Use the Work Basket

Requires Work Basket - View Permissions for viewing tasks, Work Basket - Add/Edit for Task Notification and Canceling, Pausing, or resuming a Task, and Work Basket - Delete for deleting a task

As you work, you can get information about the tasks you perform in the Project by using the Work Basket icon to toggle the Work Basket open/close state. The Work Basket shows a list of Project tasks related to eDiscovery.

You can open and close the Work Basket as you work using the icon. You can also use the small gray left arrow in the middle of the Work Basket divider bar to close the Work Basket, and use the small left arrow to open it again. You can also use the divider bar to resize the Work Basket pane.

For example, eDiscovery tasks include the following:

  • Tasks associated with adding data to the Project, such as Creating representation <index level> for <dataset> (for example, Creating representation Analytic Index for mydata1)
  • Tasks associated with adding documents, such as Adding documents from <dataset/viewName> to Project Data
  • The task to generate Custodian, Batch, and MediaID views for Project Data, Generating Views from <dataset> for Project Data
  • eDiscovery search tasks, including those associated with Freeform, Advanced, or Bulk Search as well as drill-through searches for reports and special searches, for duplicates and near duplicates and similar documents (for example, (legal AND court) in Project Data)
  • Tagging-related tasks, such as Tagging view <viewName> in <searchtarget> (for example, Tagging view (legal AND court) in Project Data)
  • Clustering-related tasks, such as Cluster view <viewName> in Project Data (for example, Cluster (legal AND court) in Project Data)
  • Export-related tasks, such as running an Export not previously Staged, Exporting <streamName> at <exportdatarea>:<projectName>-<streamName>-<volumeName> (for example, Exporting export1 at exportda1:test424-export1-VOL0001)

You can double-click a completed task such as a Search to open that search in the eDiscovery portion of the tree, and you can use the Task Details right-click option to view the Task Details for a task.

Any Searches that you run are captured as tasks in the Work Basket along with a description of the Search, its status and, when the operation completes, the number of items in the result.

You can do other things while awaiting the results, or log out and come back later to view the results.

If you have the appropriate permissions, you can use display tasks that have been started by all Users. By default, you can display only the operations that you have started.

Note: In general, use the Search History in the Navigation Tree to see a list of your Searches and to open the associated search results to see the query.

Some tasks, such as report generation tasks, are transient. Transient tasks are visible in the Work Basket only while the task is in progress (for example, a Generate Report task). Once the task has completed, it disappears from the Work Basket.

Some tasks appear to provide key information after an upgrade. For example, for previous Projects that have documents assigned to multiple Custodians, a search task will appear in the Work Basket after upgrade (Identifying documents assigned to multiple Custodians). Use this Work Basket to identify documents with multiple Custodians and determine the appropriate Custodian assignment for each document. You should then assign the documents to the appropriate single Custodian view.

General Work Basket Controls

You can use the icons at the far right to view the Work Basket in a new tab, as well as to view online help, as follows:

  • – Opens the Work Basket in a new browser tab. This enables you to work with a separate view of the Work Basket and perform standard Work Basket operations. All columns are visible by default in this pop-out Work Basket. View-related options you select in the new tab do not affect the main Work Basket (for example, column visibility and showing search results only). Actions that affect a task, such as deletion of a task, are reflected in the main Work Basket. You can double-click a task such as a search in the new tab and the search result will open in the main Work Basket under the Search History.
  • – Opens the online help.

Main Toolbar Actions

  • Show Filters | Hide Filters – By default, Work Basket filtering is disabled, but you can click Show Filters to open the filtering section and filter tasks based on specified criteria. The funnel icon will turn gold when filters are applied. You can close the filtering section by clicking Hide Filters.
  • Tasks from all users – Selecting this check box shows the Project Data-based tasks of all Project users in the Work Basket, enabling an Administrator or any user with appropriate permissions (Audit Access) to view the results of any Project operation. For example, a given user may want to open the search performed by another user. Clearing this check box again displays only the tasks of the current user (which is the default setting).
  • Searches Only – Selecting this check box filters the Work Basket to display only Project Data-based search, similarity, and duplicate detection operations. By default, the Work Basket displays all available tasks, not just search tasks.

