On This Page
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Overview
Discover results can return thousands of files depending on the makeup of your content. Filters allow you to narrow the results to show only items that meet specified criteria. The Filters pane displays all the available filters. You can open and close the Filters pane by clicking Filters. Some of the available filters are automatically generated based on the content. Learn more about each filter type and how to apply filters below.
Understanding Filters
The Filter pane displays the available filters grouped by category. You can collapse and expand any filter section by selecting the accordion icon for the section. Use any combination of filters that meet your needs, but understand that selecting different filters affect the results differently. Selecting multiple filters from different filter categories works as an “AND” statement, so a file must include all selected entity filters in order to show in the filtered Results list. Selecting multiple filters from the same category may serve as an “AND” or an “OR” statement. Refer to each filter section below to learn more about each filter.
Included Entities
These filters are automatically generated based on entity types selected to be used for Discover. The top level is the entity type category. You can expand the category to see the individual entity types in the category. You can select to use the category or individual entity types as filters. These filters works as an “AND” statement. For example, if you select a category, a file must include all entity types below a category in order to show in the filtered Results list. Selected filters turn blue to indicate they have been selected. You can clear a filter by selecting it again. Note that the filters are not applied until you click Apply.
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The Included Entities filters will not display results for the Content Category, File Details, Location, and Tracking Information. |
Locations
This section displays the data sources that have been selected for Discover to evaluate. If a location name is too long to fit on the filter element, hover on the filter to display a tooltip that shows the full location name. The locations are presented in a three-tiered hierarchy: the platform, the connector, and the data source. Each tier identifies the number of items identified at that tier (which equals the total count of the items for the platform).
Selecting a tier will include all tiers directly under it. Selected locations turn blue to indicate they are selected, with the highest selected tier displaying in dark blue. For example, if you select the platform (A), the location filter will include all connectors and data sources under that platform. If you select a connector (B), the location filters will include all the data sources under that connector. If you select a data source (C), the location filters will use only the selected data source since there are no tiers below this level. You can clear selected filters by clicking on them to clear the selection. The locations filters operate as an “OR” statement, so a you can select any number of locations, and the results will show items from the selected locations.
Migration Plans
This filter allows you to view items that have been assigned to specific intelligent migration jobs. The Unassigned option displays only items that have not been assigned to an intelligent migration. This option is useful if you want to review unassigned items so you can add them to the appropriate intelligent migration job.
File Extensions
This section displays all the file extension types that are included in the results. The “Other” category includes extensions that don't exist in the content catalog. The number of files per extension is displayed for your reference. This filter serves as an “OR” statement, so the results will show all selected file extensions. Select the box for the extensions you want to include in the list. A check mark displays in the box to indicate the filter has been selected. Select the box again to clear the selection. Note that the filters are not applied until you click Apply.
Date Range
The section allows you to filter results based on the “created on” and/or “modified on” date. Date filters serve as an “AND” statement.
For the date you want to use as a filter, select the date mode you want to use. You have the option of selecting a date range (Between) or a specific date (On, After, or Before). If you chose to Between, you will see two date fields. Specify the start date for the range in the top field and specify the end date in the bottom field.
Use the date picker to select the date. Enter the date using the mm/dd/yyyy format, or use the calendar to select the date. Click the single arrows to move between the months and the double arrows to move between the years.
Sharing and Permissions
This section displays filter options based on the sharing permissions added to the items. This can help you identify content that needs to be reviewed or have sharing permissions adjusted. Sharing and permission filters serve as an “AND” statement.
Shared Links
You have the option to filter the results based how the content is shared. Links shared to users outside of your organization can be filtered using the Shared with External link, and links shared to users within your organization can be filtered using the Shared with Internal link. Note that these filters can be used together.
Sharing Reach
This section allows you to filter content based on the number of users or groups to whom the content was shared. You can only select one option from this filter set. You can choose to view files that are not shared to users or groups, that are shared with one user or group, that are shared with two to five users or groups, or that are shared with more than five users or groups.
The Overshared filter allows you to view files shared with a group that provides access to a potentially large audience. This is determined based on sharing options available per connector. The following group assignments are used to determine when a file is overshared.
Platform | Overshared Groups |
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Network File System | Everyone |
Microsoft Office 365 | Everyone except external users |
Dropbox for Business | Everyone at <Organization Name> |
Box | No built-in groups are available that grant file/folder permissions. |
No built-in groups are available that grant file/folder permissions. |
Filtering the Results
Click Filters to open the filters panel if it is not already open.
Select the filters you want to use.
Click Apply when you are finished choosing the filters.
The Results page will display only the files that meet the criteria for the selected filters.
Click the X on the filter to remove just that filter or click Reset to remove all filters.
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The screen displays a “No results found” message if no files match the applied filters. |