Bulk Extraction automates the process of identifying and applying tags to files stored in Egnyte. After configuration, the feature processes content within designated folders, including both existing files and new uploads, and applies tags automatically. This eliminates the need for manual tagging while improving content organization and searchability.
The article covers the steps to create new extraction jobs, filtering and sorting options, extracting job details, inactivating a job, and editing configuration.
Bulk Extraction is currently available under Limited Availability for customers on the Ultimate plan. Please contact the Products team to request this feature.
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Create a New Extraction Job
Edit Configuration
Activate the New Extraction Job
Filters and Sorting Options for Extraction Jobs
View Extraction Job Details
Activate or Deactivate a Job
Additional Resources
Create a New Extraction Job
- Navigate to Workflows & Signatures
- Click on Extractions -> New extraction
- Enter the Extraction name and select the Tag Section from the dropdown.
- Select the desired properties for the Tag section and click on Next.
Users can choose to enter additional instructions by clicking on the edit icon and entering the instructions. They can also click on Generate Instruction for AI to generate instructions. Click on Save. - Click on Select to select the desired folder(s)
- Click on Save
- Users can click on Edit and modify their selection. Click on Next after making the desired folder selection.
- Define the extraction criteria for existing tags. Users can choose to Keep (default) the existing tag value or Override the tag value with extracted ones.
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Optionally, users can add condition(s) to filter documents by existing tags. Enter the condition by selecting property, relative, and value. Click on the delete icon to delete the entered condition and click on Add conditions to add a new condition. Click on Next.
Users can add a maximum of 5 conditions and the Add conditions option will be disabled thereafter. Additionally, if a specific property type is already added once, it cannot be re-added as a condition.
- Review the details and click on Save as draft
If metadata namespaces are configured as folder-scoped, Bulk Extraction can only apply tags to files within those scoped folders. Files outside the namespace scope will return no tags.
Edit Configuration
Users can edit configuration for jobs in the Draft status. Open the job and click on Edit configuration.
Make the changes and click on Save changes to confirm the edits.
Activate the New Extraction Job
The newly created extraction job is saved as a draft. Users get the option to activate the job once all the files have been calculated. The progress is visible under the Documents column for the job saved as a draft.
Open the extraction job and click on Activate.
Click on Activate to confirm and the job will be activated.
Filters and Sorting Options for Extraction Jobs
Users have the option to filter the extraction jobs to view the desired details.
- Name: Enter the job name to filter the jobs as per the name
- Section: Enter the keyword for Tag section
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Status: Jobs can be filtered by any of the three status options as Draft, Active, or Inactive
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Last used: Filter the jobs as per the last used timeframe as Any time (default), Last 24 hours, Last 7 days, Last 30 days, Last 90 days, or a Custom range.
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Activated on: Filter the jobs as per the activated timeframe as Any time (default), Last 24 hours, Last 7 days, Last 30 days, Last 90 days, or a Custom range.
Sorting options are also available for all the fields to sort the view as per preference.
View Extraction Job Details
- Open any of the extraction jobs to view its details. The File name, Status of the file, and the Tags are displayed for the job.
- Users can filter the files as per the File name or the Status as Processed, Skipped, or Error.
- Click on the Settings button to view the job settings. The settings are view-only and cannot be modified once the job has been activated.
- Users can deactivate an active job from the job details by clicking on the Deactivate icon.
Click on Deactivate to confirm. - Click on any of the listed files to open it in preview. Tags tab will display by default listing all the extracted tags.
Users can also click on the Tags count on the jobs page to view the tags.
Activate or Deactivate a Job
Open an inactivate job and click on the Activate icon or hover over on the job in the Extractions list.
Click on Activate to confirm.
Similarly, click on the Deactivate icon after opening the job details or hover over an active job and click on the Deactivate icon.
Click on Deactivate to confirm.
Users can also activate or deactivate a job from the respective settings option.