User_Guide User Guide
2015-03-13
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| 1 | 2 AccessData Legal and Contact Information Document date: March 11, 2015 Legal Information ©2015 AccessData Group, Inc. All rights reserved. No part of this publication may be reproduced, photocopied, stored on a retrieval system, or transmitted without the express written consent of the publisher. AccessData Group, Inc. makes no representations or warranties with respect to the contents or use of this documentation, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. Further, AccessData Group, Inc. reserves the right to revise this publication and to make changes to its content, at any time, without obligation to notify any person or entity of such revisions or changes. Further, AccessData Group, Inc. makes no representations or warranties with respect to any software, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. Further, AccessData Group, Inc. reserves the right to make changes to any and all parts of AccessData software, at any time, without any obligation to notify any person or entity of such changes. You may not export or re-export this product in violation of any applicable laws or regulations including, without limitation, U.S. export regulations or the laws of the country in which you reside. AccessData Group, Inc. 1100 Alma Street Menlo Park, California 94025 USA AccessData Trademarks and Copyright Information The following are either registered trademarks or trademarks of AccessData Group, Inc. All other trademarks are the property of their respective owners. AccessData® DNA® PRTK® AccessData Certified Examiner® (ACE®) Forensic Toolkit® (FTK®) Registry Viewer® AD Summation® Mobile Phone Examiner Plus® Resolution1™ Discovery Cracker® MPE+ Velocitor™ SilentRunner® Distributed Network Attack® Password Recovery Toolkit® Summation® ThreatBridge™ AccessData Legal and Contact Information | 3 A trademark symbol (®, ™, etc.) denotes an AccessData Group, Inc. trademark. With few exceptions, and unless otherwise notated, all third-party product names are spelled and capitalized the same way the owner spells and and capitalizes its product name. Third-party trademarks and copyrights are the property of the trademark and copyright holders. AccessData claims no responsibility for the function or performance of thirdparty products. Third party acknowledgements: FreeBSD ® Copyright 1992-2011. The FreeBSD Project . AFF® and AFFLIB® Copyright® 2005, 2006, 2007, 2008 Simson L. Garfinkel and Basis Technology Corp. All rights reserved. Copyright © 2005 - 2009 Ayende Rahien BSD License: Copyright (c) 2009-2011, Andriy Syrov. All rights reserved. Redistribution and use in source and binary forms, with or without modification, are permitted provided that the following conditions are met: Redistributions of source code must retain the above copyright notice, this list of conditions and the following disclaimer; Redistributions in binary form must reproduce the above copyright notice, this list of conditions and the following disclaimer in the documentation and/or other materials provided with the distribution; Neither the name of Andriy Syrov nor the names of its contributors may be used to endorse or promote products derived from this software without specific prior written permission. THIS SOFTWARE IS PROVIDED BY THE COPYRIGHT HOLDERS AND CONTRIBUTORS "AS IS" AND ANY EXPRESS OR IMPLIED WARRANTIES, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED. IN NO EVENT SHALL THE COPYRIGHT OWNER OR CONTRIBUTORS BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES; LOSS OF USE, DATA, OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE. WordNet License This license is available as the file LICENSE in any downloaded version of WordNet. WordNet 3.0 license: (Download) WordNet Release 3.0 This software and database is being provided to you, the LICENSEE, by Princeton University under the following license. By obtaining, using and/or copying this software and database, you agree that you have read, understood, and will comply with these terms and conditions.: Permission to use, copy, modify and distribute this software and database and its documentation for any purpose and without fee or royalty is hereby granted, provided that you agree to comply with the following copyright notice and statements, including the disclaimer, and that the same appear on ALL copies of the software, database and documentation, including modifications that you make for internal use or for distribution. WordNet 3.0 Copyright 2006 by Princeton University. All rights reserved. THIS SOFTWARE AND DATABASE IS PROVIDED "AS IS" AND PRINCETON UNIVERSITY MAKES NO REPRESENTATIONS OR WARRANTIES, EXPRESS OR IMPLIED. BY WAY OF EXAMPLE, BUT NOT LIMITATION, PRINCETON UNIVERSITY MAKES NO REPRESENTATIONS OR WARRANTIES OF MERCHANT- ABILITY OR FITNESS FOR ANY PARTICULAR PURPOSE OR THAT THE USE OF THE LICENSED SOFTWARE, DATABASE OR DOCUMENTATION WILL NOT INFRINGE ANY THIRD PARTY PATENTS, COPYRIGHTS, TRADEMARKS OR OTHER RIGHTS. The name of Princeton University or AccessData Legal and Contact Information | 4 Princeton may not be used in advertising or publicity pertaining to distribution of the software and/or database. Title to copyright in this software, database and any associated documentation shall at all times remain with Princeton University and LICENSEE agrees to preserve same. Documentation Conventions In AccessData documentation, a number of text variations are used to indicate meanings or actions. For example, a greater-than symbol (>) is used to separate actions within a step. Where an entry must be typed in using the keyboard, the variable data is set apart using [variable_data] format. Steps that require the user to click on a button or icon are indicated by Bolded text. This Italic font indicates a label or non-interactive item in the user interface. A trademark symbol (®, ™, etc.) denotes an AccessData Group, Inc. trademark. Unless otherwise notated, all third-party product names are spelled and capitalized the same way the owner spells and capitalizes its product name. Third-party trademarks and copyrights are the property of the trademark and copyright holders. AccessData claims no responsibility for the function or performance of third-party products. Registration The AccessData product registration is done at AccessData after a purchase is made, and before the product is shipped. The licenses are bound to either a USB security device, or a Virtual CmStick, according to your purchase. Subscriptions AccessData provides a one-year licensing subscription with all new product purchases. The subscription allows you to access technical support, and to download and install the latest releases for your licensed products during the active license period. Following the initial licensing period, a subscription renewal is required annually for continued support and for updating your products. You can renew your subscriptions through your AccessData Sales Representative. Use License Manager to view your current registration information, to check for product updates and to download the latest product versions, where they are available for download. You can also visit our web site, www.accessdata.com anytime to find the latest releases of our products. For more information, see Managing Licenses in your product manual or on the AccessData website. AccessData Contact Information Your AccessData Sales Representative is your main contact with AccessData. Also, listed below are the general AccessData telephone number and mailing address, and telephone numbers for contacting individual departments AccessData Legal and Contact Information | 5 Mailing Address and General Phone Numbers You can contact AccessData in the following ways: AccessData Mailing Address, Hours, and Department Phone Numbers Corporate Headquarters: AccessData Group, Inc. 1100 Alma Street Menlo Park, California 94025 USAU.S.A. Voice: 801.377.5410; Fax: 801.377.5426 General Corporate Hours: Monday through Friday, 8:00 AM – 5:00 PM (MST) AccessData is closed on US Federal Holidays State and Local Law Enforcement Sales: Voice: 800.574.5199, option 1; Fax: 801.765.4370 Email: Sales@AccessData.com Federal Sales: Voice: 800.574.5199, option 2; Fax: 801.765.4370 Email: Sales@AccessData.com Corporate Sales: Voice: 801.377.5410, option 3; Fax: 801.765.4370 Email: Sales@AccessData.com Training: Voice: 801.377.5410, option 6; Fax: 801.765.4370 Email: Training@AccessData.com Accounting: Voice: 801.377.5410, option 4 Technical Support Free technical support is available on all currently licensed AccessData solutions. You can contact AccessData Customer and Technical Support in the following ways: AD Customer & Technical Support Contact Information AD SUMMATION and AD EDISCOVERY Americas/Asia-Pacific: 800.786.8369 (North America) 801.377.5410, option 5 Email: legalsupport@accessdata.com AD IBLAZE and ENTERPRISE: Americas/Asia-Pacific: 800.786.2778 (North America) 801.377.5410, option 5 Email: support@summation.com All other AD SOLUTIONS Americas/Asia-Pacific: 800.658.5199 (North America) 801.377.5410, option 5 Email: support@accessdata.com AccessData Legal and Contact Information | 6 AD Customer & Technical Support Contact Information (Continued) AD INTERNATIONAL SUPPORT Europe/Middle East/Africa: Hours of Support: Americas/Asia-Pacific: +44 (0) 207 010 7817 (United Kingdom) Email: emeasupport@accessdata.com Monday through Friday, 6:00 AM– 6:00 PM (PST), except corporate holidays. Europe/Middle East/Africa: Monday through Friday, 8:00 AM– 5:00 PM (UK-London) except corporate holidays. Web Site: http://www.accessdata.com/support/technical-customer-support The Support website allows access to Discussion Forums, Downloads, Previous Releases, our Knowledge base, a way to submit and track your “trouble tickets”, and in-depth contact information. Documentation Please email AccessData regarding any typos, inaccuracies, or other problems you find with the documentation: documentation@accessdata.com Professional Services The AccessData Professional Services staff comes with a varied and extensive background in digital investigations including law enforcement, counter-intelligence, and corporate security. Their collective experience in working with both government and commercial entities, as well as in providing expert testimony, enables them to provide a full range of computer forensic and eDiscovery services. At this time, Professional Services provides support for sales, installation, training, and utilization of Summation, FTK, FTK Pro, Enterprise, eDiscovery, Lab and the entire Resolution One platform. They can help you resolve any questions or problems you may have regarding these solutions. Contact Information for Professional Services Contact AccessData Professional Services in the following ways: AccessData Professional Services Contact Information Contact Method Number or Address Phone North America Toll Free: 800-489-5199, option 7 International: +1.801.377.5410, option 7 Email services@accessdata.com AccessData Legal and Contact Information | 7 Contents AccessData Legal and Contact Information . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Part 1: Introducing the Summation User Guide . . . . . . . . . . . . . . . . . . . . . . 26 Chapter 1: Introducing Summation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 About AccessData Summation . . . . . . . . . . . . . . . . . . . . . . . . . 27 About the Audience for this Guide . . . . . . . . . . . . . . . . . . . . . . . . 27 Summation Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Recommended Hardware Specifications . . . . . . . . . . . . . . . . . . . . 28 About Summation Reader . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Feature Limitations: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Chapter 2: Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Terminology . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 About the AccessData Web Console . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Web Console Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 About User Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 User Account Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Opening the AccessData Web Console . . . . . . . . . . . . . . . . . . . . . 32 Installing the Browser Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Installing Components through the Browser . . . . . . . . . . . . . . . . . . . . . 34 Installing Browser Components Manually . . . . . . . . . . . . . . . . . . . . . . 36 Introducing the Web Console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 The Project List Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 User Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Changing Your Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Using Elements of the Web Console . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Maximizing the Web Console Viewing Area . . . . . . . . . . . . . . . . . . . . . 44 About Content in Lists and Grids . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Part 2: Administrating Summation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Chapter 3: Introduction to Application Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Workflows for Administrators . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Contents | 8 Chapter 4: Using the Management Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 About the Management Page . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Opening the Management Page . . . . . . . . . . . . . . . . . . . . . . . . . 52 Management Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Chapter 5: Configuring and Managing System Users, User Groups, and Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 About Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 About User Roles and Permissions . . . . . . . . . . . . . . . . . . . . . . . 54 Planning User Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 About Admin Roles and Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Creating Admin Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 About the Users Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 About the Admin Roles Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Managing Admin Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Creating an Admin Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Adding Permissions to an Admin Role . . . . . . . . . . . . . . . . . . . . . . . . 62 Managing Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Managing the List of Users . . . . . . . . . . Adding Users . . . . . . . . . . . . . . . . . Associating Admin Roles to a User . . . . . Disassociating an Admin Role from a User Editing the Email Address of a User . . . . Resetting a User’s Password . . . . . . . . Deleting Users . . . . . . . . . . . . . . . . . Deactivating a User . . . . . . . . . . . . . . Activating a User . . . . . . . . . . . . . . . Associating a Group to a User . . . . . . . . Disassociating a Group from a User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 . 64 . 65 . 66 . 66 . 67 . 68 . 68 . 68 . 69 . 70 Configuring and Managing User Groups . . . . . . . . . . . . . . . . . . . . . . . . . 71 Opening the User Groups Tab . . . . . . . . User Groups Tab . . . . . . . . . . . . . . . Adding Groups . . . . . . . . . . . . . . . . Deleting Groups . . . . . . . . . . . . . . . . Editing Groups. . . . . . . . . . . . . . . . . Associating Users/Admin Roles to a Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 . 72 . 72 . 73 . 73 . 73 Chapter 6: Configuring the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 About System Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 System Configuration Tab - Standard Settings . . . . . . . . . . . . . . . . . 75 Configuring Active Directory Synchronization Configuring the Email Notification Server . . Configuring Default Project Settings . . . . . Configuring Export Options . . . . . . . . . . Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 . 78 . 80 . 82 | 9 Chapter 7: Using the Work Manager Console and Logs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Using the Work Manager Console . . . . . . . . . . . . . . . . . . . . . . . . 84 Opening the Work Manager Console . . . . . . . . . . . . . . . . . . . . . . . . . 84 Work Manager Console Tab . . . . . . . . Validating Activate Work Orders . . . . . . . Configuring a Work Manager . . . . . . . . . Using the System Log and Activity Log . . . About the System Log . . . . . . . . . . System Log Tab . . . . . . . . . . . . . About the Activity Log . . . . . . . . . . Activity Log Tab . . . . . . . . . . . . . . Viewing the System Log or Activity Log Clearing the Log . . . . . . . . . . . . . . Exporting the Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 . . . . . . . . . . . . . . . . . . . . . . . 86 . . . . . . . . . . . . . . . . . . . . . . . 87 . . . . . . . . . . . . . . . . . . . . . . . 88 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88 . 88 . 89 . 89 . 90 . 90 .90 Chapter 8: Using Language Identification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Language Identification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Part 3: Configuring Data Sources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Chapter 9: Managing People as Data Sources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 About People . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 About Managing People . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 About the Data Sources Person Page . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 Data Sources Person Tab Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Adding People . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Adding People Using Active Directory . . . . . . . . . . . . . . . . . . . . . . . 100 Associating a Project to a Person . . . . . . . . . . . . . . . . . . . . . . . . . . 102 Part 4: Managing Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103 Chapter 10: Introduction to Project Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104 About Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104 Workflow for Project/Case Managers . . . . . . . . . . . . . . . . . . . . . 104 Chapter 11: Using the Project Management Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Viewing the Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Introducing the Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 The Project List Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 Adding Custom Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111 Custom Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111 Contents | 10 Managing People for a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113 About People . . . . . . . . . . . . About Managing People . . . . . . About the Project’s Person Tab . . Project’s Person Tab Options . . . Adding People . . . . . . . . . . . . Associating a Project to a Person . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113 113 114 115 115 117 Chapter 12: Creating a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Creating Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 General Project Properties . . . . . . . . . . . . . Normalized Time Zones . . . . . . . . . . . . . . Evidence Processing and Deduplication Options Interruption of Evidence Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 121 123 132 Using Project Properties Cloning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 Viewing and Editing Project Details . . . . . . . . . . . . . . . . . . . . . . . . . . . 134 Project Details Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134 Chapter 13: Managing People . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136 Data Sources People Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . 136 Opening the Data Sources, People Page Adding People . . . . . . . . . . . . . . . . Manually Creating People . . . . . . . . . Editing a Person . . . . . . . . . . . . . . . Removing a Person . . . . . . . . . . . . . Importing People From a File . . . . . . . Adding People using Active Directory . . . Home People Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137 138 139 139 139 139 140 141 Adding a Person to a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142 Manually Creating People for a Project . Editing a Person . . . . . . . . . . . . . . Removing a Person . . . . . . . . . . . . Importing People From a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142 143 143 143 Evidence Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144 About Associating a Person to an Evidence Item . . . . . . . . . . . . . . . . . 145 Chapter 14: Managing Tags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146 Managing Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148 Creating Labels . . . . . . . . Deleting Labels . . . . . . . . Renaming a Label. . . . . . . Managing Label Permissions Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148 149 149 149 | 11 Managing Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151 Creating Issues . . . . . . . . . Deleting Issues . . . . . . . . . Renaming Issues . . . . . . . . Managing Issue Permissions . Applying Issues to Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151 152 152 152 153 Chapter 15: Setting Project Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154 About Project Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . 154 About Project Roles . . . . . . . . . . . . . Project-level Permissions . . . . . . . . . Project-Level Permissions for eDiscovery Project-Level Permissions for Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154 155 157 157 158 Permissions Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Associating Users and Groups to a Project . . . . . . . . . . . . . . . . . . . . . . 161 Disassociate Users and Groups from a Project . . . . . . . . . . . . . . . . . . 161 Associating Project Roles to Users and Groups . . . . . . . . . . . . . . . . . . . . 162 Disassociating Project Roles from Users or Groups. . . . . . . . . . . . . . . . 162 Creating a Project Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163 Editing and Managing a Project Role . . . . . . . . . . . . . . . . . . . . . . . . 164 Chapter 16: Running Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165 Accessing the Reports Tab . . . . . . . . . . . . . . . . . . . . . . . . . . 165 Deduplication Report . . . Data Volume Report . . . Completion Status Report Audit Log Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165 166 166 166 Search Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168 Export Set Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169 Image Conversion Exception Report . . . . . . . . . . . . . . . . . . . . . . . . 170 Summary Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171 Chapter 17: Configuring Review Tools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172 Configuring Markup Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . 172 Markup Sets Tab . . . . . . . . . . . . . . . . . . . . Adding a Markup Set . . . . . . . . . . . . . . . . . . Deleting a Markup Set . . . . . . . . . . . . . . . . . Editing the Name of a Markup Set . . . . . . . . . . Associating a User or Group to a Markup Set . . . . Disassociating a User or Group from a Markup Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173 174 174 174 175 175 Configuring Custom Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Custom Fields Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Adding Custom Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177 Contents | 12 Editing Custom Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177 Creating Category Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178 About Deleting Custom Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178 Configuring Tagging Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179 Tagging Layout Tab . . . . . . . . . . . . . . . . Adding a Tagging Layout . . . . . . . . . . . . . Deleting a Tagging Layout . . . . . . . . . . . . Editing a Tagging Layout . . . . . . . . . . . . . Associating Fields to a Tagging Layout . . . . . Disassociating Fields from a Tagging Layout . Associate User or Group to Tagging Layout . . Disassociate User or Group to Tagging Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179 180 180 181 181 182 183 183 Configuring Highlight Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184 Highlight Profiles Tab . . . . . . . . . Adding Highlight Profiles . . . . . . . Editing Highlight Profiles . . . . . . . Deleting Highlight Profiles . . . . . . Add Keywords to a Highlight Profile . Associating a Highlight Profile . . . . Disassociating a Highlight Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184 185 186 186 186 187 187 Configuring Redaction Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188 Redaction Text Tab . . . . . . . . Creating a Redaction Text Profile Editing Redaction Text Profiles . Deleting Redaction Text Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188 188 189 189 Chapter 18: Monitoring the Work List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190 Accessing the Work List . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190 Work List Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190 Chapter 19: Managing Document Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192 About Managing Document Groups . . . . . . . . . . . . . . . . . . . . . . 192 About DocIDs and object IDs . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192 How DocIDs are Created . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192 Creating a Document Group During Import . . . . . . . . . . . . Creating a Document Group in Project Review . . . . . . . . Renumbering a Document Group in Project Review . . . . . . . Deleting a Document Group in Project Review . . . . . . . . Managing Rights for Document Groups in Project Review . . . . . . . . . . . . . 195 . . . . . . . . 195 . . . . . . . . . . 196 . . . . . . . . 196 . . . . . . . . . . 197 Chapter 20: Managing Transcripts and Exhibits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198 Creating a Transcript Group . . . . . . . . . . . . . . . . . . . . . . . . . . 198 Uploading Transcripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198 Contents | 13 Updating Transcripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199 Creating a Transcript Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200 Capturing Realtime Transcripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202 Marking Realtime Transcripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203 Updating a Realtime Transcript . . . . . . . . . . . . . . . . . . . . . . . . . . . 205 Using Transcript Vocabulary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207 Viewing Details of Words in the Vocabulary Dialog . . . . . . . . . . . . . . . . 208 Uploading Exhibits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209 Chapter 21: Managing Review Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210 Creating a Review Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210 Deleting Review Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212 Renaming a Review Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213 Manage Permissions for Review Sets . . . . . . . . . . . . . . . . . . . . . . . . . . 214 Chapter 22: Project Folder Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215 Project Folder Path . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215 Finding the Project Folder Path . . . . . . . . . . . . . . . . . . . . . . . . . . . 215 Project Folder Subfolders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216 Opening Project Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217 Files in the Project Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217 Chapter 23: Getting Started with KFF (Known File Filter) . . . . . . . . . . . . . . . . . . . . . . . . . . 218 About KFF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218 Introduction to the KFF Architecture . . . . . . . . . . . . . . . . . . . . . . . . 219 Components of KFF Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219 How KFF Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221 About the KFF Server and Geolocation . . . . . . . . . . . . . . . . . . . . . . . . . 223 Installing the KFF Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224 About Installing the KFF Server . . . . . . . . . . . . . . . . . . . . . . . . . . . 224 About KFF Server Versions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224 Installing the KFF Server Service . . . . . . . . . . . . . . . . . . . . . . . . . . 224 Configuring the Location of the KFF Server . . . . . . . . . . . . . . . . . . . . . . 225 Configuring the KFF Server Location on FTK-based Computers . . . . . . . . 225 Configuring the KFF Server Location on Resolution1 and Summation Applications 225 Migrating Legacy KFF Data . . . . . . . . . . . . . . . . . . . . . . . . . . 226 Importing KFF Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228 About Importing KFF Data . . . . . . . . . Using the KFF Import Utility . . . . . . . . Importing Pre-defined KFF Data Libraries Installing the Geolocation (GeoIP) Data . Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228 229 231 234 | 14 About CSV and Binary Formats . . Uninstalling KFF . . . . . . . . . . . . Installing KFF Updates . . . . . . . . KFF Library Reference Information . . . . . . . . . . . . . . . . . . . . . . . . . . . 236 . . . . . . . . . . . . . . . . . . . . . . . . . . . 239 . . . . . . . . . . . . . . . . . . . . . . . . . . . 240 . . . . . . . . . . . . . . . . . . . . . . . . . . . 241 About KFF Pre-Defined Hash Libraries . . . . . . . . . . . . . . . . . . . . . . . 241 What has Changed in Version 5.6 . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246 Chapter 24: Using De-NIST (Known File Filter) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . About KFF and De-NIST Terminology . . . . . . . . . . . . . . . . . . . . . Process for Using De-NIST . . . . . . . . . . . . . . . . . . . . . . . . . . Configuring De-NIST Permissions . . . . . . . . . . . . . . . . . . . . . . . Adding Hashes to the KFF Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . About the Manage De-NIST Hash Sets Page . . . . . Importing De-NIST Data . . . . . . . . . . . . . . . . . Manually Creating and Managing De-NIST Hash Sets Adding Hashes to Hash Sets Using Project Review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247 247 248 248 249 249 250 252 253 Using De-NIST Groups to Organize Hash Sets . . . . . . . . . . . . . . . . . . . . 255 About De-NIST Groups . . . . . . . . . . . . Creating a De-NIST Group . . . . . . . . . . Viewing the Contents of a De-NIST Group . Managing De-NIST Groups . . . . . . . . . About the Manage De-NIST Groups Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255 256 256 256 257 Enabling a Project to Use De-NIST . . . . . . . . . . . . . . . . . . . . . . . . . . . 259 About Enabling and Configuring De-NIST . . . . . . . . . . . . . . . . . . . . . 259 Enabling and Configuring De-NIST . . . . . . . . . . . . . . . . . . . . . . . . . 259 Reviewing De-NIST Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261 Viewing De-NIST Data Shown on the Project Details Page About De-NIST Data Shown in the Review Item List . . . . Using the De-NIST Information Quick Columns . . . . . . . Using Quick Filters . . . . . . . . . . . . . . . . . . . . . . . Using the De-NIST Facets . . . . . . . . . . . . . . . . . . . Viewing Detailed De-NIST Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261 261 261 262 263 264 Re-Processing De-NIST . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265 Exporting De-NIST Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266 About Exporting KFF Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266 Exporting KFF Groups and Hash Sets . . . . . . . . . . . . . . . . . . . . . . . 266 Part 5: Loading Summation Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .268 Chapter 25: Introduction to Loading Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269 Importing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269 Contents | 15 Chapter 26: Using the Evidence Wizard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270 Using the Evidence Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . 270 About Associating People with Evidence . . . . . . . . . . . . . . . . . . . . . . 272 Using the CSV Import Method for Importing Evidence . . . . . . . . . . . . . . 272 Using the Immediate Children Method for Importing . . . . . . . . . . . . . . . 274 Adding Evidence to a Project Using the Evidence Wizard . . . . . . . . . . . . . 276 Evidence Time Zone Setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278 Chapter 27: Importing Evidence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279 About Importing Evidence Using Import . . . . . . . . . . . . . . . . . . . . 279 About Mapping Field Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279 Importing Evidence into a Project . . . . . . . . . . . . . . . . . . . . . . . 280 Chapter 28: Data Loading Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283 Document Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283 Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283 Full-Text or OCR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284 DII Load File Format for Image/OCR . . . . . . . . . . . . . . . . . . . . . . . . 284 Email & eDocs . . . . . . Coding . . . . . . . . . . . Related Documents . . . Transcripts and Exhibits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292 Transcripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292 Exhibits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293 Work Product . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294 Sample DII Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295 eDoc DII Load Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295 eMail DII Load Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296 DII Tokens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299 Chapter 29: Analyzing Document Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303 Using Cluster Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303 About Cluster Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303 Filtering Documents by Cluster Topic . . . . . . . . . . . . . . . . . . . . . . . . 304 Using Entity Extraction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306 About Entity Extraction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306 Enabling Entity Extraction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308 Viewing Entity Extraction Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308 Chapter 30: Editing Evidence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 309 Editing Evidence Items in the Evidence Tab . . . . . . . . . . . . . . . . . . 309 Contents | 16 Evidence Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310 Part 6: Using Lit Holds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .312 Chapter 31: Managing Litigation Holds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313 About Litigation Holds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313 Configuring the System for Managing Litigation Holds . . . . . . . . . . . . 313 About System Configuration for Lit Hold . . . . . . . . . . . . . . . . . . . . . . 313 About Configuring Projects, People, and Users . . . . . . . . . . . . . . . . . . 314 About Litigation Hold Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314 Configuring Litigation Holds System Settings . . . . . . . . . . . . . . . . . . . . . 316 Configuring Lit Hold General Settings . Managing the IT Staff . . . . . . . . . . . Configuring LitHold Email Templates . . Configuring LitHold Interview Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316 317 319 321 Using the Lit Hold List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325 Creating a Litigation Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . 328 General Info Options . . . . . Approval Options . . . . . . . IT Staff Options . . . . . . . . People Options . . . . . . . . Email Notifications Options . Documents Options . . . . . . Interview Questions Options . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329 329 330 330 331 333 333 334 Managing Existing Litigation Holds . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336 Editing a Litigation Hold . . . . . . . . . . . . . . . . . . . Activating or Deactivating a Litigation Hold. . . . . . . . . Deleting a Litigation Hold . . . . . . . . . . . . . . . . . . . Resubmitting a Litigation Hold . . . . . . . . . . . . . . . . Viewing Information About Holds . . . . . . . . . . . . . . Viewing the Overall Status of a Litigation Hold . . . . . . . About the Approvals Tab . . . . . . . . . . . . . . . . . . . About the Hold Event Log for a Litigation Hold . . . . . . Viewing the Email Distribution History of a Litigation Hold About Viewing Litigation Hold Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336 336 336 337 338 338 338 338 338 339 Chapter 32: Using the Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340 About the Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340 Configuring Dashboard Widgets . . . . . . . . . . . . . . . . . . . . . . . . . . . 342 The Filter Case Chart Results Pane . . . . . . . . . . . . . . . . . . . . . . . . 342 Contents | 17 Part 7: Reviewing Summation Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .343 Chapter 33: Introduction to Project Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . About Project Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Workflow for Reviewing Projects . . . . . . . . . . . . . . . . . . . . . . . About Date and Time Information . . . . . . . . . . . . . . . . . . . . . . . 344 344 344 345 About How Time Zones Are Set . . . . . . . . . . . . . . . . . . . . . . . . . . . 345 Configuring the Date Format Used in Review . . . . . . . . . . . . . . . . . . . 345 Configuring the Date Format Used in Production Sets and Export Sets . . . . 349 Chapter 34: Project Review Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350 Introducing the Project Review Page . . . . . . . . . . . . . . . . . . . . . 350 Project Review Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351 Project Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 352 Review Page Panels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353 Chapter 35: Customizing the Project Review Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355 Working with Panels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355 Hiding and Showing Panels . . . Collapsing and Showing Panels . Moving Panels . . . . . . . . . . . Moving Panels to a New Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355 356 356 357 Working with Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358 Selecting a Layout . . . . . . . . . Resetting Layouts . . . . . . . . . . Saving Layouts . . . . . . . . . . . Managing Saved Custom Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358 358 358 359 Chapter 36: Viewing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360 Viewing Data in Panels . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360 Using the Item List Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 362 Viewing Documents in the Item List Panel . . . Using Columns in the Item List Panel . . . . . . Using Quick Columns . . . . . . . . . . . . . . . Using Quick Filters . . . . . . . . . . . . . . . . About the Amount of Data Displayed in Fields . Using Views . . . . . . . . . . . . . . . . . . . . Performing Actions from the Item List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 363 364 366 367 367 368 373 Using the Project Explorer Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376 The Explore Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377 The Navigation Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378 Using Document Viewing Panels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380 Using the Natural Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380 Contents | 18 Using the Image Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384 Using the Text Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 385 Using the KFF Details and Detail Information Panels . . . . . . . . . . . . . . . 386 Using Document Data Panels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387 The Activity Panel . . . . . . . . . . . The Similar Panel . . . . . . . . . . . The Production Panel . . . . . . . . . The Notes Panel . . . . . . . . . . . The Conversation Panel . . . . . . . The Family Panel . . . . . . . . . . . The Linked Panel . . . . . . . . . . . Adding a Link from the Linked Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387 388 389 390 391 393 395 396 Viewing Timeline Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 397 Viewing Graphics and Videos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 399 Chapter 37: Working with Transcripts and Exhibits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400 Working with Transcripts. . . . . . . . . . . . . . . . . . . . . . . . . . . . 400 Formatting Transcripts . . . . . . . . . . . . The Transcript Panel . . . . . . . . . . . . . Viewing Transcripts . . . . . . . . . . . . . . Annotating Transcripts . . . . . . . . . . . . Searching in Transcripts . . . . . . . . . . . Displaying Selected Notes . . . . . . . . . . Displaying Selected Highlights. . . . . . . . Opening Multiple Transcripts. . . . . . . . . Generating Reports on Multiple Transcripts Working with Video Transcripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400 404 405 405 408 408 409 409 409 410 Culling Transcripts and Exhibits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 412 Using the Explorer Panel to Cull Transcripts and Exhibits . . . . . . . . . . . . 412 Using Object Type Facets to Cull Transcripts and Exhibits . . . . . . . . . . . . 412 The Exhibits Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 413 Viewing Exhibits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 413 Chapter 38: Imaging Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 414 Converting a Document to an Image . . . . . . . . . . . . . . . . . . . . . 414 Viewing Image Page Counts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419 Image on the Fly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419 Chapter 39: Applying Tags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420 The Tags Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420 Using Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 422 Applying and Removing Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . 422 Contents | 19 Viewing Documents with Tags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426 Viewing Documents with a Label Applied . . . . . . . . . . . . . . . . . . . . . 426 Viewing Documents with an Issue Coded . . . . . . . . . . . . . . . . . . . . . 426 Viewing Documents with a Category Coded . . . . . . . . . . . . . . . . . . . . 426 Using the Case Organizer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428 About Case Organizer Categories and Organization . . . . . Creating, Associating, and Viewing Case Organizer Objects Managing Case Organizer Object Properties . . . . . . . . . Creating Project Files Reports . . . . . . . . . . . . . . . . . . Using the Case Organizer Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428 430 434 440 442 Chapter 40: Coding Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 444 The Review Sets Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 444 The Review Batches Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 445 Checking In/Out a Review Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . 446 Coding in the Grid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447 Editable Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447 Using the Coding Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 450 The Coding Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 450 Coding Single Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 451 Coding Multiple Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 452 Predictive Coding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 454 Understanding Predictive Coding Instructing Predictive Coding . . Obtaining a Confidence Score . . Applying Predictive Coding . . . Performing Quality Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 454 455 456 457 458 Chapter 41: Deleting Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 459 Deleting a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 459 Chapter 42: Annotating and Unitizing Evidence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461 Prerequisites for Annotating and Unitizing Files . . . . . . . . . . . . . . . . 461 About Generating SWF Files for Annotating or Unitizing . . . . . . . . . . . . . 461 Accessing SWF Files for Annotating or Unitizing . . . . . . . . . . . . . . . . . 462 Annotating Evidence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 463 About Annotating Evidence Prerequisites for Annotating About Annotating Tools . . . Profiles and Markup Sets. . Adding a Note . . . . . . . . Editing a Note . . . . . . . . Adding a Highlight. . . . . . Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 463 463 464 466 466 467 467 | 20 Adding a Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 468 Adding a Redaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 469 Unitizing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471 Chapter 43: Bulk Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 473 Bulk Printing Multiple Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . 473 Network Bulk Printing . . . Local Bulk Printing . . . . General Print Options . . . Bulk Print Dialog Options . . . . . . . . . . . . . 474 474 474 475 Viewing Print Statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 475 Viewing Print Logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 475 Part 8: Searching Summation Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .477 Chapter 44: Introduction to Searching Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478 About Searching Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478 Search Limitations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479 Chapter 45: Running Searches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 480 Running a Quick Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . 480 Building Search Phrases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482 Using Search Operators . . . Using Boolean Logic Options Using ? and * Wildcards . . . Searching Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482 484 485 486 486 Searching for Virtual Columns . . . . . . . . . . . . . . . . . . . . . . . . . Running a Subset Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 487 Returning to a Previous Search . . . . . . . . . . . . . . . . . . . . . . . . . . . 487 Searching in the Natural Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 488 Using Global Replace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 488 Committing a Global Replace Job . . . . . . . . . . . . . . . . . . . . . . . . . . 489 Using Dates and Times in Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . 490 Using Dates and Times in Searches . . . . . . . . . . . . . . . . . . . . . . . . 490 How Time Zone Settings Affect Searches . . . . . . . . . . . . . . . . . . . . . 490 Viewing the Display Time Zone . . . . . . . . . . . . . . . . . . . . . . . . . . . 490 Using the Search Excerpt View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 491 Using Search Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 493 About Search Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 493 Generating and Downloading a Search Report . . . . . . . . . . . . . . . . . . 493 About the Search Report Details . . . . . . . . . . . . . . . . . . . . . . . . . . 494 Contents | 21 Chapter 46: Running Advanced Searches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 495 Running an Advanced Search . . . . . . . . . . . . . . . . . . . . . . . . . 495 Advanced Search Operators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 498 Advanced Search Operators Exceptions . . . . . . . . . . . . . . . . . . . . . . 498 Understanding Advanced Variations . . . . . . . . . . . . . . . . . . . . . . . . . . . 500 Using the Term Browser to Create Search Strings . . . . . . . . . . . . . . . . . . 501 Importing Index Search Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 502 Chapter 47: Re-running Searches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 503 The Search Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 503 Running Recent Searches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 504 Clearing Search Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 504 Saving a Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 505 Sharing a Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 506 Chapter 48: Using Filters to Cull Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 507 Filtering Data in Case Review . . . . . . . . . . . . . . . . . . . . . . . . . 507 About Filtering Data with Facets . The Facets Tab . . . . . . . . . . Available Facet Categories . . . Examples of How Facets Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 507 510 512 515 Using Facets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 520 Caching Filter Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 521 Filtering by Column in the Item List Panel . . . . . . . . . . . . . . . . . . . . . . . 522 Clearing Column Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 522 Object Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 523 Part 9: Using Visualization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .525 Chapter 49: Using Visualization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 526 Culling Data with Visualization. . . . . . . . . . . . . . . . . . . . . . . . . 526 Files Visualization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 527 Emails Visualization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 530 Chapter 50: Using Visualization Social Analyzer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 533 About Social Analyzer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 533 Accessing Social Analyzer . . . . . . . . . . Social Analyzer Options . . . . . . . . . . . Analyzing Email Domains in Visualization . Analyzing Individual Emails in Visualization Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 535 536 537 537 | 22 Chapter 51: Using Visualization Heatmap . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 539 Chapter 52: Using Visualization Geolocation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 541 About Geolocation Visualization . . . . . . . . . . . . . . . . . . . . . . . . 541 Geolocation Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 541 Geolocation Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 542 General Geolocation Requirements . . . . . . . . . . . . . . . . . . . . . . . . . 542 Viewing Geolocation EXIF Data . . . . . . . . . . . . . . . . . . . . . . . . 542 Using Geolocation Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 544 The Geolocation Map Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 544 Using the Geolocation Grid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 547 Filtering Items in the Geolocation Grid . . . . . . . . . . . . . . . . . . . . . . . 547 Using Geolocation Columns in the Item List . . . . . . . . . . . . . . . . . . . . . . 548 Using Geolocation Column Templates . . . . . . . . . . . . . . . . . . . . . . . 549 Using Geolocation Facets . . . . . . . . . . . . . . . . . . . . . . . . . . . 549 Using Geolocation Visualization to View Security Data . . . . . . . . . . . . . . . 550 Prerequisites for Using Geolocation Visualization to View Security Data . Viewing Geolocation IP Locations Data . . . . . . . . . . . . . . . . . . . Using the Geolocation Network Information Grid . . . . . . . . . . . . . . Geolocation Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Part 10: Exporting Summation Data . . . . . . . . . . . . . 550 552 552 553 . . . . . . . . . . . . . . . . . . . . . . . . . . . . .556 Chapter 53: Introduction to Exporting Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 557 About Exporting Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 557 About Excluding Data in Production Sets and Export Sets . . . . . . . . . . . . 559 Export Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 561 Production Set History Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 561 Export Set History Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 563 Exporting Export Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 564 Chapter 54: Creating Production Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 565 About Creating Production Sets . . . . . . . . . . . . . . . . . . . . . . . . 565 Points to Consider . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 565 Preocess for Creating Production Sets . . . . . . . . . . . . . . . . . . . . 565 Production Set General Options . . . . . Production Set Files to Include Options Columns to Include . . . . . . . . . . . . Volume Document Options . . . . . . . . Production Set Image Branding Options Additional Production Set Options. . . . Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 567 568 572 572 579 582 | 23 Chapter 55: Exporting Production Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 583 Exporting a Production Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 583 Export Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 585 Chapter 56: Creating Export Sets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 586 About Creating Export Sets . . . . . . . . . . . . . . . . . . . . . . . . . . 586 Creating an AD1 Export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 587 AD1 Export General Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 588 Creating a Native Export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 590 Native Export General Options . . Native Export Files to Include . . . Export Volume Document Options Export Excel Rendering Options . Export Word Rendering Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 591 593 595 597 599 Creating a Load File Export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 600 Load File General Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 601 Load File Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 602 Load File Files to Include Options . . . . . . . . . . . . . . . . . . . . . . . . . . 604 Part 11: Migrating Cases to Summation . . . . . . . . . . . . . . . . . . . . . . . . . . .606 Chapter 57: Migrating Cases to Summation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 607 About Migrating your Case . . . . . . . . . . . . . . . . . . . . . . . . . . 607 Migrating Your Case from iBlaze or Enterprise to Summation. . . . . . . . . 607 Locating Migrated Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 610 Canceling a Migration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 611 Migrating Your Case from Concordance to Summation . . . . . . . . . . . . . . . 612 Part 12: Reference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .615 Chapter 58: Installing the AccessData Elasticsearch Windows Service . . . . . . . . . . . . . 616 About the Elasticsearch Service . . . . . . . . . . . . . . . . . . . . . . . . 616 Prerequisites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 616 Installing the Elasticsearch Service . . . . . . . . . . . . . . . . . . . . . . 617 Installing the Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 617 Troubleshooting the AccessData Elasticsearch Windows Service . . . . . . . . 618 Chapter 59: Integrating with AccessData Forensics Products . . . . . . . . . . . . . . . . . . . . . . 619 Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 620 Managing User Accounts and Permissions Between FTK and Summation/Resolution1 eDiscovery . . . . . . . . . . . . . . . 620 Creating and Viewing Projects. . . . . . . . . . . . . . . . . . . . . . . . . 620 Contents | 24 Managing Evidence in FTK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 620 Reviewing Evidence in FTK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 621 Reviewing FTK Data in Summation . . . . . . . . . . . . . . . . . . . . . . . . . 622 Known Issues with FTK Compatibility . . . . . . . . . . . . . . . . . . . . . 623 Contents | 25 Part 1 Introducing the Summation User Guide This Summation User Guide includes all of the user documentation for AccessData Summation and includes the following chapters and parts: Introducing Getting Summation (page 27) Started (page 30) Administrating Configuring Managing Loading Summation (page 50) Data Sources (page 93) Projects on page 103 Summation Data (page 268) Reviewing Summation Data (page 343) Searching Summation Data (page 477) Using Visualization (page 525) Exporting Summation Data (page 556) Migrating Cases to Summation (page 606) Reference (page 615) The information in each of these parts are also available as individual guides which can be used by different users depending on their role. The individual guides can be downloaded from http://summation.accessdata.com. Introducing the Summation User Guide | 26 Chapter 1 Introducing Summation About AccessData Summation AD Summation helps you review, documents, electronic data, and transcripts in a web-based console. You can cull and filter the data in a particular project and search for specific terms. The collected evidence can then be processed, reviewed, and exported. The resulting production set can then be exported into an AD1 format, or into a variety of load file formats such as Concordance, Summation, EDRM, Introspect, and iConect. You can also export native files. About the Audience for this Guide This product is intended for use in gathering and processing electronically stored evidence for criminal, civil, and internal corporate projects. The audience for this forensic investigation software tool includes legal personnel, as well as corporate security and IT professionals who need to access and evaluate the evidentiary value of files, folders, computers, and other electronic data sources. They should be well-versed in the eDiscovery process. They should also have a good understanding of Chain of Custody and the implications of running the AD Summation process within an organization. They should also have the following competencies when using this software: Basic knowledge of and training in forensic policies and procedures Familiarity with the fundamentals of collecting digital evidence and ensuring the legal validity of the evidence Understanding Experience of forensic images and how to acquire forensically sound images with project studies and reports Summation Features PROCESSING Process 700+ data types and associated meta-data while maintaining chain of custody Distributed processing that harnesses current hardware technology for unmatched speeds Automatically De-duplicate Introducing Summation identifies and categorizes data, even encrypted files email and ESI across the matter or for a specific custodian, de-NiST and OCR About AccessData Summation | 27 EARLY PROJECT ASSESSMENT/FIRST PASS REVIEW Cull data by custodian, data source, document metadata and type Advanced email threading and analytics. Advanced search with hundreds of unique data filters Custom Export tagging and bookmarking to all industry standard load files and EDRM XML FINAL REVIEW AND PRODUCTION Next Generation E-Discovery Review Features Integrated Technology Assisted Review (“TAR” or “Predictive Coding”) Integrated visualization module with graphic representation of project data relationships and custodian communication patterns Advanced Web based with multi-user, multi-site support Email New threading, related documents, document family views, and linking issue coding & tagging panel with customized radio buttons and pick lists Redact Classic search, including concept and ‘4D’ in near native view with word boundary support Summation Functionality Native Concordance database migration for direct loading into Summation Transcript review with Real Time, notes, color highlighting and reporting Production Offline, tools including bates stamping, burned-in redactions and production history mobile capability – take project offline, work on it, then sync up later Recommended Hardware Specifications For the recommended hardware specifications, see the Specifications tab on the following Web page: http://www.accessdata.com/products/ediscovery-litigation-support/summation Introducing Summation Recommended Hardware Specifications | 28 About Summation Reader Summation Reader is a free version of AccessData Summation that includes a reduced feature set. This section provides a summary of the features that are excluded in Summation Reader. Feature Limitations: Application Management Limitations You can only have one user account. The features on the Management tab are disabled, including User Groups, Admin Roles, and KFF (DeNIST). Project Limitations You A can only have one project at a time. You can delete the project and create a new one. project can only import up to 100,000 records. Project Review Limitations Most You features in Project Review are functional. cannot export or output any data. The following features are disabled: Production Sets Exporting or downloading native documents Exporting load files Exporting AD1 images Network or local bulk printing Exporting Export data to CSV files Sets Reports Introducing Summation About Summation Reader | 29 Chapter 2 Getting Started Terminology Features and technology are shared across the multiple applications. To provide greater compatibility between products, some terminology in the user interface and documentation has been consolidated. The following table lists the common terminology: Terminology Changes Previous Term New Term Case Project Custodian Person Custodians People System Console Work Manager Console Security Log Activity Log Audit Log User Review Activity Getting Started Terminology | 30 About the AccessData Web Console The application displays the AccessData web-based console that you can open from any computer connected to the network. All users are required to enter a username and password to open the console. What you can see and do in the application depends on your product license and the rights and permissions granted to you by the administrator. You may have limited privileges based on the work you do. See About User Accounts on page 32. Web Console Requirements Software Requirements The following are required for using the features in the web console: Windows-based Internet PC running the Internet Explorer web browser: Explorer 9 or higher is required for full functionality of most features. Internet Explorer 10 or higher is required for full functionality of all features. (Some new features use HTML5 which requires version 10 or higher. Note: If you have issues with the interface displaying correctly, view the application in compatibility view for Internet Explorer. The Internet console may be opened using other browsers but will not be fully functional. Explorer Browser Add-on Components Microsoft Adobe Silverlight--Required for the console. Flash Player--Required for imaging documents in Project Review. AccessData console components AD NativeViewer--Required for viewing documents in the Alternate File Viewer in Project Review. Includes Oracle OutsideX32. AD Bulk Print Local--Required for printing multiple records using Bulk Printing in Project Review. To use these features, install the associated applications on each users’ computer. See Installing the Browser Components on page 34. Hardware Recommendations Use a display resolution of 1280 x 1024 or higher. Press F11 to display the console in full-screen mode and maximize the viewing area. Getting Started About the AccessData Web Console | 31 About User Accounts Each user that uses the web console must log in with a user account. Each account has a username and password. Administrators configure the user accounts. User accounts are granted permissions based on the tasks those users perform. For example, one account may have permissions to create and manage projects while another account has permissions only to review files in a project. Your permissions determine which items you see and the actions you can perform in the web console. There is a default Administrator account. User Account Types Depending on how the application is configured, your account may be either an Integrated Windows Authentication account or a local application account. The type of account that you have will affect a few elements in the web interface. For example, if you use an Integrated Windows Authentication account, you cannot change your password within the console. However, you can change your password within the console if you are using an application user account. Opening the AccessData Web Console You use the AccessData web console to perform application tasks. See About the AccessData Web Console on page 31. You can launch the console from an approved web browser on any computer that is connected to the application server on the network. See Web Console Requirements on page 31. To start the console, you need to know the IP address or the host name of the computer on which the application server is installed. When you first access the console, you are prompted to log in. Your administrator will provide you with your username and password. To open the web console 1. Open Internet Explorer. Note: Internet Explorer 7 or higher is required to use the web console for full functionality. Internet Explorer 10 or 11 is recommended. 2. Enter the following URL in the browser’s address field: https:///ADG.map.Web/ where is the host name or the IP address of the application server. This opens the login page. You can save this web page as a favorite. Getting Started About User Accounts | 32 3. One of two login pages displays: If you are using Integrated Windows Authentication, the following login page displays. Integrated Windows Authentication Page Note: If you are using Integrated Windows Authentication and are not on the domain, you will see a Windows login prompt. If you are not using Integrated Windows Authentication, the login page displays the product name and version for the product license that your organization is using and provides fields for your username and password. Non-Integrated Windows Authentication Login 4. On the login page, enter the username and password for your account. If you are logging in as the administrator for the very first time and have not enabled Integrated Window Authentication, enter the pre-set default user name and password. Contact your technical support or sales representative for login information. 5. Click Sign In. If you are authenticated, the application console displays. If you cannot log in, contact your administrator. 6. The first time the web console is opened on a computer, you may be prompted to install the following plug-ins: Microsoft Adobe AD Silverlight Flash Player Alternate File Viewer (Native Viewer) AD Bulk Print Local Download the plug-ins. When a pop-up from Internet Explorer displays asking to run or download the executable, click Run. Complete the install wizard to finish installing the plug-in. See Web Console Requirements on page 31. See Installing Browser Components Manually on page 36. Getting Started Opening the AccessData Web Console | 33 Installing the Browser Components To use all of the features of the web console, each computer that runs the web console must have Internet Explorer and the following add-ons: Microsoft Adobe Silverlight--Required for the console. Flash Player--Required for imaging documents in Project Review. AccessData Alternate File Viewer (Native Viewer)--Required for imaging documents in Project Review. This includes the Oracle OutsideX32 plug-in. AccessData Local Bulk Print--Required for printing multiple records using Bulk Printing in Project Review Important: Each computer that runs the console must install the required browser components. The installations require Windows administrator rights on the computer. Upon first login, the web console will detect if the workstation's browser does not have the required versions of the add-ons and will prompt you to download and install the add-ons. See Installing Components through the Browser on page 34. See Installing Browser Components Manually on page 36. Installing Components through the Browser Microsoft Silverlight To install Silverlight 1. If you need to install Silverlight, click Click now to install in the Silverlight plug-in window. 2. Click Run in the accompanying security prompts. 3. On the Install Silverlight dialog, Install Now. When the Silverlight installer completes, on the Installation successful dialog, click Close. Getting Started Installing the Browser Components | 34 If the web browser does not display the AD logo and then the console, refresh the browser window. The application Main Window displays and you can install Flash Player from the plug-in installation bar. Adobe Flash Player To install Flash Player 1. If you need to install Flash Player, click the Flash Player icon. 2. Click Download now. 3. Click Run in the accompanying security prompts. 4. Complete the installation. 5. Refresh the browser. Once the application is installed, you need to install the Alternate File Viewer and Local Bulk Print software. You can find the links to download the add-ons in the dropdown in the upper right corner of the application. AccessData Alternate File Viewer (Native Viewer) To install the AD Alternate File Viewer (Native Viewer) 1. From the User Actions dropdown, select AD Alternate File Viewer. 2. Click RUN on the NearNativeSetup.exe prompt. 3. Click Next on the InstallShield Wizard dialog. 4. Click Next on the Custom Setup dialog. 5. Click Install on the Ready to Install the Program dialog. 6. Allow the installation to proceed and then click Finish. 7. Close the browser and re-log in. 8. Click Allow on the ADG.UI.Common.Document.Views.NearNativeControl prompt. 9. Refresh the browser. Getting Started Installing the Browser Components | 35 AccessData Local Bulk Print To install the Local Bulk Print add-on 1. From the User Actions dropdown, select AD Local Bulk Print. 2. Click Run at the AccessData Local Bulk Print.exe prompt in Internet Explorer. 3. In the InstallShield Wizard dialog, click Next. 4. Accept the license terms and click Next. 5. Accept the default location in the Choose Destination Location dialog and click Next. 6. Click Install on the Ready to Install the Program dialog. 7. Click Finish. Installing Browser Components Manually You can use EXE files to install the components outside of the browser. You can run these locally or use software management tools to install them remotely. Installing AD Alternate File Viewer To install the Alternate File Viewer add-on, navigate to the following path on the server: C:\Program Files (x86)\AccessData\MAP\NearNativeSetup.exe To install the AD Alternate File Viewer add-on 1. Run the NearNativeSetup.MSI file. 2. Click Next on the InstallShield Wizard dialog. 3. Click Next on the Custom Setup dialog. 4. Click Install on the Ready to Install the Program dialog. 5. Allow the installation to proceed and then click Finish. Installing the Local Bulk Print Tool To install the Local Bulk Print tool, navigate to the following path on the server: C:\Program Files (x86) \AccessData\MAP\AccessDataBulkPrintLocal.exe To install the Local Bulk Print add-on 1. Run the AccessDataBulkPrintLocal.exe. The wizard should appear. 2. Click Next to begin. 3. Click Next on the Select Installation Folder dialog. 4. Click Next. After the installation is complete, click Close. Installing Adobe Flash Player Visit http://get.adobe.com/flashplayer/ and follow the prompts to install the flash player. Getting Started Installing the Browser Components | 36 Introducing the Web Console The user interface for the application is the AccessData web console. The console includes different tabs and elements. The items that display in the console are determined by the following: Your application’s license Your user permissions The main elements of the application are listed in the following table. Depending on the license that you own and the permissions that you have, you will see some or all of the following: Component Description Navigation bar This lets you open multiple pages in the console. Home page The Home page lets you create, view, manage, and review projects based on the permissions that you have. This is the default page when you open the console. See Using the Project Management Home Page on page 106. Getting Started Introducing the Web Console | 37 Component Description Dashboard (Available in Resolution1 CyberSecurity, Resolution1, and Resolution1 eDiscovery) The Dashboard allows you to view important event information in an easy-to-read visual interface. See Using the Dashboard on page 340. Data Sources The Data Sources tab lets you manage people, computers, network shares, evidence, as well as several different connectors. This tab allows you to manage these data sources throughout the system, not just by project. See About Data Sources on page 102. Lit Hold (Available in Resolution1 CyberSecurity and Resolution1 eDiscovery) The Lit Hold tab lets you create and manage litigation holds. See Managing Litigation Holds on page 313. Alerts (Available in Resolution1 products only) The Alerts tab allows you to view alerts as they enter the user interface. Viewing Alerts on page 566 Management (gear icon) The Management page lets administrators perform global management tasks. See Opening the Management Page on page 52. User Actions Actions specific to the logged-in user that affects the user’s account. See User Actions on page 42. Project Review The Project Review page lets you analyze, filter, code and label documents for a selected project. You access Project Review from the Home page. See the Reviewer Guide for more information on Project Review. You can download the Reviewer Guide from the Help/Documentation link. See User Actions on page 42. Getting Started Introducing the Web Console | 38 The Project List Panel The Home page includes the Project List panel. The Project List panel is the default view after logging in. Users can only view the projects for which they have created or been given permissions. Administrators and users, given the correct permissions, can use the project list to do the following: Create View Add projects. a list of existing projects. evidence to a project. Launch Project Review. If you are not an administrator, you will only see either the projects that you created or projects to which you were granted permissions. The following table lists the elements of the project list. Some items may not be visible depending on your permissions. Getting Started The Project List Panel | 39 Elements of the Project List Element Description Create New Project Click to create a new project. See Creating a Project on page 118. Filter Options Allows you to search and filter all of the projects in the project list. You can filter the list based on any number of fields associated with the project, including, but not limited to the project name. See Filtering Content in Lists and Grids on page 47. Filter Enabled Displayed if you have enabled a filter. Project Name Column Lists the names of all the projects to which the logged-in user has permissions. Action Column Allows you to add evidence to a project or enter Project Review. Add Data Allows you to add data to the selected project. Project Review Allows you to review the project using Project Review. See the Reviewer Guide for more information on using Product Review. You can download the Reviewer Guide from the Help/Documentation link. See Changing Your Password on page 43. Processing Status Column Lists the status of the projects: Not Started - The project has been created but no evidence has been added. Processing - Evidence has been added and is still being processed. Completed - Evidence has been added and processed. Note: When processing a small set of evidence, the Processing Status may show a delay of two minutes behind the actual processing of the evidence. You may need to refresh the list to see the current status. See Refresh below. Size Column Lists the size of the data within the project. Page Size drop-down Allows you to select how many projects to display in the list. The total number of projects that you have permissions to see is displayed. Total Lists the total number of projects displayed in the Project List. Page Allows you to view another page of projects. Refresh Delete Project Property Cloning Getting Started If you create a new project, or make changes to the list, you may need to refresh the project list Select one or more projects and click Delete Project to delete them from the Project List. Clone the properties of an existing project to another project. You can apply a single project’s properties to another project, or you can pick and choose properties from multiple individual projects to apply to a single project. See Using Project Properties Cloning on page 133. The Project List Panel | 40 Element Custom Properties Export to CSV Description Add, edit, and delete custom columns that will be listed in the Project list panel. When you create a project, this additional column will be listed in the project creation dialog. See Adding Custom Properties on page 111. Export the Project list to a .CSV file. You can save the file and open it in a spreadsheet program. Add or remove viewable columns in the Project List. Columns Getting Started The Project List Panel | 41 User Actions Once in the web console, you can preform user actions that are specific to you as the logged-in user. You access the options by clicking on the logged-in user name in the top right corner of the console. User Actions User Actions Link Description Logged-on user The username of the logged-on user is displayed; for example, administrator. Change password Lets the logged-on user change their password. See Changing Your Password on page 43. Note: This function is hidden if you are using Integrated Windows Authentication. Help/ Documentation Lets you to access the latest version of the Release Notes and User Guide. The files are in PDF format and are contained in a ZIP file that you can download. Manage My Notifications Lets you to manage the notifications that you have created and that you belong to. See About Managing Notifications for a Job on page 472. You can delete notifications, export the notifications list to a CSV file, and filter the notifications with the Filter Options. See Filtering Content in Lists and Grids on page 47. Download Alternate File Viewer Lets you to download the Alternate FIle Viewer application. See AccessData Alternate File Viewer (Native Viewer) on page 35. Download Local Bulk Print software Lets you to access the latest version of the Local Bulk Print software. See AccessData Local Bulk Print on page 36. Logout Logs you off and returns you to the login page. Note: This function is hidden if you are using Integrated Windows Authentication. Getting Started User Actions | 42 Changing Your Password Note: This function is hidden if you are using Integrated Windows Authentication. You must change your password using Windows. Any logged-in user can change their password. You may want to change your password for one of the following reasons: You are changing a default password after you log in for the first time. You are changing your password on a schedule, such as quarterly. You are changing your password after having a password reset. To change your own password 1. Log in using your username and current password. See To open the web console on page 32. 2. In the upper right corner of the console, click your logged-in username. 3. Click Change Password. Change User Password 4. In the Change User Password dialog, enter the current password and then enter and confirm the new password in the respective fields. The following are password requirements: The 5. password must be between 7 - 50 characters. At least one Alpha character. At least one non-alphanumeric character. Click OK. Getting Started User Actions | 43 Using Elements of the Web Console Maximizing the Web Console Viewing Area You can press F11 to enable or disable the console in full-screen mode. About Content in Lists and Grids Many objects within the console are made up of lists and grids. Many elements in the lists and grids recur in the panels, tabs, and panes within the interface. The following sections describe these recurring elements. You can manage how the content is displayed in the grids. See Refreshing the Contents in List and Grids on page 44. See Managing Columns in Lists and Grids on page 45. See Sorting by Columns on page 44. See Filtering Content in Lists and Grids on page 47. See Changing Your Password on page 43. Refreshing the Contents in List and Grids There may be times when the list you are looking at is not dynamically updated. You can refresh the contents by clicking . Sorting by Columns You can sort grids by most columns. Note: You can set a default column to sort by when you create a project or in the Project Details pane. The default is ObjectID. To sort a grid by columns 1. Click the column head to sort by that column in an ascending order. A sort indicator (an up or down arrow) is displayed. 2. Click it a second time to sort by descending order. 3. Click Search Options > Clear Search to return to the default column. Sorting By Multiple Columns In the Item List in Project Review, you can also sort by multiple columns. For example, you can do a primary sort by file type, and then do a second sort by file size, then a third sort by accessed date. Getting Started Using Elements of the Web Console | 44 To sort a grid by columns 1. Click the column head to sort by that column in an ascending order. A sort indicator (an up or down arrow) is displayed. 2. Click it a second time to sort by descending order. 3. In the Item List in Project Review, to perform a secondary search on another column, hold Shift+Alt keys and click another column. A sort indicator is displayed for that column as well. 4. You can repeat this for multiple columns. Moving Columns in a Grid View You can rearrange columns in a Grid view in any order you want. Some columns have pre-set default positions. Column widths are also sizable. To move columns In the Grid view, click and drag columns to the position you want them. Managing Columns in Lists and Grids You can select the columns that you want visible in the Grid view. Project managers can create custom columns in the Custom Fields tab on the Home page. See Configuring Custom Fields on page 176. For additional information on using columns, see Using Columns in the Item List Panel in the Reviewer Guide. To manage columns 1. In the grid, click Columns. 2. In the Manage Columns dialog, there are two lists: Available Columns Lists all of the Columns that are available to display. They are listed in alphabetical order. If the column is configured to be in the Visible Columns, it has a If the column is not configured to be in the Visible Columns, it has a . . If the column is a non-changeable column (for example, the Action column in the Project List), it has a . Visible Columns Lists all of the Columns that are displayed. They are listed in the order in which they appear. Getting Started Using Elements of the Web Console | 45 Manage Columns Dialog 3. To configure columns to be visible, in the Available Columns list, click the visible. for the column you want 4. To configure columns to not be visible, in the Visible Columns list, click the not visible. for the column you want 5. To change the display order of the columns, in the Visible Columns list, select a column name and click or 6. to change the position. Click OK. Managing the Grid’s Pages When a list or grid has many items, you can configure how many items are displayed at one time on a page. This is helpful for customizing your view based on your display size and resolution and whether or not you want to scroll in a list. To configure page size 1. Below a list, click the Page Size drop-down menu. 2. Select the number of items to display in one page. 3. Use the arrows by Page n of n to view the different pages. Getting Started Using Elements of the Web Console | 46 Filtering Content in Lists and Grids When a list or grid has many items, you can use a filter to display a portion of the list. Depending on the data you are viewing, you have different properties that you can filter for. For example, when looking at the Activity Log, there could be hundreds of items. You may want to view only the items that pertain to a certain user. You can create a filter that will only display items that include references to the user. For example, you could create the following filter: Activity contains BSmith This would include activities that pertain to the BSmith user account, such as when the account was created and permissions for that user were configured. You could add a second filter: Activity contains BSmith OR Username = BSmith This would include the activities performed by BSmith, such as each time she logged in or created a project. In this example, because an OR was used instead of an AND, both sets of results are displayed. You can add as many filters as needed to see the results that you need. To use filters 1. Above the list, click Filter Options. This opens the filter tool. Filter Options 2. Use the Property drop-down to select a property on which to filter. This list will depend on the page that you are on and the data that you are viewing. 3. Use the Operator drop-down to select an operator to use. See Filter Operators on page 48. 4. Use the Value field to enter the value on which you want to filter. See Filter Value Options on page 49. 5. Click Apply. The results of the filter are displayed. Once a filter had been applied, the text Filter Enabled is displayed in the upper-right corner of the panel. This is to remind you that a filter is applied and is affecting the list of items. 6. To further refine the results, you can add additional filters by clicking 7. When adding additional filters, be careful to properly select And/Or. If you select And, all filters must be true to display a result. If you select OR, all of the results for each filter will be displayed. Getting Started Add . Using Elements of the Web Console | 47 8. After configuring your filters, click Apply. 9. To remove a single filter, click Delete. 10. To remove all filters, click Disable or Clear All. 11. To hide the filter tool, click Filter Options. Filter Operators The following table lists the possible operators that can be found in the filter options. The operators available depend upon what property is selected. Filter Operators Operator Description = Searches for a value that equals the property selected. This operator is available for almost all value filtering and is the default value. != Searches for a value that does not equal the property selected. his operator is available for almost all value filtering. > Searches for a value that is greater than the property selected. This operator is available for numerical value filtering. < Searches for a value that is less than the property selected. This operator is available for numerical value filtering. >= Searches for a value that is greater than and/or equal to the property selected. This operator is available for numerical value filtering. <= Searches for a value that is less than and/or equal to the property selected. This operator is available for numerical value filtering. Contains Searches for a text string that contains the value that you have entered in the value field. This operator is available for text string filtering. StartsWith Searches for a text string that starts with the value that you have entered in the value field. This operator is available for text string filtering. EndsWith Searches for a text string that ends with a value that you have entered in the value field. This operator is available for text string filtering. Getting Started Using Elements of the Web Console | 48 Filter Value Options The following table lists the possible value options that can be found in the filter options. The value options available depend upon what property is selected. Filter Value Options Value Option Description Blank field This value allows you to enter a specific item that you can search for. The Description property is an example of a property where the value is a blank field. Date value This value allows you to enter a specific date that you can search for. You can enter the date in a m/d/yy format or you can pick a date from a calendar. The Creation Date property is an example of a property where the value is entered as a date value. Pulldown This value allows you to select from a pulldown list of specific values. The pulldown choices are dependent upon the property selected. The Priority property with the choices High, Low, Normal, Urgent is an example of a property where the value is chosen from a pulldown. Getting Started Using Elements of the Web Console | 49 Part 2 Administrating Summation This part describes how to administrate Summation and includes the following sections: Workflows Using for Administrators (page 51) the Management Page (page 52) Configuring and Managing System Users, User Groups, and Roles (page 54) Configuring the System (page 75) Using the Work Manager Console and Logs (page 84) Using Language Identification (page 91) Administrating Summation | 50 Chapter 3 Introduction to Application Management This chapter is designed to help application administrators perform management tasks. Application administration tasks are performed on the Management page. Administrators can perform their tasks as long as they have been granted the correct permissions. See About User Roles and Permissions on page 54. Workflows for Administrators Administrators and managers configure and manage the global application environment. Before creating and reviewing projects, you should review and perform the following tasks for configuring the application. Workflow for Configuring the Application Step Task Link to the Tasks 1 Decide which authentication mode to use See Opening the AccessData Web Console on page 32. 2 Manage users, groups, and roles See Planning User Roles on page 55. See Managing Users on page 64. See Configuring and Managing User Groups on page 71. 3 Configure default project settings See Configuring Default Project Settings on page 80. At regular intervals, administrators should perform the following tasks to manage the overall system health and performance of the application. Workflow for Managing the Application Step Task Link to the tasks 1 Monitor system activity using logs See Viewing the System Log or Activity Log on page 90. 2 Monitor the performance of the Distribution Server and the Work Managers See on page 84. Most of these administrative tasks are performed in the web console in the Management page. Introduction to Application Management Workflows for Administrators | 51 Chapter 4 Using the Management Page About the Management Page Administrators manage the application through the Management page. You can manage users and users permissions, configure aspects of the application on a global basis, and monitor activity on the system. See Management Page on page 53. Opening the Management Page Administrators, and users with management permissions, use the Management page to configure and manage the application. To access the Management page 1. Log in to the web console as administrator or as a user with management permissions. See Opening the AccessData Web Console on page 32. See Managing Users on page 64. 