Getting to Know Content Catalog & Creating Reports in Shinydocs Pro | Shinydocs Pro

The Catalog in Shinydocs Pro Control Center lists all of your content, enriched by the Shinydocs PII and ROT rules. Everything in it can be searched, filtered, reported on and acted on. It is available as soon as you add a source.

Getting to know the Catalog

Points of interest

1	Item count	The number of items that match your search and filters.
2	Write a query	Switches the search box to an advanced query. See Catalog - Advanced Search.
3	Search	Search by name, path or extension. The settings icon opens the list of fields the search looks in.
4	Saved filters	Reuse a saved set of filters, or save the current one with the save icon.
5	View activity	Current and past actions on your content, with their reports.
6	Action	Tag, report on, download or dispose of the items in view, or the rows you selected.
7	Column menu	Select a column heading to sort, filter, move or remove that column.
8	Columns	Add columns for other metadata Shinydocs Pro has captured.
9	Duplicate chips	Duplicate marks a file that is a copy of another file. Has duplicate marks the original: the earliest copy by creation date.
10	Tags	Select a tag, source or chip in a row to filter the Catalog by it.
11	Rows per page	Choose how many rows show on each page, and move between pages.

Searching

Type in the search box and select Search. A word is looked for in the fields set under Settings > Keyword (the settings icon in the search box opens this page). By default these include the file name, path and extension. Administrators can add or remove fields, and the Catalog and Shinydocs Search each have their own list. Other fields can still be searched by name, as in author:jsmith.

For queries that combine fields, dates and sizes, select </> to write a query. See Catalog - Advanced Search.

Filtering

Filter the Catalog from its column headings. Select a heading, then choose how to filter:

Filter by values – Is any of, Is all of, Is none of, or Has a value, but none of the values you pick.
Filter by condition – a condition that suits the column. For example, a number column such as Size offers Is empty, Is not empty, Larger than, Smaller than and Between. Use Is empty or Is not empty to find files where a field is missing or present.
Field availability – see which sources have the field.

You can also select a tag, source, or Duplicate chip in any row to filter by it. To filter on a field that isn’t shown, add it first with Columns.

Active filters show above the table. Select × on a filter to remove it, or Clear filters to remove them all. Column filters and an advanced query work together.

Saved filters

Select the save icon next to Saved filters to save the current filters, and open Saved filters to apply one again. When you change a saved filter, you can Update it, Save as new, Revert or Undo.

Duplicates

Select a Duplicate or Has duplicate chip to see that file and all its copies. The Catalog filters to files with the same fingerprint. The file marked Has duplicate is the original: the earliest copy by creation date.

Creating a report

Search and filter the Catalog to the files you want, or select rows. The Action button shows how many items it will act on.
Select Action, then the Report tab.
Optionally, open Additional options:
- Report name (optional) – the name of the zip file. By default it is data-report- followed by the date and a number.
- Export all fields – when unchecked, only the columns you can see in the Catalog are exported.
- Report row limit – the most rows in one CSV file.
Select Next and follow the prompts to start the report.
When it finishes, select View activity and download the report from the Result column. While it runs, you can follow it in Activity on the navigation bar.

Reports are CSV files, delivered in a zip file.

View activity

View activity lists the actions taken on your content. The Remediation tab covers reports, downloads and disposals; the Tagging tab covers tagging. Each row shows who started the action, when, how many items it completed, and a link to its report.

Disposal removes files from their original location and cannot be undone. See Disposal in Shinydocs Pro.