Managing Index Exclusion

Last published : Apr 17, 2026
The Index Exclusion feature lets administrators define specific text strings - such as disclaimers, signatures, or repetitive phrases - to be excluded from indexing. This helps improve the accuracy of search before classification of items by ignoring non-essential or irrelevant content.
It is an instruction that excludes specific review items when the index exclusion text is active and applied. To manage Index Exclusion, you must have access to the Policy Management page.
Access to the Index Exclusion feature requires the Manage Exclusion Textsprivilege. This privilege is enabled by default for users assigned theSystem AdministratororPolicy Managerroles.System Administratorcan revoke this privilege from thePolicy Manager role if needed.
Note: Once you save the index exclusion record, you cannot modify it. However, you can activate or deactivate the index exclusion as needed.
Adding index exclusion text
To add a new index exclusion text
  1. In the left navigation pane, select Policy Management>Index Exclusion.
  2. On the action bar, click Add Row , and enter the text you want to exclude in the newly added row.
  3. Activate or deactivate the index exclusion text.
    • To save this index exclusion text in the Active state, select the Active check box. The activated index exclusion text remains available for use.
    • To save this index exclusion text in the Inactive state, do not select the Active check box. The deactivated index exclusion text remains unavailable for use.
  4. On the action bar, click Save.
Upon saving a text, you can only activate or deactivate it. Therefore, the application prompts you to confirm that you want to perform the operation.
  1. Click Yesto save the record. Else, clickNo to abort the operation.
A notification appears that the index exclusion text is saved successfully.
Searching for index exclusion text
In the action bar of the Index Exclusion page, enter partial or full keywords in the search field. Else, in the item grid, click on the column headings to sort the list. The application displays the relevant index exclusion records. You can activate or deactivate the records, but you cannot edit them.
Importing index exclusion records in bulk
Before importing index exclusion records in bulk, it is crucial to understand that the existing index exclusion records will be completely replaced or overwritten during the import. Make sure to review the procedures carefully.
To import index exclusion records in bulk
  1. Ensure that you have a list of index exclusion records in the standard Index Exclusion Bulk Import Template.
  2. In the left navigation pane, select Policy Management>Index Exclusion.
  3. On the action bar, click Import.
  4. In the Index Exclusion Import dialog box, do the following as needed:
    • Click the Sample ".csv" file to get the sample template.
    • Click Choose File to browse and select the CSV file of index exclusion records.
  5. Click Import.
The application imports the index exclusion records in bulk and replaces/overwrites the currently available records.
To retain existing index exclusion records during bulk import
  1. Click Export on the action bar to download the current records as a IndexExclusions.csv file.
  2. Copy or add these records to this template.
  3. Import the updated template.
  4. On the Index Exclusion page, search any previously available record to ensure the existing record is preserved.
Related information