2. In the web console, click Management. Using the Management Page About the Management Page | 52 Management Page You can use the Management page to maintain the list of people who use the application, including their specific usage rights and roles. From Management, you can view system and security logs. You can also configure Active Directory, agent credentials, a notification email server. The system administration console area of the Management page lets you view Work Manager status. Depending on the license that you own and the permissions that you have, you will see some or all of the following: Management Page Features and Options Management Feature Available Options Users See About the Users Tab on page 59. See Managing Users on page 64. User Groups See Configuring and Managing User Groups on page 71. See User Groups Tab on page 72. Admin Roles See About Admin Roles and Permissions on page 56. See Managing Admin Roles on page 62. System Jobs See Adding a System Job on page 69. See System Job Options on page 70. System Configuration See Configuring Active Directory Synchronization on page 76. See Configuring Export Options on page 82. See Configuring Default Project Settings on page 80. Work Manager Console See on page 84. See Using the Site Server Console on page 94. Site Server Console See About the Threat Filter Library in the Resolution1 documentation. Threat Filter Library System Log KFF Library KFF Group Templates Activity Log Using the Management Page See Using the System Log and Activity Log on page 88. See System Log Tab on page 88. See Using KFF (Known File Filter) on page 323. See Using KFF (Known File Filter) on page 323. See Using the System Log and Activity Log on page 88. See Activity Log Tab on page 89. Management Page | 53 Chapter 5 Configuring and Managing System Users, User Groups, and Roles This chapter will help administrators to configure users, user groups, and roles. About Users A user is any person who logs in and performs tasks in the web console. Each person should have their own user account. You can configure accounts to have specific permissions to perform specific tasks. When users open the console, what they see and do is based on their assigned permissions. There are two users in the database that do not appear in the user interface. The passwords for these accounts are unique per system/strong passwords: Administrator - This is a different user than the Application Administrator role eDiscoveryProcessingUser Permissions are managed by user roles. See Adding Users on page 64. About User Roles and Permissions You can assign users different permissions based on the tasks that you want them to perform. The permissions that a user has affects the items that they see and the tasks that they can perform in the web console. For example, you can have one group of users that can manage the whole application and another group can create projects and another group can only reviews files in a project. Changes to permissions for a currently logged-in user take effect when they log out and log back in. You assign permissions to a user by configuring roles and then associating users, or groups of users, to those roles. You can configure roles at the following levels: Admin roles Configuring and Managing System Users, User Groups, and Roles About Users | 54 Project roles Admin roles provide global permissions to a user for the whole application. The following are examples of admin permissions that you can use: Application Mange Users Create/Edit Manage View Administrator Projects Admin Roles the System Console See About Admin Roles and Permissions on page 56. Project roles only apply to a specific project. The following are examples of global permissions that you can use: Project Administrator (for that project only) Project Reviewer Manage View Evidence Project Reports Manage Project People For more information, see Introduction to Project Management on page 104. Planning User Roles Before creating users, plan the types of roles your users will be performing. This facilitates the process of assigning roles and permissions to users. See Workflows for Administrators on page 51. Possible things to consider when planning user roles: How many and which users should have Administrator permissions for the entire application? How many and which users should have application management permissions to perform tasks such as creating and managing other users, roles, and projects? How do you want to distinguish between users who can create and manage projects versus those who can only review them? How many and which users should have project-level permissions to perform tasks such as adding and managing evidence and creating production sets? Configuring and Managing System Users, User Groups, and Roles About User Roles and Permissions | 55 About Admin Roles and Permissions An admin role is a set of permissions that you assign to users or groups. Each admin role has specific permissions that allows users to manage the application, such as managing users, managing roles and permissions, and creating and managing projects. See Admin Permissions on page 56. You can create admin roles or assign one of the default admin roles already created in the system. There are three default admin roles: Admin Roles Default Roles Role Description Application Administrator This role grants all permissions to manage the application. Power User This role grants the user permissions for create/edit project, manager user groups, and manage users. Users This role grants the user permissions for create/edit project. Creating Admin Roles When you create an admin role, you can grant users Administrator permissions (all permissions) or grant a combination of individual permissions. If you want to grant permissions to a user that only allows them to review a project, then use project roles instead of admin roles. Note: The admin permissions available depend upon the Resolution1 license that you have. Admin Permissions You can configure admin roles with the following admin permissions Admin Permissions Permissions Description Administrator: Grants all rights to the user/group for all projects. Custom You can select the following individual administrator roles: Create/Edit Projects Grants the right to create and edit projects on the Home page. Users with this permission are automatic administrators of any projects that they create. See Creating a Project on page 118. Configuring and Managing System Users, User Groups, and Roles About Admin Roles and Permissions | 56 Admin Permissions Permissions Description Create/Edit Projects Restricted Grants the rights to: Create projects Manage Admin Roles for the projects they create Assign permissions for the projects they create Link people and data sources to the projects However, users with this permission do not have administrator status over projects that they create. They cannot create jobs in the project, nor view and search data in Review. Delete Project Grants the right to delete projects on the Home page See Creating a Project on page 118. . Manage User Groups Grants the right to add, edit, delete, and assign roles to groups. See Planning User Roles on page 55. Manage Users Grants the rights to add, edit, delete, activate, deactivate, reset passwords, and assign admin roles to users. See About Users on page 54. See Adding Users on page 64. See Editing the Email Address of a User on page 66. See Deleting Users on page 68. See Deactivating a User on page 68. See Activating a User on page 68. See Resetting a User’s Password on page 67. See Associating Admin Roles to a User on page 65. Create People Grants the right to create users. See Adding Users on page 64. Delete People Grants the right to delete users. See Deleting Users on page 68. Create Nodes Grants the right to create job targets. See Managing People, Groups, Computers and Network Shares on page 104. Delete Nodes Grants the right to delete job targets. See Managing People, Groups, Computers and Network Shares on page 104. Global ID Admin Grants the right to access and change the permissions of any user in any project. See Associating Admin Roles to a User on page 65. Manage Project Permissions Grants the right to manage project permissions. See Setting Project Permissions on page 154. System Console Grants the right to view and use the Work Manager Console and Site Server Console on the Management page. See on page 84 and Using the Site Server Console on page 94. Configuring and Managing System Users, User Groups, and Roles About Admin Roles and Permissions | 57 Admin Permissions Permissions Description LitHold Manager Grants the right to manage Litholds. Evidence Admin Grants the right to add, delete, and associate the evidence. See Using the Evidence Wizard on page 270. Manage Admin Roles Grants the right to add, edit, delete and assign admin roles. See About Admin Roles and Permissions on page 56. See Creating an Admin Role on page 62. See Managing Admin Roles on page 62. See Adding Permissions to an Admin Role on page 62. Review Sentinel Data Grants the right to review the Sentinel data. See Using Sentinel on page 561. Execute Integration API Grants you the rights to execute a job using the API. See HP ArcSight on page 474. See Adding a Job on page 444. View Alerts Grants the right to view alerts. (Resolution1 products only) See Using the Dashboard on page 340. See Viewing Alerts on page 566. Manage KFF Grants the right to create and manage KFF libraries, sets, templates, and groups. See Using KFF (Known File Filter) on page 323. Threat Filter Library Grants the right to access the Threat Filter Library in the Management tab. System Jobs Grants the right to view and use the System Jobs tab on the Management page. See Using System Jobs on page 67. View Activity Log Grants the right to view the Activity Log on the Management page. See Viewing the System Log or Activity Log on page 90. Purge Activity Log Grants the right to purge the Activity Log. See Activity Log Tab on page 89. Configuring and Managing System Users, User Groups, and Roles About Admin Roles and Permissions | 58 About the Users Tab The Users tab on the Management page can be used by administrators to add, edit, delete, and associate users on a global scale. Users are people who are logging in and working in the application. From the Users list, you can also add, edit, or delete the application’s users. You can set users as active or inactive, reset user passwords, and set global and group permissions. The Users tab is the default page when you click Management on the menu bar. The User Groups tab below the Users list pane allows you to associate and remove associations to users. The Admin Roles tab below the Users list pane identifies the admin roles that are associated with a highlighted user. Changes to permissions for a currently logged-in user take effect after they log out of the system and log back in. Elements of the Users Tab Element Description Filter Options Allows you search and filter all of the items in the list. You can filter the list based on any number of fields. See Filtering Content in Lists and Grids on page 47. Users List Displays all users. Click the column headers to sort by the column. Refresh Refreshes the Users list. See Refreshing the Contents in List and Grids on page 44. Columns Adjusts what columns display in the Users list. See Sorting by Columns on page 44. Delete Deletes the selected user. Only active when a user is selected. See Deleting Users on page 68. Add Users Adds a user. See About Users on page 54. Edit User Delete User Reset a User’s Password Edits the selected user. You can add or change a selected user’s email address that is used for notifications of the application’s events. See Editing the Email Address of a User on page 66. Deletes the selected user(s). See Deleting Users on page 68. Assigns a new password for the selected user. See Resetting a User’s Password on page 67. Deactivate Users Makes selected user(s) inactive in the application. See Deactivating a User on page 68. Activate Users Reactivates selected user. See Activating a User on page 68. User Groups Tab Allows you to associate or disassociate groups to users. See Associating a Group to a User on page 69. Configuring and Managing System Users, User Groups, and Roles About the Users Tab | 59 Elements of the Users Tab (Continued) Element Admin Roles Tab Description Allows you to associate or disassociate admin roles to users. See Associating Admin Roles to a User on page 65. Associates a user to a group or admin role. Add Association Remove Association Disassociates a user from a group or admin role. Configuring and Managing System Users, User Groups, and Roles About the Users Tab | 60 About the Admin Roles Tab The Admin Roles tab on the Management page can be used to add, edit, delete, and associate admin roles. Admin roles are a set of global permissions that you can associate with a user or a group. Elements of the Admin Roles Tab Element Description Filter Options Allows you search and filter all of the items in the list. You can filter the list based on any number of fields. See Filtering Content in Lists and Grids on page 47. Admin Roles List Displays all admin roles. Click the column headers to sort by the column. Refresh Refreshes the Admin Roles List. See Refreshing the Contents in List and Grids on page 44. Columns Adjusts what columns display in the Admin Roles List. See Sorting by Columns on page 44. Delete Add Admin Roles Deletes the selected admin roles. Only active when an admin roles is selected. See About Admin Roles and Permissions on page 56. Adds an admin role. See Creating an Admin Role on page 62. Edits the selected admin roles. Edit Admin Roles Deletes the selected admin roles. Delete Admin Roles Allows you to associate or disassociate users to an admin role. Users Tab Allows you to associate or disassociate groups to an admin role. Groups Tab Features Tab Allows you to add administrator permissions to an admin role. See Adding Permissions to an Admin Role on page 62. Configuring and Managing System Users, User Groups, and Roles About the Admin Roles Tab | 61 Managing Admin Roles Creating an Admin Role Before you can assign permissions to an admin role, you have to create the role. To create an admin role 1. Log in to the web console using administrator rights. 2. Click the Management tab. 3. Click the Admin Roles tab. See About Admin Roles and Permissions on page 56. 4. Click the Add button . Admin Roles Details 5. Enter a name for the admin role and a description. 6. Click OK. The role is added to the Admin Role list. Adding Permissions to an Admin Role After you have created an admin role, you need to add permissions to it before you assign it to a user or a group. To add permissions to an admin role 1. Log in to the web console using administrator rights. 2. Click the Management tab. 3. Click the Admin Roles tab. See About Admin Roles and Permissions on page 56. 4. Select the role from the Admin Roles List. 5. Click the Features tab 6. Select the permissions: Administrator: Custom: . Grants all rights to the user/group for all projects. Select the administrator roles that you want. The following are available: Configuring and Managing System Users, User Groups, and Roles Managing Admin Roles | 62 Create/Edit Project: Grants the right to create and edit projects on the Home page. Project: Grants the right to delete projects on the Home page. Manage User Groups: Grants the right to add, edit, delete, and assign roles to groups. Manage Admin Roles: Grants the right to add, edit, delete and assign admin roles. Manage Users: Grants the rights to add, edit, delete, activate, deactivate, reset passwords, and assign admin roles to users. Delete Note: Users with the Manage Admin Roles, Manage Users, or Manage User Groups permission have the ability to upgrade themselves or other users to system administrators. 7. Click Save. Configuring and Managing System Users, User Groups, and Roles Managing Admin Roles | 63 Managing Users Administrators, and users assigned the Manage Users permission, manage users by doing the following: Managing the List of Users on page 64 Adding Users on page 64 Editing the Email Address of a User on page 66 Resetting Deleting a User’s Password on page 67 Users on page 68 Deactivating Activating a User on page 68 a User on page 68 Associating Admin Roles to a User on page 65 Managing the List of Users You create and manage users from the Users tab on the Management page. To open the Users tab 1. Log in as an administrator or a user that has the Manage Users permission. See Opening the AccessData Web Console on page 32. 2. Click Management. 3. Click Users . The users list lets you view all the users, including the following columns of information about them: Username Email Address of the user Date that the user was created Date of last login for the user Active First status of a user and Last name of the user Description From the users list, you can also add, edit, or delete users. You can set users as active or inactive, reset user passwords, and associate groups to users and admin roles. When you create and view the list of users, they are displayed in a grid. You can do the following to modify the contents of the grid: Control If which columns of data are displayed in the grid. you have a large list, you can apply a filter to display the items that you want. Adding Users Each person that uses the console must log in with a username and password. Each person should have their own user account. Administrators, and users assigned the Manage Users permission, can add new user accounts. Configuring and Managing System Users, User Groups, and Roles Managing Users | 64 When a user is created, an entry for that user is created in the system databases. How you add users differs depending on whether you use Integrated Windows Authentication. If you are not using Integrated Windows Authentication, you need to configure both the username and password. In this mode, a password is required, and the Password field is bolded. If you are using Integrated Windows Authentication, enter the domain username but do not enter a password. In this mode, a password is not required, and the Password field is hidden. To add a user 1. Open the Users tab. See Managing the List of Users on page 64. 2. In the User Details pane, click 3. In the Username field, enter a unique username. The name must be between 7 - 32 characters and must contain only alphanumeric characters. If you are using Integrated Windows Authentication, enter the user’s domain and username. For example, \ . 4. Enter the First and Last name of the user. 5. (Optional) In the Email Address field, enter the email address of the user. 6. If you are not using Integrated Windows Authentication, enter a password in the Password and the Reenter Password fields. The password must be between 7 - 20 characters. 7. Click OK. Add. Associating Admin Roles to a User Administrators, and users assigned the Manage Users permission, can associate admin roles to users. See About User Roles and Permissions on page 54. To associate admin roles to user 1. Open the Users tab. See Managing the List of Users on page 64. 2. In the user list pane, select a user to associate to an admin role. 3. In the bottom pane, select the Admin Roles tab. 4. Click the Add Association button . Configuring and Managing System Users, User Groups, and Roles Managing Users | 65 Associate Admin Roles Dialog 5. Click 6. Click OK. to add the role to the user. Disassociating an Admin Role from a User Administrators, and users assigned the Manage Users permission, can disassociate admin roles from users. See About User Roles and Permissions on page 54. To disassociate admin roles from a user 1. Open the Users tab. See Managing the List of Users on page 64. 2. In the user list pane, select a user who you want to disassociate from an admin role. 3. In the bottom pane, click the Admin Roles tab. 4. Check the role that you want to remove. 5. Click the Remove Association button . Editing the Email Address of a User Administrators, and users assigned the Manage Users permission, can change the email address of an existing user. If you need to make more than an email change (such as changing the username), you must delete the user and then recreate the user with the correct information. To edit the email address of a user 1. Open the Users tab. See Managing the List of Users on page 64. 2. In the user list pane, select the user whose email address you want to edit. Configuring and Managing System Users, User Groups, and Roles Managing Users | 66 3. In the User Details pane, click Edit. 4. In the Email Address field, enter the email address of the user. 5. Click OK. Resetting a User’s Password If a user has forgotten their password, administrators and users assigned the Manage Users permission can reset passwords for users. Note: This function is hidden if you are using Integrated Windows Authentication. Reset a password using Windows methods. You cannot reset the password of the Service Account. See Changing the Password of the Service Account on page 67. When you reset a user’s password, a new password is automatically created. You can then give the new password to the user. After they log in with the new password, they can change the password themselves. You cannot reset your own password. To change your own login password, use the Change Password dialog, not the User page. See Changing Your Password on page 43. To reset the password of an administrator or user 1. Open the Users tab. See Managing the List of Users on page 64. 2. In the user list pane, select a user. 3. Click . A new password for the user is generated and displayed. 4. Copy the password and email it to the user, informing them that they can change the password after logging in. Changing the Password of the Service Account This only applies if you are not using Integrated Windows Authentication. The service account password can only be changed by the user who is logged in as the master administrator. This person is typically the one who initially performed the installation. The username cannot be changed. See Changing Your Password on page 43. You can use the same process as you do for a user. See Resetting a User’s Password on page 67. Configuring and Managing System Users, User Groups, and Roles Managing Users | 67 Deleting Users Users can be deleted by an administrator or a user with the right to delete users. If you try to recreate a deleted user, you receive a warning that the user already exists in the application and was marked as deleted. You can continue to create the user and assign user rights as a new user. To delete users 1. Open the Users tab. See Managing the List of Users on page 64. 2. Do one of the following: 3. In the users list, select the user that you want to delete. In the User Details pane, click In the users list, select one or more users that you want to delete. Click Delete. Delete. In the Confirm Deletion dialog box, click OK. Deactivating a User You can deactivate users as needed to make the console unavailable to them. When you deactivate a user, that user remains in the users list of the Users tab, and has the status of False in the Active column. The user’s data remains in the database; however, the user cannot log in, and they are not available for any other assignments or work. The user remains inactive until an administrator reactivates them. You can activate or deactivate users individually or collectively. See Activating a User on page 68. To deactivate a user 1. Open the Users tab. See Managing the List of Users on page 64. 2. In the user list pane, check one or more users whose Active status is True. 3. Click 4. In the Deactivate user message box, click Yes. Deactivate. Activating a User You can activate users as needed. When a user is activated, they can log in and be available for work. An activated user remains active until an administrator deactivates them. You can activate or deactivate users individually or collectively. See Deactivating a User on page 68. To activate a user 1. Open the Users tab. See Managing the List of Users on page 64. 2. In the user list pane, check one or more users whose Active status is False. Configuring and Managing System Users, User Groups, and Roles Managing Users | 68 3. In the bottom of the middle pane, click 4. In the Activate user frame, click Yes. . Associating a Group to a User Groups are a set of users grouped together that perform the same tasks. Putting users into groups makes it easier to assign and manage project permissions for users. Administrators, and users assigned the Manage Users permission, can associate groups to users. See About User Roles and Permissions on page 54. To associate groups to user 1. Open the Users tab. See Managing the List of Users on page 64. 2. In the user list pane, select a user who you want to associate to a group. 3. In the bottom pane, click the User Groups tab. 4. Click the Add Association button . All User Groups Dialog 5. Click 6. Click OK. to associate the user to the group. Configuring and Managing System Users, User Groups, and Roles Managing Users | 69 Disassociating a Group from a User Administrators, and users assigned the Manage Users permission, can disassociate groups from users. See About User Roles and Permissions on page 54. To disassociate groups from user 1. Open the Users tab. See Managing the List of Users on page 64. 2. In the user list pane, select a user who you want to disassociate from a group. 3. In the bottom pane, click the User Groups tab. 4. Check the group you want to remove. 5. Click the Remove Association button . Configuring and Managing System Users, User Groups, and Roles Managing Users | 70 Configuring and Managing User Groups Groups are a set of users grouped together. Groups allow you to put sets of users together who perform the same tasks. Putting users into groups makes it easier to assign and manage project permissions for users. The project permissions that you assign to users define the tasks that they can perform. Therefore, if you have a group of users who all are going to review documents, you can put them in a group and grant them permissions to review, code, and label documents. Administrators, and users assigned the Manage Groups permission, can manage groups. Opening the User Groups Tab To open the User Groups tab 1. Log in as an administrator or a user with the Manage Groups admin role. See Opening the AccessData Web Console on page 32. 2. Click Management. 3. Click User Groups . The users list lets you view all the groups, including the following columns of information about them: User Group Name Description From the group list, you can also add, edit, or delete groups. You can associate groups to users and admin roles. When you create and view the list of groups, they are displayed in a grid. You can do the following to modify the contents of the grid: Control If which columns of data are displayed in the grid. you have a large list, you can apply a filter to display the items that you want. Configuring and Managing System Users, User Groups, and Roles Configuring and Managing User Groups | 71 User Groups Tab The User Groups tab on the Management page can be used to add, edit, delete, and associate user groups on a global scale. Groups are collections of users who perform the same tasks in the application. Elements of the User Groups Tab Element Description Filter Options Allows you search and filter all of the items in the list. You can filter the list based on any number of fields. See Filtering Content in Lists and Grids on page 47. Groups List Displays all groups. Click the column headers to sort by the column. Refresh Refreshes the Groups List. See Refreshing the Contents in List and Grids on page 44. Columns Adjusts what columns display in the Groups List. See Sorting by Columns on page 44. Exports the user group list to a CSV file. Export to CSV Delete Deletes the selected group. Only active when a group is selected. See Deleting Groups on page 73. Add Groups Adds a group. See Adding Groups on page 72. Edit Groups Edits the selected group. See Editing Groups on page 73. Delete Groups Deletes the selected group. See Deleting Groups on page 73. Users Tab Allows you to associate or disassociate users to groups. See Associating Users/Admin Roles to a Group on page 73. Admin Roles Tab Allows you to associate or disassociate admin roles to groups. See Associating Users/Admin Roles to a Group on page 73. Associates a group to a user or admin role. Add Association Disassociates a group from a user or admin role. Remove Association Adding Groups To add a group 1. Open the User Groups tab. See Opening the User Groups Tab on page 71. Configuring and Managing System Users, User Groups, and Roles Configuring and Managing User Groups | 72 2. In the Groups Details pane, click Add. 3. In the User Group Name field, enter a unique username. The name must be between 7 - 32 characters and must contain only alphanumeric characters. 4. Enter a Description. 5. Click OK. Deleting Groups To delete a group 1. Open the User Groups tab. See Opening the User Groups Tab on page 71. 2. Do one of the following: In the groups list, highlight the group that you want to delete. In the Groups Details pane, click (delete). In 3. the users list, check one or more users that you want to delete. Click Delete. In the Confirm Deletion dialog box, click OK. Editing Groups To edit a group 1. Open the User Groups tab. See Opening the User Groups Tab on page 71. 2. In the Groups Details pane, click 3. In the User Group Name field, enter a unique username. The name must be between 7 - 32 characters and must contain only alphanumeric characters. 4. Enter a Description. 5. Click OK. (edit). Associating Users/Admin Roles to a Group From the User Groups tab, you can associate users and admin roles to the selected group. To associate users/admin roles to a group 1. Open the User Groups tab. See Opening the User Groups Tab on page 71. 2. In the user list pane, select a group to which you want to add an association. 3. In the bottom pane, do one of the following: 4. Select the Users tab to associate users to the group. Select the Admin Roles tab to associate roles to the group. Click Add Association . Configuring and Managing System Users, User Groups, and Roles Configuring and Managing User Groups | 73 5. Click 6. Click OK. to add users/roles. All User Groups Dialog 7. Click 8. Click OK. to associate the user to the group. Configuring and Managing System Users, User Groups, and Roles Configuring and Managing User Groups | 74 Chapter 6 Configuring the System This chapter will help administrators configure the system to their preferences. About System Configuration You can configure many settings for the application system. These are global settings that affect the entire system. System Configuration Tab - Standard Settings The System Configuration tab on the Management page allows you to configure multiple items. This section describes each item. Depending on the license that you own and the permissions that you have, you will see some or all of the following: Elements of the System Configuration Tab Element Description Active Directory Allows you to configure Active Directory to synchronize and import Active Directory users. Synchronization is from Active Directory to the application only. See Configuring Active Directory Synchronization on page 76. Email Server Allows you to configure the Email Notification Server so that you can send notification emails to specified users for certain events. This configuration is also necessary for sending Litigation Hold emails to appropriate recipients. See Configuring the Email Notification Server on page 78. Create Notifications Allows you to configure email notifications for the project and user related events. See Creating Notifications on page 79. Manage Certificates Allows you to manage certificates used for encrypting AD1 files. Configuring the System About System Configuration | 75 Elements of the System Configuration Tab Element Description Project Defaults Allows you to configure the following settings that will be used every time you create a project: Default paths for project data Default options for processing evidence in projects See Default Evidence Processing Options on page 82. Export Options Allows you to set the application to include Australian numbering. Processing Priority Options Allows you to configure how much of the available CPU will be used for processing. If not configured, the evidence processing engine will use all available CPUs. Notes Certificates Allows you to manage certificates used for encrypting Lotus Notes files. KFF Allows you to configure KFF. See Using KFF (Known File Filter) on page 323. Other Advanced Options Depending on the license that you own and the permissions that you have, you may see other advanced options. See Configuring Advanced System Settings on page 87. Configuring Active Directory Synchronization You can sync with Active Directory to import your domain users as People. When you sync with Active Directory, all users are imported. Synchronization only occurs from Active Directory to the application. Changes made to the application do not sync back to Active Directory. Domain Users can be imported but they cannot be application users. They are only used as people. Note: After migrating from an earlier version of the application, you must re-enter the Active Directory password. If not, the Active Directory data does not appear in the application. See Active Directory Configuration Options on page 78. Note: Domain Users can be imported, but they cannot be application users. They are only used as people. To configure Active Directory synchronization 1. Log in as an administrator. See Opening the AccessData Web Console (page 32). 2. Click Management. Configuring the System System Configuration Tab - Standard Settings | 76 3. Click System Configuration. 4. Click Active Directory. 5. In the Active Directory Configuration dialog, set all options and click Next. See Active Directory Configuration Options on page 78. 6. Click Next. 7. Select which Active Directory fields to import into User information. In the Active Directory Fields dialog box, in the Active Directory Fields list box, select an alias attribute and click the green arrow next to the user field that you want associated with the attribute. Bold user field names are required fields. The following are examples of fields that you can use: Active Directory Fields Active Directory Field Person Field givenname First Name (Required) sn Last Name (Required) samaccountname Username (Required) displayname Notes Username mail Email 8. Click Next. 9. Do one of the following: To If save the settings, but not perform a sync, click Save. you have completed all the settings and are ready to sync, click Save and Sync. 10. View the imported user in the Users tab. Configuring the System System Configuration Tab - Standard Settings | 77 Active Directory Configuration Options Elements of the Active Directory Configuration Dialog Element Description Server Enter the server name of a domain controller in the enterprise. Use Global Catalog Select to use the global catalog. Port Enter the connection port number used by Active Directory. The default port number is 389. If you want to support synch with an entire Active Directory forest, set the port as 3268. Otherwise, the synch only collects information from one domain instead of the entire forest. The default ports for communicating with Active Directory are: LDAP: 389 Secure LDAP(SSL): 636 Global Catalog: 3268 Secure Global Catalog(SSL): 3269 Base DN Enter the starting point in the Active Directory hierarchy at which the search for users and groups begins. The Base DN (Distinguished Name) describes where to load users and groups. For example, in the following base DN dc=domain,dc=com you would replace domain and com with the appropriate domain name to search for objects such as users, computers, contacts, groups, and file volumes. User DN Enter the distinguished name of the user that connects to the directory server. For example tjones or \tjones Password Enter the password that corresponds to the User DN account. This is the same password used when connecting to the directory server. Active Directory Authentication Select to enable authentication against Active Directory on login. AD Sync Objects Select to include users. AD Sync Recurrence Configure a daily recurrence by selecting or entering the time of day to start the sync. If a sync is in progress when the interval occurs, the interval is skipped to allow the current sync to complete. Test Configuration Click to test the current configuration to ensure proper communication exists with the Active Directory server. AD Synchronization Set to inactive by default. Configuring the Email Notification Server You can configure the Email Notification Server so that when you create a litigation hold, your notification emails are sent successfully. Configuring the System System Configuration Tab - Standard Settings | 78 To configure an email notification server 1. Click Management. 2. Click System Configuration. 3. Click Email Server. 4. In the Email Server Configuration dialog box, set the email options that you want. See Email Server Configuration Options on page 79. 5. Click Save. Email Server Configuration Options Email Server Configuration Options Option Description SMTP Server Address Specifies the address of the SMTP mail server (for example, smtpserver.domain.com or server1) on which you have a valid account. You must have an SMTP-compliant email system, such as a POP3 mail server, to receive notification messages from the application. SMTP Port Specifies the SMTP port to use. Port 25 is the standard non-SSL SMTP port. However, if a connection is not established with default port 25, contact the email server administrator to get the correct port number. SMTP SSL? Allows you configure the use of SSL by the SMTP server. The default SSL port is 465. Default from Address Specifies the name of the default email account from which alerts and notifications are sent. Domain Specifies the sender’s domain. Username Specifies the sender’s name. The default credentials (Username, Password, Domain) are optional. Password Specifies the sender’s password. Confirm Password Confirms the sender’s password that had been entered in the Password field. Creating Notifications About Event Notifications You can configure event notifications for when certain system events occur. You select which type of event for which you want a notification and the users to whom the notification is sent. You can create notifications for the following events: Project Created Project Deleted User Created User Deleted Configuring the System System Configuration Tab - Standard Settings | 79 Note: For the Resolution1 CyberSecurity and Resolution1 eDiscovery applications, you can also create notifications for job events. Creating Event Notifications To create an email event notification 1. Click Management. 2. Click System Configuration. 3. Click Create Notifications. 4. Click Select Event Type and select the event type for which you want a notification. 5. Select the user or users that you want to receive the notification. 6. Click Create Event Notification. 7. Click Close. Viewing and Deleting Job Notifications You can view and delete either the job notifications that you created or the job notifications to which you are subscribed. To view and delete event notifications 1. In the console, click your logged-in name (top-right corner) to open the user actions menu. 2. Click Manage My Notifications. For information on managing list columns or filtering items in the list, see Managing Columns in Lists and Grids (page 45). 3. Do one or more of the following: In the Notifications I Created group box, under the Notification Type column header, select the job notifications that you want to delete. In the Notification I Belong To group box, under the Notification Type column header, select the job notifications that you want to delete. 4. Click Delete. 5. In the Confirm Deletion dialog box, click OK. Configuring Default Project Settings About Default Project Settings You can configure the following settings to use every time you create a project: Default paths for project data Default options for processing evidence in projects You are not required to configure defaults. For processing options, there are defaults that are pre-configured. If no default project paths are configured, the person creating the project provides this information. Configuring the System System Configuration Tab - Standard Settings | 80 If you configure default settings, you can have the application display those settings when a project is created. If you allow the values to display, the user creating the project can view and/or change the values. You can also hide the default values. If hidden, the person creating the project cannot view the options and/or change them. See Setting Default Project Settings on page 81. See Default Evidence Folder Options on page 81. See Default Evidence Processing Options on page 82. Setting Default Project Settings You can configure default project evidence settings. See About Default Project Settings on page 80. To set default project options 1. Log in as an administrator. See Opening the AccessData Web Console (page 32). 2. Click Management. 3. Click 4. Click Project Defaults. 5. On the Info tab, set the default path settings. See Default Evidence Folder Options on page 81. 6. On the Processing Options tab, set the default evidence processing options. See Default Evidence Processing Options on page 82. 7. Click Save. System Configuration. Default Evidence Folder Options You can define default locations where the project data is stored. These locations are configured whenever you create a project. See Configuring Export Options on page 82. Local paths only work on single box installations. If a network UNC path is specified, you can validate the path to ensure that the application can access the location. If the path is not validated, you may need to re-enter the path correctly or specify a new path. To verify the path, click . Paths Project Folder Path Allows you to specify a local path or a UNC network path to the project folder. Job Data Path Allows you to specify a job data path. The responsive folder path is the location of reports data. Configuring the System System Configuration Tab - Standard Settings | 81 Default Evidence Processing Options The processing options configured here are the default options used by a project when it is created. See About Default Project Settings on page 80. See Evidence Processing and Deduplication Options on page 123. If you configure default settings, you can have the application display those settings when a project is created. If you allow the values to display, the user creating the project can view and/or change the values. Note: After upgrading the application, Enable Standard Viewer Processing Option is turned off by default because it is a slower performing processing option. If you want this functionality, you need to enable it manually in System Configuration > Project Defaults > Processing Options. You can also hide the default values. If hidden, the person creating the project cannot view the options and/or change them. Hover the mouse over the information icon to get information about each item. Default Evidence Processing Options Option Description Hide Processing Options Allows you to hide the processing options dialog when a user creates a project. This forces the project to use the default values set here. The default is off. Individual Processing Options. See Evidence Processing and Deduplication Options on page 123. Show All Time zones When selected, allows you to select any time zone recognized by the operating system when adding evidence. Configuring Export Options You can configure Export Options to specify the document ID numbering when exporting an export set to a load file. For more information on production sets, see the Exporting documentation. To configure export settings 1. Log in as an administrator. See Opening the AccessData Web Console (page 32). 2. Click Management. 3. Click 4. Click Export Options. The option available is described in the following table. System Configuration. Configuring the System System Configuration Tab - Standard Settings | 82 Alternative Numbering Option Description Use Australian Numbering Scheme This option is specific to what options are available when exporting to a load file format. The same underlying technology performs both U.S. and Australian numbering. For example, the Box level in the Australian scheme corresponds to the Volume level in the U.S. scheme, and the Folder level is the same in both schemes. Changes the Volume/Document Options page in Export to include the numbering elements that are needed for Australian document IDs. For example, the U.S. numbering scheme uses volumes and folders in the load file. The Australian numbering scheme uses a party code, boxes, and folders for their volume structure in the load file. See the Exporting documentation for more information on Australian numbering. 5. If you want to change from the default U.S. numbering scheme, select a different option. 6. Click Save. Configuring the System System Configuration Tab - Standard Settings | 83 Chapter 7 Using the Work Manager Console and Logs Using the Work Manager Console From Work Manager Console, the Administrator can monitor the performance of the Distribution Server and the Work Managers. Click any work manager node by name to view specific server details. As an administrator, you can use the Work Manager Console to view pending, active, or completed work orders. You can also view the performance of the entire system or specific Work Managers. Opening the Work Manager Console To open the Work Manager Console page 1. Log in as an administrator. See Opening the AccessData Web Console (page 32). 2. Click Management. 3. Click Work Manager Console. Work Manager Console Tab The Work Manager Console tab, on the Management page, allows administrators to monitor the performance of the Distribution Server and the Work Managers. Click on any work manager node by name to view specific server details. As an administrator, you can use the System Administration Console to view pending, active, or completed work orders. You can also view the performance of the entire system or specific Work Managers. Elements of the Work Manager Console Tab Element Description Overall System Status Pane Allows you to view the performance of the entire system or specific Work Managers. Queued Work Orders Displays work orders waiting to execute. Using the Work Manager Console and Logs Using the Work Manager Console | 84 Elements of the Work Manager Console Tab Element Description Active Work Orders Displays active work orders. Completed Work Orders Displays completed work orders. Overall System Performance Displays overall system performance. You can access the Overall System Performance panel by expanding the Performance pane on the right side of the page. On the Overall System Performance panel, the displayed time range indicates the time frame in which the status information was collected. See Validating Activate Work Orders on page 86. See Viewing the System Log or Activity Log on page 90. See Configuring a Work Manager on page 87. Using the Work Manager Console and Logs Work Manager Console Tab | 85 Validating Activate Work Orders Validate Active Work Orders allows you to remove orphaned work orders from the Active Work Orders table. Work orders can become orphaned when the work manager handling the work order shuts down his/her computer or in some other way loses contact with the Distribution server. When this happens, however, it does not change the status of the associated job in the Jobs list. See (page 84) To validate active work orders 1. In the Work Manager Console, click a work manager name to view active work orders. 2. At the bottom of the left pane, click Validate Active Work Orders to confirm and update current work orders and their status. Using the Work Manager Console and Logs Validating Activate Work Orders | 86 Configuring a Work Manager You can configure a selected Work Manager by setting various property values. See (page 84). To configure a Work Manager 1. Open the Work Manager Console. See Opening the Work Manager Console (page 84). 2. In the left pane of the Work Manager Console, under Overall System Status, click a work manager name. 3. In the right pane, click the Configuration tab. 4. In the Configuration pane, click 5. When completed, click OK. Using the Work Manager Console and Logs Edit. Configuring a Work Manager | 87 Using the System Log and Activity Log About the System Log When certain internal events occur in the system, it is recorded in the System Log. This can be used in conjunction with the activity log to monitor the work and status of your system. The following are examples of the types of events that are recorded: Completion of evidence processing for an individual project Exports started and finished Starting of internal services Job failures System Errors errors accessing computers and shares You can filter the log information that is displayed based on the following different types of criteria: Date and time of the log message Log type such as an error, information, or warning Log message contents Which component caused the log entry Which method caused the log entry Username Computer name System Log Tab The System Log tab on the Management page is only accessible to the administrator. This log maintains an historical record of the events that take place in the application. The administrator can view, clear, and export the log file. Elements of the System Log Tab Element Description Filter Options Allows you to filter the items in the System Log. See Filtering Content in Lists and Grids on page 47. System Log Displays all the events. Click the column headers to sort by the column. Clear Log Deletes all the events in the log. See Clearing the Log on page 90. Export Log Exports the log. It is recommended that you export and save logs before you clear them. See Exporting the Log on page 90. Using the Work Manager Console and Logs Using the System Log and Activity Log | 88 About the Activity Log When certain internal activities occur in the system, it is recorded in the Activity log. This can be used in conjunction with the System Log to monitor the work and status of your system. See About the System Log on page 88. The following are examples of the types of activities that are recorded: A user logged out A user is forced to log out due to inactivity Processing A started on the project project is opened You can filter the log information that is displayed based on the following different types of criteria: Category Activity Date Activity Username Activity Log Tab The Activity Log tab on the Management page can only be accessed by the administrator. The Activity Log can help you detect and investigate attempted and successful unauthorized activity in the application and to troubleshoot problems. The Activity Log event columns include the activity date, username, activity, and category. Only an administrator can view, clear, and export the Activity Log file. Elements of the Activity Log Tab Element Description Filter Options Allows you to filter the items in the activity log. See Filtering Content in Lists and Grids on page 47. Activity Log Displays all the events. Click the column headers to sort by the column. Deletes all the events in the log. Clear Log Export Log Exports the log. It is recommended that you export and save logs before you clear them. Refresh Refreshes activity log. See Refreshing the Contents in List and Grids on page 44. Columns Adjusts what columns display in the activity log. See Sorting by Columns on page 44. Using the Work Manager Console and Logs Using the System Log and Activity Log | 89 Viewing the System Log or Activity Log An administrator can view, clear, and export the log file. Event lists are displayed in a grid. You can modify the contents of the grid as follows: You If can control which columns of data are displayed in the grid. you have a large list, you can apply a filter to display only the items you want. To open the Log page 1. Log in as an administrator. 2. Click Management. 3. Click 4. To refresh the log view, click System Log or Activity Log. (refresh). Clearing the Log As an Administrator, you can clear the log. When you clear the log, you delete all log entries across all pages. A new entry is created stating that the log was cleared and who cleared it. Before clearing the log, consider exporting the log file to keep a historical record. To clear the log 1. Open the Logs page. 2. In the bottom left corner, click Clear Log. 3. Click Yes to confirm the deletion. Exporting the Log Exporting the log lets you maintain a historical record of events in the software and saves a copy of the log for future use, even after the log is cleared. Only an administrator can view, clear, and export the log file. You can export the log to a CSV file to allow others, who may not have view log access, the ability to query and access the saved events. To export the log 1. Open the Logs page. See Activity Log Tab (page 89). 2. In the bottom left corner of the View Log pane, click Export Log. 3. In the Save As dialog box, specify a file name and file location. 4. Click Save. Using the Work Manager Console and Logs Using the System Log and Activity Log | 90 Chapter 8 Using Language Identification Language Identification When selecting Evidence Processing, you can identify documents based on the language they were created in. See Default Evidence Processing Options on page 82. With Language Identification, you can identify and isolate documents that have been created in a specific language. Because Language Identification extends the processing time, only select the Language Identification needed for your documents. There are three levels of language identification to choose from: None The system will perform no language identification. All documents are assumed to be written in English. This is the faster processing option. Basic The system will perform language identification for the following languages: Arabic Chinese English French German Japanese Korean Portuguese Russian Spanish If the language to identify is one of the ten basic languages (except for English), select Basic when choosing Language Identification. The Extended option also identifies the basic ten languages, but the processing time is significantly greater. Using Language Identification Language Identification | 91 Extended The system will perform language identification for 67 different languages. This is the slowest processing option. The following languages can be identified: Afrikaans Esperanto Latin Scottish Albanian Estonian Latvian Serbian Amharic Finnish Lithuanian Slovak Arabic French Malay Slovenian Armenian Georgian Manx Spanish Basque German Marathi Swahili Belarusian Greek Nepali Swedish Bosnian Hawaiian Norwegian Tagalong Breton Hebrew Persian Tamil Bulgarian Hindi Polish Thai Catalan Hungarian Portuguese Turkish Chinese Icelandic Quechua Ukrainian Croatian Indonesian Romanian Vietnamese Czech Irish Rumantsch Welsh Danish Italian Russian Yiddish Dutch Japanese Sanskrit West English Korean Scots Using Language Identification Gaelic Frisian Language Identification | 92 Part 3 Configuring Data Sources This part describes how to configure People as data sources. Managing People as Data Sources (page 94) Configuring Data Sources | 93 Chapter 9 Managing People as Data Sources About People The term “person” references any identified person or custodian who may have data relevant to evidence in a project. You can associate people to a specific project and to specific evidence items within that project. In Review, you can use the Person column to see the person that is associated with each item. You can sort, filter, and search using the Person column. Note: A person references people that are associated with evidence, they are not the users of the Summation product. About Managing People When you manage people, you do the following: Create Edit a person the properties of a person Delete a person Associate a person with or dis-associate a person from a project Associate a person to a specific evidence item. You can create a person in the following ways: Using the People tab on the Data Sources page. This creates people at a global level which can be associated with any project. See the Data Sources chapter. Using the People tab on the Home page. This creates people for a specific project. See Adding People on page 98. Using the Add Evidence Wizard. See About Associating People with Evidence on page 272. For the most functionality of managing people, there are more options on the Data Sources page than on the Home page. For example, on the Data Sources page, you can delete People and add them using You associate people to projects in the following ways: Associate a person to a whole project when you create a project. See Creating Projects on page 118. Managing People as Data Sources About People | 94 Associate a person to a whole project after you create a project. See Associating a Project to a Person on page 102. Associate a person to specific evidence that you add to a project. See About Associating People with Evidence on page 272. Managing People as Data Sources About People | 95 About the Data Sources Person Page You manage people from the People tab on the Data Sources page. The people are listed in the Person List. The main view of the Person List includes the following sortable columns: People Information Options Option Description First Name The first name of the person. Last Name The last name of the person. Username The computer username of the person. Email Address The email address of the person. Creation Date The date that the person resource was created. Domain The network domain to which the person belongs. When you create and view the list of people, this list is displayed in a grid. You can do the following to modify the contents of the grid: Control Sort the columns Define If which columns of data are displayed in the grid. a column on which you can sort. you have a large list, you can apply a filter to display only the items you want. See Managing Columns in Lists and Grids on page 45. Highlighting a person in the list populates the Person Details info pane on the right side. The Person Details info pane has information relative to the currently selected person, beginning with the first name. At the bottom of the page, you can use the following tabs to view and manage the items that the highlighted person is associated with: Evidence Job results Projects Managing People as Data Sources About the Data Sources Person Page | 96 Data Sources Person Tab Options The following table lists the various options that are available under the Person tab. Person Tab Options Element Description Filter Options Allows you to filter the person list. See Filtering Content in Lists and Grids on page 47. Click to add a person. See Adding People on page 98. Add Click to edit a person. See Editing a Person on page 99. Edit Click to remove a person. See Removing a Person on page 99. Delete Click to refresh the person list. Refresh Click to remove multiple people. See Removing a Person on page 99. Delete Import People Custom Properties Click to import people from a CSV file. See Importing People From a CSV File on page 100. Click to add custom properties. Custom properties must be defined before importing CSV files with custom fields in the headers. See Adding Custom Properties on page 111. Export the current set of data to a CSV file. Export to CSV Columns Evidence Job Results Click to adjust what columns display in the Person List. See Managing Columns in Lists and Grids on page 45. Allows you to view evidence that has been associated to a person. In the Evidence pane, you can do the following: Filter the Evidence list. Add Custom Properties. See Adding Custom Properties on page 111. Export the Evidence list to a CSV file. Adjust the columns’ display in the Evidence list. See Managing Evidence for Collecting Data in the Resolution1 User Guide. Allows you to view job results from a job that has been assigned to a person. In the Job Results pane, you can do the following: Filter the Job Results list. Export the Job Results list to a CSV file. Adjust the columns’ display in the Job Results list. Managing People as Data Sources Data Sources Person Tab Options | 97 Person Tab Options Element Description Allows you to view a project that a person belongs to. In the Projects pane, you can do the following: Filter the Projects list. Associate and disassociate a project to a person. See Associating a Project to a Person on page 102. Export the Groups list to a CSV file. Adjust the columns’ display in the Groups list. Projects Adding People Administrators, and users with permissions, can add people. You can add people in the following ways: Manually adding people Importing people from a file See Importing People From a CSV File on page 100. Creating or importing people while importing evidence See Managing Evidence for Collecting Data in the Resolution1 User Guide. Importing people from Active Directory. See Adding People Using Active Directory on page 100. Managing People as Data Sources Data Sources Person Tab Options | 98 People Information Options Option Description First Name The first name of the person. This field is required. Middle Initial The middle initial of the person. Last Name The last name of the person. This field is required. Username The computer username of the person. This field is required. Domain The network domain to which the person belongs. Notes Username The username of the person as it appears in their Lotus Notes Directory. A Lotus Notes username is typically formatted as Firstname Lastname/Organization as in the following example: Pat Ng/ICM Email Address The email address of the person. Manually Creating People To manually create a person 1. On the Home > Data Sources > People tab, click 2. In Person Details, enter the person details. 3. Click OK. Add. Editing a Person You can edit any person that you have added to the project. To edit a project-level person 1. On the Home > Data Sources > People tab, select a person that you want to edit. 2. Click 3. In Person Details, edit person details. 4. Click OK. Edit Removing a Person You can remove one or more people from a project. To remove one or more people from a project 1. On the Home > Data Sources > People tab, select the check box for the people that you want to remove. Managing People as Data Sources Data Sources Person Tab Options | 99 2. If you want to remove one person, check the person that you want to remove, and select Delete. 3. If you want to remove more than one person, check the people that you want to remove, and select Delete. 4. To confirm the deletion, click OK. Importing People From a CSV File From the People tab, you can import a list of people into the system from a CSV file. Before importing people from a CSV file, you need to be aware of the following items: You must define any custom columns before importing the CSV file. See Adding Custom Properties on page 111. Make sure that your columns have headers. Multiple items in columns must be separated by semicolons. To import people from a CSV file 1. On the Home > People tab, click Import People. 2. From the Import People from CSV dialog, choose from the following options: Import custom columns. This option is not available if custom columns have not been previously defined. Merge into existing people. This option will overwrite fields, such as first name, last name, and email address. It also adds new computers, network shares, etc. to existing associations. Note: For an entry to be considered a duplicate in the External Evidence column, the network path, assigned person, and type (such as image or native file) must be the same. If there are any differences between these three fields, the entry is brought in as a new External Evidence item. Download Sample CSV. This allows you to download a sample CSV file illustrating how your CSV file should be created. This example is dynamic; if you have created custom columns for people, those custom columns appear in the sample CSV file. Note: If your license does not support certain features (such as network shares or computers), the columns for those items appear in the CSV without any data populated in the columns. 3. Once options have been selected, click OK. 4. Browse to the CSV file that you want to upload. 5. After file has been uploaded, a People Import Summary dialog appears. This displays the number of people added, merged, and/or failed, with details if an import failed. Click OK. Adding People Using Active Directory You can add people by importing from Active Directory. If you have not already done so, be sure that you have configured Active Directory in the application. When Active Directory is properly configured, the Active Directory filter list opens in the wizard. See Configuring Active Directory Synchronization on page 76. Managing People as Data Sources Data Sources Person Tab Options | 100 The person information automatically populates the Person List when you create people using Active Directory. You can edit person information. In order to add users with the correct domain name, the system parses the user’s domain name from the user principal name provided by Active Directory (For example: accessdata.com\hhadley). This allows the system to use the full domain name instead of truncating the name (For example, development.accessdata.com will be used instead of development). If you find that there are errors in the system’s automatic retrieval of the domain name, you can override the domain name and enter a value manually. See To add people using Active Directory on page 101. for more information. Note: If you want to have the system truncate the domain name, update your Infrastructure service configuration file. Edit The AppSetting key ReturnDomainAsFullyQualifiedDomainName and change the value from UserPrincipalName to CanonicalName. To add people using Active Directory 1. In the Data Sources > People page, click Import from AD. 2. Set the search/Browse depth to All Children or Immediate Children. 3. (optional) Check Domain Name Override if you want to specify the domain or domain portion for the users created. If you leave this unchecked, the application ignores any text in the Domain Name Override field. Note: The domain for the users created is drawn and parsed from the userPrincipalName in Active Directory. Because all Active Directories are configured according to the needs of the directories’ organization, what populates automatically based on the userPrincipalName may not suit your organization’s needs. In this case, use Domain Name Override to specify the domain. 4. (optional) In the Domain Name Override field, add the domain for users created. For example, if you type accessdata.com, the user name will appear as accessdata.com\ Note: The domain name is applied once you advance to the second screen of the wizard. Navigating back to the first page and changing the domain name will not affect any users added to the import list and queued for creation. To change the domain name, remove all users from the To Be Added list and add them again from the search results. 5. Select where you want to perform the search. 6. Set the search options to one of the following: Match Exact Starts With Ends With Contains 7. Enter your search text. 8. Check the usernames that you want to add as people. 9. Click Add to Import List. 10. Click Continue. Managing People as Data Sources Data Sources Person Tab Options | 101 11. Review the members selected, members to add as people, and conflicted members. If you need to make changes, click Back. 12. Click Import. Associating a Project to a Person From the Projects pane under the Person tab, you can associate and disassociate projects to a selected person. To associate a project to a person 1. In the Project list pane, click to add projects. 2. In the Associate Projects to dialog, do one of the following: In the All Projects pane, click to add projects to the Associated Projects pane. In the All Projects pane, click to projects from the Associated Projects pane. 3. Click OK. 4. (optional) Click to remove projects from an associated person. Managing People as Data Sources Data Sources Person Tab Options | 102 Part 4 Managing Projects This part describes how to manage Summation projects and includes the following sections: About Projects (page 104) Viewing the Home Page (page 106) Creating a Project (page 118) Managing People (page 136) Managing Tags (page 146) Setting Project Permissions (page 154) Running Reports (page 165) Configuring Monitoring Review Tools (page 172) the Work List (page 190) Managing Document Groups (page 192) Managing Transcripts and Exhibits (page 198) Managing Review Sets (page 210) Project Folder Structure (page 215) Getting Started with KFF (Known File Filter) (page 218) Using De-NIST (Known File Filter) (page 247) Managing Projects | 103 Chapter 10 Introduction to Project Management This guide is designed to help project/case managers perform common tasks. Project/case manager tasks are performed on the Home page and in Project Review. Project/case managers can perform their tasks as long as the administrator has granted the project manager the correct permission. See the Administrators guide for more information on how administrators can grant global permissions. About Projects When you want to assess a set of evidence, you create a project and then add evidence to the project. When evidence is added to the project, the data is processed so that it can be later reviewed, coded, and labeled by a team of reviewers using the Project Review interface. Workflow for Project/Case Managers Administrators, or users that have been given rights to manage projects, use the Home page of the console to create and manage projects by doing the following tasks. Basic Workflow for Project Managers Task Link to the tasks Create a project See Creating a Project on page 118. Configure the user/group permissions for a project See Setting Project Permissions on page 154. Loading Data You can load data using import or by processing the evidence into the system. See the Loading Data documentation for more information. Manage evidence and people See the Loading Data documentation. Configure the review tools to be used in project review See Configuring Markup Sets on page 172. See Creating Category Values on page 178. See Configuring Custom Fields on page 176. See Configuring Highlight Profiles on page 184. View details about the project See Viewing and Editing Project Details on page 134. Introduction to Project Management About Projects | 104 Basic Workflow for Project Managers (Continued) Task Link to the tasks Monitor the Work List See Work List Tab on page 190. See Monitoring the Work List on page 190. Manage Document Groups See Managing Document Groups on page 192. Upload Transcripts/Exhibits See Updating Transcripts on page 199. Create Production Sets See the Exporting documentation. Export the selected evidence See the Exporting documentation. Run reports See Running Reports on page 165. Introduction to Project Management Workflow for Project/Case Managers | 105 Chapter 11 Using the Project Management Home Page Viewing the Home Page Administrators, and users given permissions, use the Home page to do the following: Create View Add projects a list of existing projects evidence to a project Launch Project Review If you are not an administrator, you will only see either the projects that you created or projects to which you were granted permissions. To view the home page 1. Log in to the console. 2. In the application console, click Home. The Project List Panel is on the left-side of the page. See The Project List Panel on page 108. Administrators, and users with the Create/Edit Projects permission, create projects to add and process evidence. See About Projects on page 104. Using the Project Management Home Page Viewing the Home Page | 106 Introducing the Home Page The project management Home page is where you see the Project list and details about the project. Home Page Elements of the Home Page Elements Description Project List Panel See The Project List Panel on page 108. See Viewing and Editing Project Details on page 134. Project Details Jobs Evidence People See Introduction to Jobs on page 377. The evidence in the project. See the Loading Data Guide for more information. People that are associated to the project. You can add people and associate and disassociate people to the project. See Managing People for a Project on page 113. In the Evidence tab at the bottom, you can also see any people that have been associated to specific evidence within the project. See Managing Tags on page 146. Tags Using the Project Management Home Page Introducing the Home Page | 107 Elements of the Home Page (Continued) Elements Description See Setting Project Permissions on page 154. Permissions See Running Reports on page 165. Reports Processing Options The processing options used for the project. See the Admin Guide for more information. See Using KFF (Known File Filter) on page 323.. KFF See the Export documentation. Printing/Export Resolution1 eDiscovery and Resolution1 Platform only. Lit Hold See Configuring Markup Sets on page 172. Markup Sets See Configuring Tagging Layouts on page 179. Tagging Layout See Configuring Highlight Profiles on page 184. Highlight Profiles See Monitoring the Work List on page 190. Work List See Configuring Custom Fields on page 176. Custom Fields See Configuring Redaction Text on page 188. Redaction Text The Project List Panel The Home page includes the Project List panel. The Project List panel is the default view after logging in. Users can only view the projects for which they have been given permissions. Administrators and users, given the correct permissions, can use the project list to do the following: Create View Add projects. a list of existing projects. evidence to a project. See Importing Data on page 269. Using the Project Management Home Page Introducing the Home Page | 108 Launch Project Review. If you are not an administrator, you will only see either the projects that you created or projects to which you were granted permissions. The following table lists the elements of the project list. Some items may not be visible depending on your permissions. Elements of the Project List Element Description Create New Project Click to create a new project. Filter Options Allows you to search and filter all of the projects in the project list. You can filter the list based on any number of fields associated with the project, including, but not limited to the project name. See Filtering Content in Lists and Grids on page 47. Project Name Column Lists the names of all the projects to which the logged-in user has permissions. Status Column Lists the status of the projects: Not Started - The project has been created but no evidence has been imported. Processing - Evidence has been imported and is still being processed. Completed - Evidence has been imported and processed. Note: The Processing Status may show a delay of two minutes behind the actual processing of the evidence. This is only noticeable when processing a small set of evidence. See Refresh below. Size Column Lists the size of the data within the project. Action Column Allows you to add evidence to a project or enter Project Review. Allows you to add data to the selected project. Add Data Project Review Allows you to review the project using Project Review. See the Reviewers Guide for more information. Page Size Drop-down Allows you to select how many projects to display in the list. The total number of projects that you have permissions to see is displayed. Total Lists the total number of projects displayed in the Project List. Page Allows you to view another page of projects. Refresh Custom Properties If you create a new project, or make changes to the list, you may need to refresh the project list Add, edit, and delete custom columns with the default value that will be listed in the Project list panel. When you create a project, this additional column will be listed in the project creation dialog. See Adding Custom Properties on page 111. Using the Project Management Home Page Introducing the Home Page | 109 Elements of the Project List (Continued) Element Project Property Cloning Export to CSV Description Clone the properties of an existing project to another project. You can apply a single project’s properties to another project, or you can pick and choose properties from multiple individual projects to apply to a single project. See Using Project Properties Cloning on page 133. Export the Project list to a .CSV file. You can save the file and open it in a spreadsheet program. Add or remove viewable columns in the Project List. Columns Highlight project and click Delete Project to delete it from the Project List. Delete Using the Project Management Home Page Introducing the Home Page | 110 Adding Custom Properties With Custom Properties, you can add, edit, and delete custom columns with the default value that will be listed in the Project list panel. When you create a project, these additional columns will be listed in the project creation dialog and will be available to populate when editing projects that have already been created. When you create a new project, any custom properties marked as required will be available at the top of the Create New Project dialog, while non-required custom properties will be at the bottom of the dialog. When you edit an existing project, all custom properties will be at the bottom of the pane, whether they are required or not. However, the required custom properties will be bolded to differentiate from non-required custom property fields. To add a custom Properties 1. In the console, in the Project List, click Custom Properties. 2. Click 3. Configure the custom property details and click OK. Add. Custom Properties The following table lists the options available to you in the Custom Properties dialog: Custom Properties Dialog Element Description Allows you to add a custom property. Allows you to edit a custom property. Allows you to delete a custom property. Name This is a required field for a new custom property. Description This field is optional. Required Field Mark to make the custom property a required column. If the custom property column is a required field, any previously created project must have this field populated when you edit the project. Type Choose whether the column is a text field or a choice field Text Choose to make the custom property field a text field. Default Value When this field is populated for text custom properties, the Default Value will display on all existing projects. Choice Choose to make the custom property field a choice field. Enter one choice per line, separated by the Enter key. The first choice listed in the choice field will be the default for all projects. If you do not want the first choice to be the default choice, leave the first line blank. Using the Project Management Home Page Adding Custom Properties | 111 Custom Properties Dialog (Continued) Element Description Allows you to refresh the Custom Properties list. Allows you to delete a custom property. Using the Project Management Home Page Adding Custom Properties | 112 Managing People for a Project About People The term “person” references any identified person or custodian who may have data relevant to evidence in a project. You can associate people to a specific project and to specific evidence items within that project. In Review, you can use the Person column to see the person that is associated with each item. You can sort, filter, and search using the Person column. Note: A person references people that are associated with evidence, they are not the users of the Summation product. About Managing People When you manage people, you do the following: Create Edit a person the properties of a person Delete a person Associate a person with or dis-associate a person from a project Associate a person to a specific evidence item. You can create a person in the following ways: Using the People tab on the Data Sources page. This creates people at a global level which can be associated with any project. See the Data Sources chapter. Using the People tab on the Home page. This creates people for a specific project. See Adding People on page 115. Using the Add Evidence Wizard. See About Associating People with Evidence on page 272. For the most functionality of managing people, there are more options on the Data Sources page than on the Home page. For example, on the Data Sources page, you can delete People and add them using You associate people to projects in the following ways: Associate a person to a whole project when you create a project. See Creating Projects on page 118. Associate a person to a whole project after you create a project. See Associating a Project to a Person on page 117. Associate a person to specific evidence that you add to a project. See About Associating People with Evidence on page 272. Using the Project Management Home Page Managing People for a Project | 113 About the Project’s Person Tab You can manage people for a project from the People tab on the Home page. The people are listed in the Person List. The main view of the Person List includes the following sortable columns: People Information Options Option Description First Name The first name of the person. Last Name The last name of the person. Username The computer username of the person. Email Address The email address of the person. Creation Date The date that the person resource was created. Domain The network domain to which the person belongs. When you create and view the list of people, this list is displayed in a grid. You can do the following to modify the contents of the grid: Control Sort the columns Define If which columns of data are displayed in the grid. a column on which you can sort. you have a large list, you can apply a filter to display only the items you want. See Managing Columns in Lists and Grids on page 45. Highlighting a person in the list populates the Person Details info pane on the right side. The Person Details info pane has information relative to the currently selected person, beginning with the first name. At the bottom of the page, you can use the Evidence tab to view the evidence that person is associated with. Using the Project Management Home Page Managing People for a Project | 114 Project’s Person Tab Options The following table lists the various options that are available under the Person tab. Note: To import people from Active Directory or to delete a person, use the Data Sources page. Person Tab Options Element Description Filter Options Allows you to filter the person list. See Filtering Content in Lists and Grids on page 47. Click to add a person. See Adding People on page 115. Add Click to edit a person. See Editing a Person on page 116. Edit Click to refresh the person list. Refresh Click to import people from a CSV file. See Importing People From a CSV File on page 117. Import People Export the current set of data to a CSV file. Export to CSV Click to adjust what columns display in the Person List. See Managing Columns in Lists and Grids on page 45. Columns Allows you to view evidence that has been associated to a person. In the Evidence pane, you can do the following: Filter the Evidence list. Add Custom Properties. See Adding Custom Properties on page 111. Export the Evidence list to a CSV file. Adjust the columns’ display in the Evidence list. See Managing Evidence for Collecting Data on page 135. Evidence Adding People Administrators, and users with permissions, can add people. You can add people in the following ways: Manually adding people Importing people from a file See Importing People From a CSV File on page 117. Creating or importing people while importing evidence See Managing Evidence for Collecting Data on page 135. Using the Project Management Home Page Managing People for a Project | 115 Importing people from Active Directory. See Adding People Using Active Directory on page 100. People Information Options Option Description First Name The first name of the person. This field is required. Middle Initial The middle initial of the person. Last Name The last name of the person. This field is required. Username The computer username of the person. This field is required. Domain The network domain to which the person belongs. Notes Username The username of the person as it appears in their Lotus Notes Directory. A Lotus Notes username is typically formatted as Firstname Lastname/Organization as in the following example: Pat Ng/ICM Email Address The email address of the person. Manually Creating People for a Specific Project To manually create a person 4. On the Home > Data Sources > People tab, click 5. In Person Details, enter the person details. 6. Click OK. Add. Editing a Person You can edit any person that you have added to the project. To edit a project-level person 1. On the Home > Data Sources > People tab, select a person that you want to edit. 2. Click 3. In Person Details, edit person details. 4. Click OK. Edit Using the Project Management Home Page Managing People for a Project | 116 Importing People From a CSV File From the People tab, you can import a list of people into the system from a CSV file. Before importing people from a CSV file, you need to be aware of the following items: You must define any custom columns before importing the CSV file. See Adding Custom Properties on page 111. Make sure that your columns have headers. Multiple items in columns must be separated by semicolons. To import people from a CSV file 1. On the Home > People tab, click Import People. 2. From the Import People from CSV dialog, choose from the following options: Import custom columns. This option is not available if custom columns have not been previously defined. Merge into existing people. This option will overwrite fields, such as first name, last name, and email address. It also adds new computers, network shares, etc. to existing associations. Note: For an entry to be considered a duplicate in the External Evidence column, the network path, assigned person, and type (such as image or native file) must be the same. If there are any differences between these three fields, the entry is brought in as a new External Evidence item. Download Sample CSV. This allows you to download a sample CSV file illustrating how your CSV file should be created. This example is dynamic; if you have created custom columns for people, those custom columns appear in the sample CSV file. Note: If your license does not support certain features (such as network shares or computers), the columns for those items appear in the CSV without any data populated in the columns. 3. Once options have been selected, click OK. 4. Browse to the CSV file that you want to upload. 5. After file has been uploaded, a People Import Summary dialog appears. This displays the number of people added, merged, and/or failed, with details if an import failed. Click OK. Associating a Project to a Person From the Projects pane under the Person tab, you can associate and disassociate projects to a selected person. To associate a project to a person 1. In the Person list pane, click to add people. 2. In the Associate People to dialog, do one of the following: In the All People pane, click to add projects to the Associated People pane. In the All People pane, click to projects from the Associated People pane. 3. Click OK. 4. (optional) Click to remove people from an associated project. Using the Project Management Home Page Managing People for a Project | 117 Chapter 12 Creating a Project Creating Projects Administrators and project managers with the Create Project admin role can create projects from the Project List panel. To create a new project 1. Log in as an administrator or as a user that has permissions to create projects. 2. Click Create New Project. 3. In the Create New Project page, on the Info tab, configure the general project properties. See General Project Properties on page 118. 4. (Optional) Click the People tab to add people to the project. This is where you configure the people of the evidence of this project. People for the project can be configured later, but should be done before processing evidence. See the Data Sources chapter. 5. Click the Processing Options tab to set the processing options for the project. This is where you set the options for how the evidence is processed when it is added to the project. This setting may have a default value that you can use or change, or this setting may be configured and hidden by the administrator. See Evidence Processing and Deduplication Options on page 123. Note: You cannot change the processing options after you have created the project. 