inline or New Tab Document Viewer) – From a Project Data-based view, if the document is part of a Thread, launches a Thread-specific view of the Document Viewer in a new tab. This enables you to focus on each message in the Thread and the associated attachments, if applicable.
  • Find Exact Duplicates of This... – Searches for documents that have exactly the same content and metadata as the selected document. An exact duplicate would have the same file MD5 value.
  • Find Content Duplicates of This... – Searches for documents that have the same content as the selected document.
  • Find Near Duplicates of This... – In Project Data-based views, searches for documents whose content is almost the same as a selected document. Evaluation of what constitutes a near-duplicate document includes comparison of the overall term length, but not file type or format. A Threshold setting enables you to specify the level of content match for the operation. Find Near Duplicates minimally requires an Analytic Index.

Right Pane: Tags List and Tags Queue

When you open the Document Viewer, the content of the Tags pane remains the same regardless of the Document Viewer view mode.

The Tags panel consists of the following:

  • Tags List with New Tag
  • Tags Queue with Comment area, Apply All to selection, and Apply Queue

Tags List

This section provides a scrollable list of available Tags. Each available Tag in the list is associated with a color. Tags that are already applied to the current document will be shown selected, and you can maintain or remove those Tags.

You can use the current list of Tags, or create your own Tags as you work (as long as you have the appropriate permissions). Use New Tag to create a Tag.

Use the checkbox next to each Tag to add one or more pending Tagging operations (adding or removing Tags) to the Queue.

  • Checkbox cleared — Indicates that the Tag is not applied.
  • Checkbox selected — Indicates that the Tag is applied.

Tags Queue

The Document Viewer supports batch Tagging using a Queue. This enables you to navigate documents and Tag each (one at a time) and have all of your Tag operations applied when you are done Tagging documents (that is, you apply the Queue using a selected Tagging scope and an optional comment). The contents of the Queue are maintained when you change pages of a given doc list.

Each document's pending Tagging operations will have an entry in the Queue with the following:

  • Doc Number — The Doc Number for the document associated with the Tagging operations. You can hover over the Doc Number (for example, 320.12.464) to see the associated filename.
  • Tagging Operations — Provides the Tag icons associated with the Tagging operations for a document. You can hover over a Tag icon (for example, ) to get more information about the operation, such as Add Tag: Tag1. When you remove a Tag, you see a Tag removal icon (for example, ) and you can hover over the icon to get more information about the operation, such as Remove Tag: Tag2.

If you want to clear an individual entry in the Queue, click the trash icon for that entry.

Comment Area

In this section, you can enter a single comment that applies to all Tagging operations in the Queue (that is, all pending Tag operations for adding or removing Tags). The comment becomes part of the document History, and can be viewed in the Description field of the History tab. Comments are also captured for export.

Apply All To Selection

The Apply All to section dictates the scope of all Tagging operations in the Queue as one of the following:

  • Document– Tags an individual document but not its family members. This is the default Tagging scope for Imports-based views (that is, Imports results, a Data Set view, and Data Set results). A Tagging operation performed for these views will add the selected documents to Project Data and then Tag the documents accordingly. If you have permissions to tag within a Data Set-based view or all Imports-based view, the only tagging scope available is Document, and you must have Project Data - Add/Edit permissions, since the tagging will add the tagged documents to Project Data automatically.
  • Family – Tags an individual document and its family members, which represents a Document Attachment Group (DAG) or Message Attachment Group (MAG) and includes the parent document or email and its attachments. This is the default scope for all views of Project Data except a Threads view.
  • Thread – Tags all the messages that are part of an Email or short message Thread. This is the default Tagging scope when you are viewing a Thread list.

Apply or Clear the Queue

You can apply or clear the entire Queue as follows:

  • Click Apply Queue to apply all Tagging operations in the Queue. When you click this button, you see a message indicating the number of Tagging tasks are in progress. This message changes to green when the tasks are completed. You can clear the display of these messages by clicking the in the message box.
  • If you want to clear all Tagging operations in the Queue, click the trash icon in the Queue box (located to the far right of the Queue title).

If you attempt to close the Document Viewer when you have pending Tags, you will be prompted to apply the changes in the Queue, discard the changes, or cancel the closure of the Document Viewer so that you can assess the Queue.

Note: Each change in Tag state for a document, based on adding or removing Tags, is captured in the History list.