Filtering the Work Basket Tasks

You can click Show Filters from the Work Basket toolbar to open an area that enables you to select filter criteria and then filter the tasks in the Work Basket based on that criteria. Clicking Show Filters again will close the area with the filter criteria. Use Hide Filters to close the Filter area.

To apply your selected filter criteria, click the Apply button.

To clear an applied filter (or clear filter selections), click Clear All.

  • Task – Enables you to filter the list based on tasks that contain what you type (for example, tasks that contain search or searching for). The details match is not case-sensitive.
  • Owner – If you select Tasks from all users, you will see the Owner field in the Filters initially set to All. You can optionally use the drop-down to select from a list of available users in the Project.
  • Started – Enables you to filter the task list based on Start Date criteria, as either a beginning or end date or a range of dates:
    • On or after... <YYYY-MM-DD> ~~ On or before... <YYYY-MM-DD> – Limit the list to tasks that start on or after the date you specify or select from the Calendar, tasks that start on or before the date you specify or select from the Calendar, or tasks that start within a range of dates. You can click in the appropriate box to clear a date.
  • Finished – Enables you to filter the list based on End Date criteria, as either a beginning or end date or a range of dates:
    • On or after... <YYYY-MM-DD> ~~ On or before... <YYYY-MM-DD> – Limit the list to tasks that end on or after the date you specify or select from the Calendar, tasks that ed on or before the date you specify or select from the Calendar, or tasks the end within a range of dates. You can click in the appropriate box to clear a date.
  • Status – Initially set to All for no Status filtering, this option enables you to filter the list based on a selected task status:
    • SUCCESS (finds all successful tasks, regardless of whether they have the Complete with Warnings/Errors and the Warning icon)
    • FAILURE
    • RUNNING
    • QUEUED
    • BLOCKED
    • CANCELLED
    • CANCELLING (for PENDING_CANCELLATION)
    • MIGRATING
    • PAUSED
    • PAUSING
    • PAUSED_ON_FAILURE
    • UNKNOWN (a transitional state)
    • WARNING (finds only successful tasks that have the Warning icon)
  • Results – Enables you to filter the list based on a minimum and/or maximum result count, as follows:
    • Minimum... <value> ~~ Maximum... <value> – Limit the list to tasks that have the specified minimum number of results and/or a maximum number of results. The default minimum value is 0; the default maximum value s 9999999999. If you want to find a specific count, specify that count for both the minimum and maximum (for example, 80). You can click in the appropriate box to clear a value. (Note that filtering by 0 will find tasks in which the Results column shows -.)

Work Basket Summary

You can use the Work Basket to track the progress of operations (for administrators, admin-related import and export tasks, and for all users, tasks such as Searches, similarity-related operations, and duplicate detection operations). If you belong to several Projects, the contents of the Work Basket change based on the selected Project.

Note that certain operations, such as report-generation tasks and document-list tasks that may take time due to the size of the data, may appear temporarily in the Work Basket. These tasks are no longer visible in the Work Basket after they have been completed.

Default Columns for the Inline Work Basket

The Inline Work Basket displays the following columns by default:

Note: When you open the Work Basket in a new tab (by clicking ), all columns are displayed by default.

Status/Task – The Status/Task column shows one of the following status indicators, followed by the task name(for example, the operation that was requested as it appeared on the menu or button where you launched the task):