6. Select one of the following options: Create Project: Click to create the project without importing evidence. This option will create the project and return you to the Project Management page. You can then configure the project by adding evidence, assigning permissions, and so on. Create Project and Import Evidence: Click to create the project and begin importing evidence. See the Loading Data documentation for information on how to import evidence. General Project Properties You can set the properties of the specific project. Many of the fields may be populated by values set in the Project Defaults configuration block under the Management tab. See Configuring Default Project Settings on page 80. The following table describes the general Project Properties. Creating a Project Creating Projects | 118 General Project Properties Options Option Description Project Name Project Names must be only alphanumeric characters. Special characters will cause the project creation to fail. Advanced Project Properties Description (Optional) This option allows you to enter the description of the project. Project Folder Path Allows you to specify a local path or a UNC network path to the project folder. This path is the location where all non-Oracle project data is stored. Note: This setting may have a default value that you can use or change, or this setting may be configured and hidden by the administrator. For example, a folder with the Project name can be created in the actual directory to be identified and managed easily. You then change the path to reflect and include the new directory. See the Admin Guide for information on configuring project defaults Job Data Path The responsive folder path is the location of reports data. Display Time Zone This option allows you to display the dates and times of files and emails based on this specified time zone. For example, if data was collected in the Eastern Time zone, you can select to display times in the Pacific Time zone and all dates will be offset by four hours to display in PST. The default is set for (UTC) Coordinated Universal Time. See Normalized Time Zones on page 121. Sort Evidence Items By You can set the default column that you wan to sort by when opening Project Review. You select the default column and then select the default sorting oder: ascending or descending. The setting is project-specific and not user specific. In Review, you can still click any column to sort on. See Sorting by Columns on page 44. Priority This option allows you to set the priority of the project. AD1 Encryption This option allows you to set the AD1 encryption for the project. Project Type (Optional) This option allows you to enter the project type. Attorney (Optional) This option allows you to specify the attorney for the project. This option may be populated by an entry set in the Project Defaults configuration block under the Management tab, but can be overwritten for the individual project. Legal Assistant (Optional) This option allows you to specify the legal assistant for the project. This option may be populated by an entry set in the Project Defaults configuration block under the Management tab, but can be overwritten for the individual project. Jurisdiction (Optional) This option allows you to specify the jurisdiction for the project. This option may be populated by an entry set in the Project Defaults configuration block under the Management tab, but can be overwritten for the individual project. Creating a Project Creating Projects | 119 General Project Properties Options (Continued) Option Description Outside Counsel (Optional) This option allows you to specify the outside counsel for the project. This option may be populated by an entry set in the Project Defaults configuration block under the Management tab, but can be overwritten for the individual project. Comments (Optional) This option allows you to add comments. Effective Start Date (Optional) This option allows you to set the effective start date by day and month. Effective End Date (Optional) This option allows you set the effective end date by day and month. Enable ThreatBridge Checking (CIRT and Resolution1 only) (Optional - Resolution1 only) Expand Enable ThreatBridge Checking. Enable ThreatBridge Checking -This option enables threat scan feeds for the project. This setting is enabled by default and should be chosen for security projects. See Using ThreatBridge on page 3. Enable ThreatLookup - This option allows you to enable the application to automatically check the data against ThreatLookup. If this option is selected, the application checks against ThreatLookup at the same interval that ThreatBridge updates the feeds. See Using ThreatBridge on page 3. Purge Unrelated Data - This option purges data that is not ThreatBridge data. This allows you to keep security projects free of unnecessary information. See Using ThreatBridge on page 3. Copy Properties from Existing Project (Optional) This allows you to apply properties of an existing project to the newly created project. You can also apply properties to an existing project once it has been created. See Using Project Properties Cloning on page 133. Network Data Purge Options (CIRT and Resolution1 only) (Optional) In order to keep the data from flooding the project's physical storage, you can define a regularly scheduled purge operation to delete the “oldest” data transferred. Set how often you want to purge collected data from Network Acquisition jobs by selecting Enabled and doing the following: Retain Network Acquisition Data in database for days after transfer: Select the number of days you want to keep the data in the database after it has been collected. Date/Time for first purge: Enter or select the date that you want the first purge to begin. Run purge every days after initial purge: Select the number of days you want to pass before another purge is performed. Note: When setting up the Purge time frame, jobs that are set up for retrieving past data will still retrieve that data, but the system will purge the earlier information the next time the purge executes. For example, you have a continuous Search and Review job that gathers data from the past two months through to the current date. However, you also have a purge request that purges any data over 2 weeks old. The result is: the Search and Review job completes successfully and collects all the data, but the older data is only available until the next purge job runs. Static jobs are not purged since you are able to manually delete the data. Creating a Project Creating Projects | 120 General Project Properties Options (Continued) Option Description Volatile Data Purge Options (CIRT and Resolution1 only) (Optional) In order to keep the data from flooding the project's physical storage, you can define a regularly scheduled purge operation to delete the “oldest” data transferred. Set how often you want to purge collected data from Volatile jobs by selecting Enabled and doing the following: Retain Volatile Data in database for ____days after transfer: Select the number of days you want to keep the data in the database after it has been collected. Date/Time for first purge: Enter or select the date that you want the first purge to begin. Run purge every days after initial purge: Select the number of days you want to pass before another purge is performed. Note: When setting up the Purge time frame, jobs that are set up for retrieving past data will still retrieve that data, but the system will purge the earlier information the next time the purge executes. For example, you have a continuous Search and Review job that gathers data from the past two months through to the current date. However, you also have a purge request that purges any data over 2 weeks old. The result is: the Search and Review job completes successfully and collects all the data, but the older data is only available until the next purge job runs. Static jobs are not purged since you are able to manually delete the data. Normalized Time Zones All data brought into a project using evidence processing or a collection job is stored in UTC time zone. You can configure a Display Time Zone for the project that will offset the times and display them in the specified time zone. See Display Time Zone on page 119. However, all data brought into a project using import load files is stored in the time setting that the data was created which causes an issue when trying to set the correct display time zone. The following features help you normalize time zone data. When adding data to the case through evidence processing or collection from a FAT storage device, you need to select the proper time zone for the device so that the data can be normalized to UTC. No adjustment is needed for data added to the case from NTFS storage devices. The columns in the Item List grid will display the UTC time zone. During load file import, you must choose the time zone that the load file was created with so the date and time values can be converted to a normalized UTC value in the database. See Importing Evidence into a Project on page 280. When you set a time zone display value for each project, you will be able to see the date and times when certain events occurred. The following types of dates are displayed in the configured time zone rather than in UTC: Natural View for email - Email To and From dates Images for email File creation, modified and accessed dates Items in the Item List grid including filtered columns Items in Panels Creating a Project Creating Projects | 121 Search When creating a project, and specifying a Display Time Zone, that time zone is used when performing searches on metadata. For example, when searching for an email receive date, it will offset all of the UTC dates to the specified time zone for the search. Facets Conversation Panel and Conversation View x Time Zone adjustments for emails that have been converted to SWF or TIFF When the case is set with a specific time zone setting, documents that are converted to SWF or TIFF display the selected time zone n the displayable date fields. This will primarily affect email sent and received dates as most other document types do not have dynamic date values displayed in the body of the document. Regional Formatting for DocDate and NoteDate Fields You can now see the DocDate and NoteDate field values in a dd/mm/yyyy format. Date and Time offset in Search When creating a project, and specifying a Display Time Zone, that time zone is used when performing searches on metadata. For example, when searching for an email receive date, it will offset all of the UTC dates to the specified time zone for the search. Load files with date and time fields Creating a Project Creating Projects | 122 Evidence Processing and Deduplication Options The options you select determine the data that is contained in projects, reports, and consequently, production sets. When you create a project, you can specify unique options or use the default options. Options that increase processing time when selected are marked by a turtle icon. See the Configuring the System chapter in the User Guide. Note: You cannot edit any settings on the Processing Options section after you have added evidence to a project The following table describes the Processing Options. Depending on the license that you own, you may some or all of the following options. See Deduplication Options on page 128. Processing Options Option Description Processing Mode Standard Mode Enables the default processing options. Note: These defaults are not editable. Will include: Hashing Deduplication File - Project level for both Documents and Email Signature Analysis Expand Compound Files (archive expansion) of the following file types: 7-ZIP, IPD, BZIP2, DBX, PDF, GZIP, NSF, MBOX, MS Exchange and Office documents, MSG, PST, RAR, RFC822 Internet email, TAR, ZIP Note: You cannot expand system image files, such as AD1 and E01, if they are located inside of another archive. You must first export the files and add the files as evidence to be properly processed. Will index: Text data Will not index: Graphic files and executable files Will refine out: Microsoft Office File 2010 package contents slack Free space Deleted Zero items length files OS/File Creating a Project OLE Streams System Files Creating Projects | 123 Processing Options (Continued) Option Description Standard No Search Uses the default processing options but does not include the indexing of text data. See About Indexing for Text Searches of Content of Files on page 131. Forensic Will include: Hashing Flag (MD-5, SHA-1, SHA-256) bad extensions Thumbnails Deleted for graphics files Microsoft OLE Streams Microsoft OPC documents Refinement File options: slack Free space Will index: all file types Will not include: KFF (for faster processing) Expand HTML Compound Files (archive expansion) file listing eDiscovery Quick Creating a Project Deduplication Increases the speed of the processing of evidence by using minimal options to expedite the processing. Indexing, hashing, archive file drill down, and file identification are disabled. (Files are identified by header analysis instead of file extension.) If you select this option, the KFF Lookup option is disabled. Disabling KFF Lookup occurs because Field Mode is a processing option that is intended to speed up the process. It turns off indexing, hashing, and other options that tend to slow down data processing. The KFF Lookup option takes time to process and slows down data processing. Therefore, if both Field Mode and KFF Lookup were both enabled, it would defeat the purpose of the Quick option. Creating Projects | 124 Processing Options (Continued) Option Description Security Enables the default security processing options. Will include: Hashing Indexing eDiscovery File Deduplication - Project level for both Documents and Email signature analysis Expand Compound Files (archive expansion) of the following file types: 7-ZIP, IPD, BZIP2, DBX, PDF, GZIP, NSF, MBOX, Microsoft Exchange, MS Office documents, MSG, PST, RAR, RFC822 Internet email, TAR, ZIP, EMFSPOOL, EXIF, ThumbsDB, TMBLIST, ThumbCacheDB, NTDS, SQLITE, and PKCs7 Will refine out: File slack Free space Deleted items Microsoft Office Zero OLE Streams 2010 package contents length files OS/File System Files Will not index: Graphic files Note: In the Job Wizard, collection jobs executed in projects with standard processing selected have Auto Processing selected by default. See Job Options Tab on page 446. Optical Character Recognition Enable OCR Generates text from graphics files and indexes the resulting content. You can then use Project Review to search and label the content and treat that content the same as any other text in the project. AccessData uses the GlyphReader engine for optical character recognition. Selecting this option can increase processing time up to 50%. It also may give you results that differ between processing jobs on the same computer, with the same piece of evidence. Pre-set default is off. See About Optical Character Recognition (OCR) on page 130. Enabling this option may increase processing times. General Email Options Expand Embedded Graphics Pre-set default is off. Enabling this option may increase processing times. KFF (Known File Filter) Enable KFF Creating a Project Enables the Known File Filter (KFF). See Using KFF (Known File Filter) on page 323. Pre-set default is on. Creating Projects | 125 Processing Options (Continued) Option Description Email Body Caching Enable Email Body Caching Advanced Options This option will speed up load file generation. Pre-set default is off. Enabling this option may increase processing times. Keep the database indexes while processing. Pre-set default is off. Database indexes improve performance, but slow processing when inserting data. If this option is checked, all of the data reindexes every time more data is loaded. Only select this option if you want to load a large amount of data quickly before data is reviewed. Standard Viewer Enable Standard Viewer The option does the following: Generates files that can be annotated and redacted (SWF format). SWF files are generated for most all user-created processed documents such as .DOC, .PPT, .MSG, and so forth (not .XLS). This enables you to work on a file in Review without waiting for a SWF file to be created. SWF files are generated for documents with a size of 1 MB and larger. Makes the Standard Viewer the default viewer in Review. For more information, see Using the Standard Viewer and the Alternate File Viewer in the Viewing Data chapter. This option is checked as the default for the Summation license, but can be enabled in other products. Note: This option slows processing speeds. Enable Video Conversion When you process the evidence in your case, you can choose to create a common video type for videos in your case. These common video types are not the actual video files from the evidence, but a copied conversion of the media that is generated and saved as an MP4 file that can be viewed in the Natural Panel. All converted videos are stored in the case folder. You can define the following: Bit rate Video resolution Generate Thumbnails Creates thumbnail images for each video file in a project. These thumbnails can be seen in the Thumbnails View in Review. The thumbnails let you quickly examine a portion of the contents within video files without having to watch the full content of each media file. You can define the thumbnail generation interval based on one of the following: Percent (1 thumbnail every “n” % of the video) Interval (1 thumbnail every “n” minutes of the video) This feature can be used when you choose the Standard, Standard No Search, or Forensic processing modes. This is not available when using the Security or Quick processing mode. This is also not available for import loaded files. Enable Entropy Enables the calculation of entropy during the processing. Video Files Entropy Cerberus Creating a Project Creating Projects | 126 Processing Options (Continued) Option Description Enable Cerberus Stage 1 (Available depending on the license that you own.) Runs a general file and metadata analysis that identifies potentially malicious code. Cerberus generates and assigns a threat score to the executable binary. See the About Cerberus Malware Analysis chapter. Miscellaneous Options Geolocation Allows you to view processed evidence in the Geolocation Visualization filter. Note: Geolocation IP address data may take up to eight minutes to generate, depending upon other jobs currently running in the application. Generate Image Thumbnails Generates thumbnails for all image files in the project. These thumbnails can be viewed in the Thumbnail View in Review. This option is enabled by default with the Standard, Standard No Search, and Forensic Processing Modes. Timeline Options Expand Additional Timeline Events Lets you expand Log2Timeline, Event Logs, Registry, and Browser History. For example, this will recognize CSV files that are in the Log2Timeline format and parses the data within the single CSV into individual records within the case. The individual records from the CSV will be interspersed with other data, giving you the ability to perform more advanced timeline analysis across a very broad set of data. In addition you can leverage the visualization engine to perform more advanced timeline based visual analysis. When you expand CSV files into separate records, you can use several new columns in the Item List to view each CSV Log2Timeline field. Indexing Options Disable Tag Indexing Summation license only. This option is enabled by default. This option disables the reindexing of labels, categories, and issues for projects. This allows the project to process more quickly. This option only applies to new projects. If enabled, after processing, the following text is displayed in Review: Tag indexing is disabled. Document Deduplication See Deduplication Options on page 128. Email Deduplication See Deduplication Options on page 128. Document Analysis Options You can perform an automatic cluster analysis of documents and emails which provides grouping of email and documents by similar content. See Using Cluster Analysis on page 303. You can configure the number of paired keywords that are stored for the comparison of documents during cluster analysis and predictive coding. For performance reasons, the default number of keyword storage is 30 keywords. This can limit the effectiveness of cluster analysis or predictive coding. You can increase the number of pairs, but this will impact the time needed for processing. Max Keyword Pairs You can change the number of allowable pairs by a set number or select Unlimited. Cluster Analysis Creating a Project Creating Projects | 127 Processing Options (Continued) Option Description Perform Cluster Analysis: Enables the extended analysis of documents to determine related, near duplicates, and email threads. See Using Cluster Analysis on page 303. You can view the similarity results in the Similar Panel in Review. Cluster Threshold: Determines the level of similarity required for documents to be considered related or near duplicates. Note: Choosing a higher value will produce fewer documents in a cluster because the documents must contain more similar content. Choosing a lower value will produce more documents in a cluster because the documents will not need to contain as much similar content to be considered near duplicates. Entity Extraction Language Identification Identifies and extracts specific types of data in your evidence. You can process and view each of the following types of entity data: Credit Card Numbers Email addresses People Phone Numbers Social Security Numbers See Using Entity Extraction on page 306. In Review, under the Document Content facet category, there is a facet for each data type that you extracted. See Using Language Identification on page 91. None Performs no language identification, all documents are assumed to be written in English. This is the faster processing option. Basic Performs language identification for English, Chinese, Spanish, Japanese, Portuguese, German, Arabic, French, Russian, and Korean. Extended Performs language identification for 67 different languages. This is the slowest processing option. Deduplication Options Deduplication helps a project investigation by flagging duplicate electronic document (e-document) files and emails within the data of a project or person. The duplicates filter, when applied during project analysis, removes all files flagged “True” (duplicate) from the display, significantly reducing the number of documents an investigator needs to review and analyze to complete the project investigation. If you set document deduplication at the project level, and two people have the same file, one file is flagged as primary and the other file or files are flagged as duplicates. The file resides in the project and the file paths are tracked to both people. To limit the production set, the file is only created one time during the load file/native file production. You can also deduplicate email, marking the email, email contents, or email attachments as duplicates of others. Note: In Project Review, if the duplicate filter is on, and if you perform a search for a file using a word that is part of the file path, and that path and file name is a duplicate, the search will not find that file. For example, there is a spreadsheet that is located in one folder called Sales and a duplicate of the file exists in a folder Creating a Project Creating Projects | 128 called Marketing. The file in Sales is flagged as the primary and the file in Marketing is flagged as a duplicate. If you do a search for spreadsheets in the folder named Sales, it is found. However, if you do a search for spreadsheets in the folder named Marketing, it is not found. To locate the file in the Marketing folder, turn off the duplication filter and then perform the search. See Evidence Processing and Deduplication Options on page 123. Deduplication options are integrated on the Processing Options page. The following tables describe the deduplication options that are available in the Processing Options. Document Deduplication Options Option Description No Deduplication Processes the project without document deduplication. This feature allows the case to process more quickly. This option is the default for Security processing. Project Level Deduplication compares each of the e-documents processed within a project against the others as they receive their hash during processing. If the hash remains singular throughout processing, it receives no duplicate flag. In the project of duplicate files, the first hash instance receives a “primary” flag and each reoccurrence of the hash thereafter receives a “secondary” flag. Person Level Deduplication compares the e-documents found in each custodial storage location against the other files from that same custodial location ( people, or in the project of no person, the storage location). If the hash remains singular throughout processing, it receives no duplicate flag. In the project of duplicate files the first hash instance receives a “primary” or “master” flag and each reoccurrence of the hash thereafter receives a “duplicate” flag. Actual Files Only Deduplicates actual files instead of all files. Checking this option excludes OLE files and Alternate Data Stream files. You can also deduplicate email, marking the email, email contents, or email attachments as a duplicate of others. Email Deduplication Options Option Description No Deduplication Processes the project without email deduplication. This feature allows the case to process more quickly. This option is the default for Security processing. Project Level The scope of the email deduplication. Deduplication compares each of the emails processed within a project against the others as they are processed. If the deduplication value remains singular throughout processing, it receives no duplicate flag. In the project of duplicate email, the first value instance receives a “primary” flag and each reoccurrence of the value thereafter receives a “duplicate” flag. If two people have the same email, it is marked as a duplicate. Creating a Project Creating Projects | 129 Email Deduplication Options (Continued) Option Description Person Level The scope of the email deduplication. Deduplication compares the email found in each custodial storage location against the other emails from that same custodial location ( people, or in the project of no person, the storage location). If the value remains singular throughout processing it receives no duplicate flag. In the project of duplicate emails, the first email instance receives a “primary” or “master” flag and each reoccurrence of the email thereafter receives a “duplicate” flag. In the project of duplicate files, the first value instance receives a “primary” flag and each reoccurrence of the value thereafter receives a “duplicate” flag. Email To Deduplicates email based on the recipients in the “To” field. Email From Deduplicates email based on the senders in the “From” field. Email CC Deduplicates email based on the recipients in the “Carbon Copy” field. Email Bcc Deduplicates email based on the recipients in the “Blind Carbon Copy” field. Email Subject Deduplicates email based on the contents in the “Subject” field. Email Submit Time Deduplicates email based on the date and time the email was initially sent. Email Delivery Time Deduplicates email based on the date and time the email was delivered to the recipients. Email Attachment Count Deduplicates email based on the number of attached files. Email Hash Deduplicates email based on the hash value. Body and Attachments Includes email body, recipients (the “To” field), sender (the “From” field), CC, BCC, Subject field contents, body, the number of attachments, and the attachments for deduplication. Body Only Includes only the email body and the list of attachment names for deduplication. About Optical Character Recognition (OCR) Optical Character Recognition (OCR) is a feature that generates text from graphic files and then indexes the content so the text can be searched, labeled, and so forth. OCR is currently supported in English only. Some limitations and variables of the OCR process include: OCR can have inconsistent results. OCR engines have error rates which means that it is possible to have results that differ between processing jobs on the same machine with the same piece of evidence. OCR may incur longer processing times with some large images and, under some circumstances, not generate any output for a given file. Graphical images that have no text or pictures with unaligned text can generate illegible output. OCR functions best on typewritten text that is cleanly scanned or similarly generated. All other picture files can generate unreliable output. OCR is only a helpful tool for you to locate images with index searches, and you should not consider OCR results as evidence without further review. Creating a Project Creating Projects | 130 The following table describes the OCR options that are available in Processing Options: OCR Options Option Description Enable OCR Enables OCR and expands the OCR pane to select options for OCR processing. File Types Specifies any or all of the following file types to process for OCR: PDF. This file type is checked by default when enabling OCR. JPEG PNG TIFF. This file type is checked by default when enabling OCR. BMP GIF Uncommon (PCX, TGA, PSD, PCD. . .) See Supported File Types for OCR on page 132. Do Not OCR. . . Defines the minimum and maximum file size in bytes of documents to be processed by OCR. You can either enter a value in the spin box, or use arrows to select the value. If you clear the box without entering a value, the values return to the default setting. Note: The maximum size that can be specified in the Do not OCR documents over _____ bytes field is 9,223,372,036,854,775,807 bytes Excludes full color documents to be processed by OCR. PDF Existing Filtered Text Size Excludes documents that have text exceeding the limit specified. Documents over the specified limit will not be OCRed. This option is only available when PDF is selected as a file type. About Indexing for Text Searches of Content of Files By default, when you add evidence to a project, the files are indexed so that the content of the files can be searched. You can select a No Search processing mode, which is faster, but does not index the evidence. Creating a Project Creating Projects | 131 Supported File Types for OCR The following file types are supported for OCR: ABC ABIC AFP ANI ANZt ARW AWD BMP CAL CGM CIN CLP CMP CMW CMX CR2 CRW CUR CUT DGN DOC DOCX DCR DCS DCM DCX DNG DOC DOCX DRW DWF DWG DXF ECW EMF EPS EXIF FAX FIT FLC FPX GBR GIF HDP HTML ICO IFF IOCA IMG ITG JBG JB2 JPG JPEG-XR JPEG-LS J2K JP2 JPM JPX KDC MAC MIF MNG MO:DCA MSP MRC MRC NAP NEF NITF NRW ORF PBM PCD PCL PCL6 PCT PCX PDF PGM PLT PNG PNM PPM PPT PPTX PS PSD PSPo PTK RAS RAF RAW RTF RW2 SCT SFF SGI SHP SMP SNP SR2 SRF SVG TDB TFX TGA TIFF TIFX TXT VFF WBMP WFX WMF WMZ WPG XBM XLS XLSX XPM XPS XWD Interruption of Evidence Processing On occasion, processing might be interrupted by a catastrophic failure. Examples of catastrophic events include the network going down or power outages. In these situations, the application performs a roll back of the processing job. A roll back is when records added during the interrupted job are not available in the database and does not appear in Review. This action of rolling back of a job insures that you do not receive incomplete records in Review. Processing Status tab of the Work List alerts you to the error and shows that the system is attempting a roll back. When a catastrophic event occurs, the Processing Status tab of the Work List alerts you to the error and shows that the system is attempting a roll back. See Monitoring the Work List on page 190. You need to be aware of the following considerations with the roll back option: For multiple adding evidence jobs, only the job that fails will roll back. Jobs that complete successfully have data appear in the system. If records are locked by another process, the roll back may fail to delete physical files from the case folder. You can view what files did not get removed by viewing the log found in \\ \Users\Public\Documents\AccessData\Resolution1Logs\Summation. For Evidence Processing jobs where some records are added, only newly added records roll back. Roll back only occurs with failure during Evidence Processing jobs, not Import jobs. Incidences, such as if an Evidence Processing job fails to advance (for example, the interface displays that the job is processing for a long time), do not trigger the roll back action. Creating a Project Creating Projects | 132 Using Project Properties Cloning As an administrator or a project manager with the Create/Edit Project administrator role, you can clone the properties of an existing project to another project. You can also apply a single project’s properties to another project. You can also pick and choose properties from multiple individual projects to apply to a single project. Note: The project data is not copied from one project to another. Only the project properties are copied. You can apply Project Properties Cloning to a project as it is being created or it can be applied to projects that have already been created. You can apply the following properties: Custom Fields Category Tagging and Issue Values Layouts Labels Users and Groups Markup Sets People Highlight Profiles To use Project Properties Cloning 1. From the Source Project menu, select the source project from which you want to copy. 2. If you are applying the properties to a previously created project, select the target project to which you want to copy from the pull-down menu. 3. Under Elements to Copy, select the properties that you want to apply to the project. You can select All or choose specific properties to apply. Note: If you select only Category Values, Project Properties Cloning will copy over all of the custom fields. If you select only Tagging Layouts, Project Properties Cloning will only copy over the tagging layouts. You must also select Custom Fields and Category Values if you want those values copied over. 4. If you are applying Project Properties Cloning to a project as it is being created, finish the Project Wizard. If you are applying Project Properties Cloning to a project that has already been created, click Merge. Creating a Project Using Project Properties Cloning | 133 Viewing and Editing Project Details You can view the configured properties of the project on the Project Details tab. You can also edit some of the project properties, for example: Name Job Data Path Priority Project Type Sort Evidence Items By You can set the column that you wan to sort by default when opening Project Review. You select the default column and then select the default sorting oder: ascending or descending. The setting is project-specific and not user specific. In Review, you can still click any column to sort on. See Sorting by Columns on page 44. To access the Project Details tab 1. From the Home page, select a project, and click the Project Details tab. See Project Details Tab on page 134. 2. To edit properties, click Edit. Project Details Tab The Project Details tab displays data for the selected project. You can also edit some of the project data from this tab. Elements of the Project Information Tab Element Description Allows you to edit information about the selected project. Only the Name, Job Data Path, and the Description can be edited. Edit Button General Project Properties See General Project Properties on page 118. Creation Date Displays the date that the project was created. Created By Displays the user who created the project. Last Modified Date Displays the date when the project was last modified. Last Modified By Displays the user who last modified the project. FTK Case ID Displays the case ID for the associated FTK case if applicable. Creating a Project Viewing and Editing Project Details | 134 Elements of the Project Information Tab (Continued) Element Description Associated FTK Case Pane Displays any associated FTK cases. Display Time Zone This option allows you to display the dates and times of files and emails based on this specified time zone. For example, if data was collected in the Eastern Time zone, you can select to display times in the Pacific Time zone and all dates will be offset by four hours to display in PST. The default is set for (UTC) Coordinated Universal Time. See Normalized Time Zones on page 121. Sort Evidence Items By You can set the default column that you wan to sort by when opening Project Review. You select the default column and then select the default sorting oder: ascending or descending. The setting is project-specific and not user specific. In Review, you can still click any column to sort on. See Sorting by Columns on page 44. Creating a Project Viewing and Editing Project Details | 135 Chapter 13 Managing People Administrators, and users with the Create/Edit Project permission, can manage people in two ways: Globally across the system using the Data Sources tab. See Data Sources People Tab on page 136. Individually for a project using the People tab on the Home page. See Home People Tab on page 141. For information on user permissions, see Setting Project Permissions (page 154). Note: In order for people to be used in Project Review, people must be created and selected before you process the evidence. See Evidence Tab on page 144. Data Sources People Tab You use the Data Sources > People tab to maintain the list of people available in the application. You can add, edit and delete global people, as well as import lists of people. From Data Sources, you can view evidence and projects associated with a person. Data Sources People Tab Managing People Data Sources People Tab | 136 Opening the Data Sources, People Page Administrators, and users with management permissions, use the Data Sources page to manage global people. To access the Data Sources, People page 1. Log in to the application console as administrator or as a user with management permissions. See The Administrator Guide for more information. 2. In the console, click Data Sources. 3. On the Data Sources page, click People. Data Sources Person Tab Features Element Description Filter Options Allows you to filter admin roles in the list. For more information, see The Administrator Guide. People List Displays all people. Click the column headers to sort by the column. Adds a person. See Adding People on page 138. Add Person Edits a selected person. See Editing a Person on page 139. Edit Person Deletes the selected person. See Removing a Person on page 139. Delete Person Delete Deletes the selected admin roles. Only active when an admin roles is selected. See Removing a Person on page 139. Import People Imports people from a CSV or TXT file. See Importing People From a File on page 139. Import From AD Import people from Active Directory. See Adding People using Active Directory on page 140. Custom Properties Add, edit, and delete custom columns with the default value that will be listed in the Project List panel. When you create a project, this additional column will be listed in the project creation dialog. Exports the current set of data to a CSV file. Export to CSV Refresh Refreshes the Groups List. See Refreshing the Contents in List and Grids on page 44. Columns Click to adjust what columns display in the Groups List. See Sorting by Columns on page 44. Associates a computer to the selected person. Add Associations Managing People Data Sources People Tab | 137 Data Sources Person Tab Features Element Description Remove Associations Removes the association to a selected person to a computer. Lists the evidence that is associated with a person. Evidence tab Lists the projects that are associated with a person. Projects tab The main view is the Person List and includes the following sortable columns: First Name Last Name Username Email Address Creation Date Domain When you create and view the list of people, this list is displayed in a grid. You can do the following to modify the contents of the grid: Control Sort the columns Define If which columns of data are displayed in the grid. a column on which you can sort. you have a large list, you can apply a filter to display only the items you want. Highlighting a person in the list populates the Person Details info pane on the right side. The Person Details info pane has information relative to the currently selected person, beginning with the first name. At the bottom of the page, you can use the following tabs to view and manage the items that the highlighted person is associated with: Evidence Projects Adding People Administrators, and users with permissions, can add people. You can add people from the Data Sources tab in the following ways: Manually adding people. See Manually Creating People on page 139. Importing people from a file. See Importing People From a File on page 139. Importing people from Active Directory. See Adding People using Active Directory on page 140. Managing People Data Sources People Tab | 138 Manually Creating People To manually create a person 1. On the Data Sources > People tab, click 2. In Person Details, enter the person details. 3. Click OK. Add. Editing a Person You can edit any person that you have added to the project. To edit a project-level person 1. On the Data Sources > People tab, select a person that you want to edit. 2. Click 3. In Person Details, edit person details. Click Edit OK. Removing a Person You can remove one or more people from the global People List. To remove one or more people from the People List 1. On the Data Sources > People tab, select the check box for the people that you want to remove. 2. If you want to remove one person, select on the right side. 3. If you want to remove more than one person, select menu bar of the People pane. To Delete. This icon displays above the Information pane Delete. This icon displays on the bottom confirm the deletion, click OK. Importing People From a File You can import one or more people into a project from a file. The source file can be either in TXT or CSV format. Custom properties must be defined before importing CSV files with the custom fields in the headers The person name can in the following format: First and last name separated by a space For example, John Smith or Bill Jones For example, you can create a TXT or CSV file with the following text: Chris Clark Managing People Data Sources People Tab | 139 Sarah Ashland To import people from a file 1. On the Home > People tab, click Import People. 2. The Import People Options dialog appears. Mark First row contains headers if you want to import custom columns from the file. Mark 1 or More Custom Columns if you want to import custom columns from the file. 3. Browse to the TXT or CSV file. 4. Click Open. 5. When the import is complete, view the summary and click OK. Any people that have invalid data will not be imported. These people will appear on the summary, along with the field that was flagged for invalid data. You can correct the field, and reattempt to import. Only those people who were corrected will import. People that had been imported successfully earlier will not import a second time. Adding People using Active Directory You can add people by importing from Active Directory. If Active Directory is not configured, configure it in the System Configuration tab. When Active Directory is properly configured, the Active Directory filter list opens in the wizard. For more information on configuring Active Directory, see the Administrator guide. The person information automatically populates the Person List when you create people using Active Directory. You can also edit person information. To add people using Active Directory 1. In the Data Sources > People page, click 2. Set the search/Browse depth to All Children or Immediate Children. 3. Select where you want to perform the search. 4. Set the search options to one of the following: Match Exact Starts With Ends Import from AD. With Contains 5. Enter your search text. 6. Select the usernames that you want to add as people. 7. Click 8. Click Continue. 9. Review the members selected, members to add as people, and conflicted members. If you need to make changes, click Back. Add to Import List. 10. Click Import. Managing People Data Sources People Tab | 140 Home People Tab Administrators, and users with the Create/Edit Project permission, manage people for a project using the People tab on the Home page. The People tab is project specific, not global. To manage people for a project From the Home page, select a project, and click the People tab. When you create and view the list of people, they are displayed in a grid. You can do the following to modify the contents of the grid: Control which columns of data are displayed in the grid. If you have a large list, you can apply a filter to display only the items you want. See About Content in Lists and Grids on page 44. Elements of the People Tab Element Description Filter Options Allows you to search and filter all of the items in the list. You can filter the list based on any number of fields. See Filtering Content in Lists and Grids on page 47. People List Displays the people for the project. Click the column headers to sort by the column. Refreshes the Evidence Path list. Refresh Export the list to a .csv file. Export to CSV Refresh Refreshes the Groups List. See Refreshing the Contents in List and Grids on page 44. Columns Adjusts what columns display in the Groups List. See Sorting by Columns on page 44. Associates existing people to the project. Add Association Disassociates an existing person from the project. Remove Association Imports people from a file. Import People Adds a person. Add Person Edits the selected person. Edit Person Evidence Tab Managing People Lists the evidence associated with the selected person. Data Sources People Tab | 141 Adding a Person to a Project Administrators and users with the Create/Edit Project permission can add people to a project. You can add project-level people in the following ways: Adding project-level people from the Shared People list Manually adding people Importing people from a file See Importing People From a File on page 143. Creating or importing people while importing evidence See the Loading Data documentation for more information on creating people during import. If you manually add or import people, they are added to the shared list of people. To add a person from shared people 1. On the Home > People tab, click Add. The Associate People to project page displays. 2. Select the shared people that you want associated with the project. You can click a singe person or use Shift-click or Ctrl-click to select multiple people. 3. Click or Add all Selected. This moves the people to the Associated People list. You can also check the selection box next to First Name to add all of the people. 4. You can remove people from the Associated People list by selecting people and clicking All Selected. You can also clear the selection box next to First Name to remove all of the people. 5. Click OK. or Remove You can also add project-level people from shared people using the People tab when creating a project. Manually Creating People for a Project To manually create a project-level person 1. On the Home > People tab, click Add. 2. In Person Details, enter the person details. 3. Click OK. You can also manually create people from the People tab when creating a project. Managing People Adding a Person to a Project | 142 Editing a Person You can edit any person that you have added to the project. To edit a project-level person 1. On the Home > project > People tab, select a person that you want to edit. 2. Click 3. In Person Details, edit person details. 4. Click OK. Edit. Removing a Person You can remove one or more people from a project. This does not delete the person from the shared people, it just disassociates it from the project. To remove one or more people from a project 1. On the Home > People tab, select the check box for the people that you want to remove. 2. Below the person list, click Remove. To confirm the deletion, click OK. Importing People From a File You can import one or more people into a project from a file. Even though you perform this task at the project level, it will also add the people to the global people list. The source file can be either in TXT or CSV format. The file must not contain any headers. The person name can in the following format: First and last name separated by a space For example, John Smith or Bill Jones For example, you can create a TXT or CSV file with the following text: Chris Clark Sarah Ashland To import people from a file 1. On the Home > People tab, click 2. Browse to the TXT or CSV file. 3. Click Open. 4. When the import is complete, view the summary and click OK. Managing People Import People from File. Adding a Person to a Project | 143 Evidence Tab Users with permissions can view information about the evidence that has been added to a project. To view the Evidence tab, users need one of the following permissions: administrator, create/edit project, or manage evidence. Evidence Tab Elements of the Evidence Tab Element Description Filter Options Allows the user to filter the list. Evidence Path List Displays the paths of evidence in the project. Click the column headers to sort by the column. Refresh Managing People Refreshes the Groups List. See Refreshing the Contents in List and Grids on page 44. Evidence Tab | 144 Elements of the Evidence Tab (Continued) Element Description Columns Adjusts what columns display in the Groups List. See Sorting by Columns on page 44. External Evidence Details Processing Status Lists any messages that occurred during processing. Includes editable information about imported evidence. Information includes: That path from which the evidence was imported A description of the project, if you entered one The evidence file type What people were associated with the evidence Who added the evidence When the evidence was added About Associating a Person to an Evidence Item You can use people to associate data to its owner. You can associate a person to an evidence item in one of two ways; however, the results are different. Specify a person when importing an evidence item. This associates the person when the evidence is processed. You can then use person data when in Project Review and in exports. See the Loading Data documentation for more information on creating people on import. When you associate a person to an evidence item, the person will be associated to all evidence in that item, whether the evidence item contains a single file or a folder of many files, messages, and so on. Edit an evidence item that has already been imported and associate a person. Using this method, the person association will not be visible or usable in Project Review nor in exports. You can only view this association in the Evidence and People tabs of the Home page. Managing People Evidence Tab | 145 Chapter 14 Managing Tags The Tags tab on the Home page and in the Project Explorer can be used to do the following: Create and manage Labels Create and manage Issues View categories Create category values Create Production Sets View Case Organizer objects. Project managers can create labels and issues for the reviewer to use. You can also view documents assigned to tags using the Tags tab in the Project Explorer. Tags Tab in Project Explorer Managing Tags | 146 Elements of the Tags Tab Elements Description Categories Displays all the existing categories for the project. Right-click to create category values. See Creating Category Values on page 178. See Viewing Documents with a Category Coded on page 426. Issues Displays all the existing issues. Right-click to create a new issue for the project. See Managing Issues on page 151. See Viewing Documents with an Issue Coded on page 426. Labels Contains all the existing labels. Right-click to create a new label for the project. See Managing Labels on page 148. See Viewing Documents with a Label Applied on page 426. Production Sets Check to include Production Sets in your search. Right-click to create Production Sets. See Creating Production Sets on page 565. Case Organizer Displays all the existing case organizer objects for the project. Right-click to create new objects. See Using the Case Organizer on page 428. Managing Tags | 147 Managing Labels Labels are a tool that reviewers can use to group documents together. Reviewers apply labels to documents, then project/case managers can use the Labels filter to view all the documents under the selected label. Before reviewers can use a label, the project/case manager must create it. Project Managers can do the followiing: Create labels Renamelabels Edit labels Delete labels Manage labels permissions Creating Labels Project/case managers can create labels for reviewers to use when reviewing documents. To create a label 1. Log in as a user with Project Administrator rights. 2. Open the Tags page by doing one of the following: On 3. the Home page: 2a. On the Home page, click Tags. In Review: 2a. Click the Project Review next to the project in the Project List. 2b. Click the Tags in the Project Explorer. Right-click the Labels folder and click Create Label. Create Label Dialog 4. Enter a Label Name. 5. (Optional) Select Is Label Group to create a Label Group to contain other labels and then skip to the last step. Managing Tags Managing Labels | 148 6. Do one of the following: No Color: Select this to have no color associated with the label. Color: Select this and then select a color to associate a color with the label. Note: The default color is black if you select the Color option. The color selected appears next to the label in the labels folder. 7. Click Save . Deleting Labels Project/case managers can delete existing labels. To delete a label 1. Log in as a user with Project Administrator rights. 2. Expand the Labels folder. 3. Right-click the label that you want to delete and click Delete . 4. Click OK. Renaming a Label Project/case managers can rename labels in the Project Review. To rename a label 1. Log in as a user with Project Administrator rights. 2. Expand the Labels folder. 3. Right-click the label that you want to rename and click Rename. 4. Enter the new name for the label. Managing Label Permissions Project/case managers can grant permissions of labels to groups for use. Groups of users can only use the labels for which they have permissions. In order for groups to be assigned, they must first be associated to the project. To manage permissions for labels 1. Log in as a user with Project Administrator rights. 2. Expand the Labels folder. 3. Right-click the label for which you want to grant permissions and click Manage Permissions . Managing Tags Managing Labels | 149 Assign Security Permissions 4. Select the groups that you want to grant permissions for the selected label. Note: By default, all groups that the logged-in user belongs to will be selected. To make it a personal label, all groups should be un-selected. 5. Click Save. Managing Tags Managing Labels | 150 Managing Issues Project/case managers with View Issues and Assign Issues permissions can create, delete, rename, and assign permissions for issues. Issues work like labels. Reviewers can apply issues to documents to group similar documents. Creating Issues Project/case managers with View Issues and Assign Issues permissions can create issues for other users to code. To create an issue 1. Log in as a user with View Issues and Assign Issues rights. 2. Open the Tags page by doing one of the following: On 3. the Home page: 2a. On the Home page, click Tags. In Review: 2a. Click the Project Review next to the project in the Project List. 2b. Click the Tags in the Project Explorer. Right-click the Issues folder and click Create Issue. Create New Issue Dialog 4. Enter an Issue Name. 5. Do one of the following: No Color: Select this to have no color associated with the issue. Color: 6. Select this and then select a color to associate a color with the issue. Click Save . Managing Tags Managing Issues | 151 Deleting Issues Project/case managers with View Issues and Assign Issues permissions can delete issues. To delete an issue 1. Log in as a user with View Issues and Assign Issues rights. 2. Expand the Issues folder. 3. Right-click the issue that you want to delete and click Delete. 4. Click OK. Renaming Issues Project/case managers with View Issues and Assign Issues permissions can rename issues. To rename an issue 1. Log in as a user with View Issues and Assign Issues rights. 2. Expand the Issues folder. 3. Right-click the issue that you want to rename and click Rename. 4. Enter the new name for the issue. Managing Issue Permissions Project/case managers can grant permissions of issues to groups for use. Groups of users can only use the labels for which they have permissions. To manage permissions for labels 1. Log in as a user with View Issues and Assign Issues rights. 2. Expand the Issues folder. 3. Right-click the issue for which you want to grant permissions and click Manage Permissions . Assign Security Permissions 4. Check the groups that you want to grant permissions for the selected issue. Managing Tags Managing Issues | 152 5. Click Save. Applying Issues to Documents After an issue has been created and associated with a user group, it can then be added to a tagging layout for coding. To apply an issue to a document 1. Create an issue. See Creating Issues on page 151. 2. Grant permissions for the issue. See Managing Issue Permissions on page 152. 3. Add Issues to the Tagging Layout. See Associating Fields to a Tagging Layout on page 181. 4. Check out a review set of documents. (optional) See the Reviewer Guide for more information on checking out review sets. 5. Code the documents in the review set with the issues you created. See the Reviewer Guide for more information on coding. Managing Tags Managing Issues | 153 Chapter 15 Setting Project Permissions About Project Permissions You can assign permissions to a user or group of users for a specific project. In the project list of the Home page, users will only see projects to which they have permissions. For example, you can give a user permissions to review a project but not see any project properties on the Home page. Project permissions are project specific, not global. For information on how to manage global permissions, see the Admin Guide. In order to configure project permissions, you must have either Administrator or Create/Edit Projects permissions. You assign project permissions to users or user groups as follows: 1. Associating users or groups to the project. This will allow the user to see the project in the list, but not anything else. 2. Associating those users or groups to a project role. You can do the following: Select Create an existing project role or edit a role and assign permissions to that role About Project Roles Before you can apply permissions to a user or group, you must set up project roles. A project role is a set of permissions that you can associate to multiple users or groups. Creating a project role simplifies the process of assigning permissions to users who perform the same tasks. Setting Project Permissions About Project Permissions | 154 Project-level Permissions The following table describes the available project permissions that you can assign to a project role. Project-level Permissions Permission Description Project Administrator Can Manage Project Roles. Can assign access permissions to users & groups. Has all project level functional permissions listed below. Can import/export. Can see job list for jobs created for his project. Project Reviewer Can open Project Review. Manage Project People Can assign access permissions to users & groups. Run Search Can run searches in the Project Review. Note: User must have this permission to perform other search functions as well. Save Search Can save searches that the user performs themselves. Manage Saved Search Permissions Can share your saved searches with other groups. View Data Reports Can view the Data Volume Reports on the Reports tab for projects which they have the rights to access. View Status Reports Can view the Completion Status Reports on the Reports tab for projects which they have the rights to access. View Audit Reports Can view the Audit Log on the Reports tab for projects which they have the rights to access. View Labels Can view the labels everywhere that labels appear. Create Labels Can create and edit labels in the Project Explorer in Project Review. Note: Must have View Labels permission as well to create and delete labels. Delete Labels Can delete labels in Project Review. Assign to Labels Can label documents. Manage Labels Permissions Can grant permissions to labels View Review Sets Can view the review sets in the Project Explorer and Review Batches panel in the Project Review. Create Review Sets Can create review sets. Delete Review Sets Can delete review sets in Project Review. Manage Review Set Permissions Can assign review sets to users/groups. View Native Can view the Native panel in Project Review. View Text Can view the Text panel in Project Review. Setting Project Permissions About Project Permissions | 155 Project-level Permissions (Continued) Permission Description View Coding Layout Can view the Coding panel in Project Review. Edit Document Can change data for documents using tagging layouts. View Categories Can view categories in Project Review. Assign Categories Can assign a document to a category. Create Categories Can create or edit categories in Project Review. Delete Categories Can delete categories in Project Review. Manage Category Permissions Can assign permissions for categories and category values. View Issues Can view issues in Project Review. Assign Issues Can assign issues to a document. Create Issues Can create and edit issues in Project Review. Delete Issues Can delete issues in Project Review. Manage Issue Permissions Can assign permissions for issue values. View Notes Can view notes everywhere that they appear in Project Review. Add Notes Can add notes in Project Review. Delete Notes Can delete notes in Project Review. View Annotations Can view annotations in Image, Natural, and Transcript panels in Project Review. Add Annotations Can add annotations in Project Review. Delete Annotations Can delete annotations in Project Review. View Activity History Can view Activity panel in Project Review. Create Production Set Can create production sets in Project Review. Delete Production Set Can delete production sets in Project Review. Manage Production Set Permissions Can edit and assign permissions for production sets. Export Production Set Can export production sets. Delete Evidence Can delete evidence items from the Item List grid. Imaging Can perform the imaging mass action in the Item List panel and can create an image using the Annotate option in the Natural panel. Create Transcript Group Can create a transcript group in Project Review. Predictive Coding Can apply predictive coding to documents in Project Review. Upload Transcripts Can upload transcripts in Project Review. Upload Exhibits Can upload exhibits in Project Review. Setting Project Permissions About Project Permissions | 156 Project-level Permissions (Continued) Permission Description Manage Transcript Permissions Can assign permissions to Transcript Groups. Global Replace Can search and replace words throughout a project in Project Review. Project-Level Permissions for eDiscovery For Resolution1 and Resolution1 eDiscovery users, you also have the ability to assign the following permissions regarding Litigation Holds: Project-Level Permissions for eDiscovery Permissions Description Approve Litholds Can approve Lit Holds. Create Litholds Can create Lit Holds. Delete Litholds Can delete Lit Holds. Hold Manager Can manage Lit Holds, including creating, approving, viewing, and deleting Lit Holds. View Litholds Can view Lit Holds. Project-Level Permissions for Jobs For Resolution1 and Resolution1 Cybersecurity users, you also have the ability to assign the following permissions for executing jobs: See Introduction to Jobs on page 377. Project-Level Permissions for Jobs Permissions Description Create Jobs Can create all jobs. Delete Jobs Can delete jobs. Approve Jobs Can approve jobs. Execute Jobs Can execute jobs. Create Agent Remediation Can create Agent Remediation jobs. Setting Project Permissions About Project Permissions | 157 Project-Level Permissions for Jobs Permissions Description Create Collection Can create Collection jobs. Note: If a user is assigned this permission and any other permission needed for combination jobs (Volatile, Computer Software Inventory, Memory Operations), that user may also create a combination job with those jobs that the user has permission to create. Create Computer Software Inventory Can create Computer Software Inventories jobs. Note: If a user is assigned this permission and any other permission needed for combination jobs (Volatile, Collection, Memory Operations), that user may also create a combination job with those jobs that the user has permission to create. Create ETM Can create ETM jobs. Create Memory Operations Can create Memory Operations jobs. Note: If a user is assigned this permission and any other permission needed for combination jobs (Volatile, Collection, Computer Software Inventory), that user may also create a combination job with those jobs that the user has permission to create. Create Metadata Only Can create Metadata only jobs. Create Network Acquisition Can create Network Acquisition jobs. Create Remediation Can create Remediation jobs. Create Remediate and Review Can create Remediate and Review jobs. Create Report Only Can create Report Only jobs. Create Removable Media Monitoring Can create Removable Media Monitoring jobs. Create Threat Scan Can create Threat Scan jobs. Create Volatile Can create Volatile jobs. Note: If a user is assigned this permission and any other permission needed for combination jobs (Volatile, Computer Software Inventory, Memory Operations), that user may also create a combination job with those jobs that the user has permission to create. Permissions Tab The Permissions tab on the Home page is used to assign users or groups permissions within the project. The Permissions tab is project specific, not global. For information on how to manage global permissions, see the Admin Guide. Setting Project Permissions Permissions Tab | 158 Permissions Tab Setting Project Permissions Permissions Tab | 159 Elements of the Permissions Tab Element Permission Filter Options Allows you search and filter all of the items in the list. You can filter the list based on any number of fields. See Filtering Content in Lists and Grids on page 47. Users/Group List Displays the users and groups associated with the project. Click the column headers to sort by the column. Refreshes the User/Group List. Refresh Exports the Permissions List to a CSV file. Export to CSV Adjusts what columns display in the User/Group List. Columns Adds either a group/user to a role or a role to a group/user. Add Association Disassociates a group/user from a role or disassociate a role from a group/user. Remove Association User/Group Details Pane Displays the details for the selected user or group. Project Roles Tab Displays the available roles for the project. Adds a role. Specify the permissions of the role in this data form. Add Role Edits the selected role. Edit Role To access the Permissions tab 1. On the Home page, select a project. 2. Click the Permissions tab. To apply permissions to a user or group, you must create a project role. You can then associate that project role to a user or group on the Permissions tab. See Creating a Project Role on page 163. See Associating Users and Groups to a Project on page 161. See Project-level Permissions on page 155. Setting Project Permissions Permissions Tab | 160 Associating Users and Groups to a Project Before you can apply a project role to a user or group, you must first associate the user or group to the project. Administrators and project managers with the correct permissions can associate users and groups to a project in the Permissions tab. Once a user or group is added to a project, the user can see the project in the Project List panel. To associate a user or group to a project 1. On the Home page, select a project. 2. Click the 3. In the User/Group list pane, click Add Association Permissions tab. . All Users and Groups Dialog 4. Click to add the user or group to the project. 5. Click OK. 6. To grant specific permissions to a user or group, associate them to a project role. See Associating Project Roles to Users and Groups on page 162. Disassociate Users and Groups from a Project Administrators and project/case managers with the correct permissions can remove users from a project by disassociating them from the project in the Permissions tab. To disassociate a user or group to a project 1. On the Home page, select a project, and click the Permissions tab. 2. Check the user or group you want to remove from the project in the User/Group list pane. 3. In the User/Group list pane, click the Remove Association button Setting Project Permissions . Associating Users and Groups to a Project | 161 Associating Project Roles to Users and Groups After you have associated a user or user group to a project, you can associate them to a project role. See Associating Users and Groups to a Project on page 161. You can select an existing project role or create a new one. For information on creating new project roles, see Creating a Project Role (page 163). To associate a project role to a user or group 1. On the Home page, select a project. 2. Click the 3. In the User/UserGoup pane, select a user or group that has been associated to the project. 4. Do one of the following: Associate Permissions tab. the user or group to an existing project role. 4a. In the Project Role pane (bottom of the page), click the 4b. In the All Project Role dialog, click the with the user or group. 4c. Click OK. Add Association button. Add button for the desired project roles to associate Create a new project role. See Creating a Project Role on page 163. Disassociating Project Roles from Users or Groups Administrators and users with the Manage Project permissions can disassociate project roles from users and groups for a specific project. To disassociate a project role to a user or group 1. On the Home page, select a project. 2. Click the 3. In the User/UserGoup pane, select a user or group that has been associated to the project. 4. In the Project Roles pane, click the Remove Association button Permissions tab. Setting Project Permissions . Associating Project Roles to Users and Groups | 162 Creating a Project Role After you have associated a user or user group to a project, you can associate them to a project role. You can use an existing role or create a new role. See About Project Roles on page 154. To create a project role 1. On the Home page, select a project. 2. Click the 3. If no user is associated with the project, associate a user by doing the following: 4. Permissions tab. 3a. In the Users/UserGroup pane, click the 3b. Add a user or group by clicking the 3c. Click OK. Add Associations button. Add button for a user or group. In the Project Roles pane at the bottom of the screen, click the Add button. Add Project Roles Data Form 5. Enter a Project Role Name. 6. Check the permissions that you want to include in the role. See Project-level Permissions on page 155. 7. Click OK. Setting Project Permissions Creating a Project Role | 163 Editing and Managing a Project Role You can edit project roles if you want to alter the permissions in the role. Because project roles can be used across multiple projects, you cannot delete a project role as it may affect other projects. To edit a project role 1. On the Home page, select a project. 2. Click the 3. Select a user that has the project role associated with it. 4. In the Project Roles pane at the bottom of the screen, select a role and click the edit button 5. Edit the role and click OK. Permissions tab. Setting Project Permissions Creating a Project Role . | 164 Chapter 16 Running Reports This chapter is designed to help you execute and understand reports. Reports allow you to view data about your project. Users with the necessary permissions can run reports for a project using the Reports tab and the Exports tab on the Home page. The Reports and Exports tabs are project specific, not global. Accessing the Reports Tab To access the Reports tab From the Home page, select a project, and click the Reports tab. The following reports are available: Deduplication Data Volume Report (page 166) Completion Audit Report (page 165) Status Report (page 166) Log Report (page 166) Search Report (page 168) Export Set Report (page 169) (Only appears after generated) Export Set Report (page 169) (Only appears after generated) Deduplication Report You can open the Deduplication Summary report to view duplicate files and emails that were filtered in the project. Also included in the report are the deduplication options that were set for documents and email. You can generate the report, print it, and save it in a variety of formats, and download it to a spreadsheet. To run the deduplication report 1. Select a project in the Project List panel. 2. Click the Reports tab on the Home page. 3. Click Generate Report to create the report. 4. Click Download under the Deduplication Summary Report pane. You can choose to download the report either for files or emails. Running Reports Accessing the Reports Tab | 165 Data Volume Report You can generate the Data Volume Report to view the size of processed data, evidence file counts by file category, and a breakout of files by extension. You can view the report, print it, and save it in a variety of formats. To run the data volume report 1. Select a project in the Project List panel. 2. Click the Reports tab on the Home page. 3. Click Download under the Data Volume Report pane. Completion Status Report The Completion Status report shows the status of a job. You can generate the report after the job starts running and at least one job target status is collecting. To run the Completion Status Report 1. Select a project in the Project List Panel. 2. Click the Reports tab on the Home page. 3. Click Generate Report under the Completion Status Report pane. Audit Log Report This log records the user activities at the Project Review and evidence object level. The log records the following actions in the report: Project Review Activities: Entered Exited Review Perform Save Apply Review Search Search Filter Create Label Create Document Group Create Issue Create Category Create Review Set Check Out Review Set Check In Review Set Create Production Set Export Data Evidence Label Running Reports Object Activities Document Accessing the Reports Tab | 166 Annotate Document Create Redaction Delete Redaction Remove Create Edit Redaction Highlight Document (via Editable Grid) Image Code Document (via Tagging) Delete View Link Document Document Document (Includes Duration) Document Compare Print Document Document To view the log 1. Select a project in the Project List panel. 2. Click the Reports tab on the Home page. 3. Under the Audit Log pane, do one of the following: Click Generate Report to generate the data. Click Download to open it as an Excel file. Running Reports Accessing the Reports Tab | 167 Search Report You can generate and download a report that shows you the overall results of your search. Note: When generating a search report that includes a large number of items, such as over 100,000, the report generation can take a long time, possibly two hours or more. You should not perform other tasks using the console during this time. Even if the console closes due to inactivity, the report will still generate. The following details are included in the Search report: Total Unique Files: This count is the total items that had at least one keyword hit. If a document has several keywords that were found within its contents, a count of 1 is added to this total for that document. Note: If a search term contains a keyword hit, due to a variation search (stemming, phonic, or fuzzy), the character “&” is added to the end of each search term in the File details to indicate the variation search. However, a search term found with the synonym or related search will not show the “&.” at the end of the term. Total Unique Family Items: This count is the number of files where any single family member had a keyword hit. If any one file within a document family had a keyword hit, the individual files that make up this family are counted and added to this total. For example, one email had 3 attachments and the email hit on a keyword, a count of 4 files would be added to this count as a result. Total Family Emails: This count is the number of emails that have attachments where either the email itself or any of the attachments had a search hit. This count is for top level emails only. Emails as attachments are counted as attachments. Total Family Attachments: This count is the number of the attachments where either the top level email or any of the attachments had a search hit. For example, if you have an email with an email attached and the attached email has 4 documents attached to it, this count would include the 5 attachments. Total Unique Emails with no Attachments: This count is the number of the emails that have no attachments where a search hit was found. Total Unique Loose eDocs: This count is the number of loose eDocuments where a search hit was found. This does not include attachments to emails, but does count the individual documents where a hit was found from within a zip file. Total Hit Count: This count is the total number of hits that were found within all of the documents. Note: For some queries, the total hit count may be incorrect. To generate and download a search report 1. Perform a search. In Project Review, click Search Options > Generate Report. Running Reports Search Report | 168 Export Set Report The Export Set report supplies information about exported production sets. You can also generate and download a report either before or after you export the set to a load file. Each time you generate the report, it overwrites any previously generated report for that export set. After an export set report has been generated, you can download it in Microsoft Office Excel Worksheet format (XLSX) and save it to a new location. You can also view a list of the Export Set Reports under the Reports tab. To run an export set report 1. Select a project in the Project List panel. 2. Click the Printing/Export tab on the Home page. 3. Under the Export Set History tab, select an export and click Show Reports. 4. Under Summary, click Generate. Once an export report has been generated, click Download. Export Set Info Name: The name of the Export Set as defined by the user when the set was created. Labels: Lists which labels are included in the document set. Comments: Lists any comments that added when the export set was created. File Count: Displays a total of the number of documents contained within the exported set of data. File Size: Displays the total size of the documents being exported. File Breakout Type: Lists the document type by file extension of the files contained within the exported set of documents. Count: Size: Displays a count of how many documents are contained within each group. Displays the total size of the files within each of the groupings. File List Object Name: Displays the name of the file being exported. Person: Displays the name of the associated person. Extension: Path: Displays the original filepath of the exported item. Create Last Date: Displays the metadata property for the created date of the exported item. Access Date: Displays the metadata property for the last access date of the exported item. Modify Date: Displays the metadata property for the modification date of the exported item. Logical File Displays the file extension of the exported item. Size: Displays the metadata property fore the logical size of the exported item. Type (Generic): Displays the file type of the exported item. Running Reports Export Set Report | 169 Image Conversion Exception Report The Image Conversion Exception (ICE) report displays documents that were not imaged due to limitations of the image conversion tools or system failures. To run an image conversion exception report 1. Select a project in the Project List panel. 2. Click the Export tab on the Home page. 3. Expand the Download Reports button of a production set. 4. Select Download ICE Report. Running Reports Export Set Report | 170 Summary Report The Summary report supplies information about summaries in your project. You can must generate the report from the Tags tab in Review. After an summary report has been generated, you can download it in Microsoft Word format (DOCX) and save it to a new location. You can also view exported files. For details, see the Using Summaries information in the Review Guide. Running Reports Summary Report | 171 Chapter 17 Configuring Review Tools Project/case managers with the correct permissions can configure many of the review tools that admin reviewers use in Project Review. See Setting Project Permissions (page 154) for information on the permissions needed to set up review tools. The following review tools can be set up from the Home page: Markup Sets: Configuring Markup Sets (page 172) Custom Fields: Configuring Custom Fields (page 176) Tagging Layouts: Configuring Tagging Layouts (page 179) Highlight Profiles: Configuring Highlight Profiles (page 184) Redaction Text: Configuring Redaction Text (page 188) Configuring Markup Sets Markup sets are a set of redactions and annotations performed by a specified group of users. For example, you can create a markup set for paralegals, then when paralegal reviewers perform annotations on documents in the Project Review, all of their markups will only appear when the Paralegal option is selected as the markup for the document in the Natural or Image panel of Project Review. Note: Only redactions and annotations are included in markup sets. Configuring Review Tools Configuring Markup Sets | 172 Markup Sets Tab The Markup Sets tab on the Home page can be used to create markup sets for reviewers to use. Markup sets are a set of redactions and highlights performed by a specified group of users. Markup Sets Elements Element Description Filter Options Allows you search and filter all of the items in the list. You can filter the list based on any number of fields. See Filtering Content in Lists and Grids on page 47. Markup Sets List Displays the markup sets already created for the project. Click the column headers to sort by the column. Refreshes the Markup Sets List. Refresh Adjusts what columns display in the Markup Sets List. Columns Deletes selected markup set. Only active when a markup set is selected. Delete Adds a markup set. Add Markup Set Edits the selected markup set. Edit Markup Set Deletes the selected markup set. Delete Markup Set Allows you to associate users to a markup set. Users Tab Allows you to associate groups to a markup set. Groups Tab Associates a group/user to a markup set. Add Association Remove Association Configuring Review Tools Disassociates a markup set from a user/group. Configuring Markup Sets | 173 Adding a Markup Set Before you can assign a markup set to a user or group, you must first create the markup set on the Home page. Project/case managers with the Project Administrator permission can create, edit, and delete markup sets. To add a markup set 1. Log in as a user with Project Administrator rights. 2. Click the Markup Sets tab. See Markup Sets Tab on page 173. 3. Click the Add button 4. In the Markup Set Detail form, enter the name of the Annotation Set. 5. Click OK. . Deleting a Markup Set To delete a markup set 1. Log in as a user with Project Administrator rights. 2. Click the Markup Sets tab. See Markup Sets Tab on page 173. 3. Select the markup set that you want to delete. 4. Click the Delete button 5. In the confirm deletion dialog, click OK. . Editing the Name of a Markup Set You can edit the name of an existing markup set if you have Project Administrator rights. To edit a markup set 1. Log in as a user with Project Administrator rights. 2. Click the Markup Sets tab. See Markup Sets Tab on page 173. 3. Select the markup set that you want to edit. 4. Click the Edit button 5. Change the name of the Annotation Set. 6. Click OK. Configuring Review Tools . Configuring Markup Sets | 174 Associating a User or Group to a Markup Set If you are a user with Project Administrator rights, you can associate users or groups to markup sets. Once associated, annotations that the user performs in the Project Review will appear on the document in Native or Image view when the markup set is selected. To associate a user or group to a markup set 1. Log in as a user with Project Administrator rights. 2. Click the Markup Sets tab. See Markup Sets Tab on page 173. 3. Select the markup set that you want to associate to a user or group. 4. Click the User or Group tab at the bottom of the page. 5. Click the Add Association button 6. In the All Users or All User Groups dialog, click the plus sign to add the user or group to the markup set. 7. Click OK. . Disassociating a User or Group from a Markup Set If you are a user with Project Administrator rights, you can disassociate users or groups to markup sets. To disassociate a user or group from a markup set 1. Log in as a user with Project Administrator rights. 2. Click the Markup Sets tab. See Markup Sets Tab on page 173. 3. Check the markup set that you want to disassociate to a user or group. 4. Click the User or Group tab at the bottom of the page. 5. Click the Remove Association button Configuring Review Tools . Configuring Markup Sets | 175 Configuring Custom Fields Custom fields include the columns that appear in the Project Review and categories that can be coded in Project Review. You can create custom fields that will allow you to display the data that you want for each document in Project Review, in production sets, and in exports. Custom fields allow you to: Map fields from documents upon import to the custom fields you create. See the Loading Data documentation for more information on mapping fields. Code documents for the custom fields in Project Review, using tagging layouts. See the Reviewer Guide for more information on coding data. See Adding Custom Fields on page 177. See Creating Category Values on page 178. See Adding a Tagging Layout on page 180. Custom Fields Tab The Custom Fields tab on the Home page can be used to add and edit custom fields for Project Review and coding. Elements of the Custom Fields Tab Element Description Filter Options Allows you search and filter all of the items in the list. You can filter the list based on any number of fields. See Filtering Content in Lists and Grids on page 47. Highlight Custom Fields Displays the custom fields already created for the project. Click the column headers to sort by the column. Refresh Columns Delete Add Custom Fields Edit Custom Fields Delete Custom Fields Configuring Review Tools Refreshes the Custom Fields List. Adjusts what columns display in the Custom Fields List. Deletes selected custom fields. Only active when one or more custom fields are selected. IMPORTANT: See About Deleting Custom Fields on page 178. Adds a custom field. Edits the selected custom field. Deletes the selected custom field. IMPORTANT: See About Deleting Custom Fields on page 178. Configuring Custom Fields | 176 Adding Custom Fields Project/case managers with the Project Administrator permission can create and edit custom fields. You can use the custom fields to add categories, text, number, and date fields. When creating a custom field, the application will prevent you from using the name of an existing field. To add a custom field 1. Log in as a user with Project Administrator rights. 2. Click the Custom Fields tab. See Custom Fields Tab on page 176. 3. Click the Add button 4. In the Custom Field Detail form, enter the name of the custom field. 5. Select a Display Type: Check Date: box: Create a column that contains a check box. This is for coding categories only. Create a column that contains a date. Number: Radio: Text: . Create a column that contains a number. Create a column that contains a radio button. This is for coding categories only. Create a column that contains text. 6. Enter a Description for the custom field. 7. Select ReadOnly to make the column un-editable. 8. Click OK. Editing Custom Fields Project/case managers with the Project Administrator permission can create and edit custom fields. You cannot edit the Display Type of the custom field. To edit a custom field 1. Log in as a user with Project Administrator rights. 2. Click the Custom Fields tab. See Custom Fields Tab on page 176. 3. Select the custom field you want to edit. 4. Click the Edit button. 5. Make your edits. 6. Click OK. Configuring Review Tools Configuring Custom Fields | 177 Creating Category Values After you have created a Custom Field for check boxes or radio buttons, you can add values to the check boxes and radio buttons in Project Review. You can create multiple values for each category. To add values to categories 1. Log in as a user with Assign Categories permissions. 2. Click the Project Review 3. In the Project Explorer, click the Tags tab. 4. Expand the Categories. 5. Right-click on the category and select Create Category Value. button next to the project in the Project List. Create New Category Value Dialog 6. Enter a Name for the value. 7. Click Save. About Deleting Custom Fields The intent of this feature is that you can quickly delete a custom field that you created with properties that you did not intend. For example, you may realize after saving a custom field that you selected the wrong display type. If you have been using a custom field, and there is associated data with it, in most cases you will not want to delete it. IMPORTANT: Be aware of the following: If you delete a custom field that has been previously used, it will also delete the data contained within the field. If you delete a custom field that is used in a Tagging Layout, it will be removed from the layout, but the layout will remain. If you delete a custom field that is in use in the Item List by other user, that other user may experience errors. For example, if a user has enabled a column in the File List for this field, their browser may hang and they will have to refresh their browser and manually remove the column from the list. For this reason, if you must delete a custom field, you may want to do it at a time when fewer people are using the system. But users will still have to manually remove it from the column preferences. It may cause similar problems for any other panel where this field is used. It may also cause problems if the field is used in a global replace job that involves the field that hasn’t run yet. Any user with the appropriate permissions can delete a custom field. For example one user with Admin rights can delete a custom field that was created by a different user. Configuring Review Tools Configuring Custom Fields | 178 Configuring Tagging Layouts Tagging Layouts are layouts used for coding in the Project Review that the project manager creates. Users must have Project Administration permissions to create, edit, delete, and associate tagging layouts. First, you must create the layout, then associate fields to the layout for the reviewer to code, and finally, associate users or groups to the layout so that they can code with it in Project Review. Custom fields must be created by the project manager before they can be added to a tagging layout. See Configuring Custom Fields (page 176) for information on how to create custom fields. Tagging Layouts can be used to code fields in the Project Review for documents in the project. Coding is editing the data that appears in the fields for each document. Tagging Layout Tab The Tagging Layout tab on the Home page can be used to create layouts for coding in the Project Review. Elements of the Tagging Layout Tab Element Description Filter Options Allows you search and filter all of the items in the list. You can filter the list based on any number of fields. See Filtering Content in Lists and Grids on page 47. Tagging Layout List Displays the tagging layouts already created for the project. Click the column headers to sort by the column. Refreshes the Tagging Layout List. Refresh Adjusts what columns display in the Tagging Layout List. Columns Delete Deletes selected tagging layout. Only active when a tagging layout is selected. Adds a tagging layout. Add Tagging Layout Edits the selected tagging layout. Edit Tagging Layout Deletes the selected tagging layout. Delete Tagging Layout Tagging Layout Fields Tab Allows you to associate/disassociate fields to a tagging layout. Allows you to associate users to a tagging layout. Users Tab Configuring Review Tools Configuring Tagging Layouts | 179 Elements of the Tagging Layout Tab (Continued) Element Description Allows you to associate groups to a tagging layout. Groups Tab Associates a group, user, or field to a tagging layout. Add Association Disassociates a tagging layout from a user, group, or field. Remove Association Adding a Tagging Layout Project/case managers with the Project Administrator permission can create, edit, delete, and associate tagging layouts. To add a tagging layout 1. Log in as a user with Project Administrator rights. 2. Click the Tagging Layout tab. See Tagging Layout Tab on page 179. 3. Click the Add button 4. In the Tagging Layout Detail form, enter the name of the Tagging Layout. 5. Enter the number of the order that you want the layout to appear to the user in the Project Review. Repeated numbers appear in alphabetical order. 6. Click OK. . Deleting a Tagging Layout Project/case managers with the Project Administrator permission can create, edit, delete, and associate tagging layouts. To delete a tagging layout 1. Log in as a user with Project Administrator rights. 2. Click the Tagging Layout tab. See Tagging Layout Tab on page 179. 3. Check the layout that you want to delete. 4. Click the Delete button . Note: You can also delete multiple layouts by clicking the trash can delete button. 5. In the confirmation dialog, click OK. Configuring Review Tools Configuring Tagging Layouts | 180 Editing a Tagging Layout Project/case managers with the Project Administrator permission can create, edit, delete, and associate tagging layouts. To edit a tagging layout 1. Log in as a user with Project Administrator rights. 2. Click the Tagging Layout tab. See Tagging Layout Tab on page 179. 3. Click the Edit button 4. In the Tagging Layout Detail form, enter the name of the Tagging Layout. 5. Enter the number of the order that you want the layout to appear to the user in the Project Review. Repeated numbers appear in alphabetical order. 6. Click OK. . Associating Fields to a Tagging Layout Project/case managers with the Project Administrator permission can create, edit, delete, and associate tagging layouts. Custom fields must be created before you can associate them with a tagging layout. See Configuring Custom Fields on page 176. To associate fields to a tagging layout 1. Log in as a user with Project Administrator rights. 2. Click the Tagging Layout tab. See Tagging Layout Tab on page 179. 3. Select the layout that you want from the Tagging Layout list pane. 4. Select the fields tab in the lower pane 5. Click the Add Association button Configuring Review Tools . . Configuring Tagging Layouts | 181 Associate Tagging Layouts Dialog 6. Click to add the field to the layout. 7. Click OK. 8. Enter a number for the Order that you would like the fields to appear in the coding layout. 9. Select the fields that you just added (individually) and click the Edit button in the Tagging Layout Field Details. Select one of the following: Read Only: Select to make the field read only and disallow edits. Any standard or custom field that is defined to be 'Read Only' cannot be redefined as a "Required" or "None." Required: None: Select to make the field required to code before the reviewer can save the coding. Select to have no definition on the field. Is Carryable: Check to allow the field data to carry over to the next record when the user selects the Apply Previous button during coding. 10. Click OK. Note: Some fields are populated by processing evidence or are system fields and cannot be changed. These fields, when added to the layout, will have a ReadOnly value of True. Disassociating Fields from a Tagging Layout Project/case managers with the Project Administrator permission can disassociate tagging layouts. To disassociate fields from a tagging layout 1. Log in as a user with Project Administrator rights. 