Overview

The Content page displays the files and folders identified by your content scans. The page refreshes every minute to ensure the grid always displays the latest catalog information. The first column in the grid will always be Item name and displays the file name. The total number of items and the size of the items are displayed above this column. The grid dynamically creates all other columns from entity types and columns defined in the catalog.

Understanding File and Folder Counts

The file and folder counts for a content scan may not match those for a migration job using the same location. This variance is because migration jobs include the root folder in the folder count, but content scans do not. Migration jobs also include ignored/filtered content in the counts for auditing purposes, but content scans do not include filtered content in the counts.

Understanding Highlighted Items

Items that require attention will be highlighted in red or blue. 

Red Highlight: Items highlighted in red could not have actions applied to them because the selected action requires additional configuration. Complete the configuration and rerun the scan. 
 

Blue Highlight: Items highlighted in blue are awaiting approval. Select the item and complete the approval process in the file toolbox on the right. 

Resizing Columns

Columns can be resized horizontally. The mouse will turn into a resize pointer when you hover between two columns. Hold the left mouse button and drag the column to resize it. Resized columns will retain their size and reset when the page refreshes. 

Ellipses (…) will be displayed if the content is too long to fit within the column width. You can adjust the column width to fit the content or hover over it to display a tooltip that shows the full content.

Sorting Columns

By default, the content is sorted based on the order it was added to the catalog. If new content is discovered during subsequent scans, it will be added to the end of the grid. You can sort the content based on most columns in the grid. Columns that display multiple entries per file cannot be sorted. (See “Viewing Multiple Results” below for more information.)

Clicking a column header will sort that column in ascending order. An up arrow will appear on the column to indicate the ascending sort order (A). Clicking the column header again will sort the column in descending order. A down arrow will appear on the column to indicate the descending sort order (B). Clicking the column header a third time will use the default sort order. The selected sort will persist until you change the sort order or choose to sort a different column. 

Viewing Multiple Results

If an entity returns more than one result, the column will display “> Show more” followed by a number that identifies the number of results found. Click the arrow to display all the results. 

Navigating Pages

One hundred items display on a page. The pagination toolbar located at the bottom of the page enables you to navigate through the pages quickly. The last page number button displays the total number of pages generated based on the number of items. Use the arrow buttons to advance through the pages. You can also click the page number you want to view or specify the page number.

Selecting Files

Click the box next to a file to select it. A check mark displays in the box, and the row is highlighted in yellow to indicate that it is selected. A footer appears indicating the number of selected files. You can select multiple files across multiple pages as needed. As you select files, the footer will update to reflect your selections (A). Clearing the box clears the selected item(s). The footer will update as you clear selections and disappear if all options are cleared.

To select all files on the page, select the box in front of the Item Name column header. The footer updates to display “Page selected” along with a corresponding value. This is the number of files selected on the current page. The selected files are highlighted in yellow to indicate they are selected (B).

To select the entire list (all files across all pages), click Select entire list. The column will change to “Entire list selected” with the total number of selected files on the current page (C). 

Exporting the Contents

Use the Export items link to export the contents. If your browser Downloads setting is set to ask you where to save each file before downloading, you will be prompted to specify the name of the file and the location where you want to save it. Otherwise, the export will be named “items” and will be downloaded to the Downloads folder (or whatever folder you have specified in your Downloads settings).

The export will reflect any customizations made to the Content page. Only visible columns are included in the export, and the information will be formatted based on the column settings. For columns set to “Hide/Show,” the values will be encrypted in the export. For columns set to “Redacted,” the values will be hashed in the export. Additionally, the export will respect any filters applied to the content and will only include the selected files, if applicable. The information is exported into a CSV file that can be opened in Microsoft Excel for viewing and sharing as needed. 

Export Limitations

Microsoft Excel has a maximum limit of 1,048,576 rows. When opening the export file, Microsoft Excel displays a warning message if your file exceeds the maximum supported rows, and the excess content will not be displayed. Refer to Microsoft’s Excel specifications and limits for more information.  

If you attempt to generate an export with more than one million rows, the export will silently fail. This is a known issue as the export cannot handle this number of records.