  • Blocked – A task/job is currently blocked because another task/job in the same Project is causing changes to the underlying data, and those changes must be done in an exclusive manner. For example, if a tagging task/job is requested and a request to add more documents to Project Data is made, the task/job to add more documents may become blocked if the tagging task/job is in a phase where the underlying data is being changed. Also, if you set up an import with the Add to Project Data option, the Adding documents to Project Data task/job will be in the Blocked state because it cannot run until the import job completes. You cannot delete a task/job that is in the Blocked state, but you can cancel it and then delete it.
  • Cancelled – The operation has been aborted successfully. If you cancel a PAUSED ON FAILURE task, you cannot resume it.
  • Complete with Warnings/Errors. Click for details. – You may see the Warning icon for tasks that completed with exceptions, such as an Export production, Copy to Document Storage, Reprocessing, Validating Bulk Search Query, External Image Import , or Export Project task. For example, for a Copy to Document Storage task, the Warning status applies to any file that was excluded or failed to copy. For tasks with a Complete with Warnings/Errors status, hovering over the icon changes it to a download icon, which you can then click to download a file with the exceptions, the WARNING_DETAILS_REPORT.csv file. (See How to Perform a Copy to Document Storage for more information about the exclusions or errors that apply to the copy operation.) If a download is not available for a task with this status, a popup will provide details about the warning.
  • Failure. Click for details. – Indicates that the operation could not be completed. Hovering over the icon changes it to the information icon, which you can then click to get details about the failure. For many failures, you can retry the operation.
  • Migrating – Indicates that a Project is in the process of being migrated from Parsing Library V1 to Parsing Library V2. This task cannot be canceled (that is, by a System User with Permissions from Job Management). Systems Users with permissions should be careful not to cancel any additional tasks associated with the Migrating task, as this may cause the migration to be incomplete.
  • Paused – A user has suspended this task/job temporarily. The task/job retains its state information but does not consume resources.
  • Paused on Failure. Click for details. – The task/job has been suspended because of a failure (for example, a lack of disk space). Hovering over the icon changes it to the information icon, which you can then click to get details about the failure. Once the failure has been resolved, you can click to resume the task where it left off, instead of having to restart the entire task. You cannot delete an operation that is paused, but you can cancel it (even if it was in a critical state of processing) and then delete it. Note that under certain circumstances, when a job is paused on failure, locking may prevent subsequent tasks such as export or tagging from being scheduled until the task completes with success or failure (that is, subsequent tasks will appear as queued).
  • Pausing – An operation is in the process of being paused.
  • Pending Cancellation – An operation has been canceled but the system has not yet completed the cancel operation.
  • Queued – The task/job is in a queue, waiting for system resources to become available to accommodate it. You may see tasks queued up behind a long-running task, waiting for the server to allocate processing time. You cannot delete an operation that is queued but you can cancel it and then delete it.
  • Running – The task/job is running. You can monitor the progress using the % column.
  • Success – The task/job has completed and you can act upon the result.
  • Success. Click to download – The downloadable task/job has completed successfully and has an associated download available. Click the icon to perform the download. Note that you will see the download icon in place of the icon for a downloadable task/job that has completed successfully without exceptions (for example, for a Create Manifest, Export Comparison Report, Project Audit Log, Project Billing Report, or successful Downloading Word List task). For downloadable tasks that have completed successfully but with exceptions (for example, an Export, Copy to Document Storage, Validating Bulk Search Query, or Reprocessing task generating a WARNING_DETAILS_REPORT.csv file), you will see the icon. Hovering over the icon changes it to a download icon, which you can then click to perform the download of the report.

Note: When a task is in the process of transitioning states, you may notice a state of Unknown for the task.

Results – The number of results yielded by a given operation. Operations that do not yield results will display 0, as will some validation tasks, such as validation performed for reprocessing. For example, a search operation shows the number of results (hits) returned. An operation to thread emails shows the number of threads. An operation that adds files shows the number of files that were added.

Started (default sort column, always in descending order, as indicated by the gray icon ) – Identifies when processing of this task started. For a task issued on the current day, you see only the hh:mm:ss format, for example, 21:57:56. For a task issued the prior day, you see Yesterday with the hh:mm:ss format, for example, Yesterday 21:57:56. For other days, you see the full format yyyy-mm-dd hh:mm:ss, for example, 2016-09-10 21:57:56.

% – Indicates that the operation is running and enables you to monitor the progress using a percent complete value (for example, 80%). You cannot delete an operation that is running but you can cancel it and then delete it.

Identifying Search Result Tasks

You can identify search-related tasks (for example, regular searches, Workflow searches, and drill-through searches) by looking for the following icons in the Status/Task column:

  • – Identifies search tasks that have results.