2. Click the Tagging Layout tab. See Tagging Layout Tab on page 179. Configuring Review Tools Configuring Tagging Layouts | 182 3. Select the layout that you want from the Tagging Layout list pane. 4. Click the fields tab in the lower pane 5. Click the Remove Association button . . Associate User or Group to Tagging Layout Project/case managers with the Project Administrator permission can create, edit, delete, and associate tagging layouts. To associate users or groups to a tagging layout 1. Log in as a user with Project Administrator rights. 2. Click the Tagging Layout tab. See Tagging Layout Tab on page 179. 3. Select the layout that you want from the Tagging Layout list pane. 4. Open either the User or Groups tab. 5. Click the Add Association button 6. In the All Users or All User Groups dialog, click 7. Click OK. . to add the user or group to the tagging layout. Disassociate User or Group to Tagging Layout Project/case managers with the Project Administrator permission can disassociate tagging layouts. To disassociate users or groups from a tagging layout 1. Log in as a user with Project Administrator rights. 2. Click the Tagging Layout tab. See Tagging Layout Tab on page 179. 3. Check the layout that you want from the Tagging Layout list pane. 4. Open either the User or Groups tab. 5. Check the user or group that you want to disassociate. 6. Click the Remove Association button Configuring Review Tools . Configuring Tagging Layouts | 183 Configuring Highlight Profiles You can set up persistent highlighting profiles that will highlight predetermined keywords in the Natural panel of Project Review. Persistent highlighting profiles are defined by the administrator or project/case manager and can be toggled on and off using the Select Profile drop-down in the Project Review. See Highlight Profiles Tab on page 184. Highlight Profiles Tab The Highlight Profiles tab on the Home page can be used to set up persistent highlighting profiles that will highlight predetermined keywords in the Natural panel in Project Review. Persistent highlighting profiles are defined by the administrator or project manager and can be toggled on and off using the Select Profile dropdown in the Project Review. Elements of the Highlight Profiles Tab Element Description Filter Options Allows you search and filter all of the items in the list. You can filter the list based on any number of fields. See Filtering Content in Lists and Grids on page 47. Highlight Profiles List Displays the highlight profiles already created for the project. Click the column headers to sort by the column. Refreshes the Highlight Profiles List. Refresh Adjusts what columns display in the Highlight Profiles List. Columns Delete Click to delete selected highlight profiles. Only active when a highlight profile is selected. Adds a highlight profile. Add Highlight Profiles Edits the selected highlight profile. Edit Highlight Profiles Deletes the selected highlight profile. Delete Highlight Profiles Highlight Profile Keywords Allows you to add keywords and highlights to the highlight profile. Allows you to associate users to a highlight profile. Users Tab Configuring Review Tools Configuring Highlight Profiles | 184 Elements of the Highlight Profiles Tab (Continued) Element Description Allows you to associate groups to a highlight profile. Groups Tab Associates a user or group to a highlight profile. Add Association Disassociates a highlight profile from a user or group. Remove Association Adding Highlight Profiles Project/case managers with the Project Administrator permission can create, edit, delete, and associate highlight profiles. To add a highlight profile 1. Log in as a user with Project Administrator rights. 2. Click the Highlight Profiles tab. See Highlight Profiles Tab on page 184. 3. Click the Add button 4. In the Highlight Profile Detail form, enter a Profile Name. 5. Enter a Description for the profile. 6. Click OK. Configuring Review Tools . Configuring Highlight Profiles | 185 Editing Highlight Profiles Project/case managers with the Project Administrator permission can create, edit, delete, and associate highlight profiles. To edit a highlight profile 1. Log in as a user with Project Administrator rights. 2. Click the Highlight Profiles tab. See Highlight Profiles Tab on page 184. 3. Select the profile that you want to edit. 4. Click the Edit button 5. In the Highlight Profile Detail form, enter a Profile Name. 6. Enter a Description for the profile. 7. Click OK. . Deleting Highlight Profiles Project/case managers with the Project Administrator permission can create, edit, delete, and associate highlight profiles. To delete a highlight profile 1. Log in as a user with Project Administrator rights. 2. Click the Highlight Profiles tab. See Highlight Profiles Tab on page 184. 3. Select the profile that you want to delete. 4. Click the Delete button . Note: You can also delete multiple profiles by clicking the trash can delete button. Add Keywords to a Highlight Profile After you have created a highlight profile, you can add keywords to the profile that will appear highlighted in the Natural panel of the Project Review when the profile is selected. To add keywords to a highlight profile 1. Log in as a user with Project Administrator rights. 2. Click the Highlight Profiles tab. See Highlight Profiles Tab on page 184. 3. Select a profile. 4. Select the Keywords tab Configuring Review Tools . Configuring Highlight Profiles | 186 5. Click the Add Keywords button. 6. In the Keyword Details form, enter the keywords (separated by a comma) that you want highlighted. 7. Expand the color drop-down and select a color you want to use as a highlight. 8. Click OK. 9. You can add multiple keyword highlights, in different colors, to one profile. Note: You can edit and delete keyword details by clicking the pencil or minus buttons in the Keywords tab. Associating a Highlight Profile Project/case managers with the Project Administrator permission can create, edit, delete, and associate highlight profiles. You can associate highlight profiles to users and groups. To associate a highlight profile to a user or group 1. Log in as a user with Project Administrator rights. 2. Click the Highlight Profiles tab. See Highlight Profiles Tab on page 184. 3. Select the profile that you want to associate to a user or group. 4. Open either the User or Groups tab. 5. Click the Add Association button 6. In the All Users or All User Groups dialog, click the plus sign to associate the user or group with the profile. 7. Click OK. . Disassociating a Highlight Profile Project/case managers with the Project Administrator permission can disassociate highlight profiles from users or groups. To disassociate a highlight profile from a user or group 1. Log in as a user with Project Administrator rights. 2. Click the Highlight Profiles tab. See Highlight Profiles Tab on page 184. 3. Select the profile that you want to disassociate from a user or group. 4. Open either the User or Groups tab. 5. Select the user or group that you want to disassociate. 6. Click the Remove Association button Configuring Review Tools . Configuring Highlight Profiles | 187 Configuring Redaction Text Project/case managers with the Project Administration permission can create redaction text profiles with text that appears on redactions on documents. Redactions can be made in the Image or Natural panel of the Project Review. Redaction Text Tab The Redaction Text tab on the Home page can be used to add, edit, and delete redaction text profiles. Redactions can be made in the Image view of the Project Review. Elements of the Redaction Text Tab Element Description Filter Options Allows you search and filter all of the items in the list. You can filter the list based on any number of fields. See Filtering Content in Lists and Grids on page 47. Redaction Text Profile List Displays the available redaction text profiles. Click the column headers to sort by the column. Refresh Refreshes the Redaction Text Profile list. For more information, see The Administrator Guide. Columns Adjusts what columns display in the Redaction Text Profile list. For more information, see The Administrator Guide. Delete Create Redaction Text Deletes selected redaction text profile. Only active when a redaction text is selected. Creates a redaction text profile. See Creating a Redaction Text Profile on page 188. Profile Edits the selected redaction text profile. Edit Redaction Text Deletes the selected redaction text profile. Delete Redaction Text Creating a Redaction Text Profile Project/case managers with the Project Administration permission can create the text that appears on redactions by adding redaction text profiles. To create redaction text profiles 1. Log in as a user with Project Administrator rights. 2. Click the Redaction Text tab. See Redaction Text Tab on page 188. Configuring Review Tools Configuring Redaction Text | 188 3. Click the Add button . 4. In the Redaction Text Detail form, enter the text that you want to appear on the redaction. 5. Click OK. Editing Redaction Text Profiles Project/case managers with the Project Administration permission can edit the text that appears on redactions by editing the redaction text profiles. To edit redaction text profiles 1. Log in as a user with Project Administrator rights. 2. Click the Redaction Text tab. See Redaction Text Tab on page 188. 3. Click the Edit button . 4. In the Redaction Text Detail form, enter the text that you want to appear on the redaction. 5. Click OK. Deleting Redaction Text Profiles Project/case managers with the Project Administration permission can delete redaction text profiles. To delete redaction text profiles 1. Log in as a user with Project Administrator rights. 2. Click the Redaction Text tab. See Redaction Text Tab on page 188. 3. Select the redaction text that you want to delete. 4. Click the Delete button Configuring Review Tools . Configuring Redaction Text | 189 Chapter 18 Monitoring the Work List The project/case manager can use the Work List tab on the Home page to monitor certain activities in the project. The following items are recorded in the Work List: searches, review sets, imaging, label assignments, imports, bulk coding, cluster analysis, bulk labeling, transcript/exhibit uploading, and delete summaries. The Job IDs are unique to every job. Jobs cannot be deleted or edited, only monitored. Project managers can be informed as to the actions performed in the project and errors that users have encountered in the project from the Work List tab. Accessing the Work List To access the Work List From the Home page, select a project, and click the Work List tab. Work List Tab The Work List tab on the Home page can be used to view data for the selected project. The bottom panel displays the number of documents processed and number of errors. This will be updated periodically to reflect current status. Elements of the Work List Tab Element Description Filter Options Allows you search and filter all of the items in the list. You can filter the list based on any number of fields. See Filtering Content in Lists and Grids on page 47. Work List Displays the jobs associated with the project. Click the column headers to sort by the column. Refresh Refreshes the Work List. Note: The Work List will automatically refresh every three minutes. Adjusts what columns display in the Work List. Columns Monitoring the Work List Accessing the Work List | 190 Elements of the Work List Tab (Continued) Element Description Displays the statistics on the data found in the Work List. Overview Tab Cancelling Review Jobs You can cancel certain jobs that you may have started while in Review. This allows you to resubmit work or cancel a process that you may not want to complete. Cancelling these jobs will cancel any work that has not yet been completed. Any work that has already completed will be retained. You can cancel the following jobs from the work list: Imaging Bulk Coding Network OCR Bulk Printing Documents To cancel a review job from the Work List 1. From the Work List, select the review job that you want to cancel. 2. Click to cancel the review job. Monitoring the Work List Accessing the Work List | 191 Chapter 19 Managing Document Groups About Managing Document Groups Project/case managers with Folders and Project Administration permissions can manage document groups. Document groups are folders where imported evidence is stored. You use document groups to organize your evidence by culling the data via permissions. Document groups can contain numerous documents. However, any given document can be in only one document group. You cannot assign permissions for documents unless the documents are in a document group. All documents in a group will be assigned DocIDs. Documents not within a document group, will NOT have DocIDs. You can name your document group to reflect where the files were located. The name can be a job number, a business name, or anything that will allow you to recognize what files are contained in the group. Document groups can be created in two ways: by importing evidence, or by selecting Document Groups in Project Review. See Creating a Document Group During Import on page 195. See Creating a Document Group in Project Review on page 195. Note: To make sure that the DocID, ParentDocID, and AttachDocIDs fields populate in the Family records, include at least one parent document and one child document when creating the document group. About DocIDs and object IDs DocIDs are assigned to document groups by sorting into the object ID order and then putting the objects into the family order. The family order takes top priority. Suppose you ignore all objects that are in a family except for the heads of family. The remaining objects (all objects that are not in a family and all heads of family) appear in object ID order. Objects that are in a family appear immediately after the head of family. How DocIDs are Created Doc IDs can either be imported or generated. When an import occurs, in the load file there is generally a doc ID associated with each object. The doc ID for each imported object can be seen in the DocID column in Review. This doc ID is also known as the original doc ID. Managing Document Groups About Managing Document Groups | 192 Doc IDs are also generated during the creation of a production set or export set. These doc IDs do not appear in the DocID column in review – they are only associated with the object in the context of the production set or export set. Note that there is also a Page ID generated for each page of a document. The Page ID can be branded on each page. In most cases, the Page ID is related to the Doc ID. There are two numbering styles for production/export sets: Australian, and US and all others. This topic only describes US-style numbering. Production Sets and Load File and Native Export Sets When creating a production set, on the Volume Document Options tab, there are four Naming Options: New Production Doc ID Original Doc ID Original File Name Original File Name with Original Path New Production Doc ID This is the default. The doc ID is generated based on the selections in the Document section on the right-hand size of the Volume Document Options tab. There are three different options, but with any option, the doc ID consists of an optional prefix, a number that is padded with zeroes on the left, and an optional suffix. The numeric portion begins with the starting number, which defaults to 1. The Padding is the minimum width of the numeric portion. For example, if Prefix is ABC, Suffix is empty, Starting Number is 1, and Padding is 4, then the first doc ID will be ABC0001. How the doc IDs are incremented and how the page IDs are generated differ based on the option: Independent Document and Page Numbering. There are separate sections for documents and pages for the prefix, suffix, starting number, and padding. The document settings control the doc ID, the name of the exported native file, and the name of the exported text file. The documents are numbered sequentially. The page settings control the page ID and the names of the images files. Each page is numbered sequentially. For images files with one file for the entire document, e.g., PDF, the name of the image file is the same as the page ID of the first page. The doc IDs and the page IDs are not correlated – the doc ID is incremented once for each document, while the page ID is incremented once for each page of each document. For example, the doc IDs might be D000001, D000002, D000003, etc. The page IDs might be: For D000001, page IDs P000001, P000002, P000003, P000004. For D000002, page IDs P000005 For D000003, page IDs P000006, P000007, P000008. Etc. Number by Document with Page Counter Suffix. Documents are numbered sequentially. The page ID of each page is the doc ID followed by a period (.) and the page number padded with zeroes to a width of four digits. For example, the documents might be ABC000001, ABC000002, etc. The pages of ABC000002 would be numbered ABC000002.0001, ABC000002.0002, ABC000002.0003, etc. Number by Page. The page IDs of each page of each document are numbered sequentially, continuing across documents. For example, if the page ID of the first page of the first document is D000001, and the document contains two pages, then the page ID of page 2 of the first document is D000002, and the page Managing Document Groups About Managing Document Groups | 193 ID of the first page of the second document is D000003. The doc ID of each document is the page ID of the first page of the document. Original Doc ID The doc ID of each document is the doc ID imported with the document or assigned to it when it is added to a document group. The prefix, suffix, starting number, and padding that are selected in the document naming parameters are only used for documents that do not have an original doc ID. Independent Document and Page Numbering. There are separate sections for documents and pages for the prefix, suffix, starting number, and padding. The doc ID is taken from the original doc ID, if the document has one; otherwise, the doc ID is generated from the document settings. The doc ID is used as the file name for the exported native file and the exported text file. The page settings control the page ID and the names of the images files. Each page is numbered sequentially. For images files with one file for the entire document, e.g., PDF, the name of the image file is the same as the page ID of the first page. Number by Document with Page Counter Suffix. The doc ID is the original doc ID. The page ID of each page is the doc ID followed by a period (.) and the page number padded with zeroes to a width of four digits. Number by Page. The doc ID is the original doc ID. The page ID of the first page is the doc ID. The page ID of each subsequent page is one higher than that of the previous page. This option assumes that there is a sufficient gap between successive doc IDs to provide a unique number for each page. If this is not the case, then the same page ID may be assigned to pages in different documents. This is especially the case when the original doc IDs are sequential. For example, let’s say that ten documents of ten pages each are imported, and that the doc IDs of these documents are ABC000001, ABC000011, ABC000021, …, ABC000091. The page IDs of ABC000001 will be ABC000001, ABC000002, ABC000003, …, ABC000010. The page IDs of ABC000011 will be ABC000011, ABC000012, ABC000013, …, ABC000020. The page IDs of ABC000091 will be ABC000091, ABC000092, ABC000093, …, ABC000100. On the other hand, if these same documents were imported with doc IDs of ABC000001, ABC000002, ABC000003, …, ABC000010, then the page IDs of ABC000001 will be ABC000001, ABC000002, ABC000003, …, ABC000010, while the page IDs of ABC000002 will be ABC000002, ABC000003, ABC000004, …, ABC000011. Thus most of the page IDs of the imported files overlap. The second example demonstrates that with imported files with sequential doc IDs, if using original doc ID naming, the documents should generally be numbered with the Number by Document with Page Counter Suffix option and not the Number by Page option. Original File Name and Original File Name with Original Path The doc ID is the original file name (not including the rest of the file path) without the file extension. Managing Document Groups About Managing Document Groups | 194 Creating a Document Group During Import While importing evidence, you can create a document group. You can also place the documents into an existing document group. See the Loading Data documentation for information on how to create new document groups while importing evidence and putting evidence into existing document groups. Creating a Document Group in Project Review Project/case managers with Folders permissions can create Document Groups in the Project Review. To create document groups in Project Review 1. Log in as a user with Project Administrator rights. 2. Click the Project Review 3. In the Project Explorer, right-click the Document Groups folder and select Create Document Group. 4. Enter a Name for the document group. 5. Enter a Description for the document group. 6. Click Next. 7. Check the labels that you want to include in the document group. 8. Click Next. 9. Select one of the following: Continue Assign button next to the project in the Project List. from Last: Select to continue the numbering from the last document. DocIDs: Select to assign DocID numbers to the records. 10. Enter a Prefix for the new numbering. 11. Enter a Suffix for the new numbering. 12. Select a Starting Number for the documents. 13. Select the Padding for the documents. 14. Click Next. 15. Review the Summary and click Create. 16. Click OK. Managing Document Groups Creating a Document Group During Import | 195 Renumbering a Document Group in Project Review Project/case managers with Folders permissions can renumber Document Groups in the Project Review. This lets you eliminate gaps and correct incorrect numbering. Upon the case of a deleted and recreated sub set of documents within a document group, you can provide different numbering. To renumber document groups in Project Review 1. Log in as a user with Project Administrator rights. 2. Click the Project Review 3. In the Project Explorer, expand the Document Groups folder. 4. Right-click an existing Document Group folder and select Renumber Document Group. 5. Enter a Prefix for the new numbering. 6. Enter a Suffix for the new numbering. 7. Select a Starting Number for the documents. 8. Select the Padding for the documents. 9. Click Next. button next to the project in the Project List. 10. Review the Summary and click Renumber. 11. Click OK. Deleting a Document Group in Project Review Project/case managers with Folders permissions can delete Document Groups in the Project Review. Deleting a document group allows you to move a document from one document group to another group, create sub document groups and create master document groups. When deleting a document group, the application deletes any associations to the deleted group that a particular document has. The application also deletes any DocIDs of documents that were in the deleted group. This allows you to assign a document to a new document group, or alter an existing document group. You will need to assign new DocIDs to documents that were in a deleted document group. To delete document groups in Project Review 1. Log in as a user with Project Administrator rights. 2. Click the Project Review 3. In the Project Explorer, expand the Document Groups folder. 4. Right-click a Document Group and select Delete Document Group. 5. Click OK. Managing Document Groups button next to the project in the Project List. Renumbering a Document Group in Project Review | 196 Managing Rights for Document Groups in Project Review You can designate an existing User Group to have security permissions to manage Document Groups. For information on creating User Groups, see and Admin Guide. To assign security permissions to a User Group for a Document Group 1. Log in as a user with Project Administrator rights. 2. Click the Project Review 3. In the Project Explorer, expand the Document Groups folder. 4. Right-click a Document Group and select Manage Permissions. 5. Check the User Groups that you want to assign. 6. Click Save. Managing Document Groups button next to the project in the Project List. Managing Rights for Document Groups in Project Review | 197 Chapter 20 Managing Transcripts and Exhibits Project/case managers with Upload Exhibits, Upload Transcripts, and Manage Transcripts permissions can upload transcripts, create transcript groups, grant transcript permissions to users, and upload exhibits. Transcripts are uploaded from Project Review and can be viewed and annotated in the Transcripts panel. Creating a Transcript Group Project/case managers with the Create Transcript Group permission can create transcript groups to hold multiple transcripts. To create a transcript group 1. Log in as a user with Create Transcript Group permissions. 2. Click the Project Review 3. In the Project Explorer, right-click the Transcripts folder and click Create Transcript Group. 4. Enter a Transcript Group Name. 5. Click Save. 6. After creating the group, refresh the panel by clicking button next to the project in the Project List. (Refresh) at the top of the Project Explorer panel. Uploading Transcripts Project/case managers with the Upload Transcripts permission can upload either .PTX or . TXT transcript files and put them in transcript groups. You can only add transcripts one at a time. When you upload a transcript, they are automatically indexed. To upload transcripts 1. Log in as a user with Upload Transcripts permissions. 2. Click the Project Review 3. In the Project Explorer, right-click the Transcripts folder and click Upload Transcript. Managing Transcripts and Exhibits button next to the project in the Project List. Creating a Transcript Group | 198 Upload Transcript Dialog 4. Click Browse to find the transcript file, highlight the file, and click Open. 5. Select a Transcript Group from the menu. See Creating a Transcript Group on page 198. 6. Enter the name of the Deponent. 7. Select the Deposition Date. 8. If you are uploading more than one transcript from the same day, specify the volume number to differentiate between transcripts uploaded on the same date. 9. Select This transcript contains unnumbered preamble pages to indicate that there are pages prior to the testimony. If you check this box, enter the number of preamble pages prior that occur before the testimony. These pages will be numbered as “Preamble 0000#.” The numbering continues as normal after the preamble pages. 10. If the transcript is password protected, enter the password in the Password field. 11. Click Upload Transcript. 12. After the upload is complete, refresh the Item List. 13. To view the transcripts that have been uploaded, select the Transcript Groups that you want to view and click (Apply) on the Project Explorer panel. See the Reviewer Guide for more information on viewing and working with transcripts. Updating Transcripts Project managers with the Upload Transcripts permission can update transcripts in transcript groups. You can only update transcripts one at a time. To update transcripts 1. Log in as a user with Upload Transcripts permissions. 2. Click the Project Review 3. In the Project Explorer, right-click the Transcripts folder and click Update Transcript. Managing Transcripts and Exhibits button next to the project in the Project List. Creating a Transcript Group | 199 Update Transcript Dialog 4. Select a Transcript Group. 5. Select a Transcript. 6. Enter the Deponent name. 7. Enter the Deposition Date. 8. If you are uploading more than one transcript on the same day, specify the volume number to differentiate between transcripts uploaded on the same date. 9. Click Update Transcript. Creating a Transcript Report Project/case managers with the Create Transcript Report permission can create a report of the notes and highlights on a transcript. If there are no notes or highlights on a report, a report will not be generated. Note: You can create a report containing issues with notes or a report containing issues without notes, but you cannot create a report that contains both issues with notes and issues without notes. If you create a report with notes without issues but the selected notes have been previously assigned to an issue, those notes will not appear in the report. To create a transcript report 1. Log in as a user with Create a Transcript Report permissions. 2. Click the Project Review 3. From the Explore tab in the Project Explorer, right-click the Transcripts folder and click Transcript Report. Managing Transcripts and Exhibits button next to the project in the Project List. Creating a Transcript Group | 200 Transcript Report Dialog 4. Select Include Notes. You can mark whether to generate a report of all the users’ notes or just your own notes. 5. Check any issues that you want included in the report. Click Select All to select all of the issues to include or click Select None to deselect all of the issues. 6. Select Include Highlights. You can mark whether to generate a report of all the users’ highlights or just your own highlights. 7. Click Generate Report. Managing Transcripts and Exhibits Creating a Transcript Group | 201 Capturing Realtime Transcripts You have the ability to run a Realtime transcript session and capture the stream from a court reporter’s stenographer machine. You can either connect to a court reporter’s machine or run a demonstration of the Realtime transcript with a simulated transcription. To capture a Realtime transcript 1. Log in as a user with Realtime Transcripts permissions. 2. Click the Project Review 3. From the Explore tab in the Project Explorer, right-click the Transcripts folder and select Start Realtime Transcripts. 4. A dialog displays asking to start a new Realtime session or resume a previous session. Click Start New Realtime Session. 5. Click Next. 6. Enter the options that you want associated with this transcript: button next to the project in the Project List. Transcript Group: You must select a group for the realtime transcript. If no groups are defined, exit the wizard and create a group. See Creating a Transcript Group on page 198. Deponent Deposition Date Volume: If you are capturing more than one transcript on the same day, specify the volume number to differentiate between the transcripts captured on the same date. 7. Click Next. 8. Select the serial port that will contain the feed from the court reporter’s machine. The default port is COM1. Once selected, ask the Court Reporter to type a few lines to test the port. If you do not see any lines behind the wizard window, select another port and retry. If none of the ports work, check your connections. 9. Click Next. Set up Realtime Transcript Properties Dialog Managing Transcripts and Exhibits Capturing Realtime Transcripts | 202 10. In the Set up Realtime Transcript Properties dialog, you have several options in setting up your transcript. 11. Click Test to test the connection. Once the connection test is successful, click Finish. Elements of the Set up Realtime Transcript Properties Dialog Element Description Source Source Type Allows you to select from which port you are receiving the stenographer’s feed. The default is the serial port. Lines Per Page Allows you to enter how many lines you want to appear for each page of the transcript. Time Codes Allows you to stamp a time code on the transcript. You can choose to display the time based on the following options: Time of Day - Marks the transcript with the time of day as indicated by your system. Time From Court Reporter - Marks the transcript with the same time as indicated by the court reporter’s stenographer machine. Start Time - Specifies the time stamped on the transcript. No Time Codes - Specifies that no time code is stamped on the transcript. Time Codes every x lines - Specifies how frequent the time code appears on the transcript. Steno Feed Allows you to set the options for the court reporter’s stenographer feed. Before connecting and receiving the stenographer feed, make sure that you have the correct serial settings for the stenographer feed. Steno Feed Format Allows you to choose to receive the court reporter’s feed in either CaseView or ASCII format. Line Terminator Available only for ASCII format. Allows you to indicate line termination by CRLF (carriage return line feed), CR only (Carriage return), or LF only (line feed). Serial Port Settings Allows you to configure the serial port settings for the stenographer feed. You can set the following options: Port - The interface where the feed is transmitted. This will usually be COM1. Baud Rate - The speed in which the data is sent. You can select a rate between 110 baud and 56000 baud. Data Bits - The number of data bits sent with each character. Most characters will have eight bits (ddb8). Parity - Parity detects errors in the feed. You can set the parity to either None, Even, Odd, Mark, and Space. The default setting is None. Stop Bits - Stop bits allow the system to resynchronize with the feed. The default setting is one bit. Marking Realtime Transcripts Once you have a successful connection and start receiving the transcript, you can mark it and link it to other documents in the project. The Transcript window displays after connecting to the stenographer’s machine. The Transcript window displays two panes: the Notes/ Linked pane and the Transcript pane. The following tables describe the functions of the elements of the two panes. Managing Transcripts and Exhibits Capturing Realtime Transcripts | 203 Realtime Notes/Linked Panels Realtime Notes/Linked Panel Elements Element Description Notes This tab manages the Quick Mark notes that are produced in the Realtime transcript. Actions Provides the ability to perform a selected task on the items within the panel. Delete Provides the ability to delete any Quick Mark notes or links. Filters Provides the ability to filter notes and linked documents. You can filter notes by page, line, note, issues, date or owner. You can filter linked documents by DocID, LinkObjectID, or file path. Linked This tab manages links from the transcript to other documents in the project. Provides the ability to link to other documents in the project. Realtime Transcript Panel Managing Transcripts and Exhibits Capturing Realtime Transcripts | 204 Realtime Transcript Panel Elements Element Description Disconnect This option allows you to disconnect from the court reporter’s feed. Line/Word This option controls how the data is entered into the transcript. You can have the data entered word by word, or allow a line to be completed and populated before the data is transmitted. No Scroll/Auto Scroll This option displays whether the feed scrolls or not. If No Scroll is selected, the scroll bar will continue to move, but the feed will not move until you pull down the scroll bar. Exercise this option by toggling. Suspend/Continue This option allows you to either suspend or continue the feed. Exercise this option by toggling. Quick Mark This option allows you to quick mark the transcript. A quick mark is a note that you can enter and add additional information to the transcript. The quick mark will occur at the last known word/line. You can also quick mark the transcript by clicking the space bar. The search bar allows you to search for words or phrases within the transcript. Save Allows you to save the transcript draft. Updating a Realtime Transcript Project managers with the Update Realtime Transcript permission can replace an earlier saved version of a Realtime transcript with a new version. To update a Realtime transcript 1. Click the Project Review button next to the project in the Project List. 2. From the Explore tab in the Project Explorer, right-click the Transcripts folder and click Update Realtime Transcript. 3. Enter the information in the dialog. 4. Click Update. Update a Realtime Transcript Dialog Managing Transcripts and Exhibits Capturing Realtime Transcripts | 205 Elements of the Realtime Transcript Dialog Element Description Update Allows you to enter the transcript that you want to replace. Select the transcript name and group name from the pull-down menu. With Allows you to enter the new transcript. You can enter the filename in the field or browse to the location on the system. New Deponent Allows you to add a new deponent to the transcript if you want. Keep Draft Allows you to select to keep the original version that you are replacing. Rename Previous Version to: Allows you to rename the original version to avoid confusion between versions. Is Certified Allows you to select whether the new version of the transcript is certified or not. Managing Transcripts and Exhibits Capturing Realtime Transcripts | 206 Using Transcript Vocabulary The Transcript Vocabulary feature uses dtDearch to create an index of all of the unique words in a transcript. The index lists all of the unique words contained in the specific transcript or all transcripts. (Noise words, such as an and the, are not included in the index.) You can use the Transcript Vocabulary feature to isolate transcripts that include specific words, and search for those words in the transcript. Navigate between highlighted terms and view the highlighted terms in context of the transcript. Note: The content of headers, preambles, and margins of the transcripts are included in the Vocabulary index. To use Transcript Vocabulary 1. Click the Project Review button next to the project in the Project List. 2. Select Vocabulary from the Search Options menu. The Vocabulary dialog appears. Transcript Vocabulary Dialog Elements of the Vocabulary Dialog Element Scope Description Narrows the scope of the vocabulary index as follows: All Transcript - Builds an index from all of the transcripts in the project. Transcript in List - Builds an index from the transcripts in the Item List. Managing Transcripts and Exhibits Using Transcript Vocabulary | 207 Elements of the Vocabulary Dialog Element Description Search Allows you to search for a word or a group of words in the vocabulary list. Entering a letter in the search field retrieves a list of words that begins with the letter entered. Displays the word count of the vocabulary index. This count changes depending upon the scope of the transcript vocabulary. Page Size Changes the number of word rows displayed in the pane. Page ___ of Navigates between pages of words listed. Refreshes the word list. View Details Displays more details on documents that contain the word in the highlighted row. This word appears in the Current Word field. Note: Only details of the highlighted word appear in the Current Word field, even when other words are selected in the Vocabulary list. When selected, a dialog appears. See Viewing Details of Words in the Vocabulary Dialog on page 208. Run Search Searches for documents containing certain words selected in the Vocabulary list. Note: This search searches the entire project, not just transcript documents. Any documents found post back to the Item List. You can check any number of words to include in the search. Select Match All from the menu to return documents that contain all of the words selected or Match Any to return documents that contain any of the words selected. Viewing Details of Words in the Vocabulary Dialog In the Vocabulary dialog, you can view details of the documents that contain the word that you are examining. Within the Documents Containing dialog, you can view a list of documents and filter by TranscriptName, ObjectID, or Hit Count. Note: The TranscriptName contains the deponent name, deposition date, and volume (if specified). Select a document in the document list and click View Selected Document to open the document to view the selected word. The document opens in the Natural Viewer and the selected word highlights in the Natural Viewer. Click Close to exit the Documents Containing dialog. Managing Transcripts and Exhibits Using Transcript Vocabulary | 208 Uploading Exhibits Project/case managers with the Upload Exhibits permission can upload exhibits in Project Review. You can view exhibits in the exhibits panel. To upload an exhibit 1. Log in as a user with Upload Exhibits permissions. 2. Click the Project Review 3. In the Project Explorer, right-click the Transcripts folder and click Upload Exhibits. button next to the project in the Project List. Upload Exhibit Dialog 4. Select the Transcript Group that contains the transcript to which you want to link the exhibit. 5. From the Transcripts menu, select the transcript to which you want to link the exhibit. 6. Click Browse, highlight the exhibit file, and click Open. 7. In the Text to be linked field, enter the text (from the transcript) that will become a link to the exhibit. You can enter multiple text or aliases to be linked. Separate the terms by either a comma and/or a semicolon. Every occurrence of the text in the transcript becomes a hyperlink to the exhibit. 8. Click Upload Exhibit. Managing Transcripts and Exhibits Uploading Exhibits | 209 Chapter 21 Managing Review Sets Review sets are batches of documents that you can check out for coding and then check back in. Review sets aid in the work flow of the reviewer. It allows the reviewer to track the documents that have been coded and still need to be coded. Project/case managers with Create/Delete Review Set permissions can create and delete review sets. Creating a Review Set Project/case managers with Create/Delete Review Set permissions can create and delete review sets. To create a review set 1. Log in as a user with Project Administrator rights. 2. Click the Project Review 3. Click the Review Sets button in the Project Explorer. See the Reviewer Guide for more information on the Review Sets tab. 4. Right-click the Review Sets folder and click Create Review Set. button next to the project in the Project List. Create Review Set Dialog 5. Enter a Name for the review set. Managing Review Sets Creating a Review Set | 210 6. Select a Review Column that indicates the status of the review. New columns can be created in the Custom Fields tab of the Home page. See Custom Fields Tab on page 176. 7. Enter a prefix for the batch that will appear before the page numbers of the docs. 8. Increase or decrease the Batch Size to match the number of documents that you want to appear in the review set. 9. Check the following options if desired: Keep Families together: Check this to include documents within the same family as the selected documents in the batch. Keep Similar document sets together: Check this to include documents related to the selected documents in the batch. Note: Any “Keep” check box selected will override the restricted Batch Size. 10. Click Next. Create Review Sets Dialog Second Screen 11. Expand Labels and check the labels that you want to include in the review set. All documents with that label applied will be included in the review set. This is only relevant if the documents have already been labeled by reviewers. 12. Expand the Document Groups and check the document groups that you want to include in the review set. 13. Click Next. 14. Review the summary of the review set to ensure everything is accurate and click Create. 15. Click Close. Managing Review Sets Creating a Review Set | 211 Deleting Review Sets Project/case managers with Create/Delete Review Set permissions can create and delete review sets. To create a review set 1. Log in as a user with Project Administrator rights. 2. Click the Project Review 3. Click the Review Sets button in the Project Explorer. See the Reviewer Guide for more information on the Review Sets tab. 4. Expand the All Sets folder. 5. Right-click the review set that you want to delete and click Delete. 6. Click OK. Managing Review Sets button next to the project in the Project List. Deleting Review Sets | 212 Renaming a Review Set Project/case managers with Manage Review Set permissions can rename review sets. To rename a review set 1. Log in as a user with Project Administrator rights. 2. Click the Project Review 3. Click the Review Sets button in the Project Explorer. See the Reviewer Guide for more information on the Review Sets tab. 4. Expand the All Sets folder. 5. Right-click the review set that you want to rename and click Rename. 6. Enter a name for the review set. Managing Review Sets button next to the project in the Project List. Renaming a Review Set | 213 Manage Permissions for Review Sets Project/case managers with Manage Review Set permissions can manage the permissions for review sets. To rename a review set 1. Log in as a user with Project Administrator rights. 2. Click the Project Review 3. Click the Review Sets button in the Project Explorer. See the Reviewer Guide for more information on the Review Sets tab. 4. Expand the All Sets folder. 5. Right-click the review set that you want to manage permissions for and click Manage Permissions. button next to the project in the Project List. Assign Security Permissions Dialog 6. Check the groups that you want to grant permissions to the review set. Groups granted the Check In/ Check Out Review Batches permission will be able to check out the review sets to which they are granted permission. 7. Click Save. Managing Review Sets Manage Permissions for Review Sets | 214 Chapter 22 Project Folder Structure This document describes the folder structure of the projects in your database. The location of the project folders will differ depending on the project folder path where you saved the data. Project Folder Path When a project is created, a Project Folder is created in the Project Folder Path provided by the user that creates the project. The Project Folder consists of alphanumeric characters auto generated by the application. Project Folder example: 3fc04d13-1b48-40a5-80d3-0e410e8e9619. Finding the Project Folder Path You can find your project folder path by looking at the Project Details tab. To find the project folder path 1. Log in to the application. 2. Select the project in the Project List panel. 3. Click on the Project Detail tab on the Home page. 4. Under Project Folder Path, the path is listed. Project Folder Structure Project Folder Path | 215 Project Folder Subfolders Within the Project Folder, there are multiple subfolders. What subfolders that are available to view will depend upon the project and the evidence loaded within the project. This section describes those subfolders. Please note most of the files within the subfolders are in the DAT extension. This is the extension that the application requires in order to read the contents of these files. The filename ( .dat) represents the ObjectID of that document. It should match the ObjectID column displayed in the Project Review. CoolHTML: This folder contains the CoolHTML files. The application converts all email files into CoolHTML files in order for the native viewer to display them. Native: This folder contains all the native files. This only pertains to Imported DII Documents and Production Set Documents. Tiff: This folder contains the Image Documents. This only pertains to Imported DII Image Documents, Production Set Image Documents, and Documents imaged using the “Imaging” option in the Item List panel of the Project Review. PDF: This folder contains the Image Documents. These are imaged using the “Imaging” option in the Item List panel of Project Review and selecting the pdf option. Graphic_Swf: This folder contains flash files created when imaging documents. There are two ways to create these flash files: Click on the Annotate button from the Image tab of the Document Viewer. Select Imaging in the mass operations of the Item List panel and then select the Process for Image Annotation option. Native_Swf: This folder contains flash files created when imaging documents. There are two way to create these flash files: Click on the Annotate button from the Natural tab of Document Viewer. Select Imaging in the mass operations of the Item List panel and then select the Process for Native Annotation option. Reports: This folder contains any report that is downloadable from within the program’s interface, including project level reports such as Deduplication, Data Volume, Search, and Audit Log Reports. Slipsheets: This folder is a temporary location to place slipsheets during an imaging, production set, or export job where images are requested. During the job if a particular document cannot be imaged, the program will create a slipsheet for the document, which is stored in this file. As the job gets to completion, the program will move that slipsheet into the appropriate folder (with the appropriate number in the project of export and production sets.) Dts_idx: This folder contains the DT Search Index Files. These are needed to be able to search for full text data. Email_body: This folder contains files that are the text of an email body. Filtered: This folder contains the files that are the text of the Native file extracted by the application at the time of Add Evidence. OCR: This folder contains the files that are the text of the Native/Image files loaded via Import DII. JT: This folder contains files that are used for communication between processing host and processing engine. This is internal EP communication. Jobs: This folder contains the jobs sent via the application (i.e. Import, Add Evidence, Cluster Analysis, etc.) There are multiple Job folders: Project Folder Structure Project Folder Subfolders | 216 AA: This folder contains the Additional Analysis Jobs which consist of Jobs from Import, Imaging, Transcript Uploads, Clustering, etc. This folder also contains subfolders for the respective jobs performed by the Additional Analysis jobs. These folders contain compressed job information log files that are used for troubleshooting. The user should not need to access these log files. AE: This folder contains the jobs processed through Add Evidence. This folder also contains subfolders for the respective Add Evidence jobs. These folders contain compressed job information log files that are used for troubleshooting. The user should not need to access these log files. MI: This folder contains files for Index Manager jobs. These are run anytime you run another job to help update the database. This folder also contains subfolders for the respective jobs performed by the Index Manager jobs. These folders contain compressed job information log files that are used for troubleshooting. The user should not need to access these log files. EvidenceHistory.log: This folder contains a log file of Add Evidence, Additional Analysis, and Indexing Jobs. A user should not need to access these log files. Opening Project Files To open any of the DAT files, you’ll need to know the original extension of the files. For example, if the file is in the Tiff Folder, you know that it was originally a TIFF file. So if you change the extension from DAT to TIFF, you can open the file and it’ll open as a TIFF File. The files in the Native Folder are a little more complicated. You will need to match up the ObjectID to the one shown in the Project Review and determine what kind of native file it is and then change it to that extension accordingly. So that you do not alter the original file, it is best that you make a copy of the data files and then change the extension accordingly. Files in the Project Folder In the main Project Folder, there and many files that are not in folders. Some of the loose files that you may encounter include: EvidenceHistory.log: This is a log file of Add Evidence Jobs, Imaging Jobs, Production Sets, and Clustering Jobs. Project Folder Structure Project Folder Subfolders | 217 Chapter 23 Getting Started with KFF (Known File Filter) This document contains the following information about understanding and getting started using KFF (Known File Filter). About KFF (page 218) About the KFF Server and Geolocation (page 223) Installing the KFF Server (page 224) Configuring the Location of the KFF Server (page 225) Migrating Legacy KFF Data (page 226) Importing KFF Data (page 228) About CSV and Binary Formats (page 236) Installing KFF Updates (page 240) Uninstalling KFF KFF (page 239) Library Reference Information (page 241) What has Changed in Version 5.6 (page 246) Important: AccessData applications versions 5.6 and later use a new KFF architecture. If you are using one of the following applications version 5.6 or later, you must install and implement the new KFF architecture: Resolution1 (Resolution1 Platform, Resolution1 CyberSecurity, Resolution1 eDiscovery) Summation FTK-based products (FTK, FTK Pro, AD Lab, AD Enterprise) See What has Changed in Version 5.6 on page 246. About KFF KFF (Known File Filter) is a utility that compares the file hash values of known files against the files in your project. The known files that you compare against may be the following: Files that you want to ignore, such as operating system files Files that you want to be alerted about, such as malware or other contraband files The hash values of files, such as MD5, SHA-1, etc., are based on the file’s content, not on the file name or extension. The helps you identify files even if they are renamed. Getting Started with KFF (Known File Filter) About KFF | 218 Using KFF during your analysis can provide the following benefits: Immediately identify and ignore 40-70% of files irrelevant to the project. Immediately identify known contraband files. Introduction to the KFF Architecture There are two distinct components of the KFF architecture: KFF Data - The KFF data are the hashes of the known files that are compared against the files in your project. The KFF data is organized in KFF Hash Sets and KFF Groups. The KFF data can be comprised of hashes obtained from pre-configured libraries (such as NSRL) or custom hashes that you configure yourself. See Components of KFF Data on page 219. KFF Server - The KFF Server is the component that is used to store and process the KFF data against your evidence. The KFF Server uses the AccessData Elasticsearch Windows Service. After you install the KFF Server, you import your KFF data into it. Note: The KFF database is no longer stored in the shared evidence database or on the file system in EDB format. Components of KFF Data Item Description Hash The unique MD5 or SHA-1 hash value of a file. This is the value that is compared between known files and the files in your project. Hash Set A collection of hashes that are related somehow. The hash set has an ID, status, name, vendor, package, and version. In most cases, a set corresponds to a collection of hashes from a single source that have the same status. Group KFF Groups are containers that are used for managing the Hash Sets that are used in a project. KFF Groups can contains Hash Sets as well as other groups. Projects can only use a single KFF Group. However, when configuring your project you can select a single KFF Group which can contains nested groups. Status The specified status of a hash set of the known files which can be either Ignore or Alert. When a file in a project matches a known file, this is the reported status of the file in the project. Library A pre-defined collection of hashes that you can import into the KFF Serve. There are three pre-defined libraries: NSRL NDIC HashKeeper DHS See About Pre-defined KFF Hash Libraries on page 221. Getting Started with KFF (Known File Filter) About KFF | 219 Item Description Index/Indices When data is stored internally in the KFF Library, it is stored in multiple indexes or indices. The following indices can exist: NSRL index A dedicated index for the hashes imported from the NSRL library. NDIC index A dedicated index for the hashes imported from the NDIC library. DHC index A dedicated index for the hashes imported from the DHC library. KFF index A dedicated index for the hashes that you manually create or import from other sources, such as CSV. These indices are internal and you do not see them in the main application. The only place that you see some of them are in the KFF Import Tool. See Using the KFF Import Utility on page 229. The only time you need to be mindful of the indices is when you use the KFF binary format when you either export or import data. See About CSV and Binary Formats on page 236. About the Organization of Hashes, Hash Sets, and KFF Groups Hashes, such as MD5, SHA-1, etc., are based on the file’s content, not on the file name or extension. You can also import hashes into the KFF Server in .CSV format. For FTK-based products, you can also import hashes into the KFF Server that are contained in .TSV, .HKE, .HKE.TXT, .HDI, .HDB, .hash, .NSRL, or .KFF file formats. You can also manually add hashes. Hashes are organized into Hash Sets. Hash Sets usually include hashes that have a common status, such as Alert or Ignore. Hash Sets must be organized into to KFF Groups before they can be utilized in a project. Getting Started with KFF (Known File Filter) About KFF | 220 About Pre-defined KFF Hash Libraries All of the pre-configured hash sets currently available for KFF come from three federal government agencies and are available in KFF libraries. See About KFF Pre-Defined Hash Libraries on page 241. You can use the following KFF libraries: NIST NSRL See About Importing the NIST NSRL Library on page 232. NDIC HashKeeper (Sept 2008) See Importing the NDIC Hashkeeper Library on page 233. DHS (Jan 2008) See Importing the DHS Library on page 234. It is not required to use a pre-configured KFF library in order to use KFF. You can configure or import custom hash sets. See your application’s Admin Guide for more information. How KFF Works The Known File Filter (KFF) is a body of MD5 and SHA1 hash values computed from electronic files. Some predefined data is gathered and cataloged by several US federal government agencies or you can configure you own. KFF is used to locate files residing within project evidence that have been previously encountered by other investigators or archivists. Identifying previously cataloged (known) files within a project can expedite its investigation. When evidence is processed with the MD5 Hash (and/or SHA-1 Hash) and KFF options, a hash value for each file item within the evidence is computed, and that newly computed hash value is searched for within the KFF data. Every file item whose hash value is found in the KFF is considered to be a known file. Note: If two hash sets in the same group have the same MD5 hash value, they must have the same metadata. If you change the metadata of one hash set, all hash sets in the group with the same MD5 hash file will be updated to the same metadata. The KFF data is organized into Groups and stored in the KFF Server. The KFF Server service performs lookup functions. Status Values In order to accelerate an investigation, each known file can labeled as either Alert or Ignore, meaning that the file is likely to be forensically interesting (Alert) or uninteresting (Ignore). Other files have a status of Unknown. The Alert/Ignore designation can assist the investigator to hone in on files that are relevant, and avoid spending inordinate time on files that are not relevant. Known files are presented in the Overview Tab’s File Status Container, under “KFF Alert files” and “KFF Ignorable.” Getting Started with KFF (Known File Filter) About KFF | 221 Hash Sets The hash values comprising the KFF are organized into hash sets. Each hash set has a name, a status, and a listing of hash values. Consider two examples. The hash set “ZZ00001 Suspected child porn” has a status of Alert and contains 12 hash values. The hash set “BitDefender Total Security 2008 9843” has a status of Ignore and contains 69 hash values. If, during the course of evidence processing, a file item’s hash value were found to belong to the “ZZ00001 Suspected child porn” set, then that file item would be presented in the KFF Alert files list. Likewise, if another file item’s hash value were found to belong to the “BitDefender Total Security 2008 9843” set, then that file would be presented in the KFF Ignorable list. In order to determine whether any Alert file is truly relevant to a given project, and whether any Ignore file is truly irrelevant to a project, the investigator must understand the origins of the KFF’s hash sets, and the methods used to determine their Alert and Ignore status assignments. You can install libraries of pre-defined hash sets or you can import custom hash sets. The pre-defined hash sets contain a body of MD5 and SHA1 hash values computed from electronic files that are gathered and cataloged by several US federal government agencies. See About KFF Pre-Defined Hash Libraries on page 241. Higher Level Structure and Usage Because hash set groups have the properties just described, and because custom hash sets and groups can be defined by the investigator, the KFF mechanism can be leveraged in creative ways. For example, the investigator may define a group of hash sets created from encryption software and another group of hash sets created from child pornography files and then apply only those groups while processing. Getting Started with KFF (Known File Filter) About KFF | 222 About the KFF Server and Geolocation In order to use the Geolocation Visualization feature in various AccessData products, you must use the KFF architecture and do the following: Install the KFF Server. See Installing the KFF Server on page 224. Install the Geolocation (GeoIP) Data (this data provide location data for evidence) See Installing the Geolocation (GeoIP) Data on page 234. From time to time, there will be updates available for the GeoIP data. See Installing KFF Updates on page 240. If you are upgrading to 5.6 or later from an application 5.5 or earlier, you must install the new KFF Server and the updated Geolocation data. Getting Started with KFF (Known File Filter) About the KFF Server and Geolocation | 223 Installing the KFF Server About Installing the KFF Server In order to use KFF, you must first configure an KFF Server. For product versions 5.6 and later, you install a KFF Server by installing the AccessData Elasticsearch Windows Service. Where you install the KFF Server depends on the product you are using with KFF: For FTK and FTK Pro applications, the KFF Server must be installed on the same computer that runs the FTK Examiner application. For all other applications, such as AD Lab, Resolution1, or Summation, the KFF Server can be installed on either the same computer as the application or on a remote computer. For large environments, it is recommended that the KFF Server be installed on a dedicated computer. After installing the KFF Server, you configure the application with the location of the KFF Server. See Configuring the Location of the KFF Server on page 225. About KFF Server Versions The KFF Server (AccessData Elasticsearch Windows Service) may be updated from time to time. It is best to use the latest version. AccessData Elasticsearch Windows Service Released Installation Instructions Version 1.3.2 November 2014 with 5.6 versions of See Installing the KFF Server Service on page 224. Resolution1 Summation FTK-based products For applications 5.5 and earlier, the KFF Server component was version 1.2.7 and earlier. About Upgrading from Earlier Versions If you have used KFF with applications versions 5.5 and earlier, you can migrate your legacy KFF data to the new architecture. See Migrating Legacy KFF Data on page 226. Installing the KFF Server Service For instructions on installing the AccessData Elasticsearch Windows Service, see Installing the Elasticsearch Service (page 617). Getting Started with KFF (Known File Filter) Installing the KFF Server | 224 Configuring the Location of the KFF Server After installing the KFF Server, on the computer running the application, such as FTK, Lab, Summation, or Resolution1, you configure the location of the KFF Server. Do one of the following: Configuring the KFF Server Location on FTK-based Computers (page 225) Configuring the KFF Server Location on Resolution1 and Summation Applications (page 225) Configuring the KFF Server Location on FTK-based Computers Before using KFF with FTK, FTK Pro, Lab, or Enterprise, with KFF, you must configure the location of the KFF Server. Important: To configure KFF, you must be logged in with Admin privileges. To view or edit KFF configuration settings 1. In the Case Manager, click Tools > Preferences > Configure KFF. 2. You can set or view the address of the KFF Server. If you installed the KFF Server on the same computer as the application, this value will be localhost. If you installed the KFF Server on a different computer, identify the KFF server. 3. Click Test to validate communication with the KFF Server. 4. Click Save. 5. Click OK. Configuring the KFF Server Location on Resolution1 and Summation Applications When using the KFF Server with Summation or Resolution1 applications, two configuration files must point to the KFF Server location. These setting are configured automatically during the KFF Server installation. If needed, you can verify the settings. However, if you change the location of the KFF Server, do the following to specify the location of the KFF Server. 1. Configure AdgWindowsServiceHost.exe.config: 1a. On the computer running the application (for example, the server running Summation), go to C:\Program Files\AccessData\Common\FTK Business Services. 1b. Open AdgWindowsServiceHost.exe.config. Getting Started with KFF (Known File Filter) Configuring the Location of the KFF Server | 225 2. 1c. Modify the line . 1d. Change localhost to be the location of your KFF server (you can use hostname or IP). 1e. Save and close file. 1f. Restart the business services common service. Configure AsyncProcessingServices web.config: 2a. On the computer running the application (for example, the server running Summation), go to C:\Program Files\AccessData\AsyncProcessingServices. 2b. Open web.config. 2c. Modify the line . 2d. Change localhost to be the location of your KFF server (you can use hostname or IP). 2e. Save and close file. 2f. Restart the AsyncProcessing service. Migrating Legacy KFF Data If you have used KFF with applications versions 5.5 and earlier, you can migrate that data from the legacy KFF Server to the new KFF Server architecture. Important: Applications version 5.6 and later can only use the new KFF architecture that was introduced in 5.6. If you want to use KFF data from previous versions, you must migrate the data. Important: If you have NSRL, NDIC, or DHS data in your legacy data, those sets will not be migrated. You must re-import them using the 5.6 versions or later of those libraries. Only legacy custom KFF data will be migrated. Legacy KFF data is migrated to KFF Groups and Hash Sets on the new KFF Server. Because KFF Templates are no longer used, they will be migrated as KFF Groups, and the groups that were under the template will be added as sub-groups. You migrate data using the KFF Migration Tool. To use the KFF Migration Tool, you identify the following: The Storage Directory folder where the legacy KFF data is located. This was folder was configured using the KFF Server Configuration utility when you installed the legacy KFF Server. If needed, you can use this utility to view the KFF Storage Directory. The default location of the KFF_Config.exe file is Program Files\AccessData\KFF. The URL of the new KFF Server ( the computer running the AccessData Elastic Search Windows Service) This is populated automatically if the new KFF Server has been installed. To install the KFF Migration Tool 1. On the computer where you have installed the KFF Server, access the KFF Installation disc, and run the autorun.exe. 2. Click the 64 bit or 32 bit Install KFF Migration Utility. 3. Complete the installation wizard. To migrate legacy KFF data 1. On the legacy KFF Server, you must stop the KFF Service. You can stop the service manually or use the legacy KFF Config.exe utility. Getting Started with KFF (Known File Filter) Migrating Legacy KFF Data | 226 2. On the new KFF Server, launch the KFF Migration Tool. 3. Enter the directory of the legacy KFF data. 4. The URL of Elasticsearch should be listed. 5. Click Start. 6. When completed, review the summary data. Getting Started with KFF (Known File Filter) Migrating Legacy KFF Data | 227 Importing KFF Data About Importing KFF Data You can import hashes and KFF Groups that have been previous configured. You can import KFF data in one of the following formats: KFF Data sources that you can import Source Description Pre-configured KFF libraries You can import KFF data from the following pre-configured libraries NIST NSRL NDIC HashKeeper DHS To import KFF libraries, it is recommended that you use the KFF Import Utility. See Using the KFF Import Utility on page 229. See Importing Pre-defined KFF Data Libraries on page 231. See KFF Library Reference Information on page 241. Custom Hash Sets and KFF Groups You can import custom hashes from CSV files. See About the CSV Format on page 236. For FTK-based products, you can also import custom hashes from the following file types: Delimited files (CSV or TSV) Hash Database files (HDB) Hashkeeper files (HKE) FTK Exported KFF files (KFF) FTK Supported XML files (XML) FTK Exported Hash files (HASH) To import these kinds of files, use the KFF Import feature in your application. See Using the Known File Feature chapter. KFF binary files You can import KFF data that was exported in a KFF binary format, such an an archive of a KFF Server. See About CSV and Binary Formats on page 236. When you import a KFF binary snapshot, you must be running the same version of the KFF Server as was used to create the binary export. To import KFF binary files, it is recommend that you use the KFF Import Utility. See Using the KFF Import Utility on page 229. Getting Started with KFF (Known File Filter) Importing KFF Data | 228 About KFF Data Import Tools When you import KFF data, you can use one of two tools: KFF Data Import Tools The application’s Import feature The KFF management feature in the application lets you import both .CSV and KFF Binary formats. Use the application to import .CSV files. See Using the Known File Feature chapter. Even though you can import KFF binary files using the application, it is recommend that you use the KFF Import Utility. KFF Import Utility It is recommended that you use the KFF Import Utility to import KFF binary files. See Using the KFF Import Utility on page 229. About Default Status Values When you import KFF data, you configure a default status value of Alert or Ignore. When adding Hash Sets to KFF Groups, you can configure the KFF Groups to use the default status values of the Hash Set or you can configure the KFF Group with a status that will override the default Hash Set values. See Components of KFF Data on page 219. About Duplicate Hashes If multiple Hash Set files containing the same Hash identifier are imported into a single KFF Group, the group keeps the last Hash Set’s metadata information, overwriting the previous Hash Sets’ metadata. This only happens within an individual group and not across multiple groups. Using the KFF Import Utility About the KFF Import Utility Due to the large size of of some KFF data, a stand-alone KFF Import utility is available to use to import the data. This KFF Import utility can import large amounts of data faster then using the import feature in the application. It is recommend that you install and use the KFF Import utility to import the following: NSRL, An DHC, and NIST libraries archive of a KFF Server that was exported in the binary format After importing NSRL, NDIC, or DHS libraries, these indexes are displayed in the Currently Installed Sets list. See Components of KFF Data on page 219. You can also use the KFF Import Utility to remove the NSRL, NDIC, or DHS indexes that you have imported. An archive of a KFF Server, which is the exported KFF Index, is not shown in the list. Getting Started with KFF (Known File Filter) Importing KFF Data | 229 Installing the KFF Import Utility You should use the KFF Import Utility to import some kinds of KFF data. To install the KFF Import Utility 1. On the computer where you have installed the KFF Server, access the KFF Installation disc, and run the autorun.exe. 2. Click the 64 bit or 32 bit Install KFF Import Utility. 3. Complete the installation wizard. Importing a KFF Server Archive Using the KFF Import Utility You can import an archive of a KFF Server that you have exported using the binary format. If you are importing a pre-defined KFF Library, see Importing Pre-defined KFF Data Libraries (page 231). To import using the KFF Import Utility 1. On the KFF Server, open the KFF Import Utility. 2. To test the connection to the KFF Server’s Elasticsearch service at the displayed URL, click Connect. If it connects correctly, no error is shown. If it is not able to connect, you will get the following error: Failed after retrying 10 times: ‘HEAD accessdata_threat_indicies’. 3. To import, click Import. 4. Click Browse. 5. Browse to the folder that contains the KFF binary files. Specifically, select the folder that contains the Export.xml file. 6. Click Start. 7. Close the dialog. Removing Pre-defined KFF Libraries Using the KFF Import Utility You can remove a pre-defined KFF Library that you have previously imported. You cannot see or remove existing custom KFF data (the KFF Index). To remove pre-defined KFF Libraries 1. On the KFF Server, open the KFF Import Utility. 2. Select the library that you want to remove. 3. Click Remove. Getting Started with KFF (Known File Filter) Importing KFF Data | 230 Importing Pre-defined KFF Data Libraries About Importing Pre-defined KFF Data Libraries After you install the KFF Server, you can import pre-defined NIST NSRL, NDIC HashKeeper, and DHS data libraries. See About Pre-defined KFF Hash Libraries on page 221. In versions 5.5 and earlier, you installed these using an executable file. In versions 5.6 and later, you must import them. It is recommend that you use the KFF Import Utility. After importing pre-defined KFF Libraries, you can remove them from the KFF Server. See Removing Pre-defined KFF Libraries Using the KFF Import Utility on page 230. See the following sections: About Importing the NIST NSRL Library (page 232) Importing the NDIC Hashkeeper Library (page 233) Importing the DHS Library (page 234) Getting Started with KFF (Known File Filter) Importing KFF Data | 231 About Importing the NIST NSRL Library You can import the NSRL library into your KFF Server. During the import, two KFF Groups are created: NSRL_Alert and NSRL_Ignore. In FTK-based products, these two groups are automatically added to the Default KFF Group. The NSRL libraries are updated from time to time. To import and maintain the NSRL data, you do the following: Process for Importing and Maintaining the NIST NSRL Library 1. Import the complete NSRL library. You must first install the most current complete NSRL library. You can later add updates to it. To access and import the complete NSRL library, see Importing the Complete NSRL Library (page 233) 2. Import updates to the library When updates are made available, import the updates to bring the data up-to date. See Installing KFF Updates on page 240. Important: In order to use the NSRL updates, you must first import the complete library. When you install an NSRL update, you must keep the previous NSRL versions installed in order to maintain the complete set of NSRL data. Available NRSL library files (new format) NSRL Library Release Complete library version 2.45 (source .ZIP file) Released Information Nov 2014 For use only with applications version 5.6 and later. Contains the full NSRL library up through update 2.45. See Importing the Complete NSRL Library on page 233. Available Legacy NRSL library files Legacy NSRL Library Release Released Information version 2.44 Nov 2013 For use with the legacy KFF Server that was used with applications versions 5.5 and earlier. (.EXE file) Contains the full NSRL library up through update 2.44. Install this library first. Note: NSRL updates for the legacy KFF format will end in the 2nd quarter of 2015. From that time, NSRL updates will only be provided in the new format. Getting Started with KFF (Known File Filter) Importing KFF Data | 232 Importing the Complete NSRL Library To add the NSRL library to your KFF Library, you import the data. You start by importing the full NSRL library. You can then import any updates as they are available. See About Importing the NIST NSRL Library on page 232. See Installing KFF Updates on page 240. Important: The complete NSRL library data is contained in a large (3.4 GB) .ZIP file. When expanded, the data is about 18 GB. Make sure that your file system can support files of this size. Important: Due to the large amount of NSRL data, it will take 3-4 hours to import the NSRL data using the KFF Import Utility. If you import from within an application, it will take even longer. To install the NSRL complete library 1. Extract the NSRLSOURCE_2.45.ZIP file from the KFF Installation disc. 2. On the KFF Server, launch the KFF Import Utility. See Installing the KFF Import Utility on page 230. 3. Click Import. 4. Click Browse. 5. Browse to and select the NSRLSource_2.45 folder that contains the NSRLFile.txt file. (Make sure you are selecting the folder and not drilling into the folder to select an individual file. The import process will drill into the folder to get the proper files for you.) 6. Click Select Folder. 7. Click Start. 8. When the import is complete, click OK. 9. Close the Import Utility dialog and the NSRL library will be listed in the Currently Installed Sets. Importing the NDIC Hashkeeper Library You can import the Hashkeeper 9.08 library. For application versions 5.6 and later, these files are stored in the KFF binary format. To import the Hashkeeper library 1. Have access the NDIC source files by download the ZIP file from the web: 1a. Go to http://www.accessdata.com/product-download. 1b. Click Known File Filter (KFF). 1c. For KFF Hash Sets, click Download Page . 1d. Click the KFF NDIC library that you want to download. 2. Extract the ZIP file. 3. On the KFF Server, launch the KFF Import Utility. See Installing the KFF Import Utility on page 230. 4. Click Import. 5. Click Browse. Getting Started with KFF (Known File Filter) Importing KFF Data | 233 6. Browse to and select the NDIC source folder that contains the Export.xml file. (Make sure you are selecting the folder and not drilling into the folder to select an individual file. The import process will drill into the folder to get the proper files for you.) 7. Click Select Folder. 8. Click Start. 9. When the import is complete, click OK. 10. Close the Import Utility dialog and the NDIC library will be listed in the Currently Installed Sets. Importing the DHS Library You can import the DHS 1.08 library. For application versions 5.6 and later, these files are stored in the KFF binary format. To import the DHS library 1. Have access the NDIC source files by download the ZIP file from the web: 1a. Go to http://www.accessdata.com/product-download. 1b. Click Known File Filter (KFF). 1c. For KFF Hash Sets, click Download Page . 1d. Click the KFF DHS library that you want to download. 2. Extract the ZIP file. 3. On the KFF Server, launch the KFF Import Utility. See Installing the KFF Import Utility on page 230. 4. Click Import. 5. Click Browse. 6. Browse to and select the DHS source folder that contains the Export.xml file. (Make sure you are selecting the folder and not drilling into the folder to select an individual file. The import process will drill into the folder to get the proper files for you.) 7. Click Select Folder. 8. Click Start. 9. When the import is complete, click OK. 10. Close the Import Utility dialog and the DHS library will be listed in the Currently Installed Sets. Installing the Geolocation (GeoIP) Data Geolocation (GeoIP) data is used for the Geolocation Visualization feature of several AccessData products. See About the KFF Server and Geolocation on page 223. You can also check for and install GeoIP data updates. If you are upgrading to 5.6 or later from an application 5.5 or earlier, you must install the new KFF Server and the updated Geolocation data. The Geolocation data that was used with versions 5.5 and earlier is version 1.0.1 or earlier. The Geolocation data that is used with versions 5.6 and later is version 2014.10 or later. Getting Started with KFF (Known File Filter) Importing KFF Data | 234 To install the Geolocation IP Data 1. On the copmuter where you have installed the KFF Server, access the KFF Installation disc, and run the autorun.exe. 2. Click the 64 bit or 32 bit Install Geolocation Data. 3. Complete the installation wizard. Getting Started with KFF (Known File Filter) Importing KFF Data | 235 About CSV and Binary Formats When you export and import KFF data, you can use one of two formats: CSV KFF Binary About the CSV Format When you use the .CSV format, you use a single .CSV file. The .CSV file contains the hashes that you import or export. When you export to a CSV file, it contains the hashes as well as all of the information about any associated Hash Sets and KFF Groups. You can only use the CSV format when exporting individual Hash Sets and KFF Groups. When you import using a CSV file, it can be a simple file containing only the hashes of files, or it can contain additional information about Hash Sets and KFF Groups. However, CSV files will usually take a little longer to export and import. To view the sample of a .CSV file that contains binaries and Hash Sets and KFF Groups, perform a CSV export and view the file in Excel. You can also use the format of CSV files that were exported in previous versions. To import .CSV files, use the application’s KFF Import feature. About the KFF Binary Format When you use the KFF binary format, you use a set of files that are in an internal KFF Server (Elasticsearch) format that is referred to as a Snapshot. The binary format is essentially a snapshot of one of the indices contained in the KFF Server. You can only have one binary format snapshot for each index. See Components of KFF Data on page 219. The benefit of the binary format is that it is able to support larger amounts of data than the CSV format. For large data sets, the binary format will export and import faster than the CSV format. For example, when you import the DHC or NDIC Hashkeeper libraries, they are imported from a KFF binary format. If you export your custom Hash Sets or KFF Groups using the KFF binary format, everything in the KFF Index is included. See About Choosing to Export in CSV or KFF Binary Format on page 237. When exporting in a Binary format, you specify an existing parent folder and then the name of a new sub-folder for the binary data. The new sub-folder must not previously exist and will be created by the export process. After export, the binary export folder contains the following: Indices sub-folder - The folder contains the exported KFF data Export.xml - This file is the only file that is not an Elasticsearch file and is created by the export feature and contains the KFF Group and Hash Set definitions for the index. Getting Started with KFF (Known File Filter) About CSV and Binary Formats | 236 Index - an index file generated by Elasticsearch metadata-snaphot file with the data and time it was created snapshot-snaphot file with the data and time it was created Note: The binary format is dependent on the version of the KFF Server. When exporting and importing the binary format, the systems must be using the same version of the KFF Server. When new versions of the KFF Server are released in the future, an upgrade process will also be provided. About Choosing to Export in CSV or KFF Binary Format When you export your own KFF data, you have the option of using either the CSV or the binary format. The results are different based on the format that you use: CSV format Exporting in CSV format When you export KFF data using the CSV format, you can export specific specific pieces of KFF data, such as one or more Hash Sets or one or more KFF Groups. The exported data is contained in one .CSV file. The benefits of the CSV format are that CSV files can be easily viewed and can be manually edited. They are also less dependent on the version of the KFF Server. Importing from CSV format When you import a CSV file, the data in the file is data is added to your existing KFF data that is in the KFF Index. See Components of KFF Data on page 219. For example, suppose you started by manually created four Hash Sets and one KFF Group. That would be the only contents in your KFF Index. Suppose you import a .CSV file that contains five hash sets and two KFF Groups. They will be added together for a total of nine Hash Sets and three KFF Groups. To import .CSV files, use the KFF Import feature in your application. See Using the Known File Feature chapter. KFF binary format Exporting in KFF binary format If you export your KFF data using the KFF binary format, all of the data that you have in the KFF Index will be exported together. You cannot use this format to export individual Hash Sets or KFF Groups. See Components of KFF Data on page 219. You will only want to use this format if you intend to export all of the data in the KFF Index and import it as a whole. This can be useful in making an archive of your KFF data or copying KFF data from one KFF Server to another. Because NSRL, NIST, and DHC data is contained in their own indexes, when you do an export using this format, those sets are not included. Only the data in the KFF Index is exported. Getting Started with KFF (Known File Filter) About CSV and Binary Formats | 237 Importing KFF binary format IMPORTANT: When you import a KFF binary format, it will import the complete index and will replace any data that is currently in that index on the KFF Server. For example, if you import the DHC library, and then later you import the DHC library again, the DHC index will be replaced with the new import. If you have a KFF binary format snapshot of custom KFF data (which would have come from a binary format export) it will replace all KFF data that already exists in your KFF Index. For example, suppose you manually created four Hash Sets and one KFF Group. Suppose you then import a binary format that has five hash sets and two KFF Groups. The binary format will be imported as a complete index and will replace the existing data. The result will be only be the imported five Hash Sets and two KFF libraries. When importing KFF binary files, it is recommend that you use the KFF Import Utility. See Installing the KFF Import Utility on page 230. Getting Started with KFF (Known File Filter) About CSV and Binary Formats | 238 Uninstalling KFF You can uninstall KFF application components independently of the KFF Data. Main version Description Applications 5.6 and later For applications version 5.6 and later, you uninstall the following components: AccessData Elasticsearch Windows Service (KFF Server) v1.2.7 and later Note: Elasticsearch is used by multiple features in various applications, use caution when uninstalling this service or the related data. AccessData KFF Import Utility (v5.6 and later) AccessData KFF Migration Tool (v1.0 and later) AccessData Geo Location Data (v2014.10 and later) Note: This component is not used by the KFF feature, but with the KFF Server for the the geolocation visualization feature. The location of the KFF data is configured when the AccessData Elasticsearch Windows Service was installed. By default, it is lactated at C:\Program Files\AccessData\Elacticsearch\Data. Applications 5.5 and earlier For applications version 5.5 and earlier, you can uninstall the following components: KFF Server (v1.2.7 and earlier) Note: The KFF Server is also used by the geolocation visualization feature. AccessData Geo Location Data (1.0.1 and earlier) This component is not used by the KFF feature, but with the KFF Server for the the geolocation visualization feature. The location of the KFF data was configured when the KFF Server was installed. You can view the location of the data by running the KFF.Config.exe on the KFF Server. If you are upgrading from 5.5 to 5.6, you can migrate your KFF data before uninstalling the KFF Server. Getting Started with KFF (Known File Filter) Uninstalling KFF | 239 Installing KFF Updates From time to time, AccessData will release updates to the KFF Server and the KFF data libraries. Some of the KFF data updates may require you to update the version of the KFF Server. To check for updates, do the following: 1. Go to the AccessData Product Download website at http://www.accessdata.com/product-download. 2. On the Product Downloads page, click Known File Filter (KFF). 3. Open the Download page. 4. Check for updates. See About KFF Server Versions on page 224. See About Importing the NIST NSRL Library on page 232. 