Add to or Remove Documents from Select Project Data Views

Selected view > Selected documents > Add to | Remove from

Requires Document - Add to/Remove from a Folder or Document - Add to/ Remove from a Custodian / Batch / MediaID permissions, and Project Data - Add/Edit permissions if operation is issued from an Imports-based view

For a selected set of documents, or documents associated with an item from a Details popup for a given Report on the Reports tab, you can add the documents to an available location within Project Data.

Your list of locations is based on your permissions:

  • If you have the appropriate permissions for Imports, you can save documents from an all Imports results view or a Data Set view to Project Data, or to a Custodian, MediaID, Batch, or Folder view in Project Data. Note that you can only add data at the Analytic Index or Content Index level to Project Data. You cannot add data at the System or File Metadata Index level to Project Data.

Note: Adding data to will Project Data will generate Custodian, Batch, and MediaID views for Project Data, and you will see the Generating Views from <dataset> for Project Data Work Basket task.

  • General users with Project Data permissions can save documents to a view in Project Data, such as a Custodian, MediaID, Batch, or Folder view.

As part of adding documents to a Custodian, MediaID, Batch, or Folder view, any user can create a new Custodian, MediaID, Batch, or Folder for the documents.

You can select only one target location for this operation.

Adding documents to a selected view assigns the documents to that view. Since a document can only belong to one view of that type, this operation will change the view assignment (for example, from the Unassigned Custodian to an added Custodian, or from one added Custodian to another added Custodian). For more information about managing Custodian views, see Manage Custodians and Data Assigned to Custodians.

You can add documents multiple times to the same Folder.

You can also remove documents from a location such as a Custodian, MediaID, Batch, or Folder view. For a Remove from operation, you select the view from which you want to remove the associated documents, and then click OK, or Cancel.

Before you select a Project Data location, be sure to select documents from the current view's document list. You can select documents using a per-document checkbox to support selection of individual documents and a top checkbox to support selection of all documents in the view:

  • (per-document checkbox) — Use the checkbox to the left of a document name to select that document. To clear the selection of a document in the view, clear the per-document checkbox.
  • (top-level checkbox) — Use the checkbox that appears at the top of the list to select all documents in the view. To clear the selection of all documents in the view, clear the top checkbox. If you select one or more but not all documents in a given list, the top checkbox changes to to indicate that one or more items have been selected, but not all items. Note that this top-level checkbox does not apply to the Email Threads tab, which supports selection of one thread for an action.

Note: This operation is not enabled until you select at least one document (or all documents) in the view. When you select the top checkbox (for all documents), the option is enabled and operates on all documents in the view, even if you have previously selected individual documents in the view. If you select an individual document after selecting the top checkbox, the top checkbox option is cleared and only the selected documents will be included, not all documents.

Add to or Remove from

A popup allows you to optionally filter and then select one of the following to add or remove documents to a location:

You can filter the list of locations. Filtering works as follows:

  • Filter.... – You can use the Filter text box at the top right to filter the list. (The icon indicates that filtering is available.) If you have a large number of locations, using the Filter box enables you to pinpoint the items you want to work with based on a quick 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.
  • Project Data — If you have permissions, you can add documents from an all Imports view or a Data Set view to Project Data. If you are adding documents from a view of Project Data, you can add documents to a new or existing Custodian, MediaID, Batch, or Folder view. You can also remove documents from an existing Custodian, MediaID, Batch, or Folder view.
  • Under Custodians, you can make a single selection, as follows:
    • New Custodian (available only when adding documents, not removing) — Launches a New Custodian dialog that enables you to create a new Custodian for the documents you want to add. When you return to the dialog after creating the new Custodian, select the newly added item from the list.
    • <Selected Custodian> — Assigns/reassigns the documents to the Custodian you select from the list of existing Custodians except the Unassigned Custodian.
  • Under MediaIDs, you can make a single selection, as follows:
    • New MediaID (available only when adding documents, not removing) — Launches a New MediaID dialog that enables you to create a new MediaID for the documents you want to add. When you return to the dialog after creating the new MediaID, select the newly added item from the list.
    • <Selected MediaID> — Assigns/reassigns the documents to the MediaID you select from the list of existing MediaIDs (except the Unassigned MediaID).
  • Under Batches, you can make a single selection, as follows:
    • New Batch (available only when adding documents, not removing) — Launches a New Batch dialog that enables you to create a new Batch for the documents you want to add. When you return to the dialog after creating the new Batch, select the newly added item from the list.
    • <Selected Batch> — Assigns/reassigns the documents to the Batch you select from the list of existing Batches (except the Unassigned Batch).
  • Under Folders, you can make a single selection, as follows:
    • New Folder (available only when adding documents, not removing) — Launches a Create Folder dialog that enables you to create a new Folder for the documents you want to add. When you return to the dialog after creating the new Folder, select the newly added item from the list.
    • <Selected Folder> — Adds the documents to the Folder you select from the list of existing Folders. Each Folder has a Folder icon in a given color.
  • Under Folders, you can make a single selection, as follows:
    • New Folder (available only when adding documents, not removing) — Launches a Create Folder dialog that enables you to create a new Folder for the documents you want to add. When you return to the dialog after creating the new Folder, select the newly added item from the list.
    • <Selected Folder> — Adds the documents to the Folder you select from the list of existing Folders. Each Folder has a Folder icon in a given color.
  • Include Families — Includes all available family members of a selected parent email or document attachment (MAG or DAG) as part of adding or removing documents. For example, selecting a parent email from search results will automatically include its attachments in the add operation. Similarly, selecting a document attachment will automatically include its parent email in the add operation. If you are not using Custodian Priority, you can clear this option if you do not want to include the family members, just the selected parent email or document attachment.
  • OK — Adds documents to or removes documents from your selected location (for example, a Folder or Custodian).
  • Cancel— Cancels the operation. If you created a new Custodian or Folder, the Cancel does not affect the creation of the new item.

Note: If you use Custodian Priority values, keep the Include Family Members checkbox enabled to ensure that Families remain intact for the operation. Reports will only be accurate if you keep the Families intact.