  • – Identifies search tasks that do not have any results.

Optional Columns and Column Selection

Except for the Status/Task column, which is a fixed column, you can select which columns you want to display in the Work Basket. (The main Work Basket displays four columns by default and makes other columns optional, while the Work Basket opened in a new tab displays all columns by default.) Right-click a given column, which displays a list of available columns, such as Duration. Place check boxes in the columns you want to display and the columns appear. (Status/Task will be shown but grayed out.) You can also resize any column by clicking on the column's border with another column and then dragging to the left or right until you get the size you want.

The following columns are optional and not shown by default in the Inline Work Basket:

Duration – For a task in progress, identifies how long the task has been running. For a completed task, identifies how long the task took to complete. The format is hh:mm:ss format, for example, 21:57:56.

Finished – Identifies when processing of this task ended. For a task issued on the current day, you see only the hh:mm:ss format, for example, 21:57:56. For a task issued the prior day, you see Yesterday with the hh:mm:ss format, for example, Yesterday 21:57:56. For other days, you see the full format yyyy-mm-dd hh:mm:ss, for example, 2016-09-10 21:57:56.

Owner – The owner of the task.

Task Code – The task code associated with the operation (for example, TAG_APPLY).

Column Sorting

In the Work Basket, Started is the column used to dictate a descending sort order by start date, and this sort order cannot be changed. The Started column displays a gray down arrow icon, , to indicate that the sort is fixed in descending order.

Task Mouse Over Options

Depending on the state of a task, you will see actions available when you mouse over a task:

Pause – Suspends a running Work Basket task temporarily. Note that you cannot pause a Workflow. (You can, however, pause a search from a Workflow.)

(Resume) – For a Work Basket task that has been suspended due to a failure, this button enables you to resume the task after the failure has been addressed. This prevents you from having to restart the task.

(Cancel) – For a Work Basket task that is in progress, enables you to cancel the operation, if the task is in a phase that allows cancellation. If you are permitted to cancel the operation, a Cancel Task confirmation popup appears. This popup displays the task name, in quotes, to help you confirm that you have selected the appropriate task to cancel (for example, Cancel "Generating View Manifest for download"?). Click Cancel Task to continue or Don't Cancel Task to keep the task in its current state. For an export, this clears the checkpoint information, deletes the open volume, and the task can no longer be resumed. You are free to export the same view again. Canceling a task generates a TASK_CANCEL entry in the Project Audit Log and an entry in the Server Log file to help System Administrators identify the user who canceled the Job. For example, if a user called user1 in Organization org1 cancels a task from the eDiscovery Work Basket, the Server Log file will contain a WorkbasketCancelProcessingInstance entry with User: user1@org1. If a System Administrator called sysadmin1 cancels a Job from Job Management, the Server Log file will contain an entry with User: sysadmin1@null (since the System Administrator is not associated with a given Organization). Note that if you cancel an OCR task, you will see a warning that the OCR text already generated will not be preserved. In this case, you may want to evaluate the current progress before proceeding.

(Delete) – Removes the selected Work Basket task(s) after you confirm the deletion. When you request deletion of a single task, the Delete Task confirmation popup shows you the task name, in quotes, to help you confirm that you have selected the appropriate task to delete (for example, Delete "(fire OR rain) in Project Data"?). Click Delete to continue or Cancel to cancel the operation. When you select multiple tasks to delete, the Delete Tasks confirmation popup displays the number of tasks you have selected for deletion (for example, Delete the 3 selected tasks?). You can multi-select tasks using Shift+click or Ctrl+click.

Selected Task Options

You can either right-click a given Task in the Work Basket and choose one of the actions available for that operation, or you can use the Task drop-down menu for a selected task to select an available action for that task. If you multi-select tasks, there are only certain options permitted, and only if the task states allow the operation (for example, Cancel or Delete). (If you have multiple tasks selected and you then left-click a task, that task is now the only one selected.) You can also double-click a task to view the results for that item.