5. If there are updates, download them. 6. Install or import the updates. Getting Started with KFF (Known File Filter) Installing KFF Updates | 240 KFF Library Reference Information About KFF Pre-Defined Hash Libraries This section includes a description of pre-defined hash collections that can be added as AccessData KFF data. The following pre-defined libraries are currently available for KFF and come from one of three federal government agencies: NIST NSRL (The default library installed with KFF) NDIC HashKeeper (An optional library that can be downloaded from the AccessData Downloads page) DHS (An optional library that can be downloaded from the AccessData Downloads page) Note: Because KFF is now multi-sourced, it is no longer maintained in HashKeeper format. Therefore, you cannot modify KFF data in the HashKeeper program. However, the HashKeeper format continues to be compatible with the AccessData KFF data. Use the following information to help identify the origin of any hash set within the KFF The NSRL hash sets do not begin with “ZZN” or “ZN”. In addition, in the AD Lab KFF, all the NSRL hash set names are appended (post-fixed) with multi-digit numeric identifier. For example: “Password Manager & Form Filler 9722.” All HashKeeper Alert sets begin with “ZZ”, and all HashKeeper Ignore sets begin with “Z”. (There are a few exceptions. See below.) These prefixes are often followed by numeric characters (“ZZN” or “ZN” where N is any single digit, or group of digits, 0-9), and then the rest of the hash set name. Two examples of HashKeeper Alert sets are: “ZZ00001 Suspected child porn” “ZZ14W” An example of a HashKeeper Ignore set is: “Z00048 The Corel Draw 6” DHS collection is broken down as follows: In 1.81.4 and later there are two sets named “DHS-ICE Child Exploitation JAN-1-08 CSV” and “DHS-ICE Child Exploitation JAN-1-08 HASH”. In AD Lab there is just one such set, and it is named “DHS-ICE Child Exploitation JAN-1-08”. Once an investigator has identified the vendor from which a hash set has come, he/she may need to consider the vendor’s philosophy on collecting and categorizing hash sets, and the methods used by the vendor to gather hash values into sets, in order to determine the relevance of Alert (and Ignore) hits to his/her project. The following descriptions may be useful in assessing hits. Getting Started with KFF (Known File Filter) KFF Library Reference Information | 241 NIST NSRL The NIST NSRL collection is described at: http://www.nsrl.nist.gov/index.html. This collection is much larger than HashKeeper in terms of the number of sets and the total number of hashes. It is composed entirely of hash sets being generated from application software. So, all of its hash sets are given Ignore status by AccessData staff except for those whose names make them sound as though they could be used for illicit purposes. The NSRL collection divides itself into many sub-collections of hash sets with similar names. In addition, many of these hash sets are “empty”, that is, they are not accompanied by any hash values. The size of the NSRL collection, combined with the similarity in set naming and the problem of empty sets, allows AccessData to modify (or selectively alter) NSRL’s own set names to remove ambiguity and redundancy. Find contact info at http://www.nsrl.nist.gov/Contacts.htm. NDIC HashKeeper NDIC’s HashKeeper collection uses the Alert/Ignore designation. The Alert sets are hash values contributed by law enforcement agents working in various jurisdictions within the US - and a few that apparently come from Luxemburg. All of the Alert sets were contributed because they were believed by the contributor to be connected to child pornography. The Ignore sets within HashKeeper are computed from files belonging to application software. During the creation of KFF, AccessData staff retains the Alert and Ignore designations given by the NDIC, with the following exceptions. AccessData labels the following sets Alert even though HashKeeper had assigned them as Ignore: “Z00045 PGP files”, “Z00046 Steganos”, “Z00065 Cyber Lock”, “Z00136 PGP Shareware”, “Z00186 Misc Steganography Programs”, “Z00188 Wiping Programs”. The names of these sets may suggest the intent to conceal data on the part of the suspect, and AccessData marks them Alert with the assumption that investigators would want to be “alerted” to the presence of data obfuscation or elimination software that had been installed by the suspect. The following table lists actual HashKeeper Alert Set origins: A Sample of HashKeeper KFF Contributions Hash Contributor Location ZZ00001 Suspected child porn Det. Mike McNown & Randy Stone Wichita PD ZZ00002 Identified Child Porn Det. Banks Union County (NJ) Prosecutor's Office ZZ00003 Suspected child porn Illinois State Police ZZ00004 Identified Child Porn SA Brad Kropp, AFOSI, Det 307 Getting Started with KFF (Known File Filter) Contact Information Case/Source (908) 527-4508 case 2000S-0102 (609) 754-3354 Case # 00307D7S934831 KFF Library Reference Information | 242 A Sample of HashKeeper KFF Contributions (Continued) Hash Contributor ZZ00000, suspected child porn NDIC ZZ00005 Suspected Child Porn Rene Moes, Luxembourg Police ZZ00006 Suspected Child Porn Illinois State Police Location Contact Information Case/Source rene.moes@police.eta t.lu ZZ00007b Suspected KP (US Federal) ZZ00007a Suspected KP Movies ZZ00007c Suspected KP (Alabama 13A-12192) ZZ00008 Suspected Child Pornography or Erotica Sergeant Purcell Seminole County Sheriff's Office (Orlando, FL, USA) (407) 665-6948, dpurcell@seminoleshe riff.org suspected child pornogrpahy from 20010000850 ZZ00009 Known Child Pornography Sergeant Purcell Seminole County Sheriff's Office (Orlando, FL, USA) (407) 665-6948, dpurcell@seminoleshe riff.org 200100004750 ZZ10 Known Child Porn Detective Richard Voce CFCE Tacoma Police Department (253)594-7906, rvoce@ci.tacoma.wa.u s ZZ00011 Identified CP images Detective Michael Forsyth Baltimore County Police Department (410)887-1866, mick410@hotmail.com ZZ00012 Suspected CP images Sergeant Purcell Seminole County Sheriff's Office (Orlando, FL, USA) (407) 665-6948, dpurcell@seminoleshe riff.org ZZ0013 Identified CP images Det. J. Hohl Yuma Police Department 928-373-4694 Getting Started with KFF (Known File Filter) YPD02-70707 KFF Library Reference Information | 243 A Sample of HashKeeper KFF Contributions (Continued) Hash Contributor ZZ14W Sgt Stephen May Location Contact Information Tamara.Chandler@oa g.state.tx.us, (512)936-2898 ZZ14U Sgt Chris Walling Tamara.Chandler@oa g.state.tx.us, (512)936-2898 ZZ14X Case/Source TXOAG 41929134 TXOAG 41919887 TXOAG Internal Sgt Jeff Eckert Tamara.Chandler@oa g.state.tx.us, (512)936-2898 ZZ14I Sgt Stephen May Tamara.Chandler@oa g.state.tx.us, (512)936-2898 ZZ14B ZZ14S Robert Britt, SA, FBI Tamara.Chandler@oa g.state.tx.us, (512)936-2898 Sgt Stephen May Tamara.Chandler@oa g.state.tx.us, (512)936-2898 ZZ14Q Sgt Cody Smirl Tamara.Chandler@oa g.state.tx.us, (512)936-2898 ZZ14V Sgt Karen McKay Tamara.Chandler@oa g.state.tx.us, (512)936-2898 ZZ00015 Known CP Images Det. J. Hohl ZZ00016 Marion County Sheriff's Department Yuma Police Department TXOAG 041908476 TXOAG 031870678 TXOAG 041962689 TXOAG 041952839 TXOAG 41924143 928-373-4694 YPD04-38144 (317) 231-8506 MP04-0216808 The basic rule is to always consider the source when using KFF in your investigations. You should consider the origin of the hash set to which the hit belongs. In addition, you should consider the underlying nature of hash values in order to evaluate a hit’s authenticity. Getting Started with KFF (Known File Filter) KFF Library Reference Information | 244 Higher Level KFF Structure and Usage Since hash set groups have the properties just described (and because custom hash sets and groups can be defined by the investigator) the KFF mechanism can be leveraged in creative ways. For example: You could define a group of hash sets created from encryption software and another group of hash sets created from child pornography files. Then, you would apply only those groups while processing. You could also use the Ignore status. You are about to process a hard drive image, but your search warrant does not allow inspection of certain files within the image that have been previously identified. You could do the following and still observe the warrant: 6a. Open the image in Imager, navigate to each of the prohibited files, and cause an MD5 hash value to be computed for each. 6b. Import these hash values into custom hash sets (one or more), add those sets to a custom group, and give the group Ignore status. 6c. Process the image with the MD5 and KFF options, and with AD_Alert, AD_Ignore, and the new, custom group selected. 6d. During post-processing analysis, filter file lists to eliminate rows representing files with Ignore status. Hash Set Categories The highest level of the KFF’s logical structure is the categorizing of hash sets by owner and scope. The categories are AccessData, Project Specific, and Shared. Hash Set Categories Category Description AccessData The sets shipped with as the Library. Custom groups can be created from these sets, but the sets and their status values are read only. Project Specific Sets and groups created by the investigator to be applied only within an individual project. Shared Sets and groups created by the investigator for use within multiple projects all stored in the same database, and within the same application schema. Important: Coordination among other investigators is essential when altering Shared groups in a lab deployment. Each investigator must consider how other investigators will be affected when Shared groups are modified. Getting Started with KFF (Known File Filter) KFF Library Reference Information | 245 What has Changed in Version 5.6 WIth the 5.6 release of Resolution1, Summation, and FTK-based products, the KFF feature has been updated. If you used KFF with applications version 5.5 or earlier, you will want to be aware of the following changes in the KFF functionality. Changes from version 5.5 to 5.6 Item Description KFF Server KFF Server now runs a different service. KFF Migration Tool In 5.5 and earlier, the KFF Server ran as the KFF Server service. In 5.6 and later, the KFF Server uses the AccessData Elasticsearch Windows Service. For applications version 5.6 and later, all KFF data must be created in or imported into the new KFF Server . This is a new tool that lets you migrate custom KFF data from 5.5 and earlier to the new KFF Server. NIST NSRL, NDIC HashKeeper, or DHS library data from 5.5 will not be migrated. You must re-import it. See Migrating Legacy KFF Data on page 226. KFF Import Utility This is a new utility that lets you import large amounts of KFF data quicker than using the import feature in the application. See Using the KFF Import Utility on page 229. KFF Libraries, Templates, and Groups In 5.5, all Hash Sets were configured within KFF Libraries. KFF Libraries could then contain KFF Groups and KFF Templates. KFF Libraries and Templates have been eliminated. You now simply create or import KFF Groups and add Hash Sets to the groups. You can now nest KFF Groups. NIST NSRL, NDIC HashKeeper, or DHS libraries In 5.5 and earlier, to use these libraries, you ran an installation wizard for each library. You now import these libraries using the KFF Import Utility. Import Log FTK-based products no longer include the Import Log. See About Importing Pre-defined KFF Data Libraries on page 231. Resolution1 and Summation products did not have it previously. Export When you export KFF data you can now choose two formats: CSV format which replaced XML format A new binary format See About CSV and Binary Formats on page 236. Getting Started with KFF (Known File Filter) What has Changed in Version 5.6 | 246 Chapter 24 Using De-NIST (Known File Filter) This chapter explains how to configure and use De-NIST and has the following sections: See About KFF and De-NIST Terminology on page 247. See Process for Using De-NIST on page 248. See Configuring De-NIST Permissions on page 248. See Adding Hashes to the KFF Server on page 249. See Using De-NIST Groups to Organize Hash Sets on page 255. See Exporting De-NIST Data on page 266. See Enabling a Project to Use De-NIST on page 259. See Reviewing De-NIST Results on page 261. See Re-Processing De-NIST on page 265. About KFF and De-NIST Terminology You can configure the interface to display either the term “KFF” (Known File Filter) or “De-NIST”. For example, this can change references of a “KFF Group” to a “De-NIST Group.” This does not affect the functionality of De-NIST, but only the term that is displayed. This allows users in forensic environments to see the term “KFF” while users in legal environments can see the term “De-NIST.” By default, the KFF term is used in the interface. This setting only affects text in the interface. The following new icon is used with either setting: In this manual, the De-NIST term is used. To change the KFF and De-NIST terminology 1. In the web.config file, in the section, add or modify the following entry: 2. To change the setting to use De-NIST terminology, change the value= from “KFF” to “De-NIST”. Using De-NIST (Known File Filter) About KFF and De-NIST Terminology | 247 Process for Using De-NIST To use the De-NIST feature, you perform the following steps: Process for using De-NIST Step 1. Install and configure the KFF Server. See Installing the KFF Server on page 224. Step 2. Configure De-NIST permissions. Configuring De-NIST Permissions (page 248) Step 3. Add and manage De-NIST hashes on the KFF Server. See Adding Hashes to the KFF Server on page 249. Step 4. Add and manage De-NIST Groups to organize De-NIST Hash Sets. Using De-NIST Groups to Organize Hash Sets (page 255) Step 5. Configure a project to use De-NIST. See Enabling a Project to Use De-NIST on page 259. Step 6. Review De-NIST results in Project Review. See Reviewing De-NIST Results on page 261. Step 7. (Optional) Re-process the De-NIST data using different hashes. See Re-Processing De-NIST on page 265. Step 8. (Optional) Archive or export KFF data to share with other KFF Servers. See Exporting De-NIST Data on page 266. Configuring De-NIST Permissions In order to create and manage De-NIST libraries, sets, templates, and groups, you must have one of the following permissions: Administrator Manage KFF You assign the Manage KFF permission to an Admin Role and then associate that role with users. See Configuring and Managing System Users, User Groups, and Roles on page 54. A user with project management permissions does not require the Manage KFF permission in order to enable De-NIST for a new project. Using De-NIST (Known File Filter) Process for Using De-NIST | 248 Adding Hashes to the KFF Server You must add the hashes of the files that you want to compare against your evidence data. When adding hashes to the De-NIST Serer, you add them in KFF Hash Sets. See Components of KFF Data on page 219. You can use the following methods to add hashes to the KFF Library: Migrate legacy De-NIST Server data You can migrate legacy De-NIST data that is in a KFF Server in applications versions 5.5 and earlier. See Migrating Legacy KFF Data on page 226. Import hashes You can import previously configured De-NIST hashes from .CSV files. See Importing De-NIST Data on page 250. Manually create and manage Hash Sets You can manually add hashes to a Hash Set. See Manually Creating and Managing De-NIST Hash Sets on page 252. Create hashes from evidence files in Review You can add hashes from the files in your evidence using Review. See Adding Hashes to Hash Sets Using Project Review on page 253. About the Manage De-NIST Hash Sets Page To configure De-NIST data, you use the De-NIST Hash Sets and De-NIST Groups pages. To open the De-NIST Hash Sets page 1. Log in as an Administrator or user with Manage KFF permissions. 2. Click Management > Hash Sets If the feature does not function properly, check the following: The KFF Server is installed. See Installing the KFF Server on page 224. The application has been configured for the KFF Server. See Configuring the Location of the KFF Server on page 225. The KFF Service is running. In the Windows Services manager, make sure that the AccessData Elasticsearch service is started. Elements of the De-NIST Hash Sets page Element Description Hash Sets Displays all of the Hash Sets that have been imported or created in the KFF Server. Lets you create a Hash Set. See Manually Creating and Managing De-NIST Hash Sets on page 252. Using De-NIST (Known File Filter) Adding Hashes to the KFF Server | 249 Elements of the De-NIST Hash Sets page Element Description Lets you edit the active Hash Set. See Manually Creating and Managing De-NIST Hash Sets on page 252. Lets you delete the active Hash Set. Warning: You are not prompted to confirm the deletion. See Manually Creating and Managing De-NIST Hash Sets on page 252. Lets you delete one or more checked Hash Sets. Delete Lets you view and manage the hashes in the Hash Set. View Hashes Import File Export See Searching For, Viewing, and Managing Hashes in a Hash Set on page 253. Lets you import De-NIST data. See Importing De-NIST Data on page 250. Lets you export De-NIST data. See Exporting De-NIST Data on page 266. Refreshes the Hash Sets list. Importing De-NIST Data About Importing De-NIST Data To understand the methods and formats for importing KFF data, first see About Importing KFF Data (page 228). This chapter explains how to import KFF data using the application’s management console. Importing De-NIST Hashes You can import KFF data from the following: KFF export CSV files KFF binary files Warning: Importing KFF binary files will replace your existing KFF data. See About CSV and Binary Formats on page 236. It is recommended that you use the external KFF Import Utility to import KFF binary files. See Using the KFF Import Utility on page 229. When importing KFF data, you can enter default values for the following fields: Default Status Default Vendor Default Version Using De-NIST (Known File Filter) Adding Hashes to the KFF Server | 250 Default Package These are default values that will be used if they import file does not contain the information. When importing hash lists using the CSV import, each hash within the CSV can have the same, different or no status. During the import process you must choose a default status of Alert or Ignore. This default status will have no affect on any hash in your CSV that already contains a status, however, any hash that does not have a pre-assigned status will have this default status assigned to them. The override status for the hash sets that you import will be automatically set to No Override. This is to ensure that if your hash set contains both Alert and Ignore hashes, the program will not override the original status. You can, however, choose to override the individual hash status within a set by choosing to set the whole set to Alert or Ignore. You can use these value to organize your hashes. For example, you can filter or sort data based on these values. To import De-NIST hashes from files 1. Log in as an Administrator or user with Manage KFF permissions. 2. Click Management > 3. Click 4. On the KFF Import File dialog, click 5. Browse to and select the file. 6. Click Select. 7. Specify a Default Status. This sets a default status only for the hashes that do not have a status specified in the file. 8. (Optional) Specify a default Vendor, Version, and Package. This sets values only for the hashes that do not have a value specified in the file. 9. (Optional) Add other files. Hash Sets. Import File. Add File. 10. Click Import. 11. View the Import Summary to see the results of the Import. 12. Click Close. To import De-NIST data from a binary format Warning: This process may replace your existing KFF data. See About the KFF Binary Format on page 236. 1. Log in as an Administrator or user with Manage KFF permissions. 2. Click Management > 3. Click 4. On the KFF Import File dialog, click Binary Import. 5. Browse to the folder that contains the binary files (specifically the Export.xml file) and click Select. 6. Click Import. Hash Sets. Import File. Using De-NIST (Known File Filter) Adding Hashes to the KFF Server | 251 Manually Creating and Managing De-NIST Hash Sets You can manually create Hash Sets and then add hashes to them. You can also edit and delete Hash Sets. You can also add, edit, or delete the hashes in Hash Sets. Note: You cannot manually add, edit, and delete hash values that were imported from NSRL, NDIC HashKeeper, and DHS libraries. To manually create a Hash Set 1. Log in as an Administrator or user with Manage KFF permissions. 2. Click Management > 3. On the De-NIST Hash Sets page, in the right pane, click Add 4. Enter a name for the Hash Set. 5. Select the status for the Hash Set: Alert, Ignore, or No Override. 6. (Optional) Enter a package, vendor, or version. These are not required, but you can use these values for sorting and filtering results. 7. Click Save. Hash Sets. . To manually manage Hash Sets 1. Click Management > 2. Do one of the following: Hash Sets. To edit a Hash Set, select a set a set, and click Edit . To delete a single Hash Set, select a set, and click Delete To delete a multiple Hash Sets, select the sets, and click Delete . . To manage hashes in a hash set 1. On the De-NIST Hash Sets page, select a Hash Set. 2. Click View Hashes. To add hashes to a hash set 1. On the De-NIST Hash Sets page, select a Hash Set. 2. Click View Hashes. 3. In the KFF Hash Finder dialog, click Add 4. Enter the De-NIST hash value. 5. Enter the filename for the hash. 6. (Optional) Enter other reference information about the hash. 7. Click Save. The new hash is displayed. Using De-NIST (Known File Filter) . Adding Hashes to the KFF Server | 252 Searching For, Viewing, and Managing Hashes in a Hash Set Due to the large number of hashes that may be in a Hash Set, a list of hashes is not displayed. (However, you can export a De-NIST Group that contains the Hash Set and view the hashes in the export file.) You can use the KFF Hash Finder dialog to search for hash values within a hash set. You search by entering a complete hash value. You can only search within one hash set at a time. While the the KFF Hash Finder does not display a list of hashes, it does display the number of hashes in the set. To search for hashes in a hash set 1. On the De-NIST Hash Sets page, select a Hash Set. 2. Click View Hashes. 3. In the KFF Hash Finder dialog, enter the complete hash value that you want to search for. 4. Click Search. If the has is found, it is displayed in the hash list. If the hash is not found a message is displayed. To edit hashes in a hash set 1. In the KFF Hash Finder dialog, search for the hash that you want to edit. 2. Click Edit 3. Enter the hash information. 4. Click Save. The edited hash is displayed. . To delete hashes from a hash set 1. In the KFF Hash Finder dialog, search for the hash that you want to delete. 2. Click Delete . Adding Hashes to Hash Sets Using Project Review You may identify files that in exist in a project as files that you want to add to your De-NIST hashes. For example, you may find a graphics file that you want to either alert for or ignore in this or other projects. Using Project Review, you can select files and then add them to existing or new De-NIST Hash Sets. When you add hashes using Project Review, it starts a job that adds the hashes to the De-NIST Library. To use Project Review to add hashes to Hash Sets 1. Log in as an Administrator or user with Manage KFF permissions. 2. Select a project and enter Project Review. 3. Select the files that you want to add to a hash set. 4. In the Actions drop-down, select Add to De-NIST. 5. Click Go. 6. In the Add Hash to Set dialog, select a status for the hash. Using De-NIST (Known File Filter) Adding Hashes to the KFF Server | 253 7. Specify a Hash Set. You can select an existing set or create a new set. To create a new set, do the following: 7a. Select [Add New]. 7b. Enter the name of the new set. 7c. Enter a name for the hash set. 7d. (Optional) Add other information. 7e. Click Save. To use an existing set, do the following: 7a. Select the existing set. By default, you will only see the sets that match the status that you select. To see Hash Sets that have a No Override status as well, enable the Display hash sets with no override status option. 7b. Click Save. To verify that hashes were added to the De-NIST Server 1. Click to exit Review. 2. On the Home page, select the project that you are using. 3. Click Work List . See Monitoring the Work List on page 190. Click Refresh to see the current status. 4. View the Add Hash to De-NIST job types. 5. Click Refresh 6. When the jobs are completed, at the bottom of the page, you can view the results. It will show the number of files that were added or any errors generated. 7. From the De-NIST Hash Sets tab on the Management page, you can view the Hash Sets. See Searching For, Viewing, and Managing Hashes in a Hash Set on page 253. to see the current status. Using De-NIST (Known File Filter) Adding Hashes to the KFF Server | 254 Using De-NIST Groups to Organize Hash Sets About De-NIST Groups De-NIST groups are containers for one or more Hash Sets. When you create a group, you then add Hash Sets to the group. KFF Groups can also contain other KFF Groups. When you enable De-NIST for a project, you select which De-NIST Group to use during processing. Within a De-NIST group, you can manually edit custom Hash Sets. About De-NIST Groups Status Override Settings When you create a De-NIST Group, you can choose to use the default status of the Hash Set (Alert or Ignore) or override it. You do this by setting one of the following Status Override settings: Alert - All Hash Sets within the De-NIST Group will be set to Alert regardless of the status of the individual Hash Sets. Ignore - All Hash Sets within the De-NIST Group will be set to Ignore regardless of the status of the individual Hash Sets. No Override - All Hash Sets will maintain their default status. For example, if you have a Hash Set with a status of Alert, if you set the De-NIST Group to No Override, then the default status of Alert is used. If you set the De-NIST Group with a status of Ignore, the the Hash Set Alert status is overridden and Ignore is used. As a result, use caution when setting the Status Override for a De-NIST Group. About Nesting De-NIST Groups De-NIST Groups can contain Hash Sets or they can contain other De-NIST Groups. When one De-NIST Group includes another De-NIST Group, it is called nesting. The reason that you may want to nest De-NIST Groups is that you can use multiple De-NIST Groups when processing your data. When you enable De-NIST for a case, you can only select one De-NIST Group. By nesting, you can use multiple De-NIST Groups. For example, you may have one De-NIST Group that contains Hash Sets with an Alert status. You may have a second De-NIST Group that contains Hash Sets with an Ignore status. When processing a case, you may want to use both of those De-NIST Groups. To accomplish this, you can create another De-NIST Group as a parent and then add the other two De-NIST Groups to it. When processing, you would select the parent De-NIST Group. When nesting De-NIST Groups you must be mindful of the Status Override of the parent De-NIST Group. The Status Override for the highest De-NIST Group in the hierarchy is used when nesting KFF Groups. In most cases, you will want to set the parent De-NIST Group with a status of None. That way, the status of each child De-NIST Group (or their Hash Sets) is used. If you select an Alert or Ignore status for the parent De-NIST Group, then all child De-NIST Groups and their Hash Sets will use that status. Using De-NIST (Known File Filter) Using De-NIST Groups to Organize Hash Sets | 255 Creating a De-NIST Group You create De-NIST groups to organize your Hash Sets. When you create a KFF Group, you add one ore more Hash Sets to it. You can later edit the KFF Group to add or remove Hash Sets. To create a KFF Group 1. Log in as an Administrator or user with Manage KFF permissions. 2. Click Management > 3. Click Add 4. Enter a Name. 5. Set the Status Override. 6. See About De-NIST Groups Status Override Settings on page 255. 7. (Optional) Enter a Package, Vendor, and Version. 8. Click Save. Groups. . To add a Hash Sets to a De-NIST Group 1. Click Management > Groups. 2. In the Groups list, select the group that you want to add Hash Sets to. 3. In the Groups and Hash Sets pane, click 4. Select the Hash Sets that you want to add to the group. 5. You can filter the list of Hash Sets to help you find the hash sets that you want. 6. After selecting the sets, click OK. Add. Viewing the Contents of a De-NIST Group On the KFF Groups page, you can select a De-NIST Group and in the Groups and Hash Sets pane, view the Hash Sets and child De-NIST Groups that are contained in that De-NIST Group. Managing De-NIST Groups You can edit De-NIST Groups and do the following: Rename Change Add the group the Override Status or remove Hash Sets and De-NIST Groups You can also do the following: Delete the group Export the group See Exporting De-NIST Data on page 266. Using De-NIST (Known File Filter) Using De-NIST Groups to Organize Hash Sets | 256 To manage a De-NIST Group 1. Click Management > 2. In the Groups list, select a KFF Group that you want to manage. 3. Do one of the following: Click Edit. Click Delete. Groups. Click Export. See Exporting De-NIST Data on page 266. About the Manage De-NIST Groups Page To configure De-NIST Groups, you use the De-NIST Groups page. To open the De-NIST Groups page 1. Log in as an Administrator or user with Manage KFF permissions. 2. Click Management > Groups If the feature does not function properly, check the following: The KFF Server is installed. See Installing the KFF Server on page 224. The application has been configured for the KFF Server. See Configuring the Location of the KFF Server on page 225. The KFF Service is running. In the Windows Services manager, make sure that the AccessData Elasticsearch service is started. Elements of the De-NIST Groups page Tab Element Description De-NIST Groups pane De-NIST Groups Displays all of the De-NIST Groups that have been imported or created in the KFF Server. Lets you create a De-NIST Group. See Creating a De-NIST Group on page 256. Lets you edit the active De-NIST Group. See Managing De-NIST Groups on page 256. Lets you delete the active De-NIST Group. See Managing De-NIST Groups on page 256. Delete Using De-NIST (Known File Filter) Lets you delete one or more checked De-NIST Groups. Using De-NIST Groups to Organize Hash Sets | 257 Elements of the De-NIST Groups page Tab Element Description Export Lets you export De-NIST data. See Exporting De-NIST Data on page 266. Refreshes the De-NIST Groups list. Groups and Hash Sets Pane Lets you add and remote Hash Sets from De-NIST Groups. See Managing De-NIST Groups on page 256. Add Remove View Hashes Using De-NIST (Known File Filter) Displays the list of Hash Sets that you can add to a De-NIST Group. See Managing De-NIST Groups on page 256. Lets you remove Hash Sets from a KFF Group. See Managing De-NIST Groups on page 256. Lets you view and manage the hashes in the Hash Set. See Searching For, Viewing, and Managing Hashes in a Hash Set on page 253. Using De-NIST Groups to Organize Hash Sets | 258 Enabling a Project to Use De-NIST When you create a project, you can enable De-NIST and configure the De-NIST settings for the project. About Enabling and Configuring De-NIST To use De-NIST in a project you do the following: Process for enabling and configuring De-NIST 1. Create a new Project If you want to use De-NIST you must enable it when you create the project. You cannot enable De-NIST for a project after it has been created. 2. Enable De-NIST Enable the KFF processing option. See Enabling and Configuring De-NIST on page 259. 2. Configure how to process ignorable files You can choose how to process ignorable files: Skip Ignorable Files - This option will not process any files determined to be Ignorable. Any files that are ignorable will not be included or visible in the project. This is the default option. Process and Flag Ignorable Files - This option will process ignorable files, but flag them as Ignorable. Any files that are Ignorable will be included and visible in the project, but can be filtered. See Using Quick Filters on page 262. 4. Select a De-NIST Group When enabling De-NIST for a project, you select one De-NIST Group that you want to use. You do not create De-NIST Group at that time. You can only select an existing group. Because of this, you must have at least one De-NIST Group created before creating a project. See Using De-NIST Groups to Organize Hash Sets on page 255. However, after processing, you can re-process the data using a different DeNIST template. This lets you create and use different templates after you initially process the project. See Re-Processing De-NIST on page 265. Enabling and Configuring De-NIST To enable and configure De-NIST for a project 1. Log in as an Administrator or user with Create/Edit Projects permissions. 2. Create a new project. 3. In Processing Options, select Enable De-NIST. A Options tab option displays. 4. In Processing Options, select how to handle ignorable files. 5. Click Options. The De-NIST Options window displays. Using De-NIST (Known File Filter) Enabling a Project to Use De-NIST | 259 6. In the drop-down menu, select the De-NIST Group that you want to use. See Using De-NIST Groups to Organize Hash Sets on page 255. 7. In the Hash Sets pane, verify that this template has the hash sets that you want. Otherwise select a different template. 8. Click Create Project and Import Evidence or click Create Project and add evidence later. Using De-NIST (Known File Filter) Enabling a Project to Use De-NIST | 260 Reviewing De-NIST Results De-NIST results are displayed in Project Review. You can use the following tools to see De-NIST results: Project Details page Project Review De-NIST Information Quick Columns De-NIST Quick Filters De-NIST facets De-NIST Details You can also create and modify De-NIST libraries and hash sets using files in Review. See Adding Hashes to Hash Sets Using Project Review on page 253. Viewing De-NIST Data Shown on the Project Details Page To View De-NIST Data on the Project Details page 1. Click the Home tab. 2. Click the 3. In the right column, you can view the number of De-NIST known files. Project Details tab. About De-NIST Data Shown in the Review Item List You can identify and view files that are either Known or Unknown based on De-NIST results. Depending on the De-NIST configuration options, there are two or three possible De-NIST statuses in Project Review: Alert (2) - Files that matched hashes in the template with an Alert status Ignore (1) - Files that matched hashes in the template with an Ignore status (not shown in the Item List by default) Unknown (0) - Files that did not match hashes in the template If you configured the project to skip ignorable files, files configured to be ignored (Ignore status) are not included in the data and are not viewable in the Project Review. See Enabling and Configuring De-NIST on page 259. Using the De-NIST Information Quick Columns You can use the De-NIST Information Quick Columns to view and and sort and filter on De-NIST values. For example, you can sort on the De-NIST Status column to quickly see all the files with the Alert status. See Using Document Viewing Panels on page 380. To see the De-NIST columns, activate the De-NIST Information Quick Columns. Using De-NIST (Known File Filter) Reviewing De-NIST Results | 261 To activate the De-NIST Information Quick Columns 1. From the Item List in the Review window, click Options. 2. Click Quick Columns > De-NIST > De-NIST Information. The De-NIST Columns display. Item List with De-NIST Tabs displayed De-NIST Columns Column Description De-NIST Status Displays the status of the file as it pertains to De-NIST. The three options are Unknown (0), Ignore (1), and Alert (2). If you configured the project to skip Ignorable files, these files are not included in the data. If you configured the project to flag Ignorable files, and the Hide Ignorables Quick Filter is set, these files are in the data, but are not displayed. See Using Quick Filters on page 262. De-NIST Set Displays the De-NIST Hash Set to which the file belongs. De-NIST Group Name Displays the name created for the De-NIST Group in the project. De-NIST Vendor Displays the De-NIST vendor. See Filtering by Column in the Item List Panel on page 522. Using Quick Filters You can use Quick Filters to quickly show or hide KFF Ignorable files. You can toggle the quick filter to do the following: Hide Ignorables - enabled by default Show Ignorables The Hide Ignorables Quick Filter is set by default. As a result, even if you selected to process and flag Ignorable files for the project, they are not included in the Item List by default. To show ignorable files in the Item list, change the Quick Filter to Show Ignorables. Using De-NIST (Known File Filter) Reviewing De-NIST Results | 262 Note: If you configured the project to skip ignorable files, files configured to be ignored (Ignore status) will not be shown, even if you select to Show Ignorables. To change the De-NIST Quick Filters 1. From the Item List in the Review window, click Options. 2. Click Quick Filters > Show Ignorables. Using the De-NIST Facets You can use the De-NIST facets to filter data based on De-NIST values. For example, you can apply a facet to only display items with an Alert status or with a certain De-NIST set. See About Filtering Data with Facets on page 507. Note: If you configured the project to skip Ignorable files, these files are not included in the data and the Ignore facet is not available. If you configured the project to flag Ignorable files, and the Hide Ignorables Quick Filter is set, the Ignore facet is available, but the files will not be displayed. See Using Quick Filters on page 262. You can use the following De-NIST facets: De-NIST Vendors De-NISTGroups De-NIST Statuses De-NIST Sets Within a facet, only the filters that are available in the project are available. For example, if no files with the Alert status are in the project, the Alter filter will not be available in the De-NIST Statuses facet. To apply De-NIST facets 1. From the Item List in the Review window, open the facets pane. 2. Expand De-NIST. 3. Select the facets that you want to apply. Using De-NIST (Known File Filter) Reviewing De-NIST Results | 263 Viewing Detailed De-NIST Data You can view De-NIST results details for an individual file. To view the De-NIST Details 1. For a project that you have run De-NIST, open Project Review. 2. Under Layouts, select the CIRT Layout. See Managing Saved Custom Layouts on page 359. 3. In Project Review, select a file in the Item List panel. 4. In the view panel, click the Detail Information view tab. 5. Click the De-NIST Details tab. Using De-NIST (Known File Filter) Reviewing De-NIST Results | 264 Re-Processing De-NIST After you have processed a project with De-NIST enabled, you can re-process your data using an updated or different De-NIST Group. This is useful in re-examining a project after adding or editing hash sets. See Adding Hashes to Hash Sets Using Project Review on page 253. If you want to re-process De-NIST with updated hash sets, be sure that the selected KFF Group has the desired sets. You can only select from existing KFF Groups. To re-process De-NIST 1. From the Home page, select a project that you want to re-process. 2. Click the tab. The currently selected group is displayed along with its corresponding hash sets. 3. (Optional) If you want to change the KFF Group, in the the drop-down menu, select a different KFF Group and click Save. 4. In the Hash Sets pane, verify that the desired sets are included. 5. Click Process De-NIST. 6. (Optional) On the Home page, for the project, click Work Lists , and verify that the De-NIST job starts and completes. See Monitoring the Work List on page 190. 7. Click Refresh to see the current status. 8. Review the De-NIST results. See Reviewing De-NIST Results on page 261. Using De-NIST (Known File Filter) Re-Processing De-NIST | 265 Exporting De-NIST Data About Exporting KFF Data You can share De-NIST Hash Sets and KFF Groups with other KFF Servers by exporting De-NIST data on one KFF Server and importing it on another. You can also use export as a way of archiving your KFF data. You can export data in one of the following ways: Exporting Hash Sets - This exports the selected Hash Sets with any included hashes. (CSV format only) Exporting KFF Groups - This exports the selected KFF Groups with any included sub-groups and any included hashes. (CSV format only) Exporting an archive of all custom KFF data - This exports all the KFF data except NSRL, NIST, and DHC data (in a binary format). When exporting KFF Groups or Hash Sets, you can export in the following formats: CSV file Binary format Important: Even though it appears that you can select and export one Hash Set or one KFF Group, if you export using the KFF binary format, all of the data that you have in the KFF Index will be exported together. You cannot use this format to export individual Hash Sets or KFF Groups. Use the CSV format instead. See About CSV and Binary Formats on page 236. Exporting KFF Groups and Hash Sets You can share De-NIST hashes by exporting De-NIST Hash Sets or KFF Groups. Exports are saved in a CSV file that can be imported. To export a one or more De-NIST Groups or Hash Sets 1. Do one of the following: Click Management > Hash Sets. Click Management > Groups. 2. Select one or more KFF Groups or Hash Sets that you want to export. 3. Click Export. 4. Select CSV (do not select Export Binary). 5. Browse to and select the location to which you want to save the exported file. 6. Click Select. 7. Enter a name for the exported file. 8. Click OK. 9. In the Export Summaries dialog, view the status of the export. 10. Click Close. Using De-NIST (Known File Filter) Exporting De-NIST Data | 266 To create an archive of all your custom Hash Sets and Groups 1. Do one of the following: Click Management > Hash Sets. Click Management > Groups. 2. Select a KFF Group or Hash Set. 3. Click Export. 4. Select Export Binary. 5. Browse to and select the location to which you want to save the exported files. 6. Click Select. 7. Enter a name for the folder to contain the binary files (This is a new folder created by the export). 8. Click OK. 9. In the Export Summaries dialog, view the status of the export. 10. Click Close. To view the Export History 1. Do one of the following: Click Management > Hash Sets. Click Management > Groups. 2. Click Export. 3. Select View Export History. 4. In the Export Summaries dialog, view the status of the export. 5. Click Close. Using De-NIST (Known File Filter) Exporting De-NIST Data | 267 Part 5 Loading Summation Data This part describes how to load Summation data and includes the following sections: Importing Using the Evidence Wizard (page 270) Importing Data Data (page 269) Evidence (page 279) Loading Requirements (page 283) Using Cluster Analysis (page 303) Editing Evidence (page 309) Loading Summation Data | 268 Chapter 25 Introduction to Loading Data Importing Data This document will help you import data into your project. You create projects in order to organize data. Data can be added to projects in the forms of native files, such as DOC, PDF, XLS, PPT, and PST files, or as evidence images, such as AD1, E01, and OFF files. To manage evidence, administrators, and users with the Create/Edit Projects permission, can do the following: Add evidence items to a project View Edit properties about evidence items in a project properties about evidence items in a project Associate people to evidence items in a project Note: You will normally want to have people created and selected before you process evidence. See About Associating People with Evidence on page 272. See the following chapters for more information: To import data 1. Log in as a project manager. 2. Click the Add Data button next to the project in the Project List panel. 3. In the Add Data dialog, select on of the method by which you want to import data. The following methods are available: Evidence Job (wizard): See Using the Evidence Wizard on page 270. (Resolution1 applications): See About Jobs on page 377. Import: See Importing Evidence on page 279. Cluster Analysis: See Using Cluster Analysis on page 303. Introduction to Loading Data Importing Data | 269 Chapter 26 Using the Evidence Wizard Using the Evidence Wizard When you add evidence to a project, you can use the Add Evidence Wizard to specify the data that you want to add. You specify to add either parent folders or individual files. Note: If you activated Cluster Analysis as a processing option when you created the project, cluster analysis will automatically run after processing data. You select sets of data that are called “evidence items.” It is useful to organize data into evidence items because each evidence item can be associated with a unique person. For example, you could have a parent folder with a set of subfolders. \\10.10.3.39\EvidenceSource\ \\10.10.3.39\EvidenceSource\John Smith \\10.10.3.39\EvidenceSource\Bobby Jones \\10.10.3.39\EvidenceSource\Samuel Johnson \\10.10.3.39\EvidenceSource\Edward Peterson \\10.10.3.39\EvidenceSource\Jeremy Lane You could import the parent \\10.10.3.39\EvidenceSource\ as one evidence item. If you associated a person to it, all files under the parent would have the same person. On the other hand, you could have each subfolder be its own evidence item, and then you could associate a unique person to each item. An evidence item can either be a folder or a single file. If the item is a folder, it can have other subfolders, but they would be included in the item. When you use the Evidence Wizard to import evidence, you have options that will determine how the evidence is organized in evidence items. Using the Evidence Wizard Using the Evidence Wizard | 270 When you add evidence, you select from the following types of files. Evidence File Types File Type Description Evidence Images You can add AD1, E01, or AFF evidence image files. Native Files You can add native files, such as PDF, JPG, DOC PPT, PST, XLSX, and so on. When you add evidence, you also select one of the following import methods. Import Methods Method Description CSV Import This method lets you create and import a CSV file that lists multiple paths of evidence and optionally automatically creates people and associates each evidence item with a person. Like the other methods, you specify whether the parent folder contains native files or image files. See Using the CSV Import Method for Importing Evidence on page 272. This is similar to adding people by importing a file. See the Project Manager Guide for more information on adding people by importing a file. Immediate Children This method takes the immediate subfolders of the specified path and imports each of those subfolders’ content as a unique evidence item. You can automatically create a person based on the child folder’s name (if the child folder has a first and last name separated by a space) and have it associated with the data in the subfolder. See Using the Immediate Children Method for Importing on page 274. Like the other methods, you specify if the parent folder contains native files or image files. Folder Import This method lets you select a parent folder and all data in that folder will be imported. You specify that the folder contains either native files (JPG, PPT) or image files (AD1, E01, AFF). A parent folder can have both subfolders and files. Using this method, each parent folder that you import is its own evidence item and can be associated with one person. For example, if a parent folder had several AD1 files, all data from each AD1 file can have one associated person. Likewise, if a parent folder has several native files, all of the contents of that parent folder can have one associated person. Individual File(s) This method lets you select individual files to import. You specify that these individual files are either native files (JPG, PPT) or image files (AD1, E01, AFF). Using this method, each individual file that you import is its own evidence item and can be associated with a person. For example, all data from an AD1 file can have an associated person. Likewise, each PDF, or JPG can have its own associated person. Note: The source network share permissions are defined by the administrator credentials. Using the Evidence Wizard Using the Evidence Wizard | 271 About Associating People with Evidence When you add evidence items to a project, you can specify people, or custodians, that are associated with the evidence. These custodians are listed as People on the Data Sources tab. In the Add Evidence Wizard, after specifying the evidence that you want to add, you can then associate that evidence to a person. You can select an existing person or create a new person. Important: If you want to select an existing Person, that person must already be associated to the project. You can either do that for the project on the Home page > People tab, or you can do it on the Data Sources page > People tab. You can create people in the following ways: On the Data Sources tab before creating a project. See the Data Sources chapter. When adding evidence to a project within the Add Evidence Wizard. See Adding Evidence to a Project Using the Evidence Wizard on page 276. On the People tab on the Home page for a project that has already been created. About Creating People when Adding Evidence Items In the Add Evidence Wizard, you can create people as you add evidence. There are three ways you can create people while adding evidence to a project: Using a CSV Evidence Import. See Using the CSV Import Method for Importing Evidence on page 272. Importing immediate children. See Using the Immediate Children Method for Importing on page 274. Adding a person in the Add Evidence Wizard. You can select a person from the drop-down in the wizard or enter a new person name. See the Project Manager Guide for more information on creating people. Using the CSV Import Method for Importing Evidence When specifying evidence to import in the Add Evidence Wizard, you can use one of two general options: Manually browse to all evidence folders and files. Specify folders, files, and people in a CSV file. There are several benefits of using a CSV file: You can more easily and accurately plan for all of the evidence items to be included in a project by including all sources of evidence in a single file. You can more easily and accurately make sure that you add all of the evidence items to be included in a project. If you have multiple folders or files, it is quicker to enter all of the paths in the CSV file than to browse to each one in the wizard. If you are going to specify people, you can specify the person for each evidence item. This will automatically add those people to the system rather than having to manually add each person. Using the Evidence Wizard Using the Evidence Wizard | 272 When using a CSV, each path or file that you specify will be its own evidence item. The benefit of having multiple items is that each item can have its own associated person. This is in contrast with the Folder Import method, where only one person can be associated with all data under that folder. Specifying people is not required. However, if you do not specify people, when the data is imported, no people are created or associated with evidence items. Person data will not be usable in Project Review. See the Project Manager Guide for information on associating a person to an evidence item. If you do specify people in the CSV file, you use the first column to specify the person’s name and the second column for the path. If you do not specify people, you will only use one column for paths. When you load the CSV file in the Add Evidence Wizard, you will specify that the first column does not contain people’s names. That way, the wizard imports the first column as paths and not people. If you do specify people, they can be in one of two formats: A single name or text string with no spaces For example, JSmith or John_Smith First and last name separated by a space For example, John Smith or Bill Jones In the CSV file, you can optionally have column headers. You will specify in the wizard whether it should use the first row as data or ignore the first row as headers. CSV Example 1 This example includes headers and people. In the wizard, you select both First row contains headers and First column contains people names check boxes. When the data is imported, the people are created and associated to the project and the appropriate evidence item. People, Paths JSmith,\\10.10.3.39\EvidenceSource\JSmith JSmith,\\10.10.3.39\EvidenceSource\Sales\Projections.xlsx Bill Jones,\\10.10.3.39\EvidenceSource\BJones Sarah Johnson,\\10.10.3.39\EvidenceSource\SJohnson Evan_Peterson,\\10.10.3.39\EvidenceSource\EPeterson Evan_Peterson,\\10.10.3.39\EvidenceSource\HR Jill Lane,\\10.10.3.39\EvidenceSource\JLane Jill Lane,\\10.10.3.39\EvidenceSource\Marketing This will import any individual files that are specified as well as all of the files (and additional subfolders) under a listed subfolder. Using the Evidence Wizard Using the Evidence Wizard | 273 You may normally use the same naming convention for people. This example shows different conventions simply as examples. CSV Example 2 This example does not include headers or people. In the wizard, you clear both First row contains headers and First column contains people names check boxes. When the data is imported, no people are created or associated with evidence items. \\10.10.3.39\EvidenceSource\JSmith \\10.10.3.39\EvidenceSource\Sales\Projections.xlsx \\10.10.3.39\EvidenceSource\BJones \\10.10.3.39\EvidenceSource\SJohnson \\10.10.3.39\EvidenceSource\EPeterson \\10.10.3.39\EvidenceSource\HR \\10.10.3.39\EvidenceSource\JLane \\10.10.3.39\EvidenceSource\Marketing Using the Immediate Children Method for Importing If you have a parent folder that has children subfolders, when importing it through the Add Evidence Wizard, you can use one of three methods: Folder Import Immediate Children CSV Import See Using the CSV Import Method for Importing Evidence on page 272. When using the Immediate Children method, each child subfolder of the parent folder will be its own evidence item. The benefit of having multiple evidence items is that each item can have its own associated person. This is in contrast with the Folder Import method, where all data under that folder is a single evidence item with only one possible person associated with it. Specifying people is not required. However, if you do not specify people, when the data is imported, no people are created or associated with evidence items. Person data will not be usable in Project Review. See the Project Manager Guide for more information on associating a person to evidence. When you select a parent folder in the Add Evidence Wizard, you select whether or not to specify people. If you do specify people, the names of people are based on the name of the child folders. Imported names of people can be imported in one of two formats: A single name or text string with no spaces For example, JSmith or John_Smith Using the Evidence Wizard Using the Evidence Wizard | 274 First and last name separated by a space For example, John Smith or Bill Jones For example, suppose a parent folder had four subfolders, each containing data from a different user. Using the Immediate Children method, each subfolder would be imported as a unique evidence item and the subfolder name could be the associated person. \Userdata\ (parent folder that is selected) \Userdata\lNewstead (unique evidence item with lNewstead as a person) \Userdata\KHetfield (unique evidence item with KHetfield as a person) \Userdata\James Ulrich (unique evidence item with James Ulrich as a person) \Userdata\Jill_Hammett (unique evidence item with Jill_Hammett as a person) Note: In the Add Evidence Wizard, you can manually rename the people if needed. The child folder may be a parent folder itself, but anything under it would be one evidence item. This method is similar to the CSV Import method in that it automatically creates people and associates them to evidence items. The difference is that when using this method, everything is configured in the wizard and not in an external CSV file. Using the Evidence Wizard Using the Evidence Wizard | 275 Adding Evidence to a Project Using the Evidence Wizard You can import evidence for projects for which you have permissions. When you add evidence, it is processed so that it can be reviewed in Project Review. Some data cannot be changed after it has been processed. Before adding and processing evidence, do the following: Configure the Processing Options the way you want them. See the Admin Guide for more information on default processing options. Plan whether or not you want to specify people. See the Project Manager Guide for more information on associating a person to evidence. Unless you are importing people as part of the evidence, you must have people already associated with the project. See the Project Manager Guide for more information on creating people. Note: Deduplication can only occur with evidence brought into the application using evidence processing. Deduplication cannot be used on data that is imported. To import evidence for a project 1. In the project list, click (add evidence) in the project that you want to add evidence to. 2. Select Evidence. 3. In the Add Evidence Wizard, select the Evidence Data Type and the Import Method. See Using the Evidence Wizard on page 270. 4. Click Next. 5. Select the evidence folder or files that you want to import. This screen will differ depending on the Import Method that you selected. If you are using the CSV Import method, do the following: 5a. If the CSV file uses the first row as headers rather than folder paths, select the First row contains headers check box, otherwise, clear it. If the CSV file uses the first column to specify people, select the First column contains people’s names check box, otherwise, clear it. See Using the CSV Import Method for Importing Evidence on page 272. Click Browse. Browse to the CSV file and click OK. The CSV data is imported based on the check box settings. Confirm that the people and evidence paths are correct. You can edit any information in the list. If the wizard can’t validate something in the CSV, it will highlight the item in red and place a red box around the problem value. If a new person will be created, it will be designated by 5b. . If you are using the Immediate Children method, do the following: If you want to automatically create people, select Sub folders are people’s names, otherwise, clear it. See Using the Immediate Children Method for Importing on page 274. Click Browse. Enter the IP address of the server where the evidence files are located and click Go. Using the Evidence Wizard Adding Evidence to a Project Using the Evidence Wizard | 276 For example, 10.10.2.29 to the parent folder and click Select. Each child folder is listed as a unique evidence item. If you selected to create people, they are listed as well. Confirm that the people and evidence paths are correct. You can edit any information in the list. If the wizard can’t validate something, it will highlight the item in red and place a red box around the problem value. Browse If a new person will be created, it will be designated by 5c. 6. . If you are using the Folder Input or Individual Files method, do the following: Click Browse. Enter the IP address of the server where the evidence files are located and click Go. For example, 10.10.2.29 Expand the folders in the left pane to browse the server. In the right pane highlight the parent folder or file and click Select. If you are selecting files, you can use Ctrl-click or Shift-click to select multiple files in one folder. The folder or file is listed as a unique evidence item. If you want to specify a person to be associated with this evidence, select one from the Person Name drop-down list or type in a new person name to be added. See About Associating People with Evidence on page 272. If you enter a new person that will be created, it will be designated by . You can also edit a person’s name if it was imported. 7. Specify a Timezone. From the Timezone drop-down list, select a time zone. See Evidence Time Zone Setting on page 278. 8. (Optional) Enter a Description. This is used as a short description that is displayed with each item in the Evidence tab. For example, “Imported from Filename.csv” or “Children of path”. This can be added or edited later in the Evidence tab. 9. (Optional) If you need to delete an evidence item, click the for the item. 10. Click Next. 11. In the Evidence to be Added and Processed screen, you can view the evidence that you selected so far. From this screen, you can perform one of the following actions: Add More: Click this button to return to the Add Evidence screen. Add Evidence and Process: Click this button to add and process the evidence listed. When you are done, you are returned to the project list. After a few moments, the job will start and the project status should change to Processing. 12. If you need to manually update the list or status, click Refresh. 13. When the evidence import is completed, you can view the evidence items in the Evidence and People labels. Using the Evidence Wizard Adding Evidence to a Project Using the Evidence Wizard | 277 Evidence Time Zone Setting Because of worldwide differences in the time zone implementation and Daylight Savings Time, you select a time zone when you add an evidence item to a project. In a FAT volume, times are stored in a localized format according to the time zone information the operating system has at the time the entry is stored. For example, if the actual date is Jan 1, 2005, and the time is 1:00 p.m. on the East Coast, the time would be stored as 1:00 p.m. with no adjustment made for relevance to Greenwich Mean Time (GMT). Anytime this file time is displayed, it is not adjusted for time zone offset prior to being displayed. If the same file is then stored on an NTFS volume, an adjustment is made to GMT according to the settings of the computer storing the file. For example, if the computer has a time zone setting of -5:00 from GMT, this file time is advanced 5 hours to 6:00 p.m. GMT and stored in this format. Anytime this file time is displayed, it is adjusted for time zone offset prior to being displayed. For proper time analysis to occur, it is necessary to bring all times and their corresponding dates into a single format for comparison. When processing a FAT volume, you select a time zone and indicate whether or not Daylight Savings Time was being used. If the volume (such as removable media) does not contain time zone information, select a time zone based on other associated computers. If they do not exist, then select your local time zone settings. With this information, the system creates the project database and converts all FAT times to GMT and stores them as such. Adjustments are made for each entry depending on historical use data and Daylight Savings Time. Every NTFS volume will have the times stored with no adjustment made. With all times stored in a comparable manner, you need only set your local machine to the same time and date settings as the project evidence to correctly display all dates and times. Using the Evidence Wizard Adding Evidence to a Project Using the Evidence Wizard | 278 Chapter 27 Importing Evidence About Importing Evidence Using Import As an Administrator or Project Manager with the Create/Edit Projects permissions, you can import evidence for a project. You import evidence by using a load file, which allows you to import metadata and physical files, such as native, image, and/or text files that were obtained from another source, such as a scanning program or another processing program. You can import the following types of load files: Summation Generic DII - A proprietary file type from Summation. See Data Loading Requirements on page 283. - A delimited file type, such as a CSV file. Concordance/Relativity - A delimited DAT file type that has established guidelines as to what delimiter should be used in the fields. This file should have a corresponding LFP or OPT image file to import. Transcripts and exhibits are uploaded from Project Review and not from the Import dialog. See the Project Manager Guide for more information on how to upload transcripts and exhibits. About Mapping Field Values When importing you must specify which import file fields should be mapped to database fields. Mapping the fields will put the correct information about the document in the correct columns in the Project Review. After clicking Map Fields, a process runs that checks the imported load file against existing project fields. Most of the import file fields will automatically be mapped for you. Any fields that could not be automatically mapped are flagged as needing to be mapped. Note: If you need custom fields, you must create them in the Custom Fields tab on the Home page before you can map to those fields during the import. If the custom names are the same, they will be automatically mapped as well. Any errors that have to be corrected before the file can be imported are reported at this time. When importing a CSV or DAT load file that is missing the unique identifier used to map to the DocID file, an error message will be displayed. Notes: If a record contains the same values for the DocID as the ParentID, an error is logged in the log file and the record is not imported. This allows you to correct the problem record and make sure all records in the family are included in the loadfile correctly. Importing Evidence About Importing Evidence Using Import | 279 In review, the AttachmentCount value is displayed under the EmailDirectAttachCount column. The Importance value is not imported as a text string but is converted and stored in the database as an integer representing a value of either Low, Normal, High, or blank. These values are case sensitive and in the import file must be an exact match. The Sensitivity value is not imported as a text string but is converted and stored in the database as an integer representing a value of either Confidential, Private, Personal, or Normal. These values are case sensitive and in the import file must be an exact match. The Language value is not imported as a text string but is converted and stored in the database as an integer representing one of 67 languages. Body text that is mapped to the Body database field is imported as an email body stream and is viewable in the Natural viewer. When importing all file types, the import Body field is now automatically mapped to the Body database field. Importing Evidence into a Project To import evidence into a project 1. Log into the application as an Administrator or a user with Create/Edit Project rights. 2. In the Project List panel, click Add Evidence 3. Click Import. 4. In the Import dialog, select the file type (EDII, Concordance/Relativity, or Generic ). 5. next to the project. 4a. Enter the location of the file or Browse to the file’s location. 4b. (optional - Available only for Concordance/Relativity) Select the Image Type and enter the location of the file, or Browse to the file’s location. You can choose from the following file options: OPT - Concordance file type that contains preferences and option settings associated with the files. LFP - Ipro file type that contains load images and related information. Perform field mapping. Most fields will be automatically mapped. If some fields need to be manually mapped, you will see an orange triangle. 5a. Click Map Fields to map the fields from the load file to the appropriate fields. See About Mapping Field Values on page 279. 5b. To skip any items that do not map, select Skip Unmapped. 5c. To return the fields back to their original state, click Reset. Note: Every time you click the Map Fields button, the fields are reset to their original state. 6. Select the Import Destination. 6a. Choose from one of the following: Existing Document Group: This option adds the documents to an existing document group. Select the group from the drop-down menu. See the Project Manager Guide (or section) for more information on managing document groups. Create New Document Group: This option adds the documents to a new document group. Enter the name of the group in the field next to this radio button. Importing Evidence Importing Evidence into a Project | 280 7. Select the Import Options for the file. These options will differ depending on whether you select DII, Concordance/Relativity, or Generic. General Options: Fast Import: This will exclude database indexes while importing. Enable DII Options: Page Count Follows Doc ID: Select this option if your DII file has an @T value that contains both a Doc ID and a page count. Import OCR/Full Text: Select this option to import OCR or Full Text documents for each record. Import Native Documents/Images: Select this option to import Native Documents and Images for each record. Process files to extract metadata: Selecting this option will import only the metadata that exists on the load file and not process native files as you import them with a load file. Concordance/Relativity, or Generic Options: Row Contains Field Names: Select this option if the file being imported contains a row header. Field, Quote, and Multi-Entry Separators: From the pull-down menu, select the symbols for the different separators that the file being imported contains. Each separator value must match the imported file separators exactly or the field being imported for each record is not populated correctly. Return Placeholder: From the pull-down menu, select the same value contained in the file being imported as a replacement value for carriage return and line feed characters. Each return placeholder value must match the imported file separators. First 8. Configure the Date Options. Select the date format from the Date Format drop-down menu. This option allows you to configure what date format appears in the load file system, allowing the system to properly parse the date to store in the database. All dates are stored in the database in a yyy-mm-dd hh:mm:ss format. Select the Load File Time Zone. Choose the time zone that the load file was created in so the date and time values can be converted to a normalized UTC value in the database. See Normalized Time Zones on page 121. 9. Select the Record Handling Options. New Record: Select to add new records. Skip: Select to ignore new records. Add: Existing Record: Update: Select to update duplicate records with the record being imported. Overwrite: Select to overwrite any duplicate records with the record being imported. Skip: Select to skip any duplicate records. 10. Validation: This option verifies that: The path information within the load file is correct The records contain the correct fields. For example, the system verifies that the delimiters and fields in a Generic or Concordance/Relativity file are correct. You have all of the physical files (that is, Native, Image, and Text) that are listed in the load file. 11. (optional) Drop DB Indexes. Database indexes improve performance, but slow processing when inserting data. If this option is checked, all of the data reindexes every time more data is loaded. Only select this option if you want to load a large amount of data quickly before data is reviewed. 12. Click Start. Importing Evidence Importing Evidence into a Project | 281 Importing Evidence Importing Evidence into a Project | 282 Chapter 28 Data Loading Requirements This chapter describes the data loading requirements of Resolution1 Platform and Summation and contains the following sectons: Document Email Groups (page 283) & eDocs (page 286) Coding Related (page 288) Documents (page 291) Transcripts Work Product (page 294) Sample DII and Exhibits (page 292) DII Files (page 295) Tokens (page 299)k Document Groups Note: You can import and display Latin and non-Latin Unicode characters. While the application supports the display of fielded data in either Latin or non-Latin Unicode characters, the modification of fielded data is supported only in Latin Unicode characters. Note: The display of non-Latin Unicode characters does not apply to transcript filenames, since transcript deponents are defined by project users, or work product filenames, which are not displayed in the application. Images The following describes the required and recommended formats for images. Required A DII load file is required to load image documents. 0 Group IV TIFFS: single or multi-page, black and white (or color), compressed images, no DPI minimum. Single page JPEGs for color images. Data Loading Requirements Document Groups | 283 Full-Text or OCR The following describes the required and recommended formats for full-text or OCR. Required If submitting document level OCR, page breaks should be included between each page of text in the document text file. Failure to insert page breaks will result in a one page text file for a multi-page document. The ASCII character 12 (decimal) is used for the “Page Break” character. All instances of the character 12 as page breaks will be interpreted. Document All A level OCR or page level OCR. OCR files should be in ANSI or Unicode text file format, with a *.txt extension. DII load file. Loading Control List (.LST) files are not supported. Recommended OCR text files should be stored in the same directories as image files. Page level OCR is recommended to ensure proper page breaks. DII Load File Format for Image/OCR Note: When selecting the Copy ESI option, the DII and source files must reside in a location accessible by the IEP server; otherwise, import jobs will fail during the Check File process. The following describes the required format for a DII load file to load images and OCR. Required A blank line after each document summary. @T to identify each document summary. @T should equal the beginning Bates number. If OCR is included, then use @FULLTEXT at the beginning of the DII file (@FULLTEXT DOC or @FULLTEXT PAGE). If @FULLTEXT DOC is included, OCR text files are assumed to be in the Image folder location with the same name as the first image (TIFF or JPG) file. If @FULLTEXT PAGE is included, OCR text files are assumed to be in the Image folder location with the same name as the image files (each page should have its own txt file). If @O token is used, @FULLTEXT token is not required. If Fulltext is located in another directory other than images, use @FULLTEXTDIR followed by the directory path. Data Loading Requirements Document Groups | 284 The page count identifier on the @T line can be interpreted ONLY if it is denoted with a space character. For example: @FULLTEXT PAGE @T AAA0000001 2 @D @I\IMAGES\01\ AAA0000001.TIF AAA0000002.TIF @T AAA0000003 1 @D @I\IMAGES\02\ AAA0000003.TIF Import controls the Page Count Follows DocID option. If this option is deselected, the page count identifier on the @T line would not be recognized. Recommended DII load file names should mirror that of the respective volume (for easy association and identification). @T values (that is, the BegBates) and EndBates should include no more than 50 characters. Non-alphabetical and non-numerical characters should be avoided. Data Loading Requirements Document Groups | 285 Email & eDocs You can host email, email attachments, and eDocs (electronic documents in native format) for review and attorney coding, as well as associated full-text and metadata. It is also possible to include an imaged version (in TIFF format) of the file at loading. A DII load file is required in order to load e-mail and electronic documents. Note: You can import and display of Latin and non-Latin Unicode characters. While the application supports the display of fielded data in either Latin or non-Latin Unicode characters, the modification of fielded data is supported only in Latin Unicode characters. Note: The display of non-Latin Unicode characters does not apply to transcript filenames, since transcript deponents are defined by users, or work product filenames, which are not displayed. General Requirements The following describes the required and recommended formats for DII files that are used to load email, email attachments, and eDocs. A DII load file with a *.dii file extension, using only the tokens, is listed in DII Tokens (page 299). @T to identify each email, email attachment, or eDoc record. @T is the first line for each summary. @T equals the unique Docid for each email, email attachment, or eDoc record. There should be only one @T per record. A blank line between document records. @EATTACH token is required for email attachments and @EDOC for eDocs. These tokens contain a relative path to the native file. @MEDIA is required for email data with a value of eMail or Attachment. For eDocs, the @MEDIA value must be eDoc. @EATTACH is required when @MEDIA has a value of Attachment and is not required when @MEDIA has a value of eMail. To maintain the parent/child relationship between an e-mail and its attachments (family relationships for eDocs), the @PARENTID and @ATTACH tokens are used. To include images along with the native file delivery, use the @D @I tokens at the end of the record. @O token is extended to support loading FullText into eDoc and eMails also. If record has both @O and @EDOC/@EATTACH tokens, FullText is loaded from the file specified by the @O token. If @O token does NOT exist for the record, FullText is extracted from the file specified by the @EDOC/@EATTACH token. @AUTHOR and @ITEMTYPE tokens are NOT supported. Recommended @T values (Begbates/Docid) should include no more than 50 characters. Non-alphabetical and non-numerical characters should be avoided. Specify parent-child relationship in the DII file based on the following rule: Data Loading Requirements Email & eDocs | 286 In the DII file, email attachments should immediately follow the parent record, that is: @T ABC000123 @MEDIA eMail @EMAIL-BODY Please reply with a copy of the completed report. Thanks for your input. Beth @EMAIL-END @ATTACH ABC000124; ABC000125 @T ABC000124 @MEDIA Attachment @EATTACH \Native\ABC000124.doc @PARENTID ABC000123 @T ABC000125 @MEDIA Attachment @EATTACH \Native\ABC000125.doc @PARENTID ABC000123 Data Loading Requirements Email & eDocs | 287 Coding The following describes the required and recommended formats for coded data. Recommended Coded Use data should be submitted in a delimited text file, with a *.txt extension. the following default delimiter characters: Field Separator | Multi-entry Separator ; Return Placeholder ~ Quote Separator ^ Users can, however, specify any custom character in the Import user interface for any of the separators above. The standard comma and quote characters (‘,’ ‘”’) are accepted. When these characters are present within coded data, different characters must be used as separators. For instance, DOCID|SUMMARY|AUTHOR ^DOJ000001^|^Test “Summary1”^|^Smith, John^ In the above file, Field Separator | Quote Separator ^ field values should have any of the following formats. The date 16th August 2009 can be represented in the load file as: Date 08/16/2009 16/08/2009 20090816 In addition, fuzzy dates are also supported. Currently only DOCDATE field supports fuzzy dates. If a day is fuzzy, then replace dd with 00. If a month is fuzzy, then replace mm with 00. If a year is fuzzy, replace yyyy with 0000. Data Loading Requirements Coding | 288 Format Example mm/dd/yyyy 00/16/2009 (month fuzzy) 08/00/2009 (day fuzzy) 08/16/0000 (year fuzzy) 00/16/0000 (month and year fuzzy) 08/00/0000 (day and year fuzzy) 00/00/2009 (month and day fuzzy) 00/00/0000 (all fuzzy) 08/16/2009 (no fuzzy) yyyymmdd 00000816 (year fuzzy) 20090016 (month fuzzy) 20090800 (day fuzzy) 00000016 (year and month fuzzy) 00000800 (year and day fuzzy) 20090000 (month and day fuzzy) 00000000 (all fuzzy) 20090816 (no fuzzy) dd/mm/yyyy 00/08/2009 (day fuzzy) 16/00/2009 (month fuzzy) 16/08/0000 (year fuzzy) 16/00/0000 (month and year fuzzy) 00/08/0000 (day and year fuzzy) 00/00/2009 (day and month fuzzy) 00/00/0000 (all fuzzy) 16/08/2009 – no fuzzy Time values should have any of the following formats. The time 1:27 PM can be represented in the load file as: 1:27 PM 01:27 PM 1:27:00 PM 01:27:00 PM 13:27 13:27:00 Data Loading Requirements Coding | 289 Time values for standard tokens @TIMESENT/@TIMERCVD/@TIMESAVED/TIMECREATED will not be loaded for a document unless accompanied by a corresponding DATE token DATESENT/ @DATERCVD/ @DATESAVED/@DATECREATED. Recommended You can use Field Mapping where the user can select different fields to be populated from the DII/CSV files. Fields would be automatically mapped during Import if the name of the database field matches the name of the field within the DII/CSV file. Field names within the header row will appear exactly as they appear within the delimited text file. Use consistent field naming for subsequent data deliveries. DocID/BegBates/EndBates values should include no more than 50 characters. Non-alphabetical and non-numerical characters should be avoided. Coding file names should mirror that of the respective volume (for easy association and identification). For example: DOCID|TITLE|AUTHOR ^AAA-000001^|^Report to XYZ Corp^|^Jillson, Deborah;Ward, Simon;LaBelle, Paige^ ^AAA-000005^|^Financial Statement^|^Mubark, Byju;Aminov, Marina^ ^AAA-000008^|^Memo^|^McMahon, Brian^ Data Loading Requirements Coding | 290 Related Documents You can review related documents the @ATTACHRANGE token or the @PARENTID and @ATTACH tokens. . The related documents must be coded in sequential order by their DOCID. The sequence determines the first document and the last document in the related document set. Note: Bates number of the first document in @ATTACHRANGE populates the ParentDoc column. Note: @ParentID populates the ParentDoc field and @ATTACH populates the AttachIDs. Either @Attachrange or @ParentID can be used at a time. For example: @ATTACHRANGE ABC001-ABC005 OR @PARENTID ABC001 OR @ATTACH ABC001;ABC002;ABC003;ABC004;ABC005 Data Loading Requirements Related Documents | 291 Transcripts and Exhibits Note: You can import and display of Latin and non-Latin Unicode characters. While the application supports the display of fielded data in either Latin or non-Latin Unicode characters, the modification of fielded data s supported only in latin Unicode characters. Note: The display of non-Latin Unicode characters does not apply to transcript filenames, since transcript deponents are defined by users, or work product filenames, which are not displayed. From Menu > Transcript > Manage, you can upload new transcripts to any transcript collection to which they have access. All transcripts are displayed individually, and each has its own menu that controls various transcript management functions. Transcripts The following describes the required and recommended formats for transcripts. Required ASCII or Unicode files (*.txt) in AMICUS format. Recommended Transcript Page size is less than one megabyte. number specifications: All transcript pages are numbered. Page numbers are up against the left margin. The first digit of the page number should appear in Column 1. See the figure below. Page numbers appear at the top of each page. Page numbers contain no more than six digits, including zeros, if necessary. For example, Page 34 would be shown as 0034, 00034, or 000034. The first line of the transcript (Line 1 of the title page) contains the starting page number of that volume. For example, if the volume starts on Page 1, either 0001 or 00001 are correct. If the volume starts on Page 123, either 0123 or 00123 are correct. Line numbers appear in Columns 2 and 3. Text starts at least one space after the line number. It is recommended to start text in Column 7. No lines are longer than 78 characters (including letters and spaces). No page breaks, if possible. If page breaks are necessary, they should be on the line preceding the page number. Consistent numbers of lines per page, if neither page breaks nor page number formats are used. No headers or footers. All transcript lines are numbered. Data Loading Requirements Transcripts and Exhibits | 292 Preferred Transcript Format Exhibits The following describes the required format for Exhibits. Required Exhibits If that will be loaded must be in PDF format. an Exhibit has multiple pages, all pages must be contained in one file instead of a file per page. Data Loading Requirements Transcripts and Exhibits | 293 Work Product Note: You can import and display of Latin and non-Latin Unicode characters. While the application supports the display of fielded data in either Latin or non-Latin Unicode characters, the modification of fielded data is supported only in Latin Unicode characters. Note: The display of non-Latin Unicode characters does not apply to transcript filenames, since transcript deponents are defined by users, or work product filenames, which are not displayed. From Menu > Work Product > Manage you can upload, view, and review Work Product files. Work Product can be any type of file: text, word processing, PDF, or even MP3. (MP3 files are useful when you wish to send an audio transcript or message to the members of the group who have access to Work Product). The application does not maintain edits or keep version control information for the documents stored. Users working with Work Product documents must have the appropriate native application, such as Microsoft Word or Adobe Acrobat, to open them. Data Loading Requirements Work Product | 294 Sample DII Files Note: You can import and display of Latin and non-Latin Unicode characters. While the application supports the display of fielded data in either Latin or non-Latin Unicode characters, the modification of fielded data is supported only in Latin Unicode characters. Note: The display of non-Latin Unicode characters does not apply to transcript filenames, since transcript deponents are defined by users, or work product filenames, which are not displayed. Note: When selecting the Copy ESI option, the DII source files must reside in a location accessible by the IEP server; otherwise, import jobs will fail during the Check File process. eDoc DII Load Files Required DII Format (eDocs) @T SSS00000007 @MEDIA eDoc @EDOC \folder\SSS00000007.xls @T SSS00000008 @MEDIA eDoc @EDOC \Native\SSS00000008.doc Recommended DII format (eDocs) @T ABC00000123 @MEDIA eDoc @EDOC \Natives\ABC00000123.xls @APPLICATION Microsoft Excel @DATECREATED 05/25/2002 @DATESAVED 06/05/2002 @SOURCE Dee Vader Data Loading Requirements Sample DII Files | 295 eMail DII Load Files Required DII File Format for Parent Email (Emails) @T ABC000123 @MEDIA eMail @EMAIL-BODY Please reply with a copy of the completed report. Thanks for your input. Beth @EMAIL-END @ATTACH ABC000124;ABC000125 Required DII File Format for Related Email Attachment (Emails) @T ABC000124 @MEDIA Attachment @EATTACH \Native\ABC000124.doc @PARENTID ABC000123 Data Loading Requirements Sample DII Files | 296 Recommended DII Format for Parent Email (Emails) @T ABC000123 @MEDIA eMail @ATTACH ABC000124; ABC000125 @EMAIL-BODY Please reply with a copy of the completed report. Thanks for your input. Beth @EMAIL-END @FROM Abe Normal (anormal@ctsummation.com) @TO abcody@ctsummation.com; rob.hood@wolterskluwer.com @CC Willie Jo @BCC Jopp@ctsummation.com @SUBJECT Please reply @APPLICATION Microsoft Outlook @DATECREATED 06/16/2006 @DATERCVD 06/16/2006 @DATESENT 06/16/2006 @FOLDERNAME \ANormal\Sent Items @READ Y @SOURCE Abe Normal @TIMERCVD 1:36 PM @TIMESENT 1:35 PM Recommended DII Format for Related Email Attachments (Emails) @T ABC000124 @MEDIA Attachment @EATTACH \Native\ABC000124.doc @PARENTID ABC000123 @APPLICATION Microsoft Word @DATECREATED 05/25/2005 @DATESAVED 06/05/2005 @SOURCE Abe Normal @AUTHOR Abe Normal @DOCTITLE Sales Report June 2005 Data Loading Requirements Sample DII Files | 297 Recommended DII Format for Native Plus Images Deliveries (Email and eDocs) (Append to the previous recommended DII formats for eDocs or email.) @D @|\Images\ ABC000124-001.tif ABC000124-002.tif Data Loading Requirements Sample DII Files | 298 DII Tokens Data for all tokens must be in a single line except the @OCR…@OCR-END, @EMAIL-BODY … @EMAIL-END and @HEADER … @HEADER-END. TOKEN FIELD POPULATED DESCRIPTION OF USAGE @T DOCID & BEGBATES This token is required for each DII record. This must be the first token listed for the document. This must be unique in the case. The @BEGBATES or @DOCID should not be used. @T ABC000123 @APPLICATION Application The application used to view the electronic document. For example: @APPLICATION Microsoft Word @ATTACH AttachDocs IDs of attached documents. For example: @ATTACH ABC000124;ABC000125 @ATTACHRANG E ParentDoc The document number range of all attachments if more than one attachment exists. The beginning number in the range populates the PARENTDOC. For example: @ATTACHRANGE WGH000008 – WGH0000010 @ATTMSG Media & Native file is copied into the filesystem using the path provided The file name of the e-mail attachment (that is an e-mail message itself) including the relative or absolute path to the document. The relative path is evaluated using the path to the DII file as the root path. The native file is then loaded. The Media field is populated with the value eMail. @BATESBEG Begbates Beginning Bates number, used with @BATESEND. For example: @BATESBEG SGD00001 @BATESEND EndBates Ending Bates number. For example: @BATESEND SGD00055 @BCC EmailBCC Anyone sent a blind copy on an e-mail message. For example: @BCC Nick Thomas @C Custom Field Code used to load a custom field in the database. The syntax for the @C token is: @C The FIELDNAME value cannot contain spaces. For example, to fill in the DEPARTMENT field of the database with the value Accounting, the line would read: @C DEPARTMENT Accounting @CC EmailCC Anyone copied on an e-mail message. For example: @CC John Ace Data Loading Requirements DII Tokens | 299 @D @I Link to images Required token for each DII record that has an image associated with it. This designates the directory location of the image file(s). Note that only the “@D @I” sequence is allowed. The “@D @V” sequence is not recognized. The following 2 examples are equivalent: --Example 1 @D @I\Images\001\ ABC00123.tif ABC00124.tif --Example 2 @D @I\Images\ 001\ABC00123.tif 001\ABC00124.tif. Note the directory should be relative to the load file. If this token is in the record, it must be the last token in the record. Also UNC paths in the Image Directory field (For example @D \\Server\PFranc\Images) are recognized but no hard coded drive letters. @DATECREATE D CreationDateFT The date that the file was created. For example: @DATECREATED 01/04/2003 @DATERCVD DeliveryTimeFT Date that the e-mail message was received. @DATESAVED ModificationDateFT Date that the file was saved. @DATESENT SubmitTimeFT Date that the e-mail message was sent. @EATTACH Native file is copied into the filesystem using the path provided Relative path (from the load file location) of the native file to be loaded. Valid for Attachments. @EDOC Native file is copied into the filesystem using the path provided Same as @EATTACH except for eDocs. For example @EDOC \Attachments\ABC000123.xls Valid for edocs only. @EMAIL-BODY @EMAIL-END Email body is copied into a file in the file system. Body of an e-mail message. Must be a string of text contained between @EMAIL-BODY and @EMAIL-END. The @EMAIL-END token must be on its own line. For example: @EMAIL-BODY Bill, This looks excellent. Ted @EMAIL-END @FILENAME Filename of the native Original Filename of the native file (Edoc/Email/Attachment) For example @FILENAME AnnualReport.xls @FOLDERNAME FolderNameID The name of the folder that the e-mail message came from. For example: @FOLDERNAME \Inbox\Projects\ARProject @FROM EmailFrom From field in an e-mail message. For example: @FROM Kelly Morris Data Loading Requirements DII Tokens | 300 @FULLTEXT N/A (text processing directive) Determines how OCR is associated with the document. This token should be placed at the top of the file, before any @T tokens. The OCR files must have the same names as the images (not including the extension), and they must be located in the same directory. Variations: @FULLTEXT DOC - One text file exists for each database record. The name of the file must be the same name as the first image file. @FULLTEXT PAGE - One text file exists for each page. @FULLTEXTDIR Link to Full text Directory The @FULLTEXTDIR token is a partner to the @FULLTEXT token. @FULLTEXTDIR allows specifying a directory from which the full-text will be copied during the import. Therefore, the full-text files do not have to be located in the same directory as the images at the time of import. The @FULLTEXTDIR token gives you the flexibility to import the DII file and full-text files without requiring you to copy the full-text files to the network first. For example: @FULLTEXTDIR Vol001\Box001\ocrFiles The above example shows a relative path. The application searches for the full-text files in the same location as the DII file that is imported and follows any subdirectories listed after the @FULLTEXTDIR token. The @FULLTEXTDIR token applies to all subsequent records in the DII file until it is changed or turned off. @HEADER @HEADER-END EmailHeader E-mail header content. The @HEADER-END token must be on its own line. For example: @HEADER @HEADEREND @INTMSGID InternetMessageID Internet message ID. For example: @INTMSGID <00180c34fe5$bf2d5$050@SKEETER> @MEDIA Media Indicates the type of document. This must be populated with one of the following values: {email, attachment, and eDoc} This value is REQUIRED. This value is used by the application to determine how to display the document. For example : @MEDIA eDoc @MSGID EntryID E-mail message ID generated by Microsoft Outlook or Lotus Notes. For example: @MSGID 00E8324B3A0A800F4E954B8AB427196A1304012000 @MULTILINE Any custom field with multiple lines Allows carriage returns and multiple lines of text to populate a specified text field. Text must be between @MULTILINE and @MULTILINE-END. The @MULTILINE-END token must be on its own line. For example: @MULTILINE FIELDNAME Here is the first line. Here is the second line. Here is the third line. Here is the last line. @MULTILINE-END @O OCRTEXT / FULLTEXT is copied into a file in the file system This token is used to load full-text documents. The text files can be located someplace other than the image location as specified by the @D line of the DII file. There can only be one text file for the record. The value following the @O should contain the relative path (from the load file location) of the .txt file. @O \Text\ABC000123.txt Data Loading Requirements DII Tokens | 301 @OCR @OCREND OCRTEXT is copied into a file in the file system The @OCR and @OCR-END tokens offer the flexibility to include the full-text (including carriage returns) in the DII file. The @OCREND token must appear on a separate line. For example: @OCR @OCR-END @PARENTID ParentDoc Parent document ID of an attachment. For example: @PARENTID ABC000123 @PSTFILE0 PSTFilePath and PSTStoreNameID The original PST File name and ID 1) The name and/or location of the .PST file. 2) The unique ID of the .PST file. The two values are separated by a comma. The unique ID can be any unique value that identifies the .PST file. For example: @PSTFILE EMAIL001\PFranc.pst, PFranc_14April_07 The .PST file’s unique ID (the second value) is populated into the PST ID field designated in eMail Defaults. The PST ID value specified by the @PSTFILE token is assigned to the record it appears in and will apply to all subsequent e-mail records. The value is applied until either the @PSTFILE token is turned off by setting the token to a blank value or the value changes. The @PSTFILE token can occur multiple times in a single DII file and assign a different value each time. This allows processing multiple .PST files and presenting the data for all .PST files in a single DII file. As a best practice, the @PSTFILE token should be placed above the @T token. @READ IsUnread (stores 0 if Y and 1 if N) Notes whether the e-mail message was read. For example: @READ Y @RELATED LinkedDocs The document IDs of related documents. For example: @RELATED WGH000006 @SOURCE Source Custodian of the data. You can quickly filter documents by this field. @SOURCE Joe Custodian @SUBJECT Subject The subject of an e-mail message. For example: @SUBJECT RE: Town Issues @TIMECREATED CreationDateFT Time the file/e-mail/edoc was created @TIMERCVD DeliveryTimeFT Time that the e-mail message was received. @TIMESAVED ModificationDateFT Time that the file/e-mail/edoc was last saved @TIMESENT SubmitTimeFT Time that the e-mail message was sent. @TO EmailTo To field in an e-mail message. For example: @TO Conner Stevens @UUID UUID Customer-specific and unique identifier for a record (not used internally by the application) For example : @UUID AE01R95 Data Loading Requirements DII Tokens | 302 Chapter 29 Analyzing Document Content Using Cluster Analysis About Cluster Analysis You can use Cluster Analysis to group Email Threaded data and Near Duplicate data together for quicker review. Note: If you activated Cluster Analysis as a processing option when you created the project, cluster analysis will automatically run after processing data and will not need to be run manually. Cluster Analysis is performed on the following file types: Documents (including PDFs) Spreadsheets Presentations Emails Cluster Analysis is also performed on text extracted from OCR if the OCR text comes from a PDF. Cluster Analysis cannot be performed on OCR text extracted from a graphic. To perform cluster analysis 1. Load the email thread or near duplicate data using Evidence Processing or Import. 