Add a Shared Data Set

Imports > Add Shared Data Set

Requires Imports - Add/Edit Permissions, Organization - Shared Data Sets - View, Projects - Add/Edit, and Project Data - Add/Edit (for the Add to Project Data option

Note: Digital Reef now restricts import and reprocessing of data to Projects using Parsing Library V2. You can no longer add Shared Data Sets, or import or reprocess data in a Parsing Library V1 Project.

Users in a role with the appropriate permissions can add one or more existing Data Sets that have already been explicitly Shared by another Project in your Organization (called the originating Project).

Note that certain operations, such as Reprocess and OCR, do not apply to documents added from a Shared Data Set.

You cannot edit the Index Level of a Shared Data Set, or change the Shared state once the Data Set is in use by Projects other than the originating Project. You can only add a Shared Data Set once. Once you add a given Data Set, it no longer appears on the list of available Data Sets you can add.

Select from Available Shared Data Sets

  • (per-Data Set checkbox) — Use the checkbox to the left of an eligible Data Set to select that Data Set. The state changes to for the selected Data Set.
  • (top-level checkbox) — Use the checkbox that appears at the top of the list to select all available Data Sets in the list, if they are all eligible for selection. If not all of the available items are selected, this top-level checkbox state will be shown as indeterminate, . If no items are selectable, then you will not be able to select the checkbox.
  • Data Set Name — Enables you to select one or more eligible Shared Data Sets by name. Imported Load Files are not eligible for use as a Shared Data Set.
  • Originating Project — The name of the Project that originally created and shared the Data Set.
  • Parsing Library Version — The Parsing Library version for a Shared Data Set in the list, which determines its eligibility. If this version is the same for both the Project (as identified in the Index Settings) and the Shared Data Set, the Shared Data Set will be available for selection in the Project. If there is a mismatch between the Parsing Library version as listed in the Project Index Settings and the Shared Data Set listed in the table, the Shared Data Set will not be available for use in the Project (it will be grayed out, and no checkbox will appear). In this case, if you hover over the grayed out Data Set entry, a tooltip will inform you that the Parsing Library Version does not match your Project.
  • Tokenization Version — The tokenization version for a Shared Data Set in the list. If this version is the same for both the Project (as identified in the Project Search Settings) and the Shared Data Set, the Shared Data Set will be available for selection in the Project. If there is a mismatch between the tokenization version as listed in the Project Search Settings and the Shared Data Set listed in the table, the Shared Data Set will not be available for use in the Project. Tokenization V2 applies to newly created Projects (starting with Release 127). V1 applies to Projects created prior to Release 127.
  • Description — A description assigned to the Shared Data Set.

Shared Data Set Options

  • Add to Project Data — If you have Project Data - Add/Edit permissions to add to Project Data, you can use this option to add the selected data to Project Data automatically, thereby enabling users to work with views of Project Data right away, or to add the data without assigning data to Project Data. By default, this option is cleared.

After you make the changes you want, click one of the following:

  • Add Data Set(s) — When you select this option, the system validates the Shared Data Set(s) for Data Set name collisions in the Project. As long as validation is successful, the selected Shared Data Set(s) are then added to the Project. Validation will fail if there is an existing Data Set with that name already in the Project.
  • Cancel — Select this option if you want to cancel the operation.

After you add the Shared Data Set, you can see it in the list of Imports in the Imports Summary. The Sharing column will identify the Data Set as Shared.