  • Add Tags... – Enables you to apply one or more Tags to an entire set of search results (for example, bulk tag all results from a Freeform Search, Advanced Search, or Bulk Search). Selecting Add Tags... launches the Tag dialog, from which you can select and apply Tags, manage Tag states, and add a comment. When the tagging has been applied, the assigned tag icons appear within the appropriate document views.
  • Remove Tags... – Enables you to remove one or more Tags that have been applied to an entire set of search results (for example, bulk remove tags from a Freeform Search, Advanced Search, or Bulk Search). This operation is available for Project Data-based search result tasks.
  • Add to... – Enables you to save the entire set of search results to an available location. For Project Data-based search results, you can save the entire set of results to a new or existing selected Custodian, MediaID, Batch, or Folder view in Project Data. For Imports or Data Set search results, you can save the entire set of results to Project Data, or to a new or existing selected Custodian, MediaID, Batch, or Folder view in Project Data.
  • Remove from... – Enables you to select a target view from which to perform a bulk removal of all documents listed in the search results from an existing selected Custodian, MediaID, Batch, or Folder view in Project Data. This operation is available for Project Data-based search result tasks.
  • Create Manifest... — For an eligible Work Basket task (Creating representation task for a Data Set, search result views with non-zero results, Saved Search Processing task, Sample task, Export Comparison task, or a Workflow step from a run Workflow), enables you to generate a CSV or XML manifest, using either the current fields or all fields, or fields from a template. From the Work Basket task for the manifest generation, you can then right-click and select Download to download the file to a destination local to your computer. Users with Server Access permissions can also save the manifest to a server location. For download of a large manifest file (over 200 MB), the software places the manifest in a ZIP file, which you can then unzip. Note that this process can take time. (You can also issue Create Manifest for a selected view from the Navigation Tree.) This option will be grayed out an unavailable for searches with zero results.
  • Download – Downloads the results of the associated Work Basket task. You can save any downloaded file as a local file (open the file or save the file to a location that is accessible by your computer). The download file available depends on the task:
    • The CSV file for a Create Manifest operation, associated with the task Generating View Manifest for download. You can create a manifest of the documents in a view using the Create Manifest option for either a given view or an eligible Work Basket task. Manifests are available by default as CSV files and creation of them requires Document Reports permissions. For large manifests (for example, those over 2GB), it is recommended that you use the Save to Server option instead (if you have Connector Access permissions).
    • The XLSX for a generated Export Comparison Report, associated with the task Export Comparison Report <export_name> Report. When you generate an Export Comparison report, the options you select affect what you see in the generated report and the download report. This Download operation requires Document Reports permissions.
    • The CSV file (WorkBasketManifest.csv) for the downloaded Word List for a view, associated with the Downloading Word list manifest task. This task is generated by selection of the option from a viewed Word List (with or without filtering, which is respected in the download). This Download operation requires Document Reports permissions. A Word list is available for download as a CSV file . The download function currently supports up to 2 million words. In a large set of data, you can either filter the Word List or save it to an Export Area. The Work Basket task for the Download reports a Failure message when the Word List is too large to download in CSV format.
    • The CSV file (AuditLog.csv file) for the downloaded Project Audit Log, associated with the Generating Audit Log for download task. This task is generated after selection of the option from the viewed Project Audit Log, restricted to a user with Audit Access permissions. Users with permissions can view the Project Audit Log by clicking Audit Log from the Dashboard.