2. On the Home page, in the Project List panel, click the 3. In the Add Data dialog, click Cluster Analysis. 4. Click Start. You can view the similarity results in the Similar Panel in Review. The data for the email thread appears in the Conversation tab in Project Review. The data for Near Duplicate appears in the Related tab in Project Review. An entry for cluster analysis will appear in the Work List. Add Evidence button next to the project. Words Excluded from Cluster Analysis Processing Noise words, such as “if,” “and,” “or,” are excluded from Cluster Analysis processing. The following words are excluded in the processing: a, able, about, across, after, ain't, all, almost, also, am, among, an, and, any, are, aren't, as, at, be, because, been, but, by, can, can't, cannot, could, could've, couldn't, dear, did, didn't, do, does, doesn't, don't, either, else, Analyzing Document Content Using Cluster Analysis | 303 ever, every, for, from, get, got, had, hadn't, has, hasn't, have, haven't, he, her, hers, him, his, how, however, i, if, in, into, is, isn't, it, it's, its, just, least, let, like, likely, may, me, might, most, must, my, neither, no, nor, not, of, off, often, on, only, or, other, our, own, rather, said, say, says, she, should, shouldn't, since, so, some, than, that, the, their, them, then, there, these, they, they're, this, tis, to, too, twas, us, wants, was, wasn't, we, we're, we've, were, weren't, what, when, where, which, while, who, whom, why, will, with, would, would've, wouldn't, yet, you, you'd, you'll, you're, you've, your Filtering Documents by Cluster Topic Documents processed with Cluster Analysis can be filtered by the content of the documents in the evidence. The Cluster Topic filter is created in Review under the Document Contents filter from data processed with Cluster Analysis. Data included in the Cluster Topic is taken from the following types of documents: Word documents and other text documents, spreadsheets, emails, and presentations. In order for the application to filter the data with the Cluster Topic filter, the following must occur: Prerequisites How for Cluster Topic (page 304) Cluster Topic Works (page 304) Filtering with Cluster Topic (page 305) Considerations of Cluster Topic (page 305) Prerequisites for Cluster Topic Before Cluster Topic filter facets can be created, the data in the project must be processed by Cluster Analysis. The data can be processed automatically when Cluster Analysis is selected in the Processing options or you can process the data manually by performing Cluster Analysis in the Add Evidence dialog. Evidence Processing and Deduplication Options (page 123) How Cluster Topic Works The application uses an algorithm to cluster the data. The algorithm accomplishes this by creating an initial set of cluster centers called pivots. The pivots are created by sampling documents that are dissimilar in content. For example, a pivot may be created by sampling one document that may contain information about children’s books and sampling another document that may contain information about an oil drilling operation in the Arctic. Once this initial set of pivots is created, the algorithm examines the entire data set to locate documents that contain content that might match the pivot’s perimeters. The algorithm continues to create pivots and clusters documents around the pivots. As more data is added to the project and processed, the algorithm uses the additional data to create more clusters. Word frequency or occurrence count is used by the algorithm to determine the importance of content within the data set. Noise words that are excluded from Cluster Analysis processing are also not included in the Cluster Topic pivots or clusters. Analyzing Document Content Using Cluster Analysis | 304 Filtering with Cluster Topic Once data has been processed by Cluster Analysis and facets created under the Cluster Topic filter, you can filter the data by these facets. Cluster Topic Filters The topics of the facets available are cluster terms created. Documents containing these terms are included in the cluster and are displayed when the filter is applied. Topics are comprised of two word phrases that occur in the documents. This is to make the topic more legible. The UNCLUSTERED facet contains any documents that are not included under a Cluster Topic filter. For more information, see Filtering Data in Case Review in the Reviewer Guide. Considerations of Cluster Topic You need to aware the following considerations when examining the Cluster Topic filters: Not all data will be grouped into clusters at once. The application creates clusters in an incremental fashion in order to return results as quickly as possible. Since the application is continually creating clusters, the Cluster Topic facets are continually updated. Duplicate documents are clustered together as they match a specific cluster. However, if a project is particularly large, duplicate documents may not be included as part of any cluster. This is to avoid performance issues. You can examine any duplicate documents or any documents not included in a cluster by applying the UNCLUSTERED facet of the Cluster Topic filter. Analyzing Document Content Using Cluster Analysis | 305 Using Entity Extraction About Entity Extraction You can extract entity data from the content of files in your evidence and then view those entities. You can extract the following types of entity data: Credit Card Numbers Email Addresses People Phone Numbers Social Security Numbers The data that is extracted is from the body of documents, not the meta data. For example, email addresses that are in the To: or From: fields in emails are already extracted as meta data and available for filtering. This option will extract email addresses that are contained in the body text of an email. Using entity extraction is a two-step process: 1. Process the data with the Entity Extraction processing options enabled. You can select which types of data to extract. 2. View the extracted entities in Review. The following tables provides details about the type of data that is identified and extracted: Type Credit Card Numbers Examples Numbers in the following formats will be extracted as credit card numbers: 16-digit numbers used by VISA, MasterCard, and Discover in the following formats. For example, 1234-5678-9012-3456 (segmented by dashes) 1234 5678 9012 3456 (segmented by spaces) Not: 1234567890123456 (no segments) 12345678-90123456 (other segments) 15-digit numbers used by American Express in the following formats. For example, 1234-5678-9012-345 (segmented by dashes) 1234 5678 9012 345 (segmented by spaces) Notes: Other formats, such as 14-digit Diners Club numbers, will not be extracted as credit card numbers Analyzing Document Content Using Entity Extraction | 306 Type Email Addresses Examples Text in standard email format, such as jsmith@yahoo.com will be extracted. Note: Email addresses that are in the To: or From: fields in emails are already extracted as meta data and available for filtering. This option will extract email addresses that are contained in the body text of an email. People Text that is in the form of proper names will be extracted as people. Proper names in the content are compared against personal names from 1880 - 2013 U.S. census data in order to validate names. Type Phone Numbers Examples Numbers in the following formats will be extracted as phone numbers: Standard 7-digit For example: 123-4567 123.4567 123 4567 Not: 1234567 (not segmented) Standard 10-digit For example: (123)456-7890 (123)456 7890 (123) 456-7809 (123) 456.7809 +1 (123) 456.7809 123 456 7809 Not 1234567890 (not segmented) Note: A leading 1, for long-distance or 001 for international, is not included in the extraction, however, a +1 is. Analyzing Document Content Using Entity Extraction | 307 Type Examples International Some international formats are extracted, for example, +12-34-567-8901 +12 34 567 8901 +12-34-5678-9012 +12 34 5678 9012 Not 12345678901 (not segmented) Other international formats are not extracted, for example, 123-45678 (10) 69445464 07700 954 321 (0295) 416,72,16 Notes: Be aware that you may get some false positives. For example, a credit number 5105-1051-051-5100 may also be extracted as the phone number 510-5100. Type Examples Social Security Numbers Numbers in the following formats will be extracted as Social Security Numbers: 123-45-6789 (segmented by dashes) 123 45 6789 (segmented by spaces) The following will not be extracted as Social Security Numbers: 123456789 (not segmented) 12345-6789 (other segments) Enabling Entity Extraction To enable entity extracting processing options: 1. You enable Entity Extraction when creating a project and configuring processing options. See Evidence Processing and Deduplication Options on page 123. Viewing Entity Extraction Data To view extracted entity data 1. For the project, open Review. 2. In the Facet pane, expand the Document Content node. 3. Expand the Document Content category. 4. Expand a sub-category, such as Credit Card Numbers or Phone Numbers. 5. Apply one or more facets to show the files in the Item List that contain the extracted data. Analyzing Document Content Using Entity Extraction | 308 Chapter 30 Editing Evidence Editing Evidence Items in the Evidence Tab Users with Create/Edit project admin permissions can view and edit evidence for a project using the Evidence tab on the Home page. To edit evidence in the Evidence tab 1. Log in as a user with Create/Edit project admin permissions. 2. Select a project from the Project List panel. 3. Click on the Evidence tab. 4. Select the evidence item you want to edit and click the Edit button. 5. In the External Evidence Details form, edit the desired information. Editing Evidence Editing Evidence Items in the Evidence Tab | 309 Evidence Tab Users with permissions can view information about the evidence that has been added to a project. To view the Evidence tab, users need one of the following permissions: Administrator, Create/Edit Project, or Manage Evidence. Evidence Tab Elements of the Evidence Tab Element Description Filter Options Allows the user to filter the list. Evidence Path List Displays the paths of evidence in the project. Click the column headers to sort by the column. Refreshes the Evidence Path List. Refresh Editing Evidence Evidence Tab | 310 Elements of the Evidence Tab (Continued) Element Description Click to adjust what columns display in the Evidence Path List. Columns External Evidence Details Includes editable information about imported evidence. Information includes: That path from which the evidence was imported A description of the project, if you entered one The evidence file type What people were associated with the evidence Who added the evidence When the evidence was added Processing Status Lists any messages that occurred during processing. Editing Evidence Evidence Tab | 311 Part 6 Using Lit Holds This part describes how to use Litigation Holds and includes the following: Managing Using Using Lit Holds Litigation Holds (page 313) the Dashboard (page 340) | 312 Chapter 31 Managing Litigation Holds About Litigation Holds AccessData’s Litigation Hold system is a notification management system that efficiently handles all aspects and stages of the litigation hold process within your enterprise. The Litigation Hold offers email notification templates and interview question templates, reports, histories, reminders, acceptance records, interview response records, and centralizes the relevant data in one location. Configuring the System for Managing Litigation Holds About System Configuration for Lit Hold Users with the proper roles can open links from notification emails to perform tasks, such as approve a hold. In order to open the link correctly, the LitHoldNotification authentication settings must be configured. By default, the configuration is set to use Active Directory for the IT and Person acceptance landing pages when clicking links. However, you must change the setting from Active Directory and use Anonymous. This does not affect the general use of Active Directory and IWA in the rest of the application. To configure anonymous authentication 1. On the Windows Start menu, in the Search programs and files field, enter INetMgr. 2. In the Internet Information Services (IIS) Manager application, in the left pane, expand the top-most server option. 3. Expand Sites > Default Web Site. 4. Click LitHoldNotification. 5. In the middle pane, in the IIS section, double-click Authentication. 6. In the Authentication pane, under the Name column, right-click Windows Authentication, and then click Disable. At this point, all options are disabled. 7. In the Authentication pane, under the Name column, right-click Anonymous Authentication, and then click Enable. 8. In the left pane, right-click LitHoldNotification, and then click Explore. Notice the Web.config file. 9. Open Web.config in Notepad. Managing Litigation Holds About Litigation Holds | 313 10. Locate the following line in the file: 11. Change "Windows" to "None". The text is case-sensitive. 12. Locate the following line in the file: 13. Change "?" to "0". 14. Save Web.config, and then exit Notepad. 15. Close the Explore window where Web.config is displayed. 16. Exit the Internet Information Services (IIS) Manager window. 17. Restart IIS. About Configuring Projects, People, and Users Litigation holds use the projects, users, and people that exist in the application’s database. If you have not already created these, you must do so before you send email notifications. Projects During the creation of a litigation hold, it is required that you associate it with a project. When it first becomes necessary to create a litigation hold, you can create a new legal to associate with the hold, or you can use an existing project. See Creating a Project on page 118. Application users During the litigation hold creation process approvers are selected from the User List page. Only the users with Administrators, Project Manager, Project Administrator, LitHold Managers, Approve Lit Holds rights in your program database are loaded into the Approval page of the Hold Creation Wizard. See Configuring and Managing System Users, User Groups, and Roles on page 54. People People are selected from your program person list during litigation hold creation. You can add people manually (individually), or you can add people using Active Directory. Using Active Directory and Integrated Windows Authentication can help to verify email addresses, and to further authenticate people during their responses to email notifications. This system automatically inputs the person’s email address into the Lit Hold creation People page. See Configuring Active Directory Synchronization on page 76. Email configuration Before you can send any litigation hold notification emails, you must first make sure that you have configured Email Notification Server. See Configuring the Email Notification Server on page 78. Lit Hold Configuration After Email Notification Server is configured, you can create your litigation hold notifications, approvals, and acceptances. About Litigation Hold Roles You can assign roles and permissions to users to manage lit holds. Managing Litigation Holds Configuring the System for Managing Litigation Holds | 314 Some roles are global while others are specific to an individual project. Litigation Hold Roles and Permissions Role/ Permission Description Roles Person A person upon whom the hold is placed. IT Staff Company IT staff assigned to this Litigation Hold by the Hold Manager. IT Staff are added in the Lit Hold creation wizard. See Adding an IT Staff Member for Use in a Litigation Hold (page 317). An IT Staff works, in particular, with file aging. System-based Permission Lit Hold Manager Can manage lit holds for all projects. See Planning User Roles on page 55. Project specific permissions See Setting Project Permissions on page 154. Project Administrator Can manage a lit hold for the given project. Approve Lit Holds Approves the hold and receives updates from the Hold Manager. Create Lit Holds Can create a lit hold for the project. Delete Lit Holds Can delete a lit hold for the project. Hold Manager Creates the hold, submits it for approval (from the Hold Approver), and manages notifications, responses, recipient lists, updates, and reminders. A Hold Manager has to be a User, but does not necessarily have the role of creating Projects. A Hold Manager may be granted Hold Approver as well, but that may pose a security risk. View Lit Holds Can view data and reports for a lit hold for the project. Managing Litigation Holds Configuring the System for Managing Litigation Holds | 315 Configuring Litigation Holds System Settings Configuring Lit Hold General Settings Before you create litigation holds, you configure your Litigation Hold general settings. Prior to this, make sure you have configured your Email notification server. See Configuring the Email Notification Server on page 78. To configure Litigation Hold general settings 1. In the application console, click Lit Holds. 2. On the Lit Holds page, click LitHold Configuration. 3. On the LitHold Configuration page, set the options that you want. See Lit Hold Configuration Options on page 316. 4. Click Save. 5. (Optional) In the Send Test Email to: field, enter a single email address of a recipient, and then click Send Test Email. Lit Hold Configuration Options The following table describes the options that are available on the Lit Hold Configuration page. See Configuring Lit Hold General Settings on page 316. Lit Hold Configuration Options Option Description Email Sent From Address Specifies the sender’s email address. If desired, the IT department or a Network administrator can set up a default “From” address that people cannot reply to. Website Base Address The base address includes the protocol and server name, but not the application or the page that is currently displayed. For example, http:// / Default Escalation Stage Two Email Address You can set two levels of escalation policies for person hold acceptance. Stage One: If a person doesn't accept the hold within a number of specified days, the first escalation email is sent to their manager. Note: Stage One escalation requires Active Directory to be configured previously. In the Manager field of the Active Directory Account Screen, enter the manager that you want to be notified for the first escalation email. Stage Two: After a specified number of days, the next escalation is sent to the specified email address. You can configure the default email address for Stage Two Escalations. See People Options on page 330. See Email Notifications Options on page 331. Hold Report temporary storage path Managing Litigation Holds You can specify a dedicated path for reports data. Configuring Litigation Holds System Settings | 316 Lit Hold Configuration Options Option Description Person/IT Acceptance Message Lets you enter any message or instruction that you want the person or IT staff to receive for their acceptance. The acceptance message displays at the bottom of the Person and IT Staff Hold Notification pages, just above the Accept button. This is the “By clicking accept you agree to the terms set forth.” message. Save Saves the settings. Send Test Email To Specifies a single recipient email address that receives the test email. Send Test Email Sends a test email to the recipient specified above. Managing the IT Staff About Managing the IT Staff in a Litigation Hold An IT Staff works with file aging, among other things. Unlike people and approvers, there is no default database list that populates the IT Staff list. Instead, individuals must be entered manually. See Adding an IT Staff Member for Use in a Litigation Hold on page 317. See Editing an IT Staff Member on page 318. See Deleting an IT Staff Member on page 318. Individuals that you add to IT Staff become available for you to select from in the Hold Creation Wizard. See Creating a Litigation Hold on page 328. Adding an IT Staff Member for Use in a Litigation Hold You must add individuals to IT Staff manually. Individuals that you add here become available for you to select from in the Hold Creation Wizard. See About Managing the IT Staff in a Litigation Hold on page 317. To add an IT staff member for use in a litigation hold 1. On the Lit Holds page, click LitHold IT Staff. 2. On the Manage IT Staff page, click 3. In the Add New IT Staff dialog box, set the options that you want. See IT Staff Options on page 318. 4. Click OK to add the individual to the table on the Manage IT Staff page. Managing Litigation Holds . Configuring Litigation Holds System Settings | 317 IT Staff Options The following table identifies the options that are available in the Add New IT Staff dialog box and the Edit IT Staff dialog box. See Adding an IT Staff Member for Use in a Litigation Hold on page 317. See Editing an IT Staff Member on page 318. IT Staff Options Option Description First Name First name of the individual. Middle Initial Middle initial of the individual. Last Name Last name of the individual. Email Email address of the individual. The address is where notifications are sent. Title Given job title of the individual. Username Computer username of the individual. Domain Network domain where the individual’s computer resides. Cancel Cancels the addition of the individual. OK Adds the individual to the Manage IT Staff page. Editing an IT Staff Member Any edits or changes that you make here are propagated to existing litigation holds of which the individual may be a part. See About Managing the IT Staff in a Litigation Hold on page 317. To edit an IT staff member 1. On the Lit Holds page, click LitHold IT Staff. 2. On the Manage IT Staff page, in the table, select a name whose information you want to edit. 3. Click 4. In the Edit IT Staff dialog box, set the options that you want. See IT Staff Options on page 318. 5. Click OK. . Deleting an IT Staff Member Individuals that you delete are removed from the list of IT Staff that you can select from in the Hold Creation Wizard and they are removed from all existing litigation holds. See About Managing the IT Staff in a Litigation Hold on page 317. Managing Litigation Holds Configuring Litigation Holds System Settings | 318 To delete an IT staff member 1. On the Lit Holds page, click LitHold IT Staff. 2. On the Manage IT Staff page, in the table, select a name that you want to delete. 3. Click 4. Click OK to confirm the deletion. . Configuring LitHold Email Templates About Managing Email Templates for Use in Litigation Holds The Hold manager sends email notifications to people, IT Staff, and the Hold Approver informing them that a litigation hold is in place. Using email templates expedites this process. Templates are created in the Manage Email Templates section of the Hold drop-down menu. The Hold Manager can use predefined email templates, or create their own custom email templates. You can edit or deleted predefined email templates. It is possible that messages sent by the litigation hold notification system are flagged as junk email by clients such as Microsoft Outlook. You may need to ensure that these messages are considered “trusted” and not automatically filtered to a junk email folder. See Creating an Email Template for Use in Litigation Holds on page 319. See About Managing Email Templates for Use in Litigation Holds on page 319. Creating an Email Template for Use in Litigation Holds You can create your own email templates from scratch, or you can use an existing email template as the basis for a new template. You can add basic HTML formatting to the message body of an email. See About Managing Email Templates for Use in Litigation Holds on page 319. To create an email template for use in litigation holds 1. On the Lit Holds page, click LitHold Email Templates. 2. On the Email Templates page, in the Template Type drop-down list, select the type of template that you want to create. See Template Type Options on page 320. 3. In the Templates drop-down list, do one of the following: 4. Click the name of an existing template. Click Create New Template. In the Subject and Message Body fields, add or the delete the text that you want to appear in the email for the given template type. When you save the template, the text that you entered in the Subject field is also used for the template name that appears in the Templates drop-down list. You can use the HTML text editor to format the text as you would like to have it displayed. You can also copy HTML text from another source. Managing Litigation Holds Configuring Litigation Holds System Settings | 319 5. (Optional) Click Macros. In the Name column, click a macro name to insert it into the message body where your cursor was last located. Based on the macro that you added to the message body, its associated information is inserted into the email at the time it is sent. The associated information comes from the various fields that were filled at the time you went through the Hold Creation Wizard to create the litigation hold. You can enter macros manually if the “code” is already known. Note: The Lit Hold email notification email template allows you to manually enter in the [CompanyImage] macro. When the macro is not present in the template, the company image’s placement defaults to the top center of the email. 6. (Optional) In the Send Test Email to: field, enter an email address of a single recipient, and then click Send Test Email. 7. Click Save. Template Type Options The following table describes the types of email templates that are available for a litigation hold. See Creating an Email Template for Use in Litigation Holds on page 319. Template Types Template Type Description Approval Sent to the litigation hold manager for their approval. Stop Aging Acceptance Sent to the IT Staff describing the parameters of the hold, and linking them to the Landing Page where they can view the Stop aging Letters and acknowledge receipt of the litigation hold. Stop Aging Reminder Reminds the person that they are still involved a litigation hold order. Stop Aging Termination Notifies the IT Staff that their participation in the litigation hold order is no longer necessary. Hold Acceptance Notifies the people of the hold, and links them to the Landing page where they can acknowledge receipt of the hold. Hold Reminder Reminds the people of the litigation hold. Hold Termination Notifies the people that the litigation hold has ended. Hold Escalation Stage One There are two levels of escalation policies for person hold acceptance. Stage One: If a person doesn't accept the hold within a number of specified days, the first escalation email is sent to their manager. Note: Stage One escalation requires Active Directory to be configured previously. In the Manager field of the Active Directory Account Screen, enter the manager that you want to be notified for the first escalation email. Stage Two: After a specified number of days, the next escalation is sent to the specified email address. Repeat: Both of these escalations can be set to repeat if necessary. People within a hold can be excluded from the escalation policy if needed. This is the email template for a Stage One Escalation. Hold Escalation Stage Two Managing Litigation Holds This is the email template for a Stage Two Escalation. Configuring Litigation Holds System Settings | 320 Template Types Template Type Description Person Questions Changed Reminder You may change the interview questions of a hold. This is the email template that will remind people of the change in interview questions and that they need to re-answer them. Configuring LitHold Interview Templates About Managing Interview Templates for Use in Litigation Holds When you create a litigation hold, part of the process includes specifying interview questions. You can create interview templates with standard questions that you can re-use when you create a litigation hold. See Creating an Interview Template for Use in Litigation Holds on page 323. See Editing an Interview Template on page 324. See Deleting an Interview Template on page 324. See Creating a Litigation Hold on page 328. About Interview Question and Answer Types When you create an interview question template, you have flexibility in the kinds of questions, and potential answers, that are used. You can also specify that certain interview questions are required to answer. In an interview question template, you can configure the following different types of interview questions: LitHold Interview Template Questions Types Questions Type Description Text Input Question When you use this question type, a user answers the question by typing text. Selection Question (Check Boxes) When you use this question type, you also create a set of answers that the user can select from. The answers are provided as check boxes. The user can answer the question by selecting any of the check boxes that apply. You also have flexibility in the type of answers that you provide. LitHold Interview Template Answer Types (page 322) Depending on the type of question that you ask, you may want to provide a selection for None. Selection Question (Radio Buttons) When you use this question type, you also create a set of answers that the user can choose from. The answers are provided as radio buttons. The user can answer the question by selecting only one radio button. Depending on the type of question that you ask, you may want to provide a selection for None. Managing Litigation Holds Configuring Litigation Holds System Settings | 321 You also have flexibility in the types of answers that accompany the check box and radio button questions. You can configure the following answer types. LitHold Interview Template Answer Types Questions Type Description Add Answer The administrator specifies the text that accompanies the check box or radio button and the user simply chooses which selection to make. Add Input Answer The check box or radio button does not contain any accompanying text and the user must input text after selecting it. Add Input Answer with Text The administrator specifies the text that accompanies the check box or radio button and the user can also input text after selecting it. The following graphic is a sample of a template which has each of the three question types, and each of the three answer types. Sample of interview questions with the different types of questions and answers The first question simply provides a box for the user to input the answer. The second question provides check boxes for answers. The first answer is a simple check box with text provided in the template. The second answer is a check box where the user inputs text after selecting it. The third answer is a check box with text, but also includes a box for a user to input text. The third question provides radio buttons with the three possible answer types. The difference between questions with check boxes and questions with radio buttons is that with check boxes, a user can select any and all check boxes. With radio buttons, the user can choose only one. When creating a template, you can use the green up and down arrows on the right side to change the order the questions. Managing Litigation Holds Configuring Litigation Holds System Settings | 322 Creating an Interview Template for Use in Litigation Holds You can create any number of interview templates that contain the questions you want to ask people and others. You specify which templates you want to use when you go through the Hold Creation Wizard. See About Managing Interview Templates for Use in Litigation Holds on page 321. To create an interview template for use in litigation holds 1. On the Lit Holds page, click on the Configuration tab 2. Click LitHold Interview Templates. 3. On the Manage Interview Templates page, click 4. Enter a template name. The name of the template appears in the Templates drop-down list in the LitHold Wizard. 5. Enter a template description. 6. Add interview questions. . With the add button is a drop-down menu. Select the type of question that you want to add. See About Interview Question and Answer Types on page 321. 7. In the Question field, enter the text of the question. 8. (Optional) Select the Answer Required check box if you want to require an answer. 9. If you selected a Text Input Question (text input only), click Add. 10. If you selected a Select Question type with either check boxes or radio buttons, do the following: 10a. click the add button with the drop-down button in the lower left corner of the dialog. 10b. Select an answer type. See About Interview Question and Answer Types on page 321. 10c. Enter as many answers as desired. 10d. Click Add. 11. Add all of the questions that you want to be in this template. 12. (Optional) To edit a question or an answer, highlight a question and click Edit. 13. (Optional) Highlight a question and use the green up and down arrows on the right side to change the order of the question. 14. Click Save. Managing Litigation Holds Configuring Litigation Holds System Settings | 323 15. (Optional) Create additional templates with other questions. Editing an Interview Template You can edit an existing interview template to add or delete questions and answers to the template. You can also check or uncheck questions as required or not. See Creating an Interview Template for Use in Litigation Holds on page 323. See About Managing Interview Templates for Use in Litigation Holds on page 321. To edit an interview template 1. On the Lit Holds page, click on the Configuration tab 2. Click LitHold Interview Templates. 3. On the Manage Interview Templates page, highlight a template and click 4. Make any desired changes. 5. Click Save. Edit. Deleting an Interview Template You can delete an existing interview template so it is no longer available to choose in the Hold Creation Wizard. See Creating an Interview Template for Use in Litigation Holds on page 323. See About Managing Interview Templates for Use in Litigation Holds on page 321. To delete an interview template 1. On the Lit Holds page, click on the Configuration tab. 2. Click LitHold Interview Templates. 3. On the Manage Interview Templates page, highlight a template and click 4. Click OK to confirm. Managing Litigation Holds Delete. Configuring Litigation Holds System Settings | 324 Using the Lit Hold List The Lit Hold list is the default view when you click Lit Holds in the application console. You can use the Holds List view to display all the litigation holds in the application including the following information: Name Status Creation date The number of associated IT Staff The number of People When you view the list of holds, they are displayed in a grid. You can do the following to modify the contents of the grid: Control If which columns of data are displayed in the grid. you have a large list, you can apply a filter to display only the items you want. See Managing Columns in Lists and Grids on page 45. You can also perform the following hold actions: Create a hold Delete a hold Activate a hold Deactivate a hold Managing Litigation Holds Using the Lit Hold List | 325 Resubmits a hold Below the list of holds, you can use tabs to see the following information about the highlighted hold: Overall status Approvals List of Associated People List of the associate IT Staff Logs Email Hold History reports Managing Litigation Holds Using the Lit Hold List | 326 The following table describes each link in the Hold List task pane. Hold List Elements Links Description Lets you view and edit the selected hold Edit Deletes the selected hold. Delete New Hold Opens the Hold Creation Wizard so you can add a litigation hold. See Creating a Litigation Hold on page 328. Delete Hold Allows the user to delete the selected holds. See Deleting a Litigation Hold on page 336. Activate/Deactivate Hold Allows the user to activate or deactivate the selected hold. See Activating or Deactivating a Litigation Hold on page 336. Resubmit Hold You can resubmit a hold. This sets it back to its original state so that all actions must be performed again .See Resubmitting a Litigation Hold on page 337. Overall Status The filter lets you select Active, Inactive, or All Holds. The drop-down lists all the Holds in the selected category. The following four tab views display detailed information about the status of the selected Hold. Overall Status Approvals IT Staff People You can also choose Email Distribution History from the side task bar to view the Event Log and Email Distribution History for that Hold. See Viewing the Overall Status of a Litigation Hold on page 338. Holds Summary Summarizes all the litigation holds. Much of the same information is found in the Hold Info tab on the right side. See Viewing the Overall Status of a Litigation Hold on page 338. Approvals Displays the approval status and type. People Displays the names of the people that are associated with the selected hold. You can click Preview Acceptance Page at the bottom of the tab to open the Person Hold Notification page. IT Staff Displays the IT Staff members that are associated with the selected hold. You can click Preview Acceptance Page at the bottom of the tab to open the IT Staff Hold Notification page. See Adding an IT Staff Member for Use in a Litigation Hold on page 317. Log Displays filter options, a list of event types and related information, messages and date stamp for the selected Hold. See About the Hold Event Log for a Litigation Hold on page 338. Email Distribution History Displays filter options, a list of emails, and date stamp for the selected hold. See Viewing the Email Distribution History of a Litigation Hold on page 338. Managing Litigation Holds Using the Lit Hold List | 327 Hold List Elements Links Description Hold Reports Details the people involved in the hold, and the approval/acceptance status of the approvers, people, and IT Staff. See About Viewing Litigation Hold Reports on page 339. Creating a Litigation Hold You use the Litigation Hold Wizard to create and configure litigation holds. To create a litigation hold 1. On the Lit Holds page, click New Hold. 2. For each page of the wizard, set the options that you want. Lit Holds Options Table 1 General page See General Info Options on page 329. Approval page See Approval Options on page 329. IT Staff page See IT Staff Options on page 330. People page See People Options on page 330. Email Notifications page See Email Notifications Options on page 331. Documents page See Documents Options on page 333. Interview Questions page See Interview Questions Options on page 333. Summary page See Summary on page 334. 3. Click Next. 4. On the Summary page, Click Save to save the hold. 5. In the Success dialog box, click Hold List. 6. In the Hold List view, select the litigation hold that you just created. 7. Click (Approve Hold). Managing Litigation Holds Creating a Litigation Hold | 328 General Info Options The following table describes the options that you can set on the General Info page of the Litigation Hold Wizard. See Creating a Litigation Hold on page 328. General Info Page Options Option Description Name (Required) Sets the name of the litigation hold. Description Describes the litigation hold. Requested By Sets the name of the person who requested the litigation hold. Force Time Constraints Defines the time period associated with the hold. When the time period expires, the system sends hold termination emails, and the hold is closed. Note: You cannot edit a litigation hold that has this option checked. However, you can edit the people associated with the hold, as they change. Be sure you enable all email templates when you create the hold. If you fail to do so, any email templates that are listed as not required, cannot be enabled after you create the hold. Start Date (Required) Specifies the start date of the litigation hold. End Date Specifies the end date of the litigation hold. Project (Required) Sets the project that is associated with the litigation hold. Approval Options The following table describes the options that you can set on the Approver page of the Litigation Hold Wizard. Users who have rights to approve holds assigned to them in the projects are displayed on this page. During the litigation hold creation process approvers are selected from the User List page. Only the users with Administrators, Project Manager, Project Administrator, LitHold Managers, Approve Lit Holds rights in your program database are loaded into the Approval page of the Hold Creation Wizard. About Litigation Hold Roles (page 314) If you check Any Approver, it only takes one of the approvers in the table list to approve the litigation hold. See Creating a Litigation Hold on page 328. Approval Page Options Option Description Any Approver (Default) Any valid user that is listed in the table can approve the litigation hold. All Selected Selects all usernames in the Approval table list, meaning that all users must approve the litigation hold. Managing Litigation Holds Creating a Litigation Hold | 329 Approval Page Options Option Description Send Acceptance Emails to People and IT Staff on hold approval. After the hold is approved, acceptance notification e-mails are sent to the IT staff and the people that are associated with the hold. Send Approval Notifications Approval notification e-mails are sent to the approvers that are selected in the Approval table list. Send Approval Reminder every x days After a specified number of days, the approval notification e-mail is resent to the approvers that are selected in the Approval table list. IT Staff Options The following table describes the options that you can set on the IT Staff page of the Litigation Hold Wizard. The litigation hold does not go into effect until all selected IT Staff have accepted it. When acceptance is complete, the reminder emails are cancelled, but aging notifications continue. See Creating a Litigation Hold on page 328. IT Staff Page Options Option Description Add IT Staff members to the litigation hold. (Add New Staff Member) Filter for or select from IT Staff that has been pre-configured. See See Managing the IT Staff on page 317. Send Aging Acknowledgement every x Days Sends the litigation hold Aging Acknowledgment email to one or more IT Staff members that are checked in the table list, after so many days. Send Aging Reminder every x Days Resends the litigation hold Aging Reminder email to one or more IT Staff members that are listed in the table, after so many days. People Options The following table describes the options that you can set on the People page of the Litigation Hold Wizard. Multiple people can be involved in a litigation hold. However, only people that are associated with the selected project are displayed in the list. You can also specify people within a hold to be excluded from the interview or escalation policies. Managing Litigation Holds Creating a Litigation Hold | 330 See Creating a Litigation Hold on page 328. People Page Options Option Description Display Person data sources on acceptance page. Shows the sources of the person’s data on the Acceptance page. Send Hold Acknowledgement every x Days Sends the litigation hold Acknowledgment email to one or more people that are checked in the table list, after a specified number of days. This email continues to be sent until it is acknowledged. Send Hold Reminder every x Days Re-sends the litigation hold Reminder email to one or more people that are listed in the table, after a specified number of days. Escalations These settings allows you to set two levels of escalation policies for person hold acceptance. Stage One: If a person doesn't accept the hold within a number of specified days, the first escalation email is sent to their manager. Note: Stage One escalation requires Active Directory to be configured previously. In the Manager field of the Active Directory Account Screen, enter the manager that you want to be notified for the first escalation email. Stage Two: After a specified number of days, the next escalation is sent to the specified email address. Repeat: Both of these escalations can be set to repeat if necessary. People within a hold can be excluded from the escalation policy if needed. Email Notifications Options The following table describes the options that you can set on the Email Notifications page of the Litigation Hold Wizard. The Required section of the Email Notifications page records the notifications that you have completed. The Not Required section lists the notifications that are not necessary to complete. See Creating a Litigation Hold on page 328. General Email Notification Page Options Option Description Load from Template Lets you select an email template for the associated tab. See About Managing Email Templates for Use in Litigation Holds on page 319. Load Loads the selected email template into the Edit tab. Preview Opens the subject and message body of the email in a preview frame. Edit Lets you edit the subject and message body of the email. You can use the HTML text editor to format the text as you would like to have it displayed. You can also copy HTML text from another source. Managing Litigation Holds Creating a Litigation Hold | 331 General Email Notification Page Options Option Description View Lets you view the email message with any macro fields populated with data. The macro field data comes from the information that you entered on the wizard pages prior to the Email Notifications page. For example, the macro field [Hold Name] retrieves the name that was entered on the General page of the Hold Creation Wizard. In the predefined email templates that come with the system, some emails have “XXXX” or “YYYY” in the message body. When a recipient receives the email, these fields appear as requested data that a recipient must fill in with the appropriate information. Macros Lets you add, edit, or delete macro fields in the message body of the email. You can edit the macro fields inserted into the message body by highlighting the text between the brackets and changing the text. The following macros are available for the email Hold Name -Lets you insert the name of the hold. Hold Requestor - Lets you insert the name of the person who requested the hold. Time Frame Start - Lets you insert the date when the hold starts. Time Frame End - Lets you insert the date when the hold ends. Hold Person List - Lets you insert a list of people for the hold. This list must be separated with commas. Hold Description - Lets you insert the description of the hold. Project Name - Lets you insert the name of the associated project. View Hold Link - Lets you insert a Hold Link hyperlink into the email. The Hold Link allows recipients of the email to view a list of active holds. Send Test Email to You can send a test email so that you can verify the email notification. Enter a single email address of a recipient, and then click Send Test Email. Add CC: You can add additional email address of people other than the specified people and IT staff that you would like to receive the email. Email Notification Page Options Option Description Approval tab Lets you edit the Approval email notification that is sent to users who are identified on the Approval list. Person Acceptance tab Lets you edit the Person Acceptance email that is sent to inform associated people of the litigation hold and have them accept the hold. Person Reminder tab Lets you edit the Person Reminder email that is sent to remind people of their involvement with the hold. Person Termination tab Lets you edit the Person Termination email that is sent to inform people that the hold is complete and closed. Managing Litigation Holds Creating a Litigation Hold | 332 Email Notification Page Options Option Description IT Acceptance tab Lets you edit the IT Staff Acceptance email that is sent to inform associated IT Staff members of the litigation hold and have them accept the hold. IT Reminder tab Lets you edit the IT Staff Reminder email that is sent to remind IT Staff members of their involvement with the hold. IT Termination tab Lets you edit the Person Termination email that is sent to inform people that the hold is complete and closed. Escalation Stage One Escalation Stage Two You can set two levels of escalation policies for person hold acceptance. Stage One: If a person doesn't accept the hold within a number of specified days, the first escalation email is sent to their manager. Note: Stage One escalation requires Active Directory to be configured previously. In the Manager field of the Active Directory Account Screen, enter the manager that you want to be notified for the first escalation email. Stage Two: After a specified number of days, the next escalation is sent to the specified email address. These tabs let you configure the Escalation email that is sent to inform managers of the escalation. Documents Options The following table describes the options that you can set on the Documents page of the Litigation Hold Wizard. Documents are any supporting documents that you want to attach to the litigation hold notification emails. The document files are stored on the hard drive of the Hold Manager who creates the hold. Attached documents have read-only permissions. See Creating a Litigation Hold on page 328. Documents Page Options Option Description (Add supporting files button) Lets you add files in support of the litigation hold and have them categorized and distributed by Notice - Person or Aging - IT Staff. Documents that you add to a litigation hold are visible to the email recipient by way of a link back to the landing page. Description field Lets you double-click the description field of an added file and enter information you want about the file. Delete button Removes the file from the Supporting Documents table list. Interview Questions Options The following table describes the options that you can set on the Interview Questions page of the Litigation Hold Wizard. See Creating a Litigation Hold on page 328. Managing Litigation Holds Creating a Litigation Hold | 333 You can create interview questions here or you can load questions from your templates. When you create interview questions, you have a variety of options on how to configure the questions and answers. See About Interview Question and Answer Types on page 321. Interview Questions Page Options Option Description (Load question from template) Lets you select a previously defined interview question template that has the question set you want. See About Managing Interview Templates for Use in Litigation Holds on page 321. Add a interview question Specifies a question you want to ask recipients. You should enter and add one question at a time. For information on how to create and format questions and answers, see the following: About Interview Question and Answer Types (page 321) Creating an Interview Template for Use in Litigation Holds (page 323) Removes the highlighted question from the list. Delete button Edits the highlighted question in the list. Edit button You can select a question and change its order in the list. Allow Interview Review Allows recipients to see the interview questions and their answers after they accept the litigation hold notification. Allow Modification If you select this option, people can change their answers after the initial interview. Summary 1. On the Summary page, do one of the following: Click in a upper-right corner of General or Approval sections to edit the information you want. In the left pane of the wizard, click a wizard page name to navigate the wizard pages and edit any information you want. Click Summary in the left pane again to return to the Summary page and activate the Save button. 2. Click Save to save the hold. Managing Litigation Holds Creating a Litigation Hold | 334 3. In the Success dialog box, click Hold List. 4. In the Hold List view, select the litigation hold that you just created. 5. Click (Approve Hold). Managing Litigation Holds Creating a Litigation Hold | 335 Managing Existing Litigation Holds Editing a Litigation Hold You can open an existing litigation hold to either edit the settings, or to just view the settings. See Creating a Litigation Hold on page 328. To edit a litigation hold 1. On the Lit Holds page, highlight a template and click (edit). 2. Click Next to navigate the pages of the hold so you can review the settings, or make any necessary changes to existing settings. 3. When you have advanced to the Summary page, do one of the following: Click Cancel if you did not make any changes to the litigation hold settings, or you want to cancel any changes you made to the hold. Click Save to save the litigation hold settings that you changed. Activating or Deactivating a Litigation Hold You can activate or deactivate a litigation hold. Deactivating a hold does not delete the hold; instead, the hold is “turned off” or made inactive, even if it has not yet been approved. If you make the litigation hold inactive, its status is displayed as Not Active in the Lit Hold view. If you make a litigation hold active, the hold’s last known status is displayed in the Lit Hold view. See Creating a Litigation Hold on page 328. To activate or deactivate a litigation hold 1. On the Lit Holds page, under the Lit Hold tab, select a litigation hold. 2. Click 3. At the Confirms Holds dialog, click Ok. Activate or Deactivate either to activate or deactivate the litigation hold. Deleting a Litigation Hold You can delete an existing litigation hold, even if the hold is not active. See Creating a Litigation Hold on page 328. To delete a litigation hold 1. On the Lit Holds page, under the Lit Hold tab, select a litigation hold. 2. Click 3. (Optional) Check Keep Archive to keep an archive record of the litigation holds, and remove the holds from the user interface. 4. Click Yes in the Confirm Deletion dialog to confirm the deletion. Delete. You can find this icon by the litigation hold and also at the bottom of the task pane. Managing Litigation Holds Managing Existing Litigation Holds | 336 Resubmitting a Litigation Hold You can resubmit a hold. This sets it back to its original state so that all actions must be performed again See Creating a Litigation Hold on page 328. To resubmit a litigation hold 1. On the Lit Holds page, under the Lit Hold tab, select a litigation hold. 2. Click 3. The Resubmit Hold dialog appears. Resubmit Hold at the bottom of the task pane. Resubmit Hold Dialog 4. Enter the New Hold Name in the field provided. 5. You can check Terminate existing hold and/or Provide new email termination notice. 6. Add your information in the message body. You can format your text with basic word processing commands. 7. Under Macros, find macros to add to the body of your message. These macros include: Hold Name Hold Requestor Time Frame Start Time Frame End Hold Person List Project View 8. Name Hold Link Click Ok. Managing Litigation Holds Managing Existing Litigation Holds | 337 Viewing Information About Holds You can view the overall status, approvals, IT Staff, and people of a selected litigation hold. See Using the Lit Hold List on page 325. Viewing the Overall Status of a Litigation Hold You can view the overall status of a highlighted hold, including the following: Whether or not it is active The number of IT Staff and People The configured time frame Which actions have been completed with links for more information You can refresh the information shown on the tab to check the current status. About the Approvals Tab The Approvals tab displays the hold’s approval status and approval type. The option Send/Resend All Approval Notices becomes inactive after the hold is approved. About the People Tab The People tab displays the list of people that are involved in the litigation hold; the Total, Accepted, and Pending counts of all the people. The sent, visited, and accepted status of each person is displayed in a grid. When you highlight a person in the grid, the associated Detail View shows the custodial options and responses to interview questions. About the IT Staff Tab The IT Staff tab displays the total, accepted, and pending count of the IT Staff that are listed. The status of Sent, Visited, Accepted, and End Notice is also displayed. When you select an IT staff name, the associated Detail View area is displayed. About the Hold Event Log for a Litigation Hold You can use Hold Event Log to review the events and messages of a selected litigation hold. You can also apply filter options to select the Hold and Event Type. The Log pane displays the type, date and time, initiator, and the message of each log item. Select a type item from the list to view the associated Message. Viewing the Email Distribution History of a Litigation Hold You can view the history of emails that were sent, their type, date sent, by whom, recipient count, and subject. You can also use filtering to select a hold and type of email. See About the Hold Event Log for a Litigation Hold on page 338. Managing Litigation Holds Managing Existing Litigation Holds | 338 About Viewing Litigation Hold Reports You can use Reports in the Holds to generate various predefined reports with summary or detailed information about a particular litigation hold. For most reports, you can view the report and then export the report to the following file formats: Portable Document Format (PDF) Comma delimited (CSV) Excel Rich 97-2003 Text Format (RTF) Tagged Web Image File format (TIFF) page archive format (.mhtml) You can also print the report. For some reports, you can also generate an Excel file that has tabs for the different sets of data. You can view the following types of reports for a given litigation hold. Available Litigation Hold Reports Report More information Holds Summary You can generate the Holds Summary report to display an overview of all litigation holds, all active holds, and all Inactive holds. These reports list their approval and acceptance status, associated project, and when it was created. Also included are number of people and IT Staff associated with a litigation hold, and the current stage of approval. Hold Details You can generate the Hold Details report to display a detailed overview of a litigation hold’s approvers, people, IT Staff, any associated document files, and interview questions. Also included are the start and end dates of the hold, the priority of the hold, and a description, if one was entered in the Hold Creation Wizard. Interview Responses You can generate the Interview Responses report to display the answers to interview questions that are associated with a litigation hold. Person Details You can generate a detail report of the people’ hold information. Selected Project’s Holds You can generate a summary of all holds in the selected project. Managing Litigation Holds Managing Existing Litigation Holds | 339 Chapter 32 Using the Dashboard About the Dashboard The Dashboard allows you to view important information in an easy-to-read visual interface. The Dashboard has different widgets that display the monitored data. You can configure widgets to show information about all projects or selected projects. You can choose how the data is presented in either a pie chart, a horizontal bar chart, or a vertical bar chart. Depending upon your license, you can view the following widgets: Dashboard widgets Element Description Lit Hold View the top Lit Holds assigned to people. View the days pending approval for top people. View the days pending approval. View the status of all holds. View the Lit Holds assigned to the top IT staff. See the documentation on Lit Holds for more information. Jobs (Resolution1 only) View the percentage of jobs that have completed, completed with errors, or failed. See About Jobs on page 377. Using the Dashboard About the Dashboard | 340 Lit Hold Widget: Using the Dashboard About the Dashboard | 341 Configuring Dashboard Widgets The Dashboard tab has several widgets that display the monitored data. You can use the following elements to view and filter the data. To view Dashboard 1. Click the Dashboard tab at the top of the screen. Elements of Dashboard Widget Element Description Widget Options Clear the gear icon to configure the following options: Changes the appearance of the chart. You can choose to display the data in either pie, vertical bar, or horizontal bar chart form. Purge Interval (Alerts only) The interval at which alerts are purged from the list. Filters the chart results by project. The button displays what projects are being filtered and displayed. See The Filter Case Chart Results Pane on page 342. Refreshes the data in the widget. The button displays the last time that the data had been refreshed, either manually or automatically. The Filter Case Chart Results Pane In the Filter Case Chart Results pane, you can filter the items displayed in the widget. Elements of the Filter Case Chart Results Pane Element Description Filter by selected case(s) Allows you to search for a specific case. Click Filter to filter by the search terms. Selected cases only Posts only the selected projects to the widget. You can scroll down the project list and check the projects that you want to display. Unselect all Deselects all of the projects in the project list. Apply/Apply - all cases Applies the selected projects to the Dashboard widget. This button displays the number of projects selected. For example, if you have selected four cases, the button displays Apply - 4 cases. Cancel Returns you to the main widget. Using the Dashboard About the Dashboard | 342 Part 7 Reviewing Summation Data This part describes how to review Summation data and includes the following sections: Introduction Project to Project Review (page 344) Review Page (page 350) Customizing the Project Review Layout (page 355) Viewing Data (page 360) Working with Transcripts and Exhibits (page 400) Imaging Documents (page 414) Applying Coding Tags (page 420) Documents (page 444) Deleting Documents (page 459) Annotating Bulk and Unitizing Evidence (page 461) Printing (page 473) Managing Document Groups (page 192) Reviewing Summation Data | 343 Chapter 33 Introduction to Project Review This guide is designed to aid reviewers in performing tasks in Project Review. About Project Review In Project Review, you can review documents, electronic data, and transcripts in a web-based console. You can cull and filter the data in a particular project and search for specific terms. The collected evidence can then be processed, reviewed, and exported. The resulting production set can then be exported into an AD1 format, or into a variety of load file formats such as Concordance, Summation, EDRM, Introspect, and iConect. You can also export native files. Workflow for Reviewing Projects Although there is no formal order in which you process evidence, you can use the following basic workflow as a guide. Basic Workflow Step Task Link to the tasks 1 After you process a collection, you open the resulting project in Project Review See Introducing the Project Review Page on page 350. 2 View Data See Viewing Data in Panels on page 360. 3 Search Documents See Searching Data on page 94. 4 Culling Documents See Using Filters to Cull Data on page 507. 5 Imaging Documents See Imaging Documents on page 414. 6 Coding Documents See Coding Documents on page 444. 7 Annotating Documents See Annotating and Unitizing Evidence on page 461. Introduction to Project Review About Project Review | 344 Basic Workflow Step Task Link to the tasks 8 Work with Transcripts See Viewing Transcripts on page 405. See Annotating Transcripts on page 405. See Viewing Exhibits on page 413. See Searching in Transcripts on page 408. 9 Deleting Documents See Deleting Documents on page 459. About Date and Time Information When viewing data in Review, most items have dates and times associated with them. For example, you can see the following: File created, accessed, and modified dates and times. Email sent and received dates and times. How dates and times are displayed can be configured. About How Time Zones Are Set The dates and times associated with data files in a project are stored, by default, in Coordinated Universal Time (UTC), also known as Greenwich Mean Time (GMT). The Project Manager can configure a Display Time Zone for the project. This will offset the times as needed and display them in the desired time zone. For example, a project can be configured so that all times are displayed in Pacific Time Zone. For more information, see the Normalized Time Zones topic in the Creating a Project chapter in the Admin Guide. Configuring the Date Format Used in Review Each user of the web console can configure which date format is used for displaying date fields in Review. For example, some of the date formats that you can use include the following: M/d/yyyy (1/31/2014) dd.MM.yy (31.01.14) yyyy-MM-dd (2014-01-31) This only applies to how the dates are displayed in the web console; it does not affect how the dates are stored in the database. The date format that is displayed is controlled by the Windows region date format that is configured on one or both of the following: The Windows computer (server) that is running the Resolution1 or Summation application. The Windows client computer (the computer that is accessing the web console through a browser) However, some date fields behave differently and must be configured differently. Introduction to Project Review About Date and Time Information | 345 Configuring the Date Format for File and Email Date Fields The following dates are stored in the database and are displayed as standard dates: Review File: CreatedDate, AccessedDate, LastModifiedDate, and LastUpdated Email: SentDate and RecieivedDate Event: EventDate Home page: Project creation Evidence Job processing events Each user can configure their computer's Windows date format to what they want to use. For example, one person can use M/d/yyyy while another person uses yyyy-MM-dd. To configure a date format, a user selects the Short date format using the Windows Control Panel > Region and Language setting. Note: A console user can select any available Short date format, however, the Language (Country) format on the client computer must match the Language (Country) format selected on the Windows computer (server) that is running Summation. Otherwise, you will get a default date format based on the server’s settings. For example, if the server is set to English (New Zealand) and the client is also set to English (New Introduction to Project Review About Date and Time Information | 346 Zealand), the client can display any of the New Zealand Short date formats. However, if the server is set to English (New Zealand) and the client is set to English (United States), the client will display the default New Zealand format. To configure the Windows date format 1. On the client computer that is accessing the web console, open the Control Panel > Region and Language. 2. Select the language/country Format and Short date format that you want to use. 3. Click OK. Configuring the Date Format for DocDate and NoteDate fields When you enter a DocDate or a NoteDate, it is not entered into the database as a standard date value, but rather as a text string that is masked as a date. Because of this, these two fields will not be affected by the date format setting on the client computer. Instead, it is controlled by the date format setting on the Windows server that is running the Resolution1 or Summation application. Note: If you are using multiple Windows servers, the server running the AccessData Business Services Common service determines the date format. When entering a DocDate or a NoteDate, it will only accept a date format that is set on the application server. DocDate and NoteDate Format Limitations The DocDate and NoteDate fields do not support a year-first date format, such as yyyy/MM/dd. If this format is selected, these two date fields will display the year at the end, for example, MM/dd/yyyy. Slashes are always used as separators instead of dashes or dots (MM/dd/yyyy). Changing the Date Format on the Application Server If you want to change the date format on the application server (the computer running the Resolution1 or Summation application), there are a few steps that you must follow in order to have the new date recognized properly. To configure the Windows date format 1. On the Windows computer running the application, you must log in using the Windows Administrator account that is the “service user”. 2. Open the Control Panel > Region and Language. 3. Select the language format and date format that you want to use. 4. Click OK. After changing the date format in Windows, you must perform a few manual steps to reset the date format in the application. Important: The following process will temporarily disable the web server making the web console unavailable to users. Make sure no one is working in the console before proceeding. Introduction to Project Review About Date and Time Information | 347 To reset the date format in the application 1. 2. 3. 4. 5. Restart an application service by doing the following: 1a. On the Windows computer running the application, click Start > Run. 1b. Enter services.msc. 1c. Click OK. 1d. From the list of services, select AccessData Business Services Common. 1e. Click Restart Service. 1f. After the service has been restarted, close the Services management console. Stop the IIS web server so that you can delete cached settings by doing the following: 2a. On the Windows computer running the application, click Start > Run. 2b. Enter cmd. 2c. Click OK. 2d. In the command prompt window, type iisreset /stop and press ENTER; type Y and then press ENTER. The web server is stopped. 2e. Leave this CMD prompt window open so you can re-start IIS later. Delete cached application settings by doing the following: 3a. On the Windows computer running the application, browse to the following folder: \Windows\Microsoft.NET\Framework64\v4.0.30319\Temporary ASP.NET Files. 3b. While the IIS web server is stopped, delete the adg.map.web folder. Re-start the IIS web server by doing the following: 4a. In the command prompt window, type iisreset /start and press ENTER. 4b. After IIS has successfully started, close the CMD prompt window. Close and re-launch the browser running the web console. Introduction to Project Review About Date and Time Information | 348 Configuring the Date Format Used in Production Sets and Export Sets In this version, dates that are in Production Sets and Export Sets do not follow the Windows Regional settings. Instead, they default to the United States default format. In order to change the date format in Production Sets and Export Sets, you must change a setting in a configuration file by doing the following: 1. On the computer running the Summation application, open the folder where the WorkManager service is installed. The default location is C:\Program Files\AccessData\eDiscovery\Work Manager. 2. Edit the Infrastructure.WorkExecutionServices.Host.exe.config file. 3. Replace the following keys in the Config section: DefaultLoadFileDateFormat DefaultLoadFileTimeFormat DefaultLoadFileDateTimeFormat For example, to have dates in the dd-MM-yyyy format, replace the values as follows: 4. Save the config file. 5. Restart the WorkManager service. Introduction to Project Review About Date and Time Information | 349 Chapter 34 Project Review Page Introducing the Project Review Page You can use the Project Review page to search, analyze, filter, code, annotate, and label evidence for a selected project. You have access to Project Review for the projects that you have created or that you are associated with. You can access Project Review by clicking the magnifying glass button next to the project in the Project List panel. To access the Project Review page From the project list on the Home page, click next to the desired project. See The Project List Panel on page 39. Project Review Page Introducing the Project Review Page | 350 Project Review Page At the top of the Project Review page is a project bar and below that are multiple panels that are customizable. Project Review Page Introducing the Project Review Page | 351 Project Bar The project bar is at the top of the Project Review page. Elements of the Project Bar Element Description Current Project The name of the current project. Return to Project Management Click this button to return to the Home page. Current Item ID Displays the DocID, ObjectID, or Transcript name for the item selected in the Item List grid. You can download the current document if the Item ID is underlined. Click the number. When the Do you want to open or save bar appears at the bottom of the menu, either click Open or Save and save the file. Go to Doc ID Enter a DocID and click Go to go to that document in the Item List panel. You can also enter the DocID to open the native file. Note: If you processed data using evidence processing, you will need to put the documents into a Document group in order to use this feature. Next and Previous Buttons Click previous page or previous document button to move around in the Item List panel. Click next page or next document to move around in the Item List panel. Layout Button User Name Project Review Page Expand to manipulate panels in the Project Review. Panels can be hidden, shown, dragged, and/or docked to customize the Project Review page for your workflow. See Customizing the Project Review Layout on page 355. Displays the name of the currently logged in user and allows you to log out if desired. Introducing the Project Review Page | 352 Review Page Panels The Project Review page is made up of many panels. You select which panels are visible or hidden. The panels that you can use may depend on the license that you own and the permissions that you have. You can select which panels to display by doing either of the following: Manually selecting panels. Using the Layout tool. You can choose pre-defined layouts that display certain panels or you can customize a layout. See Customizing the Project Review Layout on page 355. To manually select panels 1. Open a project in Review. 2. Click the 3. Click Panels. 4. Select the panels that you want to display. Layouts drop-down. The following table briefly describes each panel that is available. Panels in the Project Review Panel Description Activity Lists the history of actions performed on the selected document. See The Activity Panel on page 387. Case Organizer Details Lets you view and edit the details of Case Organizer objects. See Using the Case Organizer on page 428. Coding Use to select and edit coding layouts. See The Coding Panel on page 450. Confidence Displays Predictive Coding confidence scores. See Predictive Coding on page 454. Conversation Displays email conversation threads. See The Conversation Panel on page 391. Detail Information The Detail Information contains tabs that allow you to view information about the selected record. See Using the KFF Details and Detail Information Panels on page 386. Exhibits Displays exhibits for the selected transcript. See The Exhibits Panel on page 413. Family Lists the family relationships for email documents. See The Family Panel on page 393. Image Displays the selected document as an image. You can perform annotations, redactions, and make notes in this view. See Using the Image Panel on page 384. Project Review Page Introducing the Project Review Page | 353 Panels in the Project Review (Continued) Panel Description Item List Lists the filtered evidence for the selected project. This panel also includes the search bar. See Using the Item List Panel on page 362. Labels Lists available labels in the project to apply to evidence. Also displays the selected label for the document currently being viewed. See About the Labels Panel on page 424. Linked Two types of documents are displayed in this view: Documents manually linked to other documents of the same project Documents linked to other documents during import See The Linked Panel on page 395. Natural This viewer displays a file’s contents as it would appear normally without having to use the native application. The first time you use this view, you will need to follow the prompts to install the viewer application. See Using the Natural Panel on page 380. Notes Use to display the notes for the currently selected document. See The Notes Panel on page 390. Production Displays the history of production for the selected document. See The Production Panel on page 389. Project Explorer Lets you cull and configure project data. Contains the following tabs: Facets, Explorer, Tags, Searches, and Review Sets. See Using the Project Explorer Panel on page 376. Review Batches Displays review batches. You can check in and check out batches from this panel. See The Review Batches Panel on page 445. Search Excerpts Lets you generate and view a list of search excerpts. See Using the Search Excerpt View on page 491. Similar Use to see the similarity between documents within the same cluster. See The Similar Panel on page 388. Text The Text view displays the file’s content as text. You can configure the text view so that sentences wrap if they are longer than the panel’s width. You can also limit how much text is displayed by setting the Page Depth in characters. See Using the Text Panel on page 385. Transcript Displays transcripts for the project. See The Transcript Panel on page 404. Unitization Lets you unitize documents which lets you merge multiple documents together, split single documents into multiple documents, and rearrange page order. . See Unitizing Documents on page 471. Project Review Page Introducing the Project Review Page | 354 Chapter 35 Customizing the Project Review Layout You can customize the Project Review panels for your workflow. Layouts are specific to the logged-in user. You can save custom layouts for future use. See Managing Saved Custom Layouts on page 359. You can customize the layout by doing the following: Hiding and Showing Panels (page 355) Collapsing Moving Panels (page 356) Resetting Saving and Showing Panels (page 356) Layouts (page 358) Layouts (page 358) Managing Saved Custom Layouts (page 359) Working with Panels All data in Review is shown in various panels. See Review Page Panels on page 353. You can show or hide panels. Hiding and Showing Panels You can hide and show panels to fit your needs. To hide a panel To hide a panel, do one of the following: Click the close button (x) on the panel. Click Layout > Panes and uncheck the panel you want to hide. To show a panel Click Layout > Panes and check the panel from the list. Customizing the Project Review Layout Working with Panels | 355 Collapsing and Showing Panels You can collapse a panel so that it is still open, but not shown unless you hover your mouse over it. This is useful for panels that you want to view less frequently. To collapse a panel 1. In top-right corner of the panel, click . The panel is collapsed and the name of the panel is displayed in a box on the left side. If the panel was in the top half of the page, the collapsed panel name is displayed in the top-left corner. If the panel was in the bottom half of the page, it will be displayed in the bottom-left corner. Collapsed Panels 2. To view a collapsed panel, mouse over the panel name and the panel will be shown until you move the mouse away from the panel. 3. To un-collapse a panel, view the panel, and in the top-right corner of the panel, click . Moving Panels You can move panels to different locations on the Project Review page. When you move a panel, you can position it in one of the following ways: To move Project Review panels 1. Click and drag the panel that you want to move. Docking guides appear on the page. Project Review Page with Docking Guides Customizing the Project Review Layout Working with Panels | 356 2. Place the panel by doing one of the following: Floating: Leave the panel floating on top of the page. Docking to a location on the page: Dock the panel by dragging the panel to one of the docking guide arrows and releasing the mouse button. There are four page docking guides on the outside of the page. Docking as a tab on another panel: Drag the panel on top of another panel and onto the center of the docking cluster and release the mouse button. There is a cluster of four page docking guides on the panel. Moving Panels to a New Window You can move the Natural, Image, Text, and Transcript panels to a new window from the Project Review page. To move panels to a new window In the Project Review, expand the Layouts drop-down and select Move Viewers to New Window. The Natural, Image, and Text panels open in one window with tabs at the bottom so that you can toggle between views. If you have other panels docked to the Natural panel frame and choose to Move Viewers to New Window, all other panels will be hidden. You can open a separate transcript window by choosing the mass action option View Transcripts. You can get your panels back into the main window by choosing the Reset Panels option. Customizing the Project Review Layout Working with Panels | 357 Working with Layouts Selecting a Layout You can use default layouts and custom layouts that you have saved in Project Review. The following are the available default layouts: Culling Layout: Designed to aid reviewers in culling documents by giving more screen area to the viewer panel and Item List grid, but collapsing the Project Explorer panel so you can concentrate on the documents you are reviewing. Review Layout: Designed to aid reviewers in coding documents by providing the viewer panel, coding, and label panels along with the relationship panels: Family, Similar, Conversation, Linked, and so on. Search Layout: Designed to aid reviewers in searching documents by docking the Project Explorer panel which contains the facets tab. This is the default layout that appears for first time users. Transcript Layout: Designed to aid reviewers in working with transcripts by providing all of the panels related to a transcript such as the transcript viewer with the Notes, Exhibits, Linked, and Item List panels CIRT Layout: Designed to aid reviewers in working with KFF and Security jobs (with Resolution1). This layout is similar to the Search Layout except that it also includes the Detail Information tab which lets you see more information on jobs that include Cerberus, Threat Analysis, and KFF. To select a layout 1. Open a project in Review. 2. Click the 3. Click Layouts. 4. Select the layout that you want to use. Default layouts appear above the line and custom layouts appear below the line. Layouts drop-down. Resetting Layouts If you have hidden, collapsed, or moved panels, you can return to the original layout. To reset a layout Select Layout > Reset Layout. If you have modified a custom layout, it will reset to the last saved state. Saving Layouts If you have customized the default layout, you can save it as a custom layout. You can save multiple layouts. To create a second custom layout, you must first return to a default layout, modify it, and then save it. If you make changes to a custom layout, and save it, it will save it as an update. To save a layout 1. Customize the layout. 2. Click Layout > Save Layout. Customizing the Project Review Layout Working with Layouts | 358 Manage Layouts Dialog 3. Enter the name of the layout and click Save. Managing Saved Custom Layouts You can rename and delete custom layouts that you have saved. You cannot delete the currently selected layout using the Manage Layouts dialog. To manage a saved custom layout 1. Select Layout > Manage Layouts. Manage Layouts Dialog 2. To rename a layout, select the layout, and enter a new name. 3. To delete a layout, click the X next to the layout, and click OK. 4. Click Save. Customizing the Project Review Layout Working with Layouts | 359 Chapter 36 Viewing Data Viewing Data in Panels Using Project Review, you can select and examine your data in multiple ways. You can use various panels to examine the data. You use the Panels List to select which panels to display. The panels that you can use may depend on the license that you own and the permissions that you have. See Review Page Panels on page 353. Note: Actions completed in a specific panel may affect search results in that panel. Always execute a previous search in a panel if you have changed the scope of what you are examining in the panel. For example, if you change the page depth of a document in the Text panel, you should execute any previous searches in that panel after changing the page depth. This chapter describes how to use the following panels to view data in Project Review: Data Viewing Panels Panel Category Panel Project Data Panels Lets you view and manage the data in your project. Item List Provides a list of evidence items in your project. This list may be filtered. See Viewing Documents in the Item List Panel on page 363. Project Explorer Lets you cull and configure project data. Contains six tabs: Facets, Explorer, Tags, Searches, and Review Sets. See Using the Project Explorer Panel on page 376. File Data Panels Lets you view the data about the selected document. Document Viewing Panels Viewing Data Descriptions Lets you view document data. See Using Document Viewing Panels on page 380. See Using the Natural Panel on page 380. See Using the Image Panel on page 384. See Using the Text Panel on page 385. See Using the KFF Details and Detail Information Panels on page 386. Viewing Data in Panels | 360 Data Viewing Panels Panel Category Panel Descriptions Activity Lists the history of actions performed on the selected document. See The Activity Panel on page 387. Conversation Displays email conversation threads. See The Conversation Panel on page 391. Family Lists the family relationships for email documents. See The Family Panel on page 393. Linked Two types of documents are displayed in this view: Documents manually linked to other documents of the same project Documents linked to other documents during import See The Linked Panel on page 395. Notes Use to display the notes for the currently selected document. See The Notes Panel on page 390. Production Displays the history of the production for the selected item. See The Production Panel on page 389. Similar Displays the similarity between documents within the same cluster. See The Similar Panel on page 388. Note: The language identification feature only works in the following categories: documents, spreadsheets, and email. Viewing Data Viewing Data in Panels | 361 Using the Item List Panel The Item List panel lists the filtered evidence for the selected project. This panel also includes the search bar and the ability to perform mass actions. Item List Panel Elements of the Item List Panel Element Description Options Click to use the following options in the Item Grid: Cache: See Caching Filter Data on page 521. Columns: See Selecting Visible Columns on page 365. Quick Columns: See Using Quick Columns on page 366. Quick Filters: See Using Quick Filters on page 367. Visualization: See Using Visualization on page 142. Search field Enter search terms to perform a quick search of documents in your project. Results appear in the Item Grid. See Running Searches on page 480. Go button Click to execute your quick search. Viewing Data Using the Item List Panel | 362 Elements of the Item List Panel (Continued) Element Description Search Options Select to perform the following actions: Clear Searches Advanced Search Expansion Settings Search Report Options Views The following views are available: See Using Views on page 368. Grid View: See Using the Grid View on page 368. Summary View: See Using the Summary View on page 369. Timeline View: See Using the Timeline View on page 370. Conversation View: See Using Conversation View on page 371. Thumbnail View: See Using the Timeline View on page 370. Not Cached: See Caching Filter Data on page 521. Actions Select the mass action that you want to perform on the documents in the Item List. See Performing Actions from the Item List on page 373. Actions Go Button (bottom of panel) Click to execute the selected mass action. Page Size Select the number of documents you want visible in the Item List. Page Lists the page you are on and the number of pages. Click the next arrow to see the next page. Click the refresh button to update the Item List. (Refresh) Viewing Documents in the Item List Panel The Item List panel displays documents in the project. By default, items are displayed using the Grid view. You can use different Views. See Using Views on page 368. To view documents in the Item List panel 1. From the project list on the Home page, click next to the desired project to enter Project Review. 2. By default, the Item List and Project Explorer panels are displayed. 3. Do the following to determine the items displayed in the Item List: In the Item List panel, use the Options to use columns, Quick Filters, and Visualization. See Elements of the Item List Panel on page 362. In the Project Explorer panel, use the Facets, Explore, Tags, or Review Sets tabs. See Using the Project Explorer Panel on page 376. Viewing Data Using the Item List Panel | 363 Using Columns in the Item List Panel About Columns You use columns to display specific data properties about evidence items. You can sort, filter, customize, and reposition the columns of information in the Item List panel in Grid. See About Content in Lists and Grids on page 44. There are many pre-configured fields that you can dispaly as columns. Project managers can also create custom columns in the Custom Fields tab on the Home page. See Configuring Custom Fields in the Admin Guide. About Pre-existing Fields There are many pre-existing fields that are available to use for columns. You can select to display any of the preexisting fields as columns. See Selecting Visible Columns on page 365. New fields are added regularly. For a list of many of the available fields for Summation, download: https://ad-zip.s3.amazonaws.com/Summation%205.2.2%20Field%20List.xlsx Some fields provide basic information. For example, the following general columns are displayed by default: DocID - Documents are given a DocID when data is added to a document group. Documents are added to a document group either when data is imported to a project or when document groups are created manually by a project manager. A document may not be assigned more than one DocID number. ObjectID - All items added to the project are given an ObjectID. ObjectName [File] Extension [File] Path [Email] From [Email] Subject [Email] To [Email] ReceivedDate LogicalSize AccessedDate Some columns provide information about the file. For example: ActualFile Archive ArchiveType Attachment BadExtension Decrypted Viewing Data Using the Item List Panel | 364 EmailDirectAttachCount - Shows the direct email attachments to an email. It does not display children attachments of the direct attachments. EMailMessage Encrypted FromEmail FromMSOffice GraphicFile HasTrackChanges ObjectType (for Office files) and ObjectSubType (see Object Types page 523) Person System Some columns provide specific data about certain file types. For example: HasTrackChanges lets you to sort and filter the following documents that have Track Changes enabled: Word documents (This currently only applies to DOCX document formats) Excel documents (.XSLX and .XLS documents) EXIF geolocation data (See Using Geolocation Columns in the Item List on page 548.) OLESubItem PSTFilePath and PSTStoreID Some columns display data related to certain product functions. For example: BatesNumber Hash values ProductionDocID KFF Some columns are virtual columns that do not support search, column level filtering, tagging layout fields, or production/export fields. However, you can export them to CSV. For example: ImagePageCount - This column shows the total number of pages in produced images. This column is also populated if you bulk image or import images. Selecting Visible Columns You can select the columns that you want visible in the Grid view. You can also select Quick Columns to use pre-define column templates. Only the columns and fields related to the features of your licensed product are displayed. For example, columns related to Resolution1 product features, such as EVTX data, are not shown in Summation. See Using Quick Columns on page 366. Viewing Data Using the Item List Panel | 365 To select visible columns 1. In the Item List panel in Grid view, click the Columns button and select Select Columns. Select Columns Dialog 2. Click the right arrow to add columns to the Grid and the left arrow to remove them from the Grid. 3. Organize the order of the columns by clicking the up and down arrows. Columns Tips The FilePath column has been changed to display the heading Path in the Item List. This allows the column to display any path information, not just file paths. Searches for this value should be created by specifying Path instead of FilePath. Using Quick Columns You can use Quick Columns to quickly display columns related to certain types of data. This allows you to make relevant columns visible without having to manually select them. The following standard pre-configured Quick Columns are available to choose from. Case Organizer - See Using the Case Organizer Columns on page 442. Document eDocs eMail KFF Notes Viewing Data Using the Item List Panel | 366 Scanned Paper Transcripts Depending on the license that you own, you may have more. For security related products, see the Viewing Security Data chapter of the Admin Guide. To apply Quick Columns 1. For a project, enter Review. 