    • The XLSX file (billingreport.xlsx) for the generated Project Billing Report. The Generating Project Billing Report for <Project> task is automatically generated upon selection of the Generate Billing Report option from the Project Dashboard, restricted to a user with Audit Access permissions.
    • The XLSX for the generated Project Processing Report. The Generating Processing Report for <Project> task is automatically generated upon selection of the Generate Processing Report option from the Project Dashboard, restricted to a user with Audit Access permissions.
    • The XLSX for the generated Source Tracking Report. The Generating Source Tracking Report for<Project> task is automatically generated upon selection of the Generate Source Tracking Report option from the Project Dashboard, restricted to a user with Audit Access permissions.
    • The CSV file (WARNING_DETAILS_REPORT.csv) generated for an Export that completed with exceptions or a failed Export that uses page-level numbering. An Export that uses page-level numbering will fail if the export encounters missing images (for example, because of a conversion failure). In this case, the Work Basket task will show the error message "Documents that could not be numbered at a page-level were encountered in the export. Please download the errors file for this task for more information." You can then use the Work Basket task and click Download to download the WARNING_DETAILS_REPORT.csv. Download of this file requires Document Reportspermissions. This file provides a list of document handles and the associated warning/error for each (CONNECTOR_FAILURE, CONNECTOR_READ_ERROR, CONVERSION_FAILURE, NATIVEFILE_NOT_FOUND, SKIPPED, UNEXPECTED_CONVERSION_FAILURE, or UNKNOWN).
    • The CSV file (WARNING_DETAILS_REPORT.csv) generated for a Copy to Document Storage or Export Project task that completed with exceptions (that is, not everything was copied as part of the operation). In this case, the WARNING_DETAILS_REPORT.csv identifies the reason why the file was not copied (for example, because its document class was excluded or because of an error such as a read error). Download of this file requires Document Reports permissions.
    • The CSV file generated for an External Image Import task that completed with exceptions. In this case, the CSV identifies each error encountered (one per line), with the document handle and category of error for each. Download of this file requires Document Reports permissions.
    • The CSV file (WARNING_DETAILS_REPORT.csv) generated for a Load from External Area task that completed with exceptions. In this case, the CSV identifies each error encountered (one per line), with the document handle and reason for each.
    • The CSV file (WARNING_DETAILS_REPORT.csv) generated for a Load File Import task that completed with exceptions. In this case, the CSV identifies line-by-line errors. Download of this file requires Document Reports permissions.
    • The CSV file (WARNING_DETAILS_REPORT.csv) generated for a Reprocessing task that completed with exceptions. In this case, the CSV identifies each document that was not reprocessed, with the document handle and reason. For a Reprocessing task, the reason will be Document skipped for a document that was skipped because it could not be reprocessed. For Reprocess Documents with Children, all parent-level records whose children are present in Project Data are skipped, regardless of the source Data Set. Before attempting to reprocess a given parent-level record with children, remove its children records from Project Data. For Reprocess documents only, a container file such as a disk image or archive will always be skipped.
    • The CSV file (WARNING_DETAILS_REPORT.csv) generated when an Extract Office 365 Data operation (which generates an Extracting Office 365 Data task) completed with exceptions. For Modern Attachments, the CSV identifies each file that either did not have its Modern Attachments extracted, with the appropriate reason, File not retrievable.