2. Click Options > Quick Columns. 3. Select the Quick Columns that you want to use. The selected Quick Column will be designated with a check. 4. To remove a Quick Column, select it again and the check will be cleared. Using Quick Filters The Item List panel includes Quick Filters that you can use to quickly refine the list of evidence. You can quickly hide or show the following types of data. Quick Filters Filter Description Hide/Show Duplicates By default, the Hide Duplicates Quick Filter is set and duplicate files are hidden. To view duplicate files, change to Show Duplicates. Hide/Show eDiscovery Refinement By default, the Hide eDiscovery Refinement Quick Filter is set. Enabling this shows extra files that may not be important. For example, this includes embedded files, such as XML, RELS, and graphics that are embedded in office documents. Hide/Show Folders By default, the Hide Folders Quick Filter is set and folder items are hidden. To view folder items, change to Show Folders.. Hide/Show Ignorables By default, the Hide Ignorable Quick Filter is set and KFF Ignorable files are hidden. To view Ignorable files, change to Show Ignorables. See About KFF on page 218. Depending on the license that you own, you may have more. For security related products, see the Viewing Security Data chapter of the Admin Guide. About the Amount of Data Displayed in Fields By default, the number of characters that display for a field in the Item List and Coding Panel is limited to 512 characters. Additional characters are truncated. For the Item List only, you can modify the number of characters displayed in custom text or text-based fields before they are truncated. You can set the value using the “FieldTruncationSize” value in the web.config file. You can set a limit value or turn off the limit by using a value of 0. This only applies to the Item List. The Coding Panel maintains the 512 character limit. If fields contain large amounts of data, you may need to remove the column from grid or you can reduce the page size to a smaller size such as 100, 50 or 20 records. Viewing Data Using the Item List Panel | 367 Using Views You can use different pre-configured views to help you review data. Grid View: See Using the Grid View on page 368. Summary View: See Using the Summary View on page 369. Timeline View: See Using the Timeline View on page 370. Conversation View: See Using Conversation View on page 371. Thumbnail View: See Using the Thumbnail View on page 372. Not Cached Whenever you change views, the File List is refreshed. You can perform actions on the documents in the Item Grid. See Performing Actions from the Item List on page 373. Using the Grid View The default view in the Item List panel is the grid view. Grid view is a grid that displays each document. Grid View Viewing Data Using the Item List Panel | 368 Using the Summary View The Summary view displays a detail of the documents. To access Summary view In the Item List panel, click the Summary View button . Summary View Viewing Data Using the Item List Panel | 369 Using the Timeline View This view lets you view file actions and the date and time that those actions took place. You can view the following file action information: File (Created, Last Modified, Last Accessed) Registry (Modified) Event Log (Event Created) Email (Sent and Received) Process (Start time) Queried events (see the Admin Guide) Each action is listed on it own row in the list. Note: You can configure the format that dates are displayed in. SeeConfiguring the Date Format Used in Review page 345 The Timeline View is an extension of the default Grid View with special event columns data added. The following columns are added: EventType - Displays the type of action (created, last accessed, and last modified) EventDate - Displays the date and time of the file action. EventData - Displays data about the item that evoked the timeline event. For example: If the event was file-related, the name of the file is displayed. If the event was process-related, the name of the process is displayed. If the event was web-related, the name of the URL is displayed. If the event was email-related, the email subject is displayed. If the event is from an EVTX file, the event data xml is displayed. When you open the Timeline View, any other columns that you had configured for the Grid View are maintained. Note: The ActionDate and ActionType columns are only available in the Timeline View. If you perform a search or filter in the Grid View, and then change to the Timeline View, only the results of the search or filter are in the list. Viewing Data Using the Item List Panel | 370 A difference between the normal Grid View and the Timeline View is that the Timeline View displays multiple rows for the same item (ObjectID). Each row will have a different action type but have the same Object ID. Depending on your data and how your list is sorted, rows for the same file may be on different pages. When you check an item to perform an action on it, all rows related to ObjectID file are also checked. From the Timeline View, you can do the following: Sort on one or more columns including the ActionDate and ActionType columns. Use filters on any column. Add columns to the view. (Any added columns persist when returning to the Grid View.) Perform mass actions on items in the list. See Performing Actions from the Item List on page 373. Export the list to CSV. You will get a separate row in the CSV for every Action Type. See Exporting a List to CSV on page 374. You can view, filter, and sort events related to modifying registry keys You can view, filter, and sort log2timeline events that come from Add Evidence and Collection jobs. To access the Timeline view In the Item List panel, click the Timeline View button . Using Conversation View Conversation view displays all the conversation threads for emails. To access the conversation view In the Item List panel, click the Conversation View button . Conversation View Viewing Data Using the Item List Panel | 371 Using the Thumbnail View You use the Thumbnails View to see rows of thumbnail images of the graphic files or video files in your project. See Viewing Graphics and Videos on page 399. If your project has graphics, such as JPEG, GIF, or PNG, thumbnails of those files are automatically created during processing. Note: Image thumbnails are generated only when choosing the processing option: Generate Image Thumbnails. To view thumbnails for video files, you must first enable the Generate (Video) Thumbnails processing option when you create a project. You can use the Thumbnail View to rapidly scan through the visual contents in a video file, without having to launch and watch the entire video. See Evidence Processing and Deduplication Options on page 123. To access the Thumbnail view In the Item List panel, click the Thumbnail View button . When you click a thumbnail, the item is displayed in the Natural panel. You can use the slider to change the size of the displayed thumbnail. Viewing Data Using the Item List Panel | 372 Performing Actions from the Item List You can perform mass actions on items in the list. There are two drop-downs for performing actions. In the first Actions drop-down, you specify whether you want to perform an action on all of the objects in the grid or only the checked objects. In the Action-type drop-down, you select the action that you want to perform. Actions You Can Perform in the File List Task Link Add to KFF Adds the MD5Hash value of the selected item to a KFF hash set. See Adding Hashes to Hash Sets Using Project Review on page 329. Bulk Coding Allows you to apply issues, categories, and other field coding to the selected item. See Coding Multiple Documents on page 452. Create Report Allows you to create a report of the selected items. See Creating Project Files Reports on page 440. Delete Evidence Allows you to delete the selected items from the Project. See Deleting Documents on page 459. Export List to CSV Allows you to export the selected items to a CSV file. See Exporting a List to CSV on page 374. Global Replace Allows you to search and replace values in non-read only fields. See Using Global Replace in the Searching documentation. Using Global Replace page 488 Imaging Allows you to create an image for the selected item. See Imaging Documents on page 414. Label Assignment Allows you to assign or remove a label from the selected item. See Applying and Removing Labels on page 422. Local Bulk Print Allows you to send the selected item to a local printer. See Local Bulk Printing on page 474. Network Bulk Print Allows you to send the selected item to a network printer. Reviewers with the Imaging permission can print multiple records. See Bulk Printing on page 473. OCR Documents Allows you to OCR the selected item. See Using OCR on page 374. Remove Document Group Items Allows you to remove the document group association from the selected item. See Deleting a Document Group in Project Review on page 196. Remove from Case Organizer Allows you to remove selected Case Organizer associations from the selected item. See Using the Case Organizer on page 428. View Transcripts Allows you to open a transcript viewer for each selected transcript so that you can view them side by side. See Viewing Transcripts on page 405. Viewing Data Using the Item List Panel | 373 Actions You Can Perform in the File List Task Link ThreatLookup (Resolution1 Platform and Resolution1 CyberSecurity only) Allows you to execute a ThreatLookup scan against the data to scan for threats. See the ThreatLookup chapter in the Admin Guide. Exporting a List to CSV You can export the Item List to a CSV file. Any field that is available in the list can be exported to a CSV file. Once exported, you download the exported CSV file from the Work List on the Home page. To perform an Export to CSV action 1. Identify the files that you want to perform the action on by doing one of the following: In the first Action drop-down, click All. Check individual files, and then in the first Action drop-down, click Selected Objects. 2. In the second Action drop-down, click Export List to CSV. 3. Click Go. To view the status of an Export to CSV job 1. Click Return to Project Management. 2. For the project, click 3. Under Job Type, view the ExportToCSV job. Work Lists. To download the CSV file 1. On the Work List page, select the ExportToCSV job that you want to download the file for. 2. In the Filter Options pane, click Download. 3. Select to Open or Save the file. 4. If you save the file, go to your Downloads folder to access the file. Using OCR You can create a job to OCR documents if you did not select to have this done during processing. About Optical Character Recognition (OCR) Optical Character Recognition (OCR) is a feature that generates text from graphic files and then indexes the content so the text can be searched, labeled, and so forth. OCR currently supports English only. Some limitations and variables of the OCR process include: OCR can have inconsistent results. OCR engines have error rates which means that it is possible to have results that differ between processing jobs on the same machine with the same piece of evidence. Viewing Data Using the Item List Panel | 374 OCR may incur longer processing times with some large images and, under some circumstances, not generate any output for a given file. Graphical images that have no text or pictures with unaligned text can generate illegible output. OCR functions best on typewritten text that is cleanly scanned or similarly generated. All other picture files can generate unreliable output. OCR is only a helpful tool for you to locate images with index searches, and you should not consider OCR results as evidence without further review. Documents that have already been processed for OCR do not process again. Documents imported with the @O token cannot be processed for OCR. The Text tab displays filtered text. Performing an Optical Character Recognition (OCR) Action To perform an OCR action 1. Identify the files that you want to perform the action on by doing one of the following: In the first Action drop-down, click All. Check individual files, and then in the first Action drop-down, click Selected Objects. 2. In the second Action drop-down, click OCR Documents. 3. Click Go. About Viewing Optical Character Recognition (OCR) Jobs After performing an OCR action you can view the the status of the OCR job. To view the status of an OCR job 1. Click 2. For the project, click 3. Under Job Type, view the OCR Documents job. Viewing Data Return to Project Management. Work Lists. Using the Item List Panel | 375 Using the Project Explorer Panel The Project Explorer provides tools to help you organize and cull your data. The Project Explorer panel has the following tabs: Facets This is the default tab and lets you use facets to cull your data. See Filtering Data in Case Review on page 507. Explore This can be used to cull your data by specific sets or groups of documents. See The Explore Tab on page 377. Navigation This lets you specify the scope of data viewable in the Item List panel by pivots such as Jobs, Groups, People, Computers, Network Shares, or Mobile Devices. (Not available in all products) See The Navigation Tab on page 378. Tags Searches Review Sets This lets you manage and view the different types of coding tags, Production Sets, and Case Organizer objects. See Applying Tags on page 420. This lets you view searches that you have run and saved. See Introduction to Searching Data on page 478. This lets you manage and view Review Sets. See Managing Review Sets on page 210. In the Project Exporer, you use the following icons: Expand the items in the list. Collapse the items in the list. Reset the selections. Viewing Data Using the Project Explorer Panel | 376 Apply the selections to the Item List. Important: You must reset each tab of the Project Explorer individually. For example, if you apply a filter on the Explore tab, and then apply a filter on the Facets tab, you must go to each tab and reset the selections to undo them. The Explore Tab The Explore tab in the Project Explorer panel can be used to cull documents by the following items: Document Groups Exhibits Export Sets Notes Transcripts Explore Tab When you check an item in the document tree, then click the Apply icon, all documents in that category will be included in your search query. Note: If you check only the parent node, you will not get any documents included in the search. You must select one or more of the child nodes (Document Groups, Transcripts, Notes, or Exhibits) in order to return results. Elements of the Document Tree Element Description Document Groups Check to include document groups in your search. Right-click to create document groups. Viewing Data Using the Project Explorer Panel | 377 Elements of the Document Tree Element Description Exhibits Check to include exhibits in your search. See Working with Transcripts and Exhibits on page 400. Exports Sets Check to include export sets in your search. See About Creating Export Sets on page 586. Notes Check to include notes in your search. See The Notes Panel on page 390. Transcripts Check to include transcripts in your search. Right-click to create transcript groups, upload transcripts, update transcript, and upload exhibits. See Working with Transcripts on page 400. The Navigation Tab Use the navigation panel to specify the scope of evidence that you want to view in the Item List panel of the Project Review. You can view evidence by specific sources of data such as Jobs, Groups, People, Computers, Network Shares, or Mobile Devices. Navigation Panel Viewing Data Using the Project Explorer Panel | 378 Elements of the Navigation Panel Element Navigation Tree Button Description Select this button to select the scope of evidence from among the following: Jobs Groups People Computers Shares Mobile Jobs Button Click to select a scope of evidence from the jobs in the project. Groups Button Click to select a scope of evidence from the groups in the project. People Button Click to select a scope of evidence from the people in the project. Computers Button Click to select a scope of evidence from the computers in the project. Shares Button Click to select a scope of evidence from the network shares in the project. Mobile Button Click to select a scope of evidence from the mobile devices in the project. Apply Button Click to apply the scope that you selected. Results appear in the Item List panel. Viewing Data Using the Project Explorer Panel | 379 Using Document Viewing Panels You can use various panels to view document data. See Viewing Data in Panels on page 360. You can use the following panels: See Using the Natural Panel on page 380. See Using the Image Panel on page 384. See Using the Text Panel on page 385. See Using the KFF Details and Detail Information Panels on page 386. Using the Natural Panel You can use the Natural Panel to view, annotate, and redact documents in your project. The first time you use this, you will need to follow the prompts to install the viewer application. When Internet Explorer displays a message that it has blocked a pop-up, select Always allow from the Options for this site pull-down. Viewing Data Using Document Viewing Panels | 380 Elements of the Natural Panel Element Description Standard Viewer Lets you view a AccessData-generated SWF version of the document that lets you do the following: View the document as it appears in its native format Edit the document with annotation tools See Using the Standard Viewer and the Alternate File Viewer on page 381. See About Annotating Tools on page 464. Alternate File Viewer Uses INSO viewer technology that lets you view the document as it appears in its native format. This format has some limitations on the data that can be displayed. In some cases the Standard Viewer has greater functionality. See Using the Standard Viewer and the Alternate File Viewer on page 381. Annotate Native Click to annotate the native document. A new version of the document will be created in SWF format. Check the progress of the image being created in the Work List of the Home Page. See Using the Standard Viewer and the Alternate File Viewer on page 381. Create Image Click to create an image of the native document. An image of the document will be created. Check the progress of the image being created in the Work List of the Home Page. Highlight Profile Select a predefined highlight profile to apply to the document. Find Enter a word or phrase to find in the document. The term highlights in the panel. You do not need to enter the whole word or phrase. You can begin to type the first few letters of the word and the pane highlights the first word that matches the typed letters. For example, typing “Glo” highlights the word “Global.” To navigate from one highlight to the next, use the arrow keys. Note: You cannot navigate highlighted terms displayed by a highlight profile. Copy Selected Text Enter a word or phrase to find in the document. To view documents in the Natural panel 1. In Project Review, select a file in the Item List panel. 2. Click the Natural tab. If the Natural panel isn’t showing, select the panel from the Layouts drop-down. Using the Standard Viewer and the Alternate File Viewer The Natural panel has two viewers that have different functionality: Standard Viewer Alternate File Viewer Both of these viewers are designed to show documents as they would appear natively. Viewing Data Using Document Viewing Panels | 381 The most basic viewer is the Alternate File Viewer. This viewer uses the OutsideIn viewer technology to display the content of a document as it would in its native application. Note: The following file types do not display in the Alternate File Viewer: 3G2, 3GP, 7ZIP, AD1, AIF, ASF, AVI, ASX, DBX, DD, DMG, E01, EX01, FLAC, FLV, GZIP, JAR, L01, M3U, M4A, M4V, MID, MKV, MOV, MP3, MP4, MPA, MPG, NSF, OGG, OST, PST, RA, RAR, RM, SRT, SWF, TAR, VOB, WAV, WMA, WMV, WTV, ZIP, and ZIPX. Also, files over 50 MB will not display. However, depending upon the options that you select, these files will be processed. The more advanced viewer is the Standard Viewer. This viewer lets you view an AccessData-generated SWF version of the document that lets you do the following: View Edit the document as it appears in its native format the document with annotation tools (See About Annotating Tools on page 464.) However, in order to view content in the Standard Viewer, a document must first be converted to a format that can be annotated or redacted. See About Generating SWF Files for Annotating or Unitizing on page 461. In some cases the Standard Viewer has advanced viewing capabilities. For example, if a Word document has Track Changes enabled, this viewer can show the formatted changes, whereas the Alternate File Viewer cannot. AccessData converts documents into an Adobe’s SWF file format for viewing and editing. As a result, the Standard Viewer will only display files that have been converted to SWF. If a SWF file is not available, the contents of the file will be displayed using the Alternate File Viewer. Viewing Data Using Document Viewing Panels | 382 Standard Viewer Featuers In the Standard Viewer, you can do the following: Use the Annotation feature. See Annotating Evidence on page 463. Use the Unitization feature. See Unitizing Documents on page 471. Use in-document searching The in-document searching includes type-down capabilities and counts. Workflow for the Standard Viewer and the Alternate File Viewer If the Enable Standard Viewer processing option is enabled, the Standard Viewer is the default viewer. When you click a file in the item list, if a SWF has been generated, or if the file can have a SWF generated, it will display in the Standard Viewer. If the SWF file has not yet been generated, it will do so automatically. If you click a file that does not support SWF, it will be displayed in the Alternate File Viewer instead. If the Enable Standard Viewer processing option is not enabled, by default, the Alternate File Viewer is used. If you then switch to the Standard Viewer, and if a SWF can be generated, it will be converted “onthe-fly”. Attachment Counts You can see attachment counts on imported Emails in the Natural panel. Emails imported using a load file, are constructed in the Natural panel using the metadata from the load file for a consistent Outlook type look and feel. In previous versions emails with attachments did not display that attachments existed unless the user imported these files as EDOCS. Now, when importing these files as EMAIL document types, the count of the attachments is now displayed in the Natural Viewer. Emails processed using evidence processing will display the attachment name rather than the attachment count. Viewing Data Using Document Viewing Panels | 383 Using the Image Panel The Image panel displays image documents and electronic documents that have been converted into images from the Natural panel. The Image panel displays the selected document as an image. You can perform annotations and make notes in this view. Image Panel See About Annotating Tools on page 464. See Unitizing Documents on page 471. To view documents in Image view 1. In Project Review, select a file in the Item List panel. 2. Click on the Image view tab. If the Image panel isn’t showing, select the panel from the Layouts drop-down. Viewing Data Using Document Viewing Panels | 384 Using the Text Panel The Text panel in Project Review displays the file’s content as text. There are two options for viewing text: Filtered text - This is basic text that is extracted during processing (unless you used the Quick Processing Mode). OCR - This is text that is generated using OCR. See Using OCR on page 374. Text Panel Elements of the Text Panel Element Description Filtered / OCR Select to view Filtered text or OCR text. Find Search for text in the document. Page Depth Limit how much text is displayed by setting the Page Depth in characters. Wrap Configure the text view so that sentences wrap if they are longer than the panel’s width (on by default). To view documents in Text view 1. In Project Review, select a file in the Item List panel. 2. Click on the Text view tab. If the Text panel isn’t showing, select the panel from the Layouts drop-down. Viewing Data Using Document Viewing Panels | 385 Using the KFF Details and Detail Information Panels You can show the KFF Details panel or the Detail Information panel. The KFF Details panel is diplayed when using the Review layout. The Detail Information panel is displayed when using the CIRT layout. The Detail Information contains tabs that allow you to view information about the selected record. You can enable these panels by customizing the Project Review panels and layouts. See Customizing the Project Review Layout on page 355. Elements of the Detail Information Panel Element Description Archived Details Displays the details of the file path, size, and dates associated with the record. Cerberus Displays the Cerberus threat score for the record. You will see data for applicable files if you selected the Enable Cerberus processing option. See the About Cerberus Malware Analysis chapter. You can download the information as an HTM file by clicking Download in the bottomright corner. KFF Details Displays the details of the Known File Filter for the selected record. See Using KFF (Known File Filter) on page 323. Evidence Source Displays the source of the evidence. To view KFF Detail / Detail Information 1. In Project Review, select a layout that displays the desired panel. 2. Select a file in the Item List panel. 3. Click on the KFF Detail / Detail Information view tab. Viewing Data Using Document Viewing Panels | 386 Using Document Data Panels You can use the following document data panels in Review: The Activity Panel page 387 The Similar Panel page 388 The Production Panel page 389 The Notes Panel page 390 The Conversation Panel page 391 The Family Panel page 393 The Linked Panel page 395 Exporting Using a List to CSV page 374 OCR page 374 See Viewing Data in Panels on page 360. The Activity Panel The Activity panel on the Project Review page lists the history of actions performed on the selected document. Activity Panel Elements of the Activities Panel Element Description Date Column Displays the date of the action performed. User Displays the user that performed the action. Activity Type Displays the detailed information regarding the action performed. Viewing Data Using Document Data Panels | 387 The Similar Panel The Similar panel in Project Review is used to show similarity between documents. This panel displays documents that are clustered together based on their content. The similarity is determined by running Cluster Analysis. You can perform Cluster Analysis by doing one of the following: When After creating a project, select the Cluster Analysis processing option. initial processing, on the Home page, select the project, click , and click Cluster Analysis. Performing Cluster Analysis will take some time after normal processing is completed. For information on performing Cluster Analysis, see the Admin Guide or Project Manager Guide. When Cluster Analysis is run, a “K-means” algorithm is run to determine a pivot document. Other documents are then compared to the pivot. If a document has an 80% similarity to the pivot, it will be displayed in the list in the panel. Similar Panel Elements of the Similar Panel Element Description File list Displays the Pivot item (designated by the gold star) and other items that are similar. The level of similarity of each item to the pivot is displayed as a percentage. Actions You can select items and then perform the following actions on items in the list. Viewing Data Using Document Data Panels | 388 Elements of the Similar Panel (Continued) Element Go Description Label Assignment Allows you to assign or remove a label from the selected item. See Applying and Removing Labels on page 422. Bulk Coding Allows you to apply issues, categories, and other field coding to the selected item. See Coding Multiple Documents on page 452. Compare Docs Allows you to compare the contents of two items. Select the documents that you want to compare, select Compare Docs, and click Go. A new window opens and displays a report that details how the items compare. Performs the selected action on the selected items. The Production Panel The Production panel in Project Review displays the history of production for the project. You can navigate to produced documents via hyperlinks in the Production panel. The ProductionDocID appears as a hyperlink in the Production panel. While viewing a source document highlighted in the Item List, you can click on the ProductionDocID in the Production panel, and the produced document opens in a new window. When a document is produced, it is automatically linked to the original from which it was produced. When looking at the original document, you can see that it has been produced. You can navigate to the produced documents via hyperlinks in the Production panel. The ProductionDocID appears as a hyperlink in the Production panel. While viewing a source document highlighted in the Item List, you can click on the ProductionDocID in the Production panel, and the produced document opens in a new window. Viewing Data Using Document Data Panels | 389 Also, if you display produced documents in the Item List by filtering, the Source ID of a produced document appears as a hyperlink in the Production panel. Clicking on the Source ID opens the source document in a new window. Note: Export sets do not have hyperlinks in the Production panel. Production Panel The Notes Panel The Notes panel in Project Review can be used to view, navigate, and delete notes. Notes Panel Viewing Data Using Document Data Panels | 390 Elements of the Notes Panel Element Description Owner Column Lists the author of the note. Texts Column Displays the text of the note. Date Column Displays the date that the note was created. Page No Column Displays the page on which the note was made. Line No Column Displays the line number on which the note was made. Actions You can select items and delete them. All: To delete all notes Checked: To delete checked notes Unchecked: To delete all the unchecked notes in the action This Page: To delete all the notes on the current page in the action Go Button Click to delete the selected items. Depth Select the number of documents you want visible in the Notes panel. Page Lists the page you are on and the number of pages. Click the next arrow to see the next page. Refresh Click the refresh button to update the Notes panel. The Conversation Panel The Conversation panel in Project Review displays email conversation threads and emails from a cluster. The Conversation panel shows any compilation of related messages that makes up a conversation. The displayed threads are those emails that are sent and answered, or forwarded emails with the originals and any string of threads that went back and forth for each message. Emails are organized by cluster in the Conversation panel. The email clusters are displayed in a hierarchical order with the original message displayed first, followed by subsequent messages for any email that have a conversational ID. There may be an email in the cluster that is from the thread which is not necessarily a part of the cluster since they are a part of the thread. Emails may be identified because they are in the cluster, but not a part of the thread. Emails listed in green text are clusters Emails listed in black text are threads The icons that are displayed for each email in the hierarchy which are as follows: Purple arrow from right to left is reply Green arrow from left to right is sent You can use the Filters panel to refine the list by: Who the email was sent to Who the email is from Viewing Data Using Document Data Panels | 391 Date range Conversation Tab Elements of the Conversation Tab Element Description Email Count Displays the number of emails in the thread. Attachments Displays the number of attachments. Time Frame Displays the time frame when the emails were sent. Participants Displays the email address of the email participants. Actions You can select items and then perform the following actions on items in the list. Go Viewing Data Label Assignment Allows you to assign or remove a label from the selected item. See Applying and Removing Labels on page 422. Bulk Coding Allows you to apply issues, categories, and other field coding to the selected item. See Coding Multiple Documents on page 452. Compare Docs Allows you to compare the contents of two items. Select the documents that you want to compare, select Compare Docs, and click Go. A new window opens and displays a report that details how the items compare. Performs the selected action on the selected items. Using Document Data Panels | 392 The Family Panel The Family panel in Project Review lists the family relationships for email documents. The Family panel shows the email message and any attachments to the message. The Family panel will display related documents if you select the parent or child document. Note: If you have a zip file containing a folder, the family relationship does not contain the folder because the folder is omitted from view. For both the message file and the attachments, you can do the following: Click the item to view the item in the Natural panel. Perform actions: Apply labels. See Applying and Removing Labels on page 422. Perform Bulk Coding. See Coding Multiple Documents on page 452. Compare Click documents. the hyperlink to open the child or parent document in a new window. Note: In order to avoid memory issues, the family panel will limit the amount of documents retrieved to 1000. Families will be displayed for the following types of documents: TAR, JAR, GZIP, RAR, 7ZIP, ZIP, and ZIPX. Families will not be displayed for the following type of documents: AD1, PST, NSF, OST, E01, CSV, and DII. Family Panel Elements of the Family Panel Element Description DocID Displays the DocID for the documents in the same family as the selected document. ParentDocID Displays the DocID for the parent document. Viewing Data Using Document Data Panels | 393 Elements of the Family Panel (Continued) Element Description AttachDocIds Displays whether the parent document has attachments. ObjectID Displays the ObjectID of the document or the the documents in the same family as the selected document. ObjectName Displays the ObjectName of the document or the documents in the same family as the selected document Actions You can select items and then perform the following actions on items in the list. Go Viewing Data Label Assignment Allows you to assign or remove a label from the selected item. See Applying and Removing Labels on page 422. Bulk Coding Allows you to apply issues, categories, and other field coding to the selected item. See Coding Multiple Documents on page 452. Compare Docs Allows you to compare the contents of two items. Select the documents that you want to compare, select Compare Docs, and click Go. A new window opens and displays a report that details how the items compare. Performs the selected action on the selected items. Using Document Data Panels | 394 The Linked Panel The Linked panel in Project Review displays two types of documents: Documents manually linked to other documents of the same project See Adding Links to a Transcript on page 406. See Adding a Link on page 468. Documents linked to other documents during import Linked Panel Elements of the Linked Panel Element Description DocID The DocID of the linked documents. LinkObjectID The ObjectID of the linked documents. Path The path of the linked documents. Actions You can remove links from a document. Select the linked documents that you want to remove. Go Click to execute the selected action. Page Size Select the number of documents you want visible in the Linked panel. Page Lists the page you are on and the number of pages. Click the next arrow to see the next page. Refresh Click the refresh button to update the Linked panel. Link Lets you link additional documents. Viewing Data Using Document Data Panels | 395 Adding a Link from the Linked Panel You can manually link other documents. To add a link from the Linked panel 1. Select a document that you want to add a linked document to. 2. In the Linked panel, click Link. The Add Document Link dialog appears. Add Document Link Dialog 3. In the Search field, enter the DocID of the document you want to link to. 4. Press the tab button to activate the Go button and click Go. 5. Select the document you want to link to from the search results. 6. Click Save. Viewing Data Using Document Data Panels | 396 Viewing Timeline Data You can parse and view the following types of timeline data. Data that is contained in CSV files that are in the Log2timeline format EVTX event logs You can view the data in the Alternate File Viewer of the Item List. The individual records from the original files will be interspersed with other data, giving you the ability to perform more advanced timeline analysis across a very broad set of data. In addition you can leverage the visualization engine to perform more advanced timeline based visual analysis. To process timeline files, there is a Timeline Options processing option. This option is not enabled by default. You can view timeline data in one of two ways: View the original files, such as the CSV or EVTX In the Item List, you can see the original files. When you select a file, you can view the information that is contained in each file in the File Content pane . Expand file data out as individual records When you expand timeline files, each record is extracted. As a result, in the Item List, each record is shown as its own item. If you expand Log2Timeline files into separate records, you can also use columns to view each field. See the table Log2timeline CSV fields (page 398) To expand timeline files and view individual records 1. Create a new project. 2. In the Processing Options, select Expand Additional Timeline Events. 3. Include a timeline file, such as a Log2timeline CSV or EVTX file in your evidence and process it. 4. In Review, in the Item List, you can click and view the contents of original file. 5. You can also view the expanded individual records in individual rows. Log2Timeline items have row #... in the ObjectName. EVTX items have a event # ... in the ObjectName. 6. You can use the Timeline view to sort items by data and time. See Using the Timeline View on page 370. To filter timeline data 1. You can filter your data to find timeline data. For example, you can find Log2Timeline data by using the File Category > Other Known Types facets: The original zip files: Log2t CSV logs The expanded entries: Log2t CSV log entries You can find EVTX data by using the File Category > OS/File System Files facets: The original EVTX files: Windows EVTX Events The expanded entries: Windows EVTX Event Viewing Data Viewing Timeline Data | 397 To add Log2Timeline-related columns in the Item List 1. In Review, click Options > Columns. 2. Add one or more Log2T columns. 3. Click OK. Log2timeline CSV fields Log2t Desc A description field, this is where most of the information is stored. This field is the full description of the field, the interpreted results or the content of the actual log line.. Log2t Extra Additional information parsed is joined together and put here. This 'extra' field may contain various information that further describe the event. Some input modules contain additional information about events, such as further divide the event into source IP's, etc. These fields may not fit directly into any other field in the CSV file and are thus combined into this 'extra' field. Log2t Filename The full path of the filename that contained the entry. In most input modules this is the name of the logfile or file being parsed, but in some cases it is a value extracted from it, in the instance of $MFT this field is populated as the name of the file in question, not the $MFT itself. Log2t Format The name of the input module that was used to parse the file. If this is a log2timeline input module that produced the output it should be of the format Log2t::input::NAME where name is the name of the module. However other tools that produce l2t_csv output may put their name here. Log2t Host The hostname associated with the entry, if one is available. Log2t Inode The inode number of the file being parsed, or in the case of $MFT parsing and possibly some other input modules the inode number of each file inside the $MFT file. Log2t MACB The MACB or legacy meaning of the fields, mostly for compatibility with the mactime format. Log2t Notes Some input modules insert additional information in the form of a note, which comes here. This might be some hints on analysis, indications that might be useful, etc. This field might also contain URL's that point to additional information, such as information about the meaning of events inside the EventLog, etc. Log2t Short The short description of the entry, usually contains less text than the full description field. This is created to assist with tools that try to visualize the event. In those output the short description is used as the default text, and further information or the full description can be seen by either hovering over the text or clicking on further details about the event. Log2t Source The short name for the source. This may be something like LOG, WEBHIST, REG, etc. This field name should correspond to the type field in the TLN output format and describes the nature of the log format on a high level (all log files are marked as LOG, all registry as REG, etc.) Log2t SourceType A more comprehensive description of the source. This field further describes the format, such as "Syslog" instead of simply "LOG", "NTUSER.DAT Registry" instead of "REG", etc. Log2t User The username associated with the entry, if one is available. Log2t Version The version number of the timestamp object. Viewing Data Viewing Timeline Data | 398 Viewing Graphics and Videos In the Natural panel, you can view the following kinds of media files that are in your project: View graphics files (such as JPEG, GIF, PNG) Play video files The following video files are supported: 3G2 AVI MP4 SWF FLAC 3GP FLV MPG VOB MKV ASF M4V RM WMV WTV ASX MOV SRT OGG WEBM View video thumbnail files How videos are viewed is in part determined by the video processing options that were used when the project was created. For example, you can view video thumbnails that were created at certain intervals. To view thumbnails for video files, you must first enable the Generate (Video) Thumbnails processing option when you create a project. See Evidence Processing and Deduplication Options on page 123. You can use the Thumbnail View to rapidly scan through the visual contents in a video file, without having to launch and watch the entire video. See Using the Thumbnail View on page 372. To find graphics and media files Do the following: Use filters, such as File Category or File Extensions. Use the Thumbnails View. See Using the Thumbnail View on page 372. To play a video file 1. Select a video file in the Item List or Thumbnail View. 2. Click the play button in the Natural Panel. You can change the volume and expand the video viewer. Viewing Data Viewing Graphics and Videos | 399 Chapter 37 Working with Transcripts and Exhibits Working with Transcripts Reviewers can view and annotate transcripts using the Transcripts panel in Project Review. Project managers with the Upload Exhibits, Upload Transcripts, and Manage Transcripts permissions can upload transcripts, create transcript groups, grant transcript permissions to users, and upload exhibits. You can also work with video transcripts. See Working with Video Transcripts on page 410. Formatting Transcripts The following transcripts formats are supported: ASCII text LEF EXE A court reporter’s computer-aided transcription (“CAT”) system should include the option to save or export a transcript in Summation or Amicus format, both of which are compatible with Summation. If, however, a court reporter’s CAT system does not allow export to Summation or Amicus format — or if a court reporter uses word-processing software to produce a transcript and does not have the option to export a transcript in Summation or Amicus format — the specifications and accompanying illustration below will guide you in creating a Summation-compatible transcript file. Conforming to this specification will save Summation users transcript-loading time, avoid formatting errors, enhance searching capability, and enhance note-location accuracy. You can convert transcript files to SWF files which will allow them to be displayed in the Standard Viewer panel rather than in the separate transcript. Summation Preferred Transcript Style Specification Transcript Page size is less than one megabyte number specification: All transcript pages are numbered Page numbers appear next to the left margin, with the first digit of the page number appearing in Column 1. (See illustration of column numbers and transcript elements below.) Working with Transcripts and Exhibits Working with Transcripts | 400 Page numbers appear at the top of each page Page numbers contain at least four digits, including zeros, if necessary. For example, Page 34 would be shown as “0034” or “00034” The very first line of the transcript (Line 1 of the title page) contains the starting page number of that volume. For example, “0001” or “00001” if the volume starts on Page 1; “0123” or “00123” if the volume starts on Page 123. All lines in the transcript are numbered Line numbers appear in the Columns 2 and 3 Text starts at least one space after the line number. (We recommend starting text in Column 7) No lines are longer than 78 characters (letters and spaces) If possible, there are no page breaks. If you must include them, they should be on the line preceding the page number There is a consistent number of lines per page if neither page breaks nor Summation’s page number format are used No headers or footers appear, except for headers bearing page numbers only In the example below, the column numbers at the top designate how many spaces from the left margin a given transcript element should occur In the example below, the column numbers at the top designate how many spaces from the left margin a given transcript elements should occur. Summation Preferred Transcript Style Tips for Working With Word-Processed Transcripts Sometimes word-processed transcripts (e.g., those produced using Microsoft Word) may not display correctly in Summation. This is because, even if the word-processed transcript is exported to ASCII or TXT format, wordprocessing programs leave behind embedded formatting characters that interfere with proper display in Summation. If you open a word-processed transcript in Microsoft WordPad and see unusual characters, the transcript may need to be edited before loading into Summation. The closer the transcript files are to pure ASCII or TXT format, the better. The following are some suggested methods to remedy these issues. Success depends on how heavily a transcript has been formatted; e.g., graphics contained in the footers. Working with Transcripts and Exhibits Working with Transcripts | 401 Using Generic/Text Only Printer Reporters can try using word-processing software to create a PRN file, rather than create an ASCII file. Make a copy of your transcript within the word-processing program to use as a test file and format it in this way: To format a transcript for a generic/text only printer 1. All pages must have a page number, including the title page, appearance page, etc. 2. The page number should appear at the top of each page. 3. Delete all headers, except for page numbers. 4. Delete all footers. 5. Make sure all lines are numbered. 6. For Microsoft Word transcripts, it may help to select Use printer metrics to lay out document. You can find this option in Microsoft Word by selecting File > Options > Advanced. Scroll to the bottom of the pane, expand Layout Options and select Use printer metrics to lay out document. 7. Print the file, selecting Generic/Text Only as the printer. See Adding Generic/Text Only as a Printer on page 402. 8. When prompted, save the file to .PRN format (or as Printer Files in Windows 7). 9. Save the file to a location that you will remember later, such as your Desktop. 10. Open the . PRN file with Notepad to view the result. You can then also save it as a .TXT file. Adding Generic/Text Only as a Printer Follow the instructions below to add Generic / Text Only as a printer. These steps may vary somewhat, depending on which version of Windows you are running. The screens may also look slightly different, depending on your view options. To add Generic/Text Only as a printer 1. In Control Panel, double-click Devices and Printers to open the Devices and Printers screen. Select Add a printer. 2. Select the Add a local printer option. Click Next. 3. In the Choose a printer port screen, choose Use an existing port and select FILE: (Print to File) from the drop-down menu. Click Next. 4. In the Install the printer driver screen, scroll down the list of Manufacturers and choose Generic. In the Printers list, Select Generic/Text Only. Click Next. 5. The printer is named Generic/Text Only by default. This is the name which appears on the list of printers that you select from when printing. Click Next. 6. In the Printer Sharing screen, select Do not share this printer. Click Next. 7. In the You’ve successfully added Generic/Text Only screen, uncheck Set as the default printer. Click Finish. 8. The Generic/Text Only printer icon now displays in the Devices and Printers folder. Additional Suggestions You can use also takes the following actions: Working with Transcripts and Exhibits Working with Transcripts | 402 Fix “curly” quotes If unusual characters ( such as “smart” or “curly” quotes - “”) occur within the word-processed transcript and are causing display issues in Summation, convert them to regular characters before creating a text file. For specific instruction, consult your world-processing program’s Help file. Convert file via a CAT system Alternatively, try importing a word-processing ASCII file into a CAT system. Apply the CAT system’s standard transcript formatting, then export the file in a Summation-friendly format: Amicus, CATgenerated ASCII or Summation. Sometimes condensed-printing programs can also successfully perform this conversion. Double-check transcript page-and-line integrity Whatever method you choose, check the page-and-line integrity of the transcript in Summation with that of the original transcript to ensure that the text appears in the correct position. Working with Transcripts and Exhibits Working with Transcripts | 403 The Transcript Panel The Transcripts panel in Project Review displays transcripts for the project. You can add and edit notes in the transcript view. Transcript Panel Elements of the Transcript Panel Element Description Print Button Click to print the transcript. Report Click to print a report of the transcript with notes and highlights optionally included. To generate a report listing issues, highlights and notes that occur across multiple transcripts, see Generating Reports on Multiple Transcripts (page 409) Search Field Enter text that you want to search for in the selected transcript. Working with Transcripts and Exhibits Working with Transcripts | 404 Elements of the Transcript Panel (Continued) Element Description Previous Button Click to go to the previous hit of the search term. Next Button Click to go to the next hit of the search term. Transcript Name The name of the transcript appears in the title bar. Previous Page Button Click to go to the previous page in the transcript. Page Field Displays the current page that you are on in the transcript. You can enter a page number to quickly jump to a desired page in the transcript. Next Page Button Click to go to the next page in the transcript. Viewing Transcripts To view transcripts 1. In the Project Review, ensure the Project Explorer, Item List and Transcript panels are showing. 2. In the Project Explorer, in the Document Tree, expand the Transcript folder. 3. Select the Transcript Groups that you want to view and click 4. In the Item List panel, select the transcript you want to view. The transcript appears in the Transcript panel. (Apply) on the Project Explorer panel. Note: When the Enable Standard Viewer processing option is enabled for the project, you can also view transcripts in the Standard Viewer. Annotating Transcripts Reviewers with the Add Annotations permission can annotate transcripts in the Transcripts panel. You can add the following annotations to a transcript: See Adding a Note to a Transcript on page 405. See Adding Highlights to a Transcript on page 406. See Adding Links to a Transcript on page 406. Adding a Note to a Transcript Reviewers with the Add Notes permission can add notes to transcripts in the Transcripts panel of the Project Review. Notes can be viewed and deleted from the Notes panel for users with the View Notes and Delete Notes permission. See The Notes Panel on page 390. Working with Transcripts and Exhibits Working with Transcripts | 405 To add a note to a transcript 1. View a transcript in the Transcripts panel. See Viewing Transcripts on page 405. 2. In the Transcripts panel, highlight the text to which you want to add a note. 3. Right-click and select Add Note. 4. In the Create Note View dialog, enter a note in the Note field. 5. Select a Date for the note. 6. (Optional) Check issues related to the note. Note: If you check an issue that has a color associated with it, the selected text will be highlighted that color. 7. Check the groups with which you want to share the note. 8. Click Save. Adding Highlights to a Transcript Reviewers with the Add Annotations permission can add highlights to a transcript in the Transcripts panel of Project Review. To add a highlight 1. Log in as a user with Add Annotations permission. 2. Click the Project Review button 3. View a transcript in the Transcripts panel. See Viewing Transcripts on page 405. 4. In the Transcripts panel, expand the color drop-down and select a color for your highlight. in the Project List panel next to the project. Color Drop-down 5. Highlight the text and a highlight is added. Adding Links to a Transcript Reviewers with the Add Annotations permission can add links to transcripts in the Transcripts panel of Project Review. Transcripts can be linked to other transcripts or to other documents. Working with Transcripts and Exhibits Working with Transcripts | 406 Linking to Another Transcript To link to another transcript 1. Log in as a user with Add Annotations permission. 2. Click the Project Review button 3. View a transcript in the Transcripts panel. See Viewing Transcripts on page 405. 4. In the Transcripts panel, highlight the text to which you want to add a link. 5. Right-click and select Add Transcript Link. in the Project List panel next to the project. Add Transcript Link 6. In the Add Transcript Link dialog, select the Transcript Group that contains the transcript to which you want to link. 7. In the Transcript drop-down, select the transcript to which you want to link. 8. Click Ok. Linking to a Document To link to another transcript 1. Log in as a user with Add Annotations permission. 2. Click the Project Review button 3. View a transcript in the Transcripts panel. See Viewing Transcripts on page 405. 4. In the Transcripts panel, highlight the text to which you want to add a link. 5. Right-click and select Add Document Link. Working with Transcripts and Exhibits in the Project List panel next to the project. Working with Transcripts | 407 Add Document Link 6. In the Search field, enter the DocID of the document you want to link to. Note: If you want to see a list of DocIDs, enter a wildcard (*) and click Go. 7. Click Go. 8. Select the document you want link to from the search results. 9. Click OK. Searching in Transcripts You can search within a transcript by keyword using the Transcripts panel. To search within a transcript 1. View a transcript in the Transcripts panel. See Viewing Transcripts on page 405. 2. Enter a keyword in the search field. 3. Click the Next button to see the first instance of the keyword. The keyword is highlighted in the transcript. 4. Click the Next or Previous buttons to see more instances of the keyword. Displaying Selected Notes You can display selected notes in the transcripts. This allows you to control which notes to display or hide from view. Filter the notes either by owner or by issues. To display selected notes within a transcript 1. View a transcript in the Transcripts panel. See Viewing Transcripts on page 405. 2. Click Notes. Click Apply Filter. 3. Click either the By Owner or By Issues radio button. Working with Transcripts and Exhibits Working with Transcripts | 408 4. (optional) You can select owners or issues individually. Click Select All to select all the owners/issues or Select None to clear the check boxes. 5. Click Apply. 6. Once the Notes filter has been applied, the filter icon appears orange. 7. (optional) To clear the filter, click the filter icon again. Displaying Selected Highlights You can display selected highlights in the transcripts. This allows you to control which highlights to display or hide from view. Filter the highlights either by owner or by color. To display selected notes within a transcript 1. View a transcript in the Transcripts panel. See Viewing Transcripts on page 405. 2. Click Highlights. Click Apply Filter. 3. Click either the By Owner or By Color radio button. 4. (optional) You can select owners or colors individually. Click Select All to select all the owners/colors or Select None to clear the check boxes. 5. Click Apply. 6. Once the Highlights filter has been applied, the filter icon appears orange. 7. (optional) To clear the filter, click the filter icon again. Opening Multiple Transcripts You can open multiple transcripts in by using the mass actions. This will allow you to view multiple transcripts at once. Each transcript opens in a new window. To open multiple transcripts 1. In the Item List Grid, check the transcripts that you want to open. 2. In the first Actions drop-down, select Checked. 3. In the second Actions drop-down, select View Transcripts. 4. Click Go. 5. Click OK. The transcripts open in their own windows. Generating Reports on Multiple Transcripts You can generate a report listing issues, highlights and notes that occur across multiple transcripts. To generate the report 1. In Project Explorer, click on the Explore tab. 2. Right-click Transcripts. 3. Select Transcript Report. Working with Transcripts and Exhibits Working with Transcripts | 409 4. In the Transcript Report dialog, select the notes, issues, and highlights on which you want to generate a report. You can select either just your notes and/or highlights or you can select all users’ notes and/or highlights. 5. Click Generate Report. The report will display all the transcripts that have those selected notes, issues, and highlights in common. You can export this report to PDF. Working with Video Transcripts You can upload and view digital video transcripts with synchronization of the transcript text with the video portion of the transcript. In the Natural panel, you can view the video and the textual transcript side-by-side. Video transcripts are composed of two primary files that contains the text of the transcript along with syncing information, and a video file. The following video transcript formats are supported: SBF MDB The following video formats are supported: MP4 You can convert other video formats, such as MPG. When uploading other formats they will be converted to MP4. The synchronization of the video and text transcript is controlled by the synchronisation information contained in the SBF or MDB file. The text is linked to time segments of the video. You can pause, restart, or skip sections in the video. You can annotate the text of video transcripts. See Annotating and Unitizing Evidence on page 461. To upload and view video transcripts 1. In Review, in the Project Explorer pane, click the Explore 2. Right-click Transcripts and click Upload Video Transcript. 3. Browse to and select the transcript file and the video file. 4. Enter any of the following information: Transcript tab. Groups Deponent Deposition Date Deposition Volume If the transcript contains unnumbered preamble pages. 5. Click Upload Transcript. If the file that you selected is not an MP4 file, the file is uploaded and converted. This may take several minutes. (Gear icons in the top right of the console will display and spin during conversion.) 6. In the Project Review, ensure the Project Explorer, Item List and Transcript panels are showing. 7. In the Project Explorer, in the Document Tree, expand the Transcript folder. Working with Transcripts and Exhibits Working with Transcripts | 410 8. Select the Transcript Groups that you want to view and click 9. In the Item List panel, select the transcript you want to view. The transcript appears in the Transcript panel. (Apply) on the Project Explorer panel. 10. To view the video, open the Natural panel. If the video file is still being converted, there will be a video box with the message, No Converted Video Found. You will need to refresh the panel until the video conversion is complete. 11. When the video completes loading, click > play. Working with Transcripts and Exhibits Working with Transcripts | 411 Culling Transcripts and Exhibits Using the Explorer Panel to Cull Transcripts and Exhibits You can use the Explorer Panel to cull the transcripts and exhibits in a project. To use the Explorer panel to view transcripts and exhibits 1. In Project Review, in the Project Explorer panel, open the Explorer tab. 2. Clear the top (project) item. 3. Select the Transcripts or Exhibits nodes that you want to view and click . See The Explore Tab on page 377. Using Object Type Facets to Cull Transcripts and Exhibits You can use facets to cull the transcripts and exhibits in a project. To use facets to view transcripts and exhibits 1. In Project Review, in the Project Explorer panel, open the Facets tab. 2. Expand the General > Object Types category. 3. Expand the Files & Email category. 4. Select the Transcripts or Exhibits facets that you want to view and click . See Filtering Data in Case Review on page 507. Working with Transcripts and Exhibits Culling Transcripts and Exhibits | 412 The Exhibits Panel The Exhibits panel in the Project Review displays the exhibits for the selected transcript. Exhibits Panel Elements of the Exhibits Panel Element Description Name Lists the name of the exhibit for the selected transcript. Actions Drop-down All Select to perform a mass action. Action 2nd Drop-down Select the action that you want to perform. Go Click to start the mass action. Viewing Exhibits You can use the Exhibits panel to view the list of exhibits for the selected transcript. Exhibits are imported by the project manager. To view exhibits 1. In the Project Review, ensure the Project Explorer, Exhibits, Item List, and Natural panel are showing. 2. Select a transcript group in the Project Explorer. 3. In the Item List, select a transcript. 4. In the Exhibits panel, select an exhibit. The exhibit is displayed in the Natural panel. Working with Transcripts and Exhibits The Exhibits Panel | 413 Chapter 38 Imaging Documents Reviewers with the Imaging permission can convert multiple documents to an image using the Imaging mass action in the Item List panel. Converting a Document to an Image To convert documents to an image 1. Log in as a user with Imaging permission. 2. Click the Project Review button 3. In the Project Review, ensure the Item List panel is showing. 4. In the Item List panel, check the documents that you want to convert to images. Skip this step if you are converting all the documents to images. 5. In the first Actions drop-down at the bottom of the panel, do one of the following: in the Project List panel next to the project. Select Checked to convert all the checked documents. Select All to convert all documents, including documents on pages not visible. 6. In the second Actions drop-down, select Imaging. 7. Click Go. Document Conversion Dialog General Options Imaging Documents Converting a Document to an Image | 414 8. In the General tab of the Document Conversion dialog, make your selections and click Next. The following options are available.: General Options Option Description Imaging Check to create an image of the documents. Process for Image Annotation Check to create an image that will appear in the Image panel for annotation. Process for Native Annotation Check to create an image that will appear in the Natural panel for annotation. Image Branding You can brand the PDF or TIFF image pages with several different brands and in several different locations on the page. See Production Set Image Branding Options on page 579. Image Rendering Options 9. In the Image Rendering Options, make your selections and click Next. The following options are available: Image Rendering Options Option Description Excluded Extensions Enter the file extensions of documents that you do not want to be converted. File extensions must be typed in exactly as they appear and separated by commas between multiple entries. For example, EXE, DLL, and COM. This field does not allow the use of wild card characters. Use existing image Enabled by default. When there is an existing image, regardless of its format, that image is used. If the image exists and contains branding but is in a format other than the one selected, the image is preserved. Use SWF image Enabled by default. The document will be imaged using the PDF that was created when generating the SWF rather than using the native document. Imaging Documents Converting a Document to an Image | 415 Image Rendering Options (Continued) Option Description Image Format Select which format you want the native file converted to: Multi-page - one TIFF image with multiple pages for each document. PDF - (Default option) One PDF file with multiple pages for each document. Single Page - a single TIFF image for each page of each document. For example, a 25 page document would output 25 single-page TIFF images. Note: Rendering a document into a TIFF image causes the image to appear black and white, without any grayscale. If you want the tonality of grayscale in the image, select Produce Color JPGs for Provided Extensions. TIFF Compression CCITT3 (Bitonal) - Produces a lower quality black and white image. CCITT4 (Bitonal) - Produces a higher quality black and white image. LZW (Color) - Produces a color image with LZW compression. None (Color) - Produces a color image with no compression (This is a very RLE (Color) - Produces a color image with RLE compression. large image). DPI Set the resolution of the image. The range is from 96 - 1200 dots per inch (DPI). Produce Color JPGs for Provided Extensions This and the following two options are available if you are rendering to CCITT3 or CCITT4 format and allows you to specify certain file extensions to render in color JPGs. For example, if you wanted everything in black and white format, but wanted all PowerPoint documents in color, you would choose this option and then type PPT or PPTX in the To JPG Extensions text box. Additionally, you can choose the quality of the resulting JPG from 1 - 100 percent (100 percent being the most clear, but the largest resulting image). To JPG Extensions Lets you specify file extensions that you want exported to JPG images. JPG Quality Sets the value of JPG quality (1-100). A high value (100) creates high quality images. However, it also reduces the compression ratio, resulting in large file sizes. A value of 50 is average quality. Excel Rendering Options Imaging Documents Converting a Document to an Image | 416 10. In the Excel Rendering Options, make your selections and click Next. The following options are available: Excel Rendering Options Option Description Use Original Document Settings Check to use the settings from the original document. Paper Size Select the size of the paper that you would like to use for the image. Orientation Select the orientation of the paper that you would like to use for the image. Header Margins Set the size of the Header margin of the image (in inches). Footer Margins Set the size of the Footer margin of the image (in inches). Page Margins Set the size of the page margins of the image (in inches). Formula Substitutions Check if you want to set the options of the formula substitutions in the image of the excel document. Date, Time, and Path Set how you would like the image to deal with formulas found in the excel file. The following options are available: Original Formula: Select to keep the original formulas in the excel file. Custom Text: Select to replace the formulas with the text you provide. Original Metadata: Select to keep the original metadata of the excel file. Print Comments Select how you would like to treat comments in the image: Print in Place: Select to have the comments appear where they are in the document. Print No Comments: Select to not include comments in the image. Print Sheet End: Select to have the comments appear at the end of each sheet in the image. Print Order Set the print order: Over then Down: For use with Excel spreadsheets that may not fit on the rendered page. For example, if the spreadsheet is too wide to fit on the rendered page, you can choose to print left to right first and then print top to bottom. Down then Over: For use with Excel spreadsheets that may not fit on the rendered page. For example, if the spreadsheet is too wide to fit on the rendered page, you can choose to print top to bottom first and then print left to right. Print Gridlines Check to include the gridlines of the spreadsheet in the image. Print Headings Check to include the headings of the spreadsheet in the image. Fit to X Pages Set the number of pages that you want the information to shrink to fit on. Scaling Set the scale that you want to shrink or expand the content to on the image page. Center Sheets Horizontally Check to center the sheet horizontally on the page. Center Sheets Vertically Check to center the sheet vertically on the page. Fit Image to Page Check to fit the image to the page. One Page Per Sheet Check to put each sheet on its own page. Imaging Documents Converting a Document to an Image | 417 Excel Rendering Options (Continued) Option Description Show Hidden Data Check to include hidden rows or columns in the image. Word Rendering Options 11. In the Word Rendering Options, make your selections and click Next. The following options are available: Word Rendering Options Option Description Use Original Document Settings Check to use the settings from the original document. Paper Size Select the size of the paper that you would like to use for the image. Orientation Select the orientation of the paper that you would like to use for the image. Header Margins Set the size of the Header margin of the image (in inches). Footer Margins Set the size of the Footer margin of the image (in inches). Page Margins Set the size of the page margins of the image (in inches). Field Substitutions Check if you want to set the options of the field substitutions in the image of the word document. Date, Time, Path, and Username Set how you would like the image to deal with fields found in the Word file. The following options are available: Original Formula: Select to keep the original formulas in the file. Custom Text: Select to replace the fields with the text you provide. Original Metadata: Select to keep the original metadata of the file. Show Hidden Text Check to include hidden text in the image. Imaging Documents Converting a Document to an Image | 418 Word Rendering Options Option Description Print Endnotes at End of Next Section Check to include the endnotes at the end of the next section in the image. 12. Click Save. Viewing Image Page Counts You can display the ImagePageCount column in the Item List which shows the total number of pages in produced images. This column is also populated if you bulk image or import images. See Selecting Visible Columns on page 365. This is a virtual column which does not support search, column level filtering, tagging layout fields, and production/export fields. You can export it to CSV. Image on the Fly Note: This section only applies if you have not used the default processing option of Enable Standard Viewer. With that option enabled, a SWF file is automatically generated for most files. See Using the Standard Viewer and the Alternate File Viewer on page 381. When viewing a document in its native format in the Natural panel, you can create an image of the document so that you may annotate it. Once an image has been annotated, you cannot create another image of the record on teh fly. However, you can still use the mass operations imaging to create an image. See Converting a Document to an Image on page 414. To create n image on the fly 1. Log in as a user with Imaging permission. 2. Click the Project Review button 3. In the Project Review, ensure the Item List, Natural, and Image panels are showing. 4. In the Item List panel, select the document for which you want to create an image. 5. In the Natural panel, click the Create Image button. 6. An image is created and opened in the Image panel. Make your annotations as usual. Imaging Documents in the Project List panel next to the project. Image on the Fly | 419 Chapter 39 Applying Tags The Tags Tab The Tags tab in the Project Explorer can be used to create labels, create issues, view categories, create category values, create production sets and create Case Organizer objects. You can view documents assigned to tags using the Tags tab in the Project Explorer. Project managers create labels and issues for the reviewer to use. Tags tab in Project Explorer Elements of the Tags tab Elements Description Categories Displays all the existing categories for the project. Right-click to create category values. See Viewing Documents with a Category Coded on page 426. Issues Displays all the existing issues. Right-click to create a new issue for the project. See Viewing Documents with an Issue Coded on page 426. Applying Tags The Tags Tab | 420 Elements of the Tags tab Elements Description Labels Contains all the existing labels. Right-click to create a new label for the project. See Viewing Documents with a Label Applied on page 426. Production Sets Check to include Production Sets in your search. Right-click to create Production Sets. See Creating Production Sets on page 565. Case Organizer Displays all the existing case organizer objects for the project. Right-click to create new objects. See Using the Case Organizer on page 428. Applying Tags The Tags Tab | 421 Using Labels Applying and Removing Labels You can apply existing labels to the evidence items in your project. Project Managers must first create the labels for a project before you can apply them. You can apply labels using one of two methods: Applying Labels using an Item List Action (page 422) Can apply one or more labels to one or more documents at a time. Applying Labels using the Labels Panel (page 424) Can apply one or more labels to only one document at a time. After applying labels, you can use the same methods to remove labels. Applying Labels using an Item List Action You can use the Label Assignment mass action in the Item List to assign existing labels to evidence items. You can also use the action to remove labels from items. See Performing Actions from the Item List on page 373. You can apply one or more labels to one or more documents at a time. To apply labels using the Label Assignment action from the Item List 1. Identify the files that you want to perform the action on by doing one of the following: In the first Action drop-down, click All. Check individual files, and then in the first Action drop-down, click Selected Objects. 2. In the second Action drop-down, click Label Assignment. 3. Click Go. The Label Assignment dialog opens. Applying Tags Using Labels | 422 Label Assignment Dialog 4. Check the labels that you want to assign to the documents. Note: Boxes with a dash (-) indicate that one or more (but not all) of the documents are already assigned that label. Click the box until it becomes a check mark to apply the label to all the selected documents. 5. (Optional) Check the following Keep Together check boxes if desired: Keep Families Together: Check to apply the selected label to documents within the same family as the selected documents. Keep Similar Documents Together: Check to apply the selected label to all documents related to the selected documents. Keep Linked Documents Together: Check to apply the selected label to all documents linked to the selected documents. 6. Click Save. To remove labels from multiple documents 1. Identify the files that you want to perform the action on by doing one of the following: In the first Action drop-down, click All. Check individual files, and then in the first Action drop-down, click Selected Objects. 2. In the second Action drop-down, click Label Assignment. 3. Click Go. 4. In the Label Assignment dialog, click the check boxes until they are blank on the labels that you want to remove. 5. Click Save. Applying Tags Using Labels | 423 Applying Labels using the Labels Panel About the Labels Panel The Labels panel in Project Review can be used to apply labels to documents. You can also use the panel to remove label assigments. For information on displaying panels, see Review Page Panels (page 353). The Labels panel allows you to apply one or more labels to one document at a time. Labels panel Elements of the Labeling Tab Element Description Labels Folder Expand to see the labels created by the project manager. Label Group Folders Folders that contain labels. Collapse All Button Click to collapse all the folders. Expand All Button Click to expand all the folders. Refresh Click to refresh the label list. Save Click to apply the selected labels to the selected document. Reset Click to reset the labels to their original condition. To apply labels using the Labels panel 1. In the Project Review, display both the Labels and Item List panels. See Review Page Panels on page 353.. 2. In the Item List panel, highlight the document to which you want to apply a label. Applying Tags Using Labels | 424 3. In the Labels panel, check the label(s) that you want to apply and click Save. To remove labels from a single document 1. In the Project Review, ensure the Labelling and Item List panels are showing. 2. In the Item List panel, highlight the document from which you want to remove a label. 3. In the Labels panel, uncheck the label(s) that you want to remove and click Save. Applying Tags Using Labels | 425 Viewing Documents with Tags Viewing Documents with a Label Applied You can view all the documents assigned to a specific label using facets. To view documents assigned a label 1. In the Project Review, ensure the Project Explorer and Item List panel are showing. 2. In the Project Explorer, click on the 3. In the Facets tab, expand Tags and then expand Labels . 4. Select a label, and then click Only. 5. Click the Facets tab. Apply in the Project Explorer panel. All documents with the selected label appear in the Item List panel. For more information on using facets, see Using Filters to Cull Data (page 507). Viewing Documents with an Issue Coded You can view all the documents assigned to a specific issue using facets. To view documents assigned an issue 1. In the Project Review, ensure the Project Explorer and Item List panel are showing. 2. In the Project Explorer, click on the 3. In the Facets tab, expand Tags and then expand Issues . 4. Select a label, and then click Only. 5. Click the Facets tab. Apply in the Project Explorer panel. All documents with the selected issue appear in the Item List panel. For more information on using facets, see Using Filters to Cull Data (page 507). Viewing Documents with a Category Coded You can view all the documents assigned to a specific category using facets. To view documents assigned a category 1. In the Project Review, ensure the Project Explorer and Item List panel are showing. 2. In the Project Explorer, click on the 3. In the Facets tab, expand Tags and then expand Categories . 4. Select a category, and then click Only. Applying Tags Facets tab. Viewing Documents with Tags | 426 5. Click the Apply in the Project Explorer panel. All documents with the selected category appear in the Item List panel. For more information on using facets, see Using Filters to Cull Data (page 507). Applying Tags Viewing Documents with Tags | 427 Using the Case Organizer You can use the Case Organizer to add reference information to files in your project. To use the Case Organizer, you create Case Organizer objects and associate one or more project files to them. Within Case Organizer objects, you can include the following: Comments, Reference Attached Text including formatted rich text, numbered and bulleted lists, images, and hyperlinks details, including Status, Impact, Material, and Date range supplemental files snippets from the project files You can generate reports that provide all information related to Case Organizer objects. You can create as many case organizer objects as needed in a project. Case Organizer objects only apply to the project that they are created in. Case Organizer objects are compatible with FTK Bookmarks. Note: The Case Organizer feature requires Internet Explorer 9 or higher. About Case Organizer Categories and Organization Within the Case Organizer, you use the following categories when creating Case Organizer objects: Event Fact Pleadings Question Research Summary People Except for People, these Case Organizer categories share the same functionality. The different categories are available simply to help you organize your data. When you create Case Organizer objects, you can create them under one of the categories or you can nest them under other objects that already exist under a category. See About People on page 430. Applying Tags Using the Case Organizer | 428 You can view Case Organizer objects and their hierarchy in the Tags tab in the Project Explorer panel of Project Review. Case Organizer objects are organized under each category parent. Except for the Summary category, all Case Organizer objects are shared with and can be viewed by all project reviewers. However, under the Summary category, you have two options: A Shared tree that is available to all reviewers A tree specific to the logged-in-user that is not shared Note: Administrators and Case Administrators can see and use all Case Organizer objects in a project. To create and manage Case Organizer objects, you use the Case Organizer Details panel. If you have the Case Organizer Details panel open, when you click a Case Organizer object, it will make that object active in the panel. To filter your data for files that are associated with Case Organizer objects, use Case Organizer facets. See Using Case Organizer Facets to View Case Organizer Items on page 433. Applying Tags Using the Case Organizer | 429 About People People are a unique kind of Case Organizer object. A people object can be a person or an organization. People objects have different the following details that you can assign to them: First name Last name Email Type address of person Co-Defendant Co-Litigant Defendant Defense Expert Fact Counsel Witness Witness Judge Litigant Plaintiff Prosecutor Role (free text field) Play key role in case (check box) Is Deponent (check box) Creating, Associating, and Viewing Case Organizer Objects To begin using the Case Organizer, you perform the following tasks: Creating Case Organizer Objects (page 431) Associating Using the Case Organizer Column in the Item List (page 432) Viewing Using Project Evidence Files to Case Organizer Objects (page 431) Case Organizer Objects (page 432) Case Organizer Facets to View Case Organizer Items (page 433) Dis-associating Project Evidence Files from Case Organizer Objects (page 434) After learning how to use Case Organizer objects, you can then manage the properties of the objects. See Managing Case Organizer Object Properties on page 434. Applying Tags Using the Case Organizer | 430 Creating Case Organizer Objects To create and manage Case Organizer objects, you use the Case Organizer Details panel. When you create Case Organizer objects, they are added as objects to the Item List. To create Case Organizer objects 1. 2. In Review, open the Case Organizer Details panel by doing the following: 1a. Click the Layouts drop-down. 1b. Click Panels. 1c. Click Case Organizer Details. Do one of the following: Starting from the Tags tab 2a. In the Project Explorer, click the 2b. Expand Case Organizer. 2c. Select the category that you want to be the parent. Starting Tags tab. from the Case Organizer Details panel: 2a. In the Case Organizer Details panel, click New. 2b. In the Parent drop-down, select the parent for the new object. You can select a category or nest it under another object. If you want to create an object that only you can see, use the Summary category, then select your logged-in-user name.All other objects are shared for the project. 3. In the Case Organizer Details panel, enter a name for the object. 4. Click Save. Associating Project Evidence Files to Case Organizer Objects After creating Case Organizer objects, you can associate files in your project to them. To associate project evidence files to a Case Organizer object 1. Open the Case Organizer Details panel. 2. In the panel, in the drop-down, select the object that you want associate project files to. If needed, refresh the list of objects. 3. In the Item List, select the files that you want to associate with the selected object. Applying Tags Using the Case Organizer | 431 4. In the Case Organizer Details panel, click the Evidence drop-down. 5. Click Add. 6. Click OK. 7. A job is submitted to perform the association. To associate project evidence files to a People object See Using People Columns on page 443. or Use the Coding panel. To associate a People object to another Case Organizer object 1. In the Case Organizer Details panel, select the object in the drop-down. 2. Click the Tags tab. 3. Click the People objects that you want to associate with. 4. Click Save. Using the Case Organizer Column in the Item List You can enable the Case Organizer column in the Item List. This will display the Case Organizer objects that project files are associated with. If a file is associated with more than one object, all objects will be listed, separated by a semi-colon. To use the Case Organizer column 1. In the Item List, click Options. 2. Click Columns. 3. Click Case Organizer. 4. Click the green arrow to make it selected. 5. Configure the order that you want the column displayed in. 6. Click OK. Viewing Case Organizer Objects You can view your Case Organizer objects in the following places: On the Tags tab On the Case Organizer Details panel In the Item List Applying Tags Using the Case Organizer | 432 To view Case Organizer objects in the Tags tab 1. Open Project Review for a project. 2. In the Project Explorer, click the 3. Expand Case Organizer. Tags tab. Note: To see new Case Organizer objects in the Tags tab after creating them, you must click Refresh in the Project Explorer panel and then expand the parent object. You cannot manage objects from the Tags tab, but if you have the Case Organizer Details panel open, when you click an object, it will open that object in the panel. To view Case Organizer objects in the Case Organizer Details panel 1. In Review, click the Layouts drop-down. 2. Click Panels. 3. Click Case Organizer Details. 4. Use the drop-down to view categories and objects. To view Case Organizer objects in the File List When you create Case Organizer objects, they are added as objects to the Item List. You can use filters or facets to locate them. See Using Case Organizer Facets to View Case Organizer Items below. Using Case Organizer Facets to View Case Organizer Items You can use Case Organizer facets to filter for the following: Case Organizer objects that you have created. When you create Case Organizer objects, they are added to the Item List. For example, objects that you have created such as Event_A, or Fact_B. In the Item List, this will display the Case Organizer objects that you filter for. The project files in your project that you have associated with Case Organizer objects. For example, documents or spreadsheets that you have associated to objects Event_A, or Fact_B. To filter for Case Organizer objects 1. In Project Explorer, click the Facets tab. 2. Expand General > Object Types. 3. Expand Case Organizer. 4. Select the object categories that you want to filter for and click Apply. To filter for files associated with Case Organizer objects 1. In Project Explorer, click the Facets tab. 2. Expand Tags. 3. Expand Case Organizer. 4. Expand a category. 5. Select the objects that you want to filter for and click Apply. Applying Tags Using the Case Organizer | 433 Dis-associating Project Evidence Files from Case Organizer Objects After you associate files in your project to Case Organizer objects, you can dis-associate them by doing one of the following: Using a mass action, you can remove one or more files from one or more Case Organizer objects. Using the Case Organizer Details panel, you can remove one or more files from a single Case Organizer object. To dis-associate evidence files using a mass action 1. In the Item List, select the files that you want to remove from one or more objects. 2. In the Actions drop-down, click Remove From Case Organizer. 3. Click Go. 4. In the Remove From Case Organizer list, select the objects that you want to remove the file from. 5. Click Remove. 6. Click OK. 7. A job is submitted to perform the dis-association. 8. In the Item List, click Refresh. To dis-associate evidence files using the Case Organizer Details panel 1. Open the Case Organizer Details panel. 2. In the panel, in the drop-down, select the object that you want dis-associate evidence files from. If needed, refresh the list of objects. 3. In the Item List, select the files that you want to remove from the selected object. 4. In the Case Organizer Details panel, click the Evidence drop-down. 5. Click Remove. 6. Click OK. 7. A job is submitted to perform the dis-association. 