    • The CSV file (WARNING_DETAILS_REPORT.csv) generated when an Update Patterns operation (which generates an Update Patterns for Data Set <dsname> task) completed with exceptions. In this case, the CSV identifies each document that did not have its Patterns updated, with the document handle and reason. For Update Patterns, the reason will be either Document Skipped (document has exceptiontext::Y and does not have any text), Open Error (text representation could not be found or opened), Processing halted (the Patterns XML file is corrupted), or Processing Failure (any other processing error).
    • The CSV file (WARNING_DETAILS_REPORT.csv) generated for the Validating Bulk Search Query task that completed with exceptions. For a standalone Bulk Search or a Bulk Search for a Workflow step, this applies to validation of queries typed directly or pasted into in the Queries box or queries loaded from a file (local file or Connector file). In this case, the CSV file contains columns for the Line Number, Error, and Query. The Error column will identify the appropriate syntax error or the warning message Warning: This query contains the Unicode replacement character. If these characters are not intended, change the query or encoding of the file before proceeding. UTF-8 is expected.
    • The CSV file (WARNING_DETAILS_REPORT.csv) generated for the Creating representation Analytic Index for <DataSet> task than completed with exceptions for an SMF import for Cellebrite (for example, if an attachment was unable to be retrieved, if there was an unknown XML tag from a source in voicemail, or if there was an unknown XML section that was skipped). In this case, the file identifies the Document (the dochandle) and the appropriate Reason.
    • The XLSX for a generated Cluster Report. The Generating Cluster Report for <view> task is generated based on selections for the Generate Report option from the selected Project Data-based view. Generating a Cluster Report requires Document Report permissions.
    • The XLSX for the generated Communication Grid Report.
    • The XLSX for the generated Domain Grid Report.
    • The ZIP file prepared for a Download as PDF operation, available from a document list, or a Download All as PDFs operation, associated with either the Preparing PDFs for download for selected documents task or the Preparing PDFs for download for <viewName> task (for all documents in a view). The Download as PDF operation can be for a single selected document, multiple selected documents, or all documents in the document list for a view. The Download All as PDFs operation, available as a right-click option for certain views in the Navigation Tree, such as a Data Set, Project Data, a Custodian, Tag, or Folder, a search result, or a Workflow step, is also associated with the Preparing PDFs for download for <viewName> task. By default, the ZIP file is named <projectName>_PDFs.zip. Note that certain file types are ignored for PDF generation, including any selected directory folders not removed from your Project during setup by your administrator, disk images, file archives, mail archives, empty files, and files for which the native is not available. A WARNING_DETAILS_REPORT.csv file identifying the files that were skipped or failed PDF generation can be downloaded from the appropriate PDF-related Work Basket task. See About Downloading Documents as PDFs and Natives for more information.
    • The ZIP file prepared for a Download Native operation, or a Download All Natives operation, associated with either the Preparing Natives for download for selected documents task or the Preparing Natives for download for <viewName> task (for all documents in a view). The Download Native operation can be for a single selected document, multiple selected documents, or all documents in the document list for a view. The Download All Natives operation, available as a right-click option for certain views in the Navigation Tree, such as a Data Set, Project Data, a Custodian, Tag, or Folder, a search result, or a Workflow step, is also associated with the Preparing Natives for download for <viewName> task. By default, the ZIP file is named <projectName>_Documents.zip. Any directory folders in a document list are ignored for the download. A WARNING_DETAILS_REPORT.csv file identifying the natives files that were skipped or failed to download can be downloaded from the appropriate PDF-related Work Basket task. See About Downloading Documents as PDFs and Natives for more information.

Note: Digital Reef CSV files are generated using UTF-8 encoding. If the content includes non-ASCII or multi-byte characters, opening the CSV using Microsoft Excel will not render the multi-byte characters properly (because Excel uses a different default encoding). To address this issue, change the extension of the downloaded file from CSV to TXT. When you open Excel and then open the file, change the File Origin to UTF-8 and add the Comma as a delimiter. For example, on Microsoft Windows, the selection is 65001: Unicode (UTF-8).

  • Download All as PDFs — Enables you to download all documents in the view as PDFs to your local environment so that you can view the documents in PDF format. When you select this operation, you can select the Stamp Document Number option if you want to include a stamp with the document number (docnum) on the bottom right of the PDF. This operation will also show a Warning popup that states the following: You are attempting to download all documents in this list as PDFs. Depending on the size of the documents, this could take considerable time and/or render the browser unresponsive. Consider creating a new export stream to produce the PDFs directly to an export location instead. At this point, you must either confirm the operation by clicking Continue, or click Cancel instead. If you proceed, the software will prepare a ZIP file, by default named <projectName>_PDFs.zip. An information popup indicates that the PDFs are being prepared for downloading, and once finished, the archive (ZIP) can be downloaded from the Work Basket. Note that certain file types are ignored for PDF generation, including any selected directory folders not removed from your Project during setup by your administrator, disk images, file archives, mail archives, empty files, and files for which the native is not available. A WARNING_DETAILS_REPORT.csv file identifying the files that were skipped or failed PDF generation can be downloaded from the appropriate PDF-related Work Basket task. See About Downloading Documents as PDFs and Natives for more information.
  • Download All Natives — Enables you to download all documents in a view (such as a search results view) to your local environment so that you can view the documents in their native format. You will see a Warning popup that states the following: You are attempting to download all natives in this list. Depending on the size of the documents, this could take considerable time and/or render the browser unresponsive. Consider creating a new export stream to produce the natives directly to an export location instead. At this point, you must either confirm the operation by clicking Continue, or click Cancel instead. If you proceed, the software will prepare a ZIP file, by default named <projectName>_Documents.zip. An information popup indicates that the documents are being prepared for downloading, and once finished, the archive (ZIP) can be downloaded from the Work Basket task that appears. Note that any directory folders are ignored for the download. See About Downloading Documents as PDFs and Natives for more information.
  • Task Notification... – For an in-progress task, launches an Email Notification dialog that allows you to request an email using the email address specified in your user entry, and/or specify one or more email addresses that will receive an alert upon successful completion (with any Warnings) or upon failure. By default, notifications are sent to your email address for completed and failed tasks. Note that a System User in a role with the appropriate System-level permissions must configure a mail server for email notifications to work. If no mail server has been configured, selecting this option will display an error: A mail server must be configured for Notifications to work. Please contact your System Administrator.
  • Task Details... – Launches a Task Details popup dialog with information specific to the type of operation (for example, an in-progress Import or a type of Reprocessing task, a search, or an in-progress Export). For any running task that is canceled, the task details will identify the user who canceled the task.
  • Cancel Task – Ends a task that is still in progress, thereby preventing it from being resumed. Certain In Progress tasks cannot be canceled if they are in a critical state of processing. If you are permitted to cancel the operation, a Cancel Task confirmation popup appears. This popup displays the task name, in quotes, to help you confirm that you have selected the appropriate task to cancel (for example, Cancel "Generating View Manifest for download"?). Click Cancel Task to continue or Don't Cancel Task to keep the task in its current state. Note that you can cancel a task that is in a Paused on Failure state, even if it is in a critical state of processing. For an Export in progress, the state of the volume for the Export Stream after the cancellation depends on how far along the Export was before it was canceled. If, for example, you start a large Export and then cancel it right away, if the Export has not crossed into the Staged state, then the open volume will be deleted upon cancellation. If the Staged or Exported state has been crossed, then the volume will remain in that state. For example, if you cancel an Export at approximately 50%, the Export will be Staged and the Stream and Volume will appear populated in the tree, but no documents will be produced at the Export location. You can then right-click the Export Stream in the tree and use Export All Staged to complete the Export and produce the appropriate files. Note that if you cancel an OCR task, you will see a message asking you to confirm the cancellation. This message includes a warning that canceling an OCR task will not preserve any OCR text already generated. You may want to evaluate the current progress before proceeding. Note that you can select and cancel more than one task, if the tasks are in a state that can be canceled (running, paused, queued, blocked, paused on failure). Use Shift+click or Ctrl+click to multi-select. You are asked to confirm cancellation of a task. Canceling a task generates a TASK_CANCEL entry in the Project Audit Log and an entry in the Server Log file to identify the user who canceled the Job.
  • Delete Task(s) – Removes the selected Work Basket task(s). You can select and delete more than one task, if the tasks are in a state that can be deleted (for example, Success, Success with Warnings, Cancelled, or Failed. When you request deletion of a single task, the Delete Task confirmation popup shows you the task name, in quotes, to help you confirm that you have selected the appropriate task to delete (for example, Delete "(fire OR rain) in Project Data"?). Click Delete to continue or Cancel to cancel the operation. When you select multiple tasks to delete, the Delete Tasks confirmation popup displays the number of tasks you have selected for deletion (for example, Delete the 3 selected tasks?). You can multi-select tasks using Shift+click or Ctrl+click.

Page Controls

For multi-page lists of either documents or Work Basket tasks, you can select a page to display. By default, a given Work Basket page will display 100 tasks. You can see the number of tasks to the far right

The paging area shows a range and enables you to enter the page number in the box or use the appropriate arrows to navigate.

Auto-update – Auto-updates the Work Basket contents on a routine basis. Auto-update is active by default. If you clear this checkbox, you disable the routine auto-updates. Note that even when the auto-update is disabled, you may still see the Work Basket update based on certain task activity. To resume all auto-updates, select the checkbox again.

To perform an immediate refresh, click the Refresh button, , on the Page Control bar.