8. In the Item List, click Refresh. Managing Case Organizer Object Properties After you have learned the basics of using Case Organizer objects, you can manage the properties of the objects by doing the following tasks: Entering Case Organizer Comments (page 435) Applying Case Organizer Details (page 437) Assigning Tags to Case Organizer Objects (page 438) Attaching External Files to Case Organizer Objects (page 438) Using Applying Tags the Case Organizer Panel Current Records Tab (page 439) Using the Case Organizer | 434 Entering Case Organizer Comments You can enter comments to a Case Organizer object. In the comments, you can include the following: Formatted rich text Numbered lists Bulleted lists Images Tables Hyper-text Links links to URLs, email, and anchored text within the comment to other files in the project To enter comments for a Case Organizer object 1. In the Case Organizer Details panel, in the drop-down, select a Case Organizer object. 2. Click the Comments tab. 3. Enter your comments. The following table describes the Case Organizer comment options. Options of the Case Organizer Object Comments Options Descriptions Maximize/ Minimize You can maximize or minimize the Comments section of the Case Organizer object dialog. Source This lets you see the source of the tagged content of the comments. Preview Open an web browser page to show a preview of the comments. Print Lets you print the comments. Cut/Copy/Paste Lets you cut, copy, and paste text using the text editor. Undo/Redo Lets you perform an undo/redo of an editing action. Numbered and bulleted lists Lets you organize text with bulleted and numbered lists and clock quotes. Find text Lets you find text that is in the comment. Replace text Lets you replace text that is in the comment. Spell Check Lets you perform a spell check or enable SpellCheckAsYouType. Character formatting Lets you format your text with bold, italic, underline, strike through, superscript, or subscript. Indent and outdent Lets you indent and outdent text. Block quote Lets you block quote text. Insert Lets you insert an image, table, horizontal line, or special character. Applying Tags Using the Case Organizer | 435 Options of the Case Organizer Object Comments (Continued) Options Descriptions Text formatting Lets you format the text using styles, fonts, size, text color, and background color. Hyperlinks Lets you create hyperlinks in the comments such as URL or email. You can also create anchors in the comments and then add hyperlinks to them. Document Link Lets you associate files in the project to the Case Organizer object. You can search for files using either the DocID or Object ID. You can add text for the link. This creates a hyper link to the associated file in the Case Organizer object comments. Applying Tags Using the Case Organizer | 436 Applying Case Organizer Details You can use the Details tab to add the following reference details to a Case Organizer object. Case Organizer Details Item Description Creator This is the application user that created the Case Organizer object. This value is not editable. Status Used to indicate whether the object is agreed upon by both sides of the litigation. The valid values for this field are: blank (default) NA Unsure Disputed by Opposition Disputed by Us Undisputed Open Closed Impact Used to indicate the value of the object on the case. The valid values for this field are: blank (default) NA Unevaluated Heavily for us For us Neutral Against us Material Used to indicate how materially relevant the object is to the case. The valid values for this field are: blank (default) NA Unsure Low Medium High Very High Assigned to You can enter the User Name of an application user to assign this object to. For information about application users, see the Admin Guide. As you type letters of a user name, a list of possible users will appear that you can choose from. To remove the user, click the x. You can use the COAssignedTo column to view the assigned users in the Item List. Dates You can add a begin date and end date as reference information. To add details to a Case Organizer object 1. In the Item List, select a file that has a Case Organizer object added to it. 2. In the Case Organizer Details panel, select the Case Organizer object that you want to configure. Applying Tags Using the Case Organizer | 437 3. Click the Details tab. 4. Select the items that you want indicate for the Case Organizer object. 5. Click Save. You can use Case Organizer columns to view object details. See Viewing Documents with a Category Coded on page 426. Assigning Tags to Case Organizer Objects You can use the Tags tab to associate Categories, Issues, Labels, and People to a Case Organizer object. This associates the tags with the Case Organizer object, not the project evidence file. To associate Categories, Issues, and Labels to a Case Organizer object 1. In the Case Organizer Details panel, in the drop-down, select a Case Organizer object. 2. Click the Tags tab. When you open the Tags tab, all Categories, Issues, Labels, and People for the project are displayed. 3. Select the tags that you want to associate with the Case Organizer object. 4. Click Save. Attaching External Files to Case Organizer Objects You can use the Files tab to attach external files to a Case Organizer object. To attach files, you select the files that you want to attach and then upload them. You can add comments to the uploaded files. To attach external files to a Case Organizer object 1. In the Case Organizer Details panel, in the drop-down, select a Case Organizer object. 2. Click the Files tab. 3. To add files, click Choose Files. 4. Use Windows Explorer to browse to and select the files that you want to upload. The files are added to the Queue list. 5. You can upload files by doing the following: Click Upload all to upload all the files in the queue. Click the green Upload button for an individual file. 6. While files are uploading, you can cancel the upload. After files have been uploaded, they appear in the Supplemental Files list. 7. After a file had been uploaded, you can delete it from the queue list. 8. You can select an uploaded file, and in the right pane, add a comment to it. 9. To remove an uploaded file, select the file and click Remove Selection. 10. Click Save. Applying Tags Using the Case Organizer | 438 Using the Case Organizer Panel Current Records Tab Case Organizer objects may be associated with multiple project files. As a result, most Case Organizer data would apply to all of the associated files. You can use the Current Records tab to add comments that are applied to only the current record, which is the file that is selected in the Item List. You can do the following: Enter a comment for the selected file. Highlight text from the file itself and add it as a comment. Important: You can only use the Standard Viewer to select the text in a file to add. These comments are included in the Organizer Panel reports. To add a comment to the current record 1. In the Case Organizer Details panel, in the drop-down, select a Case Organizer object. 2. Click the Current Record tab. 3. In the Current Record Comment field, enter the text of the comment for the file. 4. Click Save. To add selected text as a comment to the current record 1. In the Item List, select a file that has a Case Organizer object added to it. 2. In the Case Organizer Details panel, select the Case Organizer object that you want to configure. 3. Click the Current Record tab. 4. In the Standard Viewer, click the 5. Select the text that you want to add as a comment. 6. On the Current Record tab, click Add Selection. When you hover over the Add Selection text, it will display the text that will be added. The selected text is automatically entered as a text snippet. It may take a few seconds for the text to be saved. 7. After the text is added, you can see each add snippet in the Selections drop-down. 8. You can add multiple snippets as individual selections. 9. You can add a comment to the right of each selection. Select Text Mode icon. 10. To remove a text snippet, click a text selection and then click Remove Selection. 11. Click Save. Applying Tags Using the Case Organizer | 439 Creating Project Files Reports About Project Files Reports You can generate a report that displays information about files in your project. The default page of the report displays a grid of the information that is displayed in the first several columns that are displayed in the Item List. The report is saved in PDF format. (The report will display as many columns as will fit in a 11” x 8.5” format.) You can create a report based on one or more files in your project. When a report is created, the report is added as a PDF file in your project. When you create a report, you can select to include the following optional pages: Title Page The name of your organization The name of the project A report title The author of the report The date the report was created A graphic image as a header A graphic image as a footer A page with a Statement of Confidentiality You can type in plain text or import the text from a DOCX file. A page with an Introduction You can type in plain text or import the text from a DOCX file. An image of the selected files. About Report of Reports After you have created multiple reports, you can select those report PDF files and create a Report of Reports. This produces a master report that includes all selected reports. About Case Organizer Reports When you create a report based on Case Organizer objects, you can include the following: If you select to Include Files, it will include information about any supplemental files that are attached to the Case Organizer object Any text selections that were added to the Case Organizer object Applying Tags Using the Case Organizer | 440 Creating Reports To create a report 1. In Review, in the Item List, select one or more files that you want to generate a report for. If you want to create a report for Case Organizer objects, select one or more objects. See Using Case Organizer Facets to View Case Organizer Items on page 433. 2. Click the Actions drop-down menu. 3. Click Create Report. 4. Click Go. 5. In the Generate Report dialog, enter a name for the report. This name is also used in the Description field on the Case Organizer Reports page. 6. (Optional) Select whether or not this is a Report of Reports. See About Report of Reports on page 440. 7. (Optional) Select to Include Files. This will include information about the files as well as include an image of the files in the report. 8. (Optional) Select to Include Case Organizer Text Selections. For Case Organizer objects, this will include any added text selections. 9. (Optional) Select to include a Title Page and do the following: 9a. Enter information for the fields that you want to include on the Title Page. 9b. To include a header of footer, do the following: You can use a graphic file, such as a PNG, GIF, or JPG. Click the folder icon, browse to a file Click the upload icon. This file will be used in future reports. To remove an uploaded graphic, click the x. 10. (Optional) Select to include a Confidentiality Statement and enter the information. You can enter plain text or upload text from a DOCX file. If you have previously uploaded a document, you can download it to view it. 11. (Optional) Select to include an Introduction and enter the information. You can enter plain text or upload text from a DOCX file. If you have previously uploaded a document, you can download it to view it. 12. Click OK. A processing job is submitted to create the report. Depending on the complexity of the report, it may take several minutes. You can view the status on the project’s Work List Applying Tags page. Using the Case Organizer | 441 To view a report 1. After the report is created you can view the report by doing one of the following: View the PDF in the Item List Standard Viewer by doing the following: 1a. In the Item List, click 1b. Go to the end of the Item List and click the report PDF file. View Refresh. or download the report from the project’s Reports page by doing the following: 1a. Click Return to Case Management. 1b. On the Home page, click the 1c. On the bottom half of the page, click the Case Organizer Reports tab. 1d. In the Report List, click 1e. For the report that you want to view, click Download. 1f. You can open or save the report zip file. Reports tab. Refresh. Using the Case Organizer Columns You can add the Case Organizer columns to the Item List and see which Case Organizer objects have been associated with a file along with other Case Organizer properties. The following Case Organizer column can be used to view which project files in the File List have been applied to a Case Organizer object: Case Organizer Note: There is also a column named Summary which is used for a different feature. The following Case Organizer columns can be used to display information about the actual Case Organizer objects, not the evidence files applied to objects. CO Comments - Whether or not a comment has been added to the object. CO Files - Whether or not a supplemental file has been attached to the object. COAssignedTo COBeginDate COCreator - The begin date that has been added in the Details > Dates field. - The application user that created the object. COEndDate COImpact - The application user that has been added in the Details > Assigned to field. - The end date that has been added in the Details > Dates field. - The impact value that has been added in the Details > Impact field. COMaterial - The material value that has been added in the Details > Material field. COParent - The parent Case Organizer object if the object is nested another object. COStatus - The status value that has been added in the Details > Status field. COType - The type of Case Organizer object. COUser - The application user that created a nested Case Organizer object. You can also use Quick Columns > Case Organizer to quickly display these columns. Applying Tags Using the Case Organizer | 442 See Using Quick Columns on page 366. Using People Columns For People Case Organizer objects, the following columns can be used. People This shows which People a file has been associated with You can click this field for an item and associate a People object to it. You can make an initial association or change an association. PeopleEmailAddress PeopleFirstname PeopleIsDeponent (yes/no) PeopleIsOrganization PeopleLast (yes/no) name PeopleParent PeoplePlaysKeyRoleInCase (yes/no) PeopleRole PeopleType You can also use Quick Columns > Case Organizer > People to quickly display these columns. See Using Quick Columns on page 366. Applying Tags Using the Case Organizer | 443 Chapter 40 Coding Documents The Review Sets Tab The Review Sets tab in the Project Explorer panel can be used to create review sets and view review sets in the Review Batches panel. Review sets are batches of documents that users can check out for coding and then check back in. Before you code a set of documents, you can check out a review set so that you can track the documents you code and to structure your workflow. Project managers can create and associate review sets. When you are done coding a set of documents, you can check them back in if you have the Check In/Check Out Review Batches permission. See Managing Review Sets in the Project Manager documentation for more information. See Checking In/Out a Review Set on page 446. Review Sets Tab in Project Explorer Coding Documents The Review Sets Tab | 444 Elements of the Review Sets Tab Elements Description Review Sets Contains the All Sets and My Batches folders. All Sets Displays all the review sets available. My Batches Displays review sets that you have checked out. The Review Batches Panel The Review Batches panel in Project Review displays review batches. You can check in and check out batches from this panel. Review Batch Panel Elements of the Review Batches Panel Element Description Batch Name Column Displays the name of the review set. Batch Size Column Displays the number of documents in review set. Review Set Name Displays the name of the reviewed in set Checked-Out By Displays the user that the review set is assigned to. Batch Status Displays the status of the review set. Reviewed Displays the number of documents reviewed in set. Actions Expand the first actions drop-down and select one of the following options: All: To include all review sets in the panel in the action Checked: To include checked review sets in the action Unchecked: To include all the unchecked review sets in the action Actions Check In/ Out Coding Documents The second Actions drop-down allows you to select to either Check In or Check Out the review set. The Review Sets Tab | 445 Elements of the Review Batches Panel Element Description Go Button Click to execute the selected actions. Checking In/Out a Review Set Reviewers with the Check In/Check Out Review Batches permission can check out sets of documents for coding. Project managers can create and associate review sets for reviewers. When you are done coding a set of documents, you can check them back in if you have the Check In/Check Out Review Batches permission. To check out a review set 1. Log in as a user with Check In/Check Out Review Batches permission. 2. Click the Project Review button 3. In the Project Review, ensure that the Review Batches panel is showing. See The Review Batches Panel on page 445. 4. In the Review Batches panel, check the batch(es) that you want to check out. Skip this step if you are checking out all the review batches. 5. In the first Actions drop-down in the bottom of the panel, select one of the following: Checked: All: 6. in the Project List panel next to the project. Select this to check out the checked review batches. Select this to check out all of the review batches, including those not visible on the current page. In the second Actions drop-down, select one of the following: Check Out: Select this to check out the review set. Only one person can have a review set checked out at a time. Check 7. Click Go. 8. Click OK. Coding Documents In: Select this to check in a checked out review set. The Review Sets Tab | 446 Coding in the Grid You change the data of editable columns by using Edit Mode in the Item List panel in Grid View. Only columns that are editable can be altered in the Item List Grid, just as if you were coding using the coding panel. Data in the Read-Only and evidence columns cannot be edited. You can edit dates, text, issues, categories, transcripts, and notes in the Item List Grid. Custom columns for any record, regardless of how it got into the project, can be edited as well as any coding values such as issues, or categories. Metadata cannot be changed for records brought into the application using Evidence Processing. To code data in the Item List Grid 1. In Project Review, select the Item List panel and ensure it is in Grid View. 2. Do one of the following: Double Select click the field that you want to code. the field that you want to code and press F2. Note: Not all fields are editable. You can only edit non-read-only fields, and columns that are not populated by Evidence Processor. 3. Enter or select the text, date, or numbers that you want for the field. See Editable Fields on page 447. 4. Move the focus away from the field by doing one of the following to save the changes that you have made: Click anywhere else on the screen outside of the field. Press Tab to move to the next editable field. Editable Fields There are multiple fields that you can edit, including custom fields created by the project manager. You can always edit any custom fields that you have added. The following are examples of the kinds of editable fields that you will see by default in the Item List panel grid: Authors Deponents (transcript records only) DepositionDate DocDate (transcript records only) (allows fuzzy dates) DocType Endorsement Issues Mentioned Note (Note records only) NoteDate OriginalFileName Recipients Coding Documents Coding in the Grid | 447 Source Title UUID Volume Text Fields Text fields can contain numbers, letters, and symbols. Text fields are limited to 250 characters. If you attempt to exceed 250 characters, your text will be truncated at 250 without warning that you have exceeded the limit. Text Fields in the Item List Grid Date Fields Date fields can only contain numbers and must be a valid date. You can expand the calendar to select a date or enter a date using your keyboard. If the column allows fuzzy dates, your date does not have to be complete, but it still must be valid. Date Fields in the Item List Grid Number Fields Number fields can only contain numbers. Numbers may be positive or negative. You can use the spin box in the field to increase or decrease the number. Coding Documents Coding in the Grid | 448 Number Fields in the Item List Grid Radio Button Fields Custom fields that include radio button options were created by the project manager and appear as options in a drop-down. You may select one of the available options, but you cannot enter your own custom text in the grid view in a radio button field. Radio Button Field in the Item List Grid Check Box Fields Custom fields that include check boxes were created by the project manager and appear in a drop-down as a check box. You can check one or multiple boxes if the field contains check box options. Check Box Field in the Item List Grid Coding Documents Coding in the Grid | 449 Using the Coding Panel The Coding Panel Coding is putting values into the fields (columns) of documents. The Coding panel in Project Review allows you to use coding layouts to change the data of the selected document. Coding layouts can be created on the Tagging Layout tab of the Home page. Fields with greyed-out text on the Coding tab are read only. Fields in blue on the Coding tab are required. Reviewers with View Coding Layout permissions can code the data of a document using the Coding panel and the mass actions in the Item List panel. Coding allows you to identify descriptive pieces of information that never had metadata, like images that were loaded and need to have dates manually added into the field. The Coding panel in Project Review allows you to use coding layouts to code the selected document. You can code documents and transcripts. Transcripts can be coded for Deponent and Deposition Date as long as the fields are in the tagging layout. See Coding Single Documents on page 451. See Coding Multiple Documents on page 452. Coding layouts can be created by the project manager in the Tagging Layout tab of the Home page. See the Project Manager documentation for information on creating coding layouts. Coding Panel Coding Documents Using the Coding Panel | 450 Elements of the Coding Panel Element Description Save Button Click to save your changes. Save and Next Click to save your changes and move to the next codable record. Cancel Click to cancel the coding and leave edit mode. Apply Previous Click to apply the changes that you made to the previous record to the current record you are viewing. Layout Drop-down All available layouts for the user are in this drop-down. Coding Single Documents Reviewers with the View Coding Layout permission can code the data of documents outlined in a coding layout. Layouts are defined by the project manager. Layouts include custom fields, categories, and issues. You can code the data for all of these things as long as they are included in the Layout defined by the project manager. You can code single documents using the Coding panel. Fields with greyed-out text on the Coding tab are read only. Fields in blue in the coding layout are required. To code single documents 1. Log in as a user with View Coding Layout permission. 2. Click the Project Review button 3. In the Project Review, ensure that the Item List, Project Explorer and Coding panel are showing. 4. If you are coding a checked out review batch, in the Project Explorer, click the Review Batches tab, expand the My Batches folder, and select the batch that you want to code. The documents for the selected batch appear in the Item List panel. See The Review Batches Panel on page 445. 5. In the Item List panel, select the document that you want to code. See Using the Item List Panel on page 362. 6. In the Coding panel, expand the layout drop-down and select the layout that you want to use. You must be associated with the layout in order to use it. Project managers can associate layouts to users and groups. See The Coding Panel on page 450. 7. In the Coding panel, click Edit. 8. Edit the data to reflect accurate data. The options available will differ depending on the layout that the project manager created. 9. Click one of the following: Save: Save in the Project List panel next to the project. Click this to save your changes and stay on the same document. and Next: Click this to save your changes and go to the next document in the Item List panel. Coding Documents Using the Coding Panel | 451 Note: You will only be able to save your changes if all the required fields (blue fields) are populated. If all required fields are not populated, you will get an error message when you attempt to save the record. Coding Multiple Documents Reviewers with the View Coding Layout permission can code the data of documents outlined in a coding layout. Layouts are defined by the project manager. Layouts include custom fields, categories, and issues. You can code the data for all of these things as long as they are included in the Layout defined by the project manager. You can code multiple documents using the mass actions in the Item List panel. Fields with greyed out text in the coding layout are read only. Fields in blue in the coding layout are required. To code multiple documents 1. Log in as a user with View Coding Layout permission. 2. Click the Project Review button 3. In the Project Review, ensure that the Item List and Project Explorer panel are showing. 4. If you are coding a checked out review batch, in the Project Explorer, click the Review Batches tab, expand the My Batches folder, and select the batch that you want to code. The documents for the selected batch appear in the Item List panel. See The Review Batches Panel on page 445. 5. In the Item List panel, check the documents that you want to code. Skip this step if you are coding for all the documents. See Using the Item List Panel on page 362. 6. In the first Actions drop-down at the bottom of the panel, select one of the following: Checked: in the Project List panel next to the project. Select this to code only the documents that you checked. All: Select this to code all the documents in the Item List panel, including those on pages not currently visible. 7. In the second Actions drop-down, select Bulk Coding. Coding Documents Using the Coding Panel | 452 Bulk Coding Dialog 8. In the Bulk Coding dialog, select the layout in the layout drop-down. 9. Edit the data to reflect accurate data. The options available will differ depending on the layout that the project manager created. Check boxes with a dash (-) indicates that some of the documents have the box checked. Click the check box until it becomes a check mark to apply it to all the selected documents. 10. (Optional) Check the following Keep Together check boxes if desired: Include Family: Check to apply the same coding to documents within the same family as the selected documents. Include SImilar Documents: Check to apply the same coding to all documents related to the selected documents. Include Linked Documents: Check to apply the same coding to all documents linked to the selected documents. 11. Click Save. Once you have completed the Bulk Coding action, return to the Work List on the Home page. If there were any documents that failed to code, they will be listed by their number under the Work List. You can then resubmit Bulk Coding for those failed IDs. Coding Documents Using the Coding Panel | 453 Predictive Coding You can automatically code documents by applying Predictive Coding to the document set. With Predictive Coding, the system “learns” how you want certain documents coded and apply that coding to future documents. This allows you to automatically code documents throughout the project. In order to use Predictive Coding, you need to create a learning session from a subset of documents in the project and code these documents with the appropriate responsive coding within that learning session. As the system learns coding methodology, the system’s overall confidence level increases. This tells you how confident the system is in learning how future documents should be coded. Once you have reached an acceptable confidence score with the predictive coding, you can apply the predictive coding to the rest of the documents within the project. Note: Due to the conjecturable nature of predictive coding, any results from the predictive coding should be considered an estimate and is not guaranteed to produce 100% accurate results. All results from predictive coding should be verified against the data set. The decision tree used by the system to perform Predictive Coding is generated by the Iterative Dichotomiser3 (ID3) algorithm. For more information on the ID3 algorithm, see http://www.cse.unsw.edu.au/~cs9417ml/DT1/ decisiontreealgorithm.html#A0.0 or http://en.wikipedia.org/wiki/ID3_algorithm . A document that has Predictive Coding applied to it will be marked as responsive or non-responsive to the subject matter that the reviewer has determined in the learning set. The reviewer has the ability to review the Predictively Coded documents to ensure that the Predictive Coding was applied correctly. Any document that has Predictive Coding applied to it can have the coding decision overridden. Also, any document that has had manual coding applied to it will retain that manual coding. There are four types of documents that are coded with predictive coding: Email Presentations Excel spreadsheets Word documents All other document types will not be automatically coded. The workflow of predictive coding occurs in three phases: Instructing Applying Predictive Coding (page 455) Predictive Coding (page 457) Performing Quality Control (page 458) Understanding Predictive Coding In order for the system to learn the parameters of the predictive coding, a set of documents must be defined by the reviewer. These documents would be selected by either applying filters, facets, or search results to the documents. You can also select documents from the Item List. Coding Documents Predictive Coding | 454 When a new project is created, by default that project has a standard coding/tagging layout associated with it named Predictive Coding. You can find this tagging layout under Tagging Layouts in the Home tab. See The Project Manager Guide for more information on tagging layouts. Instructing Predictive Coding Because predictive coding is based on statistical analysis of the data, the subset of the data used for coding should be selected using the following parameters. Data selected with these parameters will assist in achieving greater success with predictive coding: You should code a minimum of 10% of the documents in a project. The more documents that are coded within a project, the more likely predictive coding will be successful in determining how to code the rest of the documents in a project. You should apply the Predictive Coding layout to documents scattered randomly throughout the project, not to just the first 10% of the documents that are listed in a project. The subset of documents used for predictive coding should contain a combination of documents marked as either Responsive and Non Responsive. At least ten documents must be coded Responsive and at least ten additional documents must be coded Non Responsive. These documents must be native documents that contain text. Note: If you do not code at least ten documents Responsive and ten documents Non Responsive, the Confidence Score and Predictive Coding Job will fail. You can code the documents with the Predictive Coding layout in order to teach the system. To code a learning set of documents with Predictive Coding 1. Log in as a user with View Coding Layout permission. 2. Click the Project Review button 3. In the Project Review, ensure that the Item List, Project Explorer and Coding panel are showing. 4. If you are coding a checked out review batch, in the Project Explorer, click the Review Batches tab, expand the My Batches folder, and select the batch that you want to code. The documents for the selected batch appear in the Item List panel. See The Review Batches Panel on page 445. 5. In the Item List panel, select the document that you want to code. See Using the Item List Panel on page 362. 6. In the Coding panel, expand the layout drop-down and select the Predictive Coding layout. You must be associated with the layout in order to use it. Project managers can associate layouts to users and groups. 7. Click Edit. Coding Documents in the Project List panel next to the project. Predictive Coding | 455 Predictive Coding Panel 8. Mark whether a document is responsive or not responsive for the subset that you are creating. Add any additional keywords, separated by commas. The SetBy and CodingLog fields are not editable. SetBy displays whether a document has been manually coded or predictively coded, and the CodingLog field displays data for predictively coded documents. 9. Click one of the following: Save: Save Click this to save your changes and stay on the same document. and Next: Click this to save your changes and go to the next document in the Item List panel. 10. Code as many documents as you feel is necessary for the Predictive Coding subset. See Instructing Predictive Coding on page 455. Once you have completed manually coding the documents to be used in Predictive Coding, you should test the system and obtain a confidence score of how well the system has learned. Obtaining a Confidence Score In order to determine if the system has received enough information in order to perform a successful coding, a reviewer must run a confidence scoring job and generate a confidence score. The confidence score is a percentage-based score. The higher the score, the greater the confidence that the system has in coding the rest of the documents in the project correctly. The confidence score is determined by using the F1 score statistical calculation. This score is calculated using the precision rate (true positive count over total positive labeled) and recall rate (true positive count over total positive count). For more information on the F1 score statistical calculation, see http://www.cs.odu.edu/~mukka/ cs795sum10dm/Lecturenotes/Day3/F-measure-YS-26Oct07.pdf or http://en.wikipedia.org/wiki/F1_score . Cross-validation is the process used to determine the confidence level of the system. In this process, the original learning set of manually coded documents is randomly partitioned into subsamples. These subsamples are called validations folds, and the quantity of the subsamples in a given learning set is represented by the variable k. From the k subsamples, a certain quantity of subsamples, represented by the variable n, is retained as the validation data for testing the model. The remaining k - n subsamples are used as training data. The validation process is then repeated k times (the folds), with different sets of n subsamples used as the validation data. The results from the validation folds are then averaged to produce a single estimation. Coding Documents Predictive Coding | 456 For more information about cross-validation, see http://www.cs.cmu.edu/~schneide/tut5/node42.html or http:// en.wikipedia.org/wiki/Cross-validation_%28statistics%29 . In order to obtain the confidence score, you need to perform a confidence score job after the learning set has been coded with Predictive Coding. Note: You must code at least ten documents as responsive and ten other documents as non-responsive before running a confidence score job. If not, the confidence score job will fail. You will be notified of the failed job in the Job List. To perform a confidence score job 1. From Project Review, open the Confidence panel by going to Layouts > Panels > Confidence. 2. From the Actions pull-down, select Confidence Score Calculation and click Go. 3. Go to the Work List under the Home tab to view the status of the Confidence Scoring job. Once the job has completed, return to Project Review. 4. The confidence score will appear in the Confidence panel. Confidence Panel Field Name - indicates the field that was tested against in the cross-validation. Confidence Score - the higher the score, the more confidence that the system has in applying the Predictive Coding. Count - the count of the documents in the learning set. Note: The Confidence Panel will display only the last confidence score that was calculated for the learning set. Applying Predictive Coding After achieving a confidence score that sufficiently shows that the system can code the rest of the documents in the project, you can apply the Predictive Coding to the rest of the documents in the project. Coding Documents Predictive Coding | 457 Note: Only one Predictive Coding job may be executed at any one time per project. To apply Predictive Coding to the project 1. From Project Review, open the Confidence panel by going to Layouts > Panels > Confidence. 2. From the Actions pull-down, select Predictive Coding and click Go. 3. Go to the Work List under the Home tab to view the status of the Predictive Coding job. Once the job has completed, return to Project Review. Performing Quality Control Once the Predictive Coding job has completed, the reviewer can evaluate whether or not Predictive Coding was applied successfully to the documents in the project. The reviewer can filter the documents to display only those documents which have been predictively coded, and evaluate individual documents. If the coding for a document is incorrect, the reviewer can override the Predictive Coding, and code the document manually. If the reviewer has determined that the predictive coding was not accurate in coding the documents properly, the reviewer can create a new Predictive Coding learning set, and reapply the Predictive Coding to the documents. To check the Predictive Coding 1. In the Item List under Project Review, select Columns. 2. Add the SetBy column to the selected columns. The SetBy column displays whether a document has been manually coded or predictively coded. Click Ok. 3. Filter the SetBy column to display only predictively coded documents. 4. In the Coding panel, expand the layout drop-down and select the Predictive Coding layout. 5. Click Edit. 6. Examine whether a document has been coded correctly. If not, mark the correct coding and click one of the following: Save: Save 7. Click this to save your changes and stay on the same document. and Next: Click this to save your changes and go to the next document in the Item List panel. The manual override will appear in the SetBy column in the Item List. Coding Documents Predictive Coding | 458 Chapter 41 Deleting Documents Users with the Delete Summaries permission can delete documents in the Item List panel of Project Review. Users must be careful and back up the project before deleting documents. You can delete individual records and documents from a project that has been added by either Evidence Processing or Import. You can select any record or multiple records in Review and delete them. This will delete the record and system generated data associated with the record, such as filtered text, .DAT files, and data from the database. Note the following: If a record is in use by another process, some part of the record might be locked, triggering an error when you attempt to delete the record. If an original document has been included in a production set, you will not be able to delete that document. This avoids issues with production sets. Both the Audit Log and the Work List displays what records have been deleted and which user has deleted the record. Note: You cannot delete an individual record that is part of a production set. However, you can delete a complete production set. You can also use the Delete action in the Item List to delete all filtered files without having to select the files individually. Deleting a Document To delete a document 1. Log in as a user with Delete Summaries permissions. 2. Click the Project Review button 3. In the Project Review, ensure that the Item List panel is showing. 4. Use filters or others tools to cull the files in the Item List. 5. Check the documents that you want to delete. Skip this step if want to delete all the documents. 6. In the first Actions drop-down, select one of the following: Checked: All: 7. in the Project List panel next to the project. Select this to delete just the checked documents. Select this to delete all of the documents on all pages of the Grid list. In the second Actions drop-down, select Delete. Deleting Documents Deleting a Document | 459 8. Click Go. 9. In the Confirm Delete Dialog, check Include Family to delete family documents as well. 10. Click Delete. The job is sent to the Work List for the project/case manager to complete. Note: When you apply the Delete action to filtered items in the Item List, the filtered data will not reset after the data is deleted. You will need to click on the clear button to show all of the data back into the grid. Deleting Documents Deleting a Document | 460 Chapter 42 Annotating and Unitizing Evidence This chapter explains how to do the following: Annotating Unitizing Evidence (page 463) Documents (page 471) Prerequisites for Annotating and Unitizing Files About Generating SWF Files for Annotating or Unitizing Before annotating or unitizing a file, the file must first be converted to a format that can be annotated, redacted, or unitized. AccessData generates an Adobe’s SWF file for files that you can annotate and unitize. You can generate SWF for the following file types: TXT, DOC, PPT, PDF, MSG, HTM, GIF, and similar formats, but not PST, ZIP, DLL, and EXE files. You can generate a SWF in the following ways: Method Description Generate SWF files when processing the project There is a Enable Standard Viewer processing option that will automatically convert many files to SWF and make the Standard Viewer the default viewer. This option is checked as the default for the Summation license, but can be enabled in other products. When this option is enabled, during processing, a SWF file will be generated for any document that can be generated as a SWF and that is also 1 MB or larger. Some documents are not converted to SWF, such as PST, ZIP, DLL, and EXE files. For files that are smaller than 1 MB, the SWF file is generated “on-the-fly” when the document is loaded into the Standard Viewer. Microsoft Excel files are not automatically converted into SWF, neither during processing nor “on-the-fly”, but can be done manually later. Have SWF files automatically generated in Review If you view a file that has not had a SWF file generated for it in the Alternate File Viewer, then change to the Standard Viewer, and a SWF can be generated, it will be converted “on-the-fly”. Generate SWF files manually You can generate SWF files with the Annotate Native or Create Image features. See Using the Image Panel on page 384. Annotating and Unitizing Evidence Prerequisites for Annotating and Unitizing Files | 461 Accessing SWF Files for Annotating or Unitizing You can annotate files using one of the following: The Standard Viewer in the Natural Panel The Image Panel You cannot annotate files using the Alternate File Viewer in the Natural Panel. How you access SWF files in the Standard Viewer depends on whether you enabled the Enable Standard Viewer processing option for the project. If the Enable Standard Viewer processing option is enabled, the Standard Viewer is the default viewer. When you click a file in the item list, if a SWF has been generated, or if the file can have a SWF generated, it will display in the Standard Viewer. If the SWF file has not yet been generated, it will do it automatically. If you click a file that does not support SWF, it will be displayed in the Alternate File Viewer instead. If the Enable Standard Viewer processing option is not enabled, by default, the Alternate File Viewer is used. If you then change to the Standard Viewer, and if a SWF can be generated, it will be converted “onthe-fly”. To access a SWF file 1. Log in as a user with appropriate permissions. 2. Click the Project Review button 3. In the Project Review, ensure that the Item List and Natural panel are showing. 4. Select a document in the Item List panel that has a native application. 5. Do one of the following: Verify in the Project List panel next to the project. that the file is displayed in the Standard Viewer. If the file is displayed in the Alternate Viewer, either click the Standard Viewer, or click the Annotate Native or Create Image button. Annotating and Unitizing Evidence Prerequisites for Annotating and Unitizing Files | 462 Annotating Evidence About Annotating Evidence Reviewers with the Add Annotations permission can annotate documents and emails. The following annotation options are available: Adding a Note (page 466) Adding a Highlight (page 467) Adding a Drawn Highlight (page 468) Adding a Redaction (page 469) Adding a Drawn Redaction (page 470) Adding a Link (page 468) Selecting a Highlight Profile (page 466) Selecting a Markup Set (page 466) You can use the Natural Panel to perform all annotation options. See Using the Natural Panel on page 380. You can use the Image Panel to create redactions, highlights, and markup sets is also available on the. See Using the Image Panel on page 384. Prerequisites for Annotating In order to Select Text, Draw Highlight Text, Draw Redaction Text, Draw Highlight, Draw Redaction, Create Note, or Create Link, you must select an existing Markup Set. See Selecting a Markup Set on page 466. Project managers create Markup Sets and Reaction Reasons on the Home page. Annotating and Unitizing Evidence Annotating Evidence | 463 About Annotating Tools Standard Viewer Elements of the Standard Viewer Element Description Standard Viewer Format that allows you to create annotations on the file. See Using the Natural Panel on page 380. Alternate File Viewer Format that allows you to view a native representation of the file. See Using the Natural Panel on page 380. Toggle Annotation Tools Redaction Reasons Save Annotations Show/Hide Redactions Markup Sets Annotation Tools Toggles the annotation tools on and off. Click to select a redaction reason to apply to the document. Save the annotations to file. Click to show and hide the redactions in the document. Click to show the Markup Sets that are available to apply to the document. Note: An existing Markup Set is required for using Annotation Tools. Note: An existing Markup Set is required for using Annotation Tools. Annotating and Unitizing Evidence Annotating Evidence | 464 Elements of the Standard Viewer (Continued) Element Pan Mode Text Selection Mode Text Highlight Text Redaction Description Click to move within a document page. Navigate by clicking and dragging with the hand icon. Click to select text within the document to highlight or redact. Click to highlight selected text. See Adding a Highlight on page 467. Click to redact selected text. See Adding a Redaction on page 469. Drawn Highlight Click to create a drawn or coordinate-based rectangle highlight. You can use this tool for creating highlights on documents that are graphics based, rather than text based. See Adding a Drawn Highlight on page 468. Drawn Redaction Click to create a drawn or coordinate-based rectangle redaction. You can use this tool for creating redactions on documents that are graphics based, rather than text based. See Adding a Drawn Redaction on page 470. Create Note Create Link Click to add a note to the document. See Adding a Note on page 466. Click to add a link to another document in the project. See Adding a Link on page 468. Navigation Icons Thumbnails Fit to Page Fit to Width Rotate All Rotate Page Page Navigation Click to view thumbnails of the pages in the document. Click to fit the document to the Natural pane. Click to fit the document to the width of the Natural pane. Click to rotate the document clockwise in 90 degree increments. Click to rotate a page of the document clockwise in 90 degree increments. Navigate through the document with either the arrows or by entering a page number in the field. When documents are generated as PDFs, the page navigation bar will not be available. You can still navigate through the PDF by using the vertical scroll bar. Zoom in and out of the document. Use either the magnifying glass or enter a percentage in the field. Zoom Annotating and Unitizing Evidence Annotating Evidence | 465 Profiles and Markup Sets Selecting a Highlight Profile Persistent highlighting profiles are defined by the project/case manager and can be toggled on and off using the Highlight Profile drop-down in Natural panel in the Project Review. To select a highlight profile 1. In the Project Review, ensure that the Item List and Natural panel are showing. 2. Expand the Highlight Profile drop-down and select a profile. Selecting a Markup Set Markup sets are a set of annotations performed by a specified group of users. For example, you can create a markup set for paralegals, then when paralegal reviewers perform annotations on documents in the Project Review, all of their markups will only appear when Paralegal is selected as the markup for the document in the Natural or Image panel. Having an existing Markup Set is required for using Annotation tools. See Prerequisites for Annotating on page 463. Note: Only redactions and highlights are included in markup sets. Markup sets are created by the project/case manager on the home page. Markup Sets are only accessible in the Standard Viewer of the Natural or Image Panel. To select a markup set 1. In the Project Review, ensure that the Item List and Natural or Image panel are showing. 2. Access the file in the Standard Viewer. 3. Expand the Markup Set drop-down and select a markup set. Adding a Note Reviewers with the Add Notes permission can add notes to documents in the Natural panel of Project Review. Notes can be viewed and deleted from the Notes panel for users with the View Notes and Delete Notes permission. See The Notes Panel on page 390. To add a note 1. Log in as a user with Add Notes permission. 2. Click the Project Review button Annotating and Unitizing Evidence in the Project List panel next to the project. Annotating Evidence | 466 3. Access the file in the Standard Viewer. 4. Select an existing Markup Set. See Prerequisites for Annotating on page 463. 5. Click on the Create Note tool button 6. Highlight the text in the body of the document to which you want to add a note. The Create Note dialog appears. . Create Note View Dialog 7. Enter a note in the Note field. 8. Set a Date for the note. The date does not have to be exact, but can be just a month or year. 9. (Optional) Check issues related to the note. Note: If you check an issue that has a color associated with it, the selected text will be highlighted that color. 10. Check the groups with which you want to share the note. 11. Click Save. Editing a Note Reviewers with the Edit Notes permission can edit notes to documents in the Natural panel of the Project Review. To edit a note 1. Log in as a user with Add Notes permission. 2. Click the Project Review button 3. Access the file in the Standard Viewer. 4. In the document, locate the red marker in the text that indicates a note in the document. Double-click the marker. The Edit Note dialog appears. 5. Edit the fields that you want to change. 6. Click Save. in the Project List panel next to the project. Adding a Highlight Adding a Text-Based Highlight Reviewers with the Add Annotations permission can add highlights to documents in the Natural panel of Project Review. To add a text-based highlight 1. Log in as a user with Add Annotations permission. 2. Click the Project Review button 3. In the Project Review, ensure that the Item List and Natural panel are showing. Annotating and Unitizing Evidence in the Project List panel next to the project. Annotating Evidence | 467 4. Access the file in the Standard Viewer. 5. Select an existing Markup Set. See Prerequisites for Annotating on page 463. 6. Click the Text Highlight 7. (Optional) To delete a text highlight, click on the highlight and press Delete. tool button. Adding a Drawn Highlight Reviewers with the Add Annotations permission can add a drawn or coordinate-based highlights to documents in the Natural or Image panel of Project Review. The following steps describe how to add a drawn highlight in the Natural panel. These steps will also work in the Image panel. To add a drawn highlight 1. Log in as a user with Add Annotations permission. 2. Click the Project Review button 3. In the Project Review, ensure that the Item List and Natural panel are showing. 4. Access the file in the Standard Viewer. 5. Select an existing Markup Set. See Prerequisites for Annotating on page 463. 6. Click the Drawn Highlight tool button 7. Click and drag the rectangle onto the body of the document. 8. (Optional) To delete a drawn highlight, click on the highlight and press delete. in the Project List panel next to the project. . Adding a Link Reviewers with the Add Annotations permission can add links to documents in the Natural panel of Project Review. To add a link 1. Log in as a user with Add Annotations permission. 2. Click the Project Review button 3. Access the file in the Standard Viewer. 4. Select an existing Markup Set. See Prerequisites for Annotating on page 463. 5. Click on the Create Link 6. Highlight the area in the body of the document to which you want to add a link. The Add Document Link dialog appears. Annotating and Unitizing Evidence in the Project List panel next to the project. tool button. Annotating Evidence | 468 Add Document Link Dialog 7. In the Search field, enter the DocID of the document you want to link to. 8. Press the tab button to activate the Go button and click Go. 9. Select the document you want to link to from the search results. 10. Click OK. Adding a Redaction Adding a Text-Based Redaction Reviewers with the Add Annotations permission can add redactions to documents in the Natural panel of Project Review. Note: If you hover over a redaction while in ADViewer mode, the redaction will become transparent, and you can view the text underneath the redaction. Redaction color tips: You can change the color block for redacting documents to any color. If the redaction block color is a darker shade such as black or navy blue, the redaction reason will be set to white. If the redaction color block is a lighter color such as yellow or white, the redaction reason will be set to black. To add a text-based redaction 1. Log in as a user with Add Annotations permission. 2. Click the Project Review button 3. Access the file in the Standard Viewer. 4. Select an existing Markup Set. See Prerequisites for Annotating on page 463. 5. Click the Text Redaction 6. Drag over the text that you want to redact. Annotating and Unitizing Evidence in the Project List panel next to the project. tool button. Annotating Evidence | 469 7. (Optional) To delete a text redaction, click on the redaction and press Delete. Adding a Drawn Redaction Reviewers with the Add Annotations permission can add a drawn or coordinate-based redactions to documents in the Natural or Image panel of Project Review. The following steps describe how to add drawn redactions in the Natural panel. These steps will also work in the Image panel. Note: When using Draw Redaction, text that is very close to the Draw Redaction box may be included in the redaction. To add a coordinate-based redaction 1. Log in as a user with Add Annotations permission. 2. Click the Project Review button 3. Access the file in the Standard Viewer. 4. Click the Drawn Redaction tool button 5. Click and drag the rectangle onto the body of the document. 6. (Optional) To delete a drawn redaction, click on the redaction and press Delete. in the Project List panel next to the project. . Coordinate-Based Redactions Boundaries After drawing a coordinate-based redaction, red square boxes may appear on the redacted text, above the redacted text, and/or below the redacted text. These red square boxes are the application’s attempt to insure that all of a character is redacted. The application accomplishes this by indicating all characters that will be redacted, including font boundaries defined in the file that the user cannot view. Any characters that are bound by these red boxes will be redacted. If the application is indicating text that you do not want redacted, you can adjust your redaction so that application will only redact the characters that you want. Toggling Redactions On and Off You can toggle redactions on and off in the Natural and Image panels so that you can view or hide them without deleting redactions. To toggle redactions on and off 1. In the Project Review, ensure that the Item List and Natural panel are showing. 2. Access the file in the Standard Viewer. 3. Click the Show/Hide Redactions button 4. Click the button again to turn them back on. Annotating and Unitizing Evidence . Annotating Evidence | 470 Unitizing Documents You can use the unitization feature to do the following: Break large documents into smaller documents. Combine one or more smaller documents into a larger one. Move pages within the same document to another location of the document. For example, you can move the last page of the document to the first page. Rotate a single page or the entire document. You can perform these tasks on any file that has been converted to SWF. Thus, you can only unitize documents that can be viewed in the Standard Viewer on the Natural or Image tabs. See About Generating SWF Files for Annotating or Unitizing on page 461. When you perform unitization tasks on a document, the original document is maintained and a new file, called UnitizedObjectnn is created. You can also perform unitization tasks on the new unitized documents. You perform these tasks in the Unitization panel. To use unitization 1. In Review, select a file that you want to work with. 2. Make sure the file is displayed in the Standard Viewer. 3. From the Standard Viewer, click Unitization. 4. Click a page in the document and use the following unitization tools: Item Description Moves the current page up one page. Moves the current page to be the first page of the document. You can use the page number field at the bottom to quickly go to page 1. Moves the current page down one page Moves the current page to be the last page of the document. Rotates the current page 90 degrees. Deletes the current page. Before saving this change, the current page is marked in red with an X though it. You can click this icon again to undelete the page. Splits the document from the current location. Fits the view to the height of the document. Annotating and Unitizing Evidence Unitizing Documents | 471 Item Description Fits the view to the width of the document. Rotates all pages 90 degrees. Rotates the current page 90 degrees. (When in Unitization mode, this is the same as the other rotate button on the top of the panel. When not in Unitization mode, this rotate the document for viewing but does not edit the document.) Show Source Use the Show Source button to add pages from a totally different document to the current document you’re working on. When you click Show Source, it opens a separate panel for you to open a different document in. Initially, it opens the same document. In the Item List, select the second file you want to add from. It will then be displayed in the second panel. Click a page in the second document and click < to add that page to the first document. Click << to add all pages. Save Saves the changes made in unitization and creates a new document named UnitizedObjectnn. Annotating and Unitizing Evidence Unitizing Documents | 472 Chapter 43 Bulk Printing Reviewers with the Imaging permission can print multiple records using the Bulk Printing mass action in the Item List panel. You can print to printers that are on the server or to a local machine. You can also brand printed documents. Bulk printing will print the source documents and include annotations or redactions on the documents. You can perform other actions (except for starting another print job) while the system is running a bulk print job. Note: Before you can print to a local printer, you need to download and install the Bulk Print Local plug-in. See Bulk Printing Multiple Documents (page 473). You can print highlights and redactions on printed documents without needing to create a production set. In the Bulk Printing dialog, you can select which type of markup sets to print. Note: For documents that contain both Native and Image redactions, only Image redactions print. Image redactions take precedence over Native redactions. Bulk Printing Multiple Documents To print multiple documents at one time 1. Click Project Review 2. In the Project Review window, verify that the Item List panel is showing. 3. In the Item List panel, select the documents that you want to print. Skip this step if you are printing all the documents in the panel. 4. In the first Actions drop-down menu at the bottom of the panel, do one of the following: 5. in the Project List panel next to the project. Select Checked to print all the checked documents. Select All to print all documents, including documents on pages not visible. In the second Actions drop-down menu, select either Network Bulk Printing to print to a network printer that has been set up by your IT or Administrator or Local Bulk Print to print to a local printer that has been set up on your local workstation. See Network Bulk Printing on page 474. See Local Bulk Printing on page 474. Bulk Printing Bulk Printing Multiple Documents | 473 Network Bulk Printing To print to a network printer 1. Click Go. 2. Enter options in the General Print Options tab. See General Print Options on page 474. 3. Click Print. Local Bulk Printing To print to a local printer 1. Click Go. 2. Enter options in the General Print Options tab. See General Print Options on page 474. 3. A dialog box appears, asking if the file BulkPrintLocal.WPF may be opened on your system. Click Allow. Note: If you start another print job when the dialog window from a previous Local Bulk Printing job is already open, a new Bulk Printing window will appear. Close the initial Local Bulk Print window before starting a new local print job. 4. The Bulk Print Application dialog window appears. See Bulk Print Dialog Options on page 475. 5. Choose your printer from the drop down box in the Printer Selection area and click Print. Note: This process may take longer than typical network print operations due in part to document image conversion processes. 6. (optional) To cancel a printing job, click Cancel Print Job or close the Bulk Printing dialog box. General Print Options The following table shows the options available in the General Print Options screen. General Print Screen Options Option Description Include Markups Allows you to print redactions on the printed documents. In the Markup Sets tab, select which markup set(s) that you want to print. Note: For a document with both native and image redactions, image redactions will print, but not native redactions. Image redactions take precedence over native redactions. Image Branding Allows you to brand the printed documents. In the Image Branding Options tab, select the options that you want for the branding. For more information, see the Exporting Guide. Note: Branding the document with the DocID in Local Bulk Printing will brand the document with the existing DocID. Branding the document in the Export Wizard will brand the document with the original DocID. Bulk Printing Bulk Printing Multiple Documents | 474 Bulk Print Dialog Options The following table shows the options available in the Local Bulk Print dialog. Bulk Printing Dialog Options Option Description Job Details Displays the job details of the print job, including the Project ID, Project Name, User Name, Job ID, and number of documents in the print job. Printer Selection Select a printer to print the documents to. Note: You can also select a virtual printer, such as a PDF creation tool, to save the documents to a local or network share in PDF format. Cancel Print Job Click to cancel a print job. You can also cancel a print job by closing the Bulk Printing Dialog window. Progress Report Status Report Docs Printed: Shows the number of documents that have already printed, and the documents remaining to be printed. Pages Printed: Shows the number of pages that have been printed in a document sent to the printer. It does not show the total amount of pages printed in a job. Displays the status of the print job. Note: You can also monitor the status of the print job from the Printing/ Export tab of the Home page. Viewing Print Statuses You can view the status of bulk printing jobs on the Printing/Export tab of the Home page. You can view the status of your local bulk print job in the Bulk Print dialog window. To view the status of your bulk print job 1. Select the project in the Project List panel. 2. Click the Printing/Export tab on the Home page. 3. Click the Printer Status tab. Viewing Print Logs You can access and view the logs from local bulk printing jobs. The logs are stored in a folder on the server. To view the log of your bulk print job 1. In the Windows Start menu, enter Run. 2. In the Open field, enter %public%. 3. Open the folder and select the log that you want to view. Bulk Printing Viewing Print Statuses | 475 Bulk Printing Viewing Print Statuses | 476 Part 8 Searching Summation Data This part describes how to search Summation data and includes the following sections: About Searching Data (page 478) Running Searches (page 480) Running Advanced Searches (page 495) Re-running Using Searches (page 503) Filters to Cull Data (page 507) Searching Summation Data | 477 Chapter 44 Introduction to Searching Data This document will help you filter and search through data in the Project Review. About Searching Data You can use searching to help you find files of interest that are relevant to your project. After you perform a search, you can save your search or share your search with groups. Then, you can filter your result set to further cull down evidence. As you find relevant files, you can tag the files with Labels, Issues, or Categories for further review or for export. When you search data, you use search phrases to find relevant evidence. A search phrase is any item that you would receive a search hit on, such as a word, a number, or a grouping of words or numbers. See Building Search Phrases on page 482. You can search for text that is either in the metadata of the file or in the body of a file. You can also select a column in the Item List panel and filter on that specific column. When you start a search, be mindful of the items in the list that you are starting with. For example, if you have applied a facet filter to show only DOC files, and you search for a text string that you think is in a PDF file, it will not find it. However, the same is not true for column filters. If you have applied a column filter to show only DOC files and you search for a text string that you think is in a PDF file, it will locate the file, regardless of the previous column filter application. Searching Results When you run a search, any items in your data that contain the search phrase are displayed in the Item List. When you view an item in the Natural, Image, or Text viewers, the terms in the search phrase are highlighted. You need to be aware of the following when viewing highlighted terms: After the first page of search results are available, the application retrieves the excerpts for the word/ phrase hits on the document through a separate workflow. Depending upon the load on the system, highlights might take longer to appear. Search results are not highlighted in the view if the word phrases is split on separate lines, especially in documents created in ASCII, such as text files. If you have a document where the text is arranged in columns, search results that appear in the same column or span across multiple columns do not highlight in the Natural Viewer. The Text view should highlight the results accurately. Introduction to Searching Data About Searching Data | 478 To search data, see the following: Running Searches (page 480) Running an Advanced Search (page 495) Running Recent Searches (page 504) Saving a Search (page 505) Search Limitations When performing a Quick Search or Advanced Search, if you have over 10,000 total characters of search text, the search may fail and the application may become non-responsive. Introduction to Searching Data About Searching Data | 479 Chapter 45 Running Searches You can perform the following search tasks: Running a Quick Search (page 480) Searching Running for Virtual Columns (page 486) a Subset Search (page 487) Searching in the Natural Panel (page 488) Using Global Replace (page 488) Using Dates and Times in Search (page 490) Using the Search Excerpt View (page 491) Using Search Reports (page 493) Running an Advanced Search (page 495) When running a search, you build and use search phrases. See Building Search Phrases on page 482. Running a Quick Search In most projects, relevant data and privileged information in a data set is found using quick searches. You can use the basic search field in the Item List panel to help you perform fast filtering on selected evidence. When you start a search, be mindful of the items in the list that you are starting with. See About Searching Data on page 478. Important: A processing option, Disable Tab Indexing, disables the reindexing of labels, categories, and issues. With this option, the application prevents reindexing from occurring as frequently while you are reviewing data, and search counts appear correctly. This option is enabled by default. If this option is enabled, in Review, the following text is displayed: Tag indexing is disabled. However, you can still search for specific tags using a field search, such as “Label contains xxx”. To run a quick search 1. Log in as a user with Run Search privileges. 2. Click the Project Review button 3. In Project Review, ensure that the Project Explorer, the Item List, and Natural panel are showing. 4. Select the data that you want to search in by doing the following: Running Searches in the Project List panel next to the project. Running a Quick Search | 480 4a. In the Project Explorer, the default scope selection includes all evidence items in the project. Using the check boxes, uncheck items to exclude items from the scope of the search. These scope items include: Document Groups Transcript Exhibits Export Sets Notes Transcripts 4b. In the Facets tab of the Project Explorer, you may select any combination of facets to apply to the current search scope. 4c. Click the Apply check mark button in the top of the Project Explorer. This will apply the currently selected scope and any selected facets to the Item List, allowing you to search and review on the resulting subset. The facets will persist through searches until you clear them. Scopes may be changed and searches re-run by use of the Apply button as well. After updating a facet or scope item, you may click the Apply button, which will update the scope and re-run any search that has not been cleared out by use of the Clear Search button in the Search Options menu of the Item List panel. 5. In the search bar of the Item List panel, enter a search phrase. A search phrase can be either one word or or number or multiple words. You may also use operators or boolean search phrases. See Building Search Phrases on page 482. 6. Click Go to execute the search. The search is performed within the specified scope and searches the body content of the documents within the scope. Also depending upon the type of search query, the query will also search the documents’ metadata. Search results appear in the Item List panel. If you are searching by keyword, you can select a document from your search results, and see highlighted instances of the word in the Natural view. The instances will also be highlighted in the text view and in the Item List if there are results in the metadata. Quick searches will also appear in the Recent Searches on the Searches tab of the Project Explorer. Note: You are unable to perform a quick search for values in the ProductionDocID column. To search for values in the ProductionDocID column, use Advanced Search. See Running an Advanced Search on page 495. Running Searches Running a Quick Search | 481 Building Search Phrases When you search data, you use search phrases to find relevant evidence. A search phrase is any item that you would receive a search hit on, such as a word, a number, or a grouping of words or numbers. A search phrase can be any of the following: A single term, such as a word or number For example, patent. Any document with the term “patent” will be found. A string of terms (within parentheses) For example, 2010 patent application. Any document with the string “2010 patent application” will be found. Multiple terms with boolean operators, such as AND or OR For example, patent AND 2010. Any document with both “patent” and “2010” will be found. See the following about building search phrases: See Using Search Operators on page 482. See Using Boolean Logic Options on page 484. See Using ? and * Wildcards on page 485. See Searching Numbers on page 486. See Search Limitations on page 479. Using Search Operators You can use a Boolean search to find the logical relationships among the search terms and phrases that you enter. A Boolean search consists of the following three full logical operators: OR AND NOT Note: The NOT operator by itself is not an option in Advanced Search. The Not Contains and Not Equals operators are available in Advanced Search. However, you can use the NOT operator in Quick Search. If you use more than one logical operator, you should use parentheses to indicate precisely what you want to search for. For example, the phrase apple and pear or orange could mean either (apple and pear) or orange, or it could mean apple and (pear or orange). Use parentheses to clarify which of the two searches that you want. However, if you want to execute searches that contain parentheses as part of the search term, you should enclose the search term with double quotes. For example, if you want to search the To field of emails for the phrase, Carton, Sydney (TTC-San Antonio), you need to write the search query as To Contains “Carton, Sydney (TTC-San Antonio).” This will allow you to get the expected search results and those search results will be highlighted in the Text view. However, the search results will not be highlighted in the Natural view. Only alphanumeric characters are recognized in search terms. Also, certain non-alphanumeric characters are recognized by the search, such as @ and $. To search for text with non-alphanumeric characters, include the whole string in quotes. For example, if you searched for mckay@accessdata, you would find mckay@accessdata. But if you searched for mckay#accessdata, it would not return results. Running Searches Building Search Phrases | 482 Noise Words Noise words, such as if, or the are ignored in searches. For example, if you were to search on the term MD&A, the search would treat the & as an AND operator and return documents with both the terms “MD” and “A” in them. However, because A is a noise word, the search only highlights “MD” in the document. When a search phrase contains a noise word with another term, the search results will return results with the noise word, as well as other words that are in the same place as the noise word. For example, by searching for the term MD and A, not only are results returned that locate the terms “MD” and “A,” but also “MD” and “ .” For example, by searching for the term MD and A, you might also get the result of “MD” and “Surgeon.” However, if you were to search on MD&Surgeon, you will only get “MD” and “Surgeon. Words that are used as logical operators, such as And or Or will be treated as operators and not as part of the search phrase. If you want to include words such as and or or as part of the search phrase, you need to enclose the entire search phrase in double quotes. For example, enclosing in double quotes the search phrase “this or that” will return only those occurrences where this exact phrase appears, and not where this appears separately from that. The following words are ignored in searches: a, about, after, all, also, an, and, any, are, as, at, be, been, but, by, can, come, could, did, do, even, for, from, get, got, he, her, him, his, how, i, if, in, into, it, its, just, like, me, my, not, now, of, on, only, or, other, our, out, over, see, she, some, take, than, that, the, their, them, then, there, these, they, this, those, to, too, under, up, very, was, way, we, well, were, what, when, where, which, while, who, will, with, would, you, your Also, there are exceptions for certain characters: The characters 0-9, a-z, A-Z, @, and the _ (underscore) are searchable. Other characters, such as - , +, and ; are not searchable. With a few exceptions, they are treated as spaces. The characters ? and * are wildcards. See Using ? and * Wildcards on page 485. The %, ~, #, & , :, = characters are used in advanced variations of the search, such as synonym or fuzzy searches. See Understanding Advanced Variations on page 500. Running Searches Building Search Phrases | 483 Note: The & symbol is interpreted as an AND operator. If you searched for Steinway & Sons, it would search for Steinway AND Sons. To use the & symbol in a search, include it in quotes. For example, “Steinway & Sons”. Using Boolean Logic Options The following table describes the boolean options that you can use in searches. Some boolean options are combined in the table to serve as examples of what is possible. Boolean Logic Options Option Description AND Returns as search results those evidence files that contain all of the search words that you specified. For example: marijuana AND cocaine Matches all evidence files that contain both the words “marijuana” and “cocaine.” However, if you search for the example: marijuana + cocaine You will only get search results highlighted if “marijuana” and “cocaine” are adjacent. OR Returns as search results those evidence files that contain any of the search words that you specified or at least one of the search words that you specified. For example: marijuana OR cocaine Matches all evidence files that contain either the word “marijuana” or “cocaine.” NOT Returns as search results those evidence files that do not contain the search words that you specified. This expression is an efficient way to eliminate potential privileged data from production sets. Used the expression at the beginning of your search word or phrase. For example: NOT licensed Matches all evidence files except those with the word “licensed” in them. Note: Do not use implied boolean search with this operator (Example: -license). It will return incorrect results. W/N Returns as search results those evidence files that include the specified word or phrase that is found within so many number of words of another. For example: (rock AND stump) W/2 (fence AND gate) Matches all evidence files that contain both the words “rock” and “stump” that occur within two words of both the words “fence” and “gate.” or (pear w/10 peach) W/7 (apple OR plum) Matches all evidence files that contain the word “pear” that occurs within ten words of the word “peach” and that also occurs within seven words of either “apple” or “plum.” You can also use this option to search for evidence files with known words in certain locations or instant messaging chats. Note: For all evidence files other than email, all occurrences of the words on either side of the W/N operator are highlighted. For email files, there is no highlighting on the Natural and Text views. Running Searches Building Search Phrases | 484 Boolean Logic Options (Continued) Option Description AND NOT Returns as search results those evidence files that contain the expression on the left when the expression on the right is not found. For example: peach AND NOT pineapple Matches all evidence files that contain the word “peach,” but do not also contain the word “pineapple.” OR NOT Returns as search results those evidence files that contain either the left expression or specifically not containing the right expression. For example: peach OR NOT pineapple Matches all evidence files that contain the word “peach,” and any other file that does not contain the word “pineapple.” Note: The search phrase before the OR operator is highlighted. Using ? and * Wildcards A search word can contain the wildcard characters * and ?. A ? in a word matches any single alphanumeric character, and a * matches any number of alphanumeric characters. The wildcard characters can be in any position in a word. Wildcard Description ? Matches any single alphanumeric character. The following are examples: appl? matches apply or apple, but not apples a?l matches all or aol * Matches any number of characters within a single word. The following are examples: appl* matches apply, apple, apples, application ap*ed matches applied, approved appl*ion matches application a*l matches all, aol, april, actual, additional *cipl* matches principle, participle Note: Use of the * wildcard character near the beginning of a word will slow searches somewhat. You can use wildcards with search phrases that use operators. For example, 20* OR pat* OR appl* would match any document that had 2010, 2011, patent, patents, application, or applications. You can use wildcards within terms that are within text strings. For example, “20* p*t a*n” would match 2010 patent application. ? and * Wildcard Limitations and Tips The ? and * wildcards can be used for alphanumeric characters only. For example, a search of PSE?G or PSE*G will not find PSE&G. Running Searches Building Search Phrases | 485 The ? and * wildcards only work within single words not separated by spaces, periods, commas, and so on. For example, a search of “n*w” will find “New” but a search of “n*k” will not find “New York” or New.York”. Searching Numbers When searching for numbers, be aware the commas, dashes, and spaces are word separators. A word separator will find evidence files where terms are separated by that separator or space. For example: A search of 123,?56 will find 123,456, 123,556, 123,656, etc. 123-456 123 456 A search of 123-456 will also find 123,456 A search of *123, 456* will find xxx123 456xxx To find numbers containing a comma, dash, or space, use a string in parentheses. Searching for Virtual Columns You can search for virtual columns in the quick search field. Virtual columns are fields of data that are included in the records, but there is not a physical column in the database that correlates with that data. Searching for virtual columns will result in records that contain the virtual data, but the column will not actually appear in the Item List panel. Examples of virtual columns: AnyDate AnyField AnyText IsPivot Running Searches Searching for Virtual Columns | 486 Running a Subset Search After running any kind of search, you can run another search that is a subset of your search. Subset searches appear in your recent searches. Subset searches connect your first search with your second search using an AND connector. Subset searches will appear in the recent searches of the Searches tab of the Project Explorer. To run a subset search 1. Run any kind of search. See Running a Quick Search on page 480. See Running an Advanced Search on page 495. 2. Enter new search criteria in the quick search field in the Item List panel. Subset Search Button 3. Click the Subset Search button. Your search results appear in the Item List panel. Returning to a Previous Search After you run a subset search, you can return to a previous search using the subset drop-down. To return to a previous search After you run a quick search and a subset search, expand the Subset Search drop-down and select Previous Search. Running Searches Running a Subset Search | 487 Searching in the Natural Panel In the Natural panel, you can use the Standard Viewer or the Alternate File Viewer to search by keyword in the selected document. See Using the Standard Viewer and the Alternate File Viewer on page 381. Note: You cannot search for numerals in spreadsheets. To search in the Natural panel 1. In Project Review, ensure the Natural and Item List panel are showing. 2. Select a document in the Item List that has a native file. 3. Do one of the following: In the Alternate File Viewer: 3a. In the Find field, enter a search term for which you want to search. 3b. The first instance of a found search term is highlighted in the Natural view. 3c. Click the > next and < previous buttons to see the other instances of the keyword. In the Standard Viewer: 3a. In the Search field, enter a search term for which you want to search. 3b. The search field provides a type-down search as you enter text. 3c. All instances of the search term are highlighted. 3d. Click the > next and < previous buttons to see the other instances of the keyword. Using Global Replace In the Item List, you can use Global Replace to globally search the fields in documents and replace a keyword or phrase. Only one Global Replace job can be submitted at a time per project. Once the job is submitted, you will have thirty minutes to either manually commit the job or allow it to commit automatically. After a Global Replace job has been committed, you can choose to create a new Global Replace job for that project. Note: If Global Replace jobs are submitted by two different users on the same project at the same time, both Global Replace jobs will fail. However, if two different users submit Global Replace jobs on two separate projects at the same time, both Global Replace jobs should complete successfully. See Committing a Global Replace Job on page 489. To use Global Replace 1. In Project Review, either select a document in the Item List or select All from the actions. 2. Select Global Replace from the pull-down menu and click Go. The Global Replace dialog appears. Running Searches Searching in the Natural Panel | 488 Global Replace Dialog 3. Choose which field that Global Replace will search and replace: Text Number Date Time Note: You cannot search for a specific date and replace it with a fuzzy date. 4. Choose the fields you want to look in from the Available list of fields, moving them to the Selected list of fields. The fields available will change depending on what is chosen in the Look In drop-down. 5. Click Submit. Once you have completed the Global Replace action, return to the Work List on the Home page. If there were any items that failed to code, they will be listed by their number under the Work List. You can then resubmit Global Replace for those failed items. Committing a Global Replace Job You must manually commit a Global Replace job if you want to run another Global Replace job on the same project before thirty minutes has elapsed. You can also undo a Global Replace job within that thirty minute window. To manually commit a Global Replace job 1. In the Work List on the Home page, select the Global Replace job. 2. Click Commit 3. A Commit job will appear in the Work List. 4. (optional) Click Undo to cancel a Global Replace job. You cannot cancel a Global Replace job once thirty minutes has elapsed from the job’s creation. Running Searches . Using Global Replace | 489 Using Dates and Times in Search Using Dates and Times in Searches You can perform searches based on dates and times. For example, you can perform searches based on the date a files was created or when an email was sent or received. The following are examples of date or time searches: 2/2/2008 anydate anytext - this will find any item with text or a database date of 2/2/2008 = 2/5/2011 - this will find any item with an event occurring on 2/5/2011 = 2/5/2011 - this will find any item with a date of 2/5/2011 in the text receiveddate = 12/18/2011 - this will find emails that were received on 12/18/2011 receiveddate between 12/17/2011 and 12/19/2011 - this will find emails that were received between those dates receiveddate > 12/17/2011 - this will find emails that were received after 12/17/2011 receiveddate < = 12/17/2011 - this will find emails that were received on or before 12/17/2011 How Time Zone Settings Affect Searches By default, date and times from metadata that you see in Review are in UTC format. These dates and times are converted to UTC when data is entered in a project. As a result, by default, email dates and times, and file stamp date and times are displayed in the UTC time zone. However, an administrator can configure a Display Time Zone for a project. If this was done, then all dates and times are offset to be shown in the specified time zone. For example, suppose an email was sent on 1/1/ 2010 at 1:15 am based on UTC time. If the project was set to the display the Pacific Time Zone, the email sent data would have an -8:00 offset. As a result, it would have a sent date and time of 5:15 pm on December 31, 2009. The offset does apply to dates or times that are in the text body of a document, only dates in the metadata--for example, file creation dates, email sent dates. As another example, if an email is a reply, the date and time of the original email is in the email but simply as text, not metadata. If you perform a search based on a metadata date or time, be aware the Display Time Zone will be used, not the UTC date and time. Viewing the Display Time Zone To the Display Time Zone settings for a project 1. On the Home page in Review, select the case. 2. On the (Info) page, view the Display Time Zone value. The time zone and the offset from UTC is displayed. Running Searches Using Dates and Times in Search | 490 Using the Search Excerpt View After performing a search, you can generate a Search Excerpt view. You generate and see this view in the Search Excerpt panel. This panel is now included by default in the Search layout. You can generate the Search Excerpt view after you have completed a search. When you generate the Search Excerpt view, a dtSearch job is run in the background on the text of the documents. The Search Excerpt view contains a list of all of the items that have search hits. The items are clustered by document type, such as email Message, Microsoft Word, PowerPoint, PDF, and so on. Under each ObjectID item, there is a list of excerpts of the text that contains the search hits. You can click either the item or the excerpt and the document is shown in the Natural view and the search results and the excerpts are highlighted. The Search Excerpt uses dtSearch to search for text strings. dtSearch will find exact terms unless you use wildcards. For example, if your initial search is for the word document, other forms of the word, like documents or documented will be highlighted as a partial hit, but will not be shown as excerpts --it will not show excerpts of text containing documents or documented. However, if your search includes a wildcard, like document*, then it will display excerpts for all forms of the word. Running Searches Using the Search Excerpt View | 491 Also, the dtSearch will not return excerpts for search results that do not contain text strings. For example, you can search on a database property such as ObjectID > 50. Because there are no text hits, no excerpt scan be generated. You can also save and download a Search Excerpt report in CSV format. To access the Search Excerpt panel 1. Open a project in Review. 2. Click the 3. Click Panels. 4. Make sure that the Search Excerpt panel is checked. 5. If it is already checked, click the Search Excerpt panel in Review. Layouts drop-down. To generate the Search Excerpt view 1. Run a report and let it complete. 2. In the Search Excerpt panel, click Create Search Excerpt Report. A dtSearch job is run in the background to generate the list. The resulting view lists all items that contain the search results. The items are clustered by document type, such as email Message, Microsoft Word, PowerPoint, PDF, and so on. 3. Expand a document category. All of the items are listed by their ObjectID. It also shows how many excerpts within that item meet the search results. 4. Expand an item. One or more excerpts containing the matching search hit from within the document are displayed. 5. You can do one of the following: Click an ObjectID item. If you click an item, the document is opened in the Viewer and the search results are highlighted in the document. Click an excerpt. If you click an excerpt, and if the document has been converted to SWF, the document is displayed in the Standard Viewer, and the whole excerpt is highlighted along with the search results. If the document has not been converted to SWF, the document is displayed in the Alternate File Viewer and only the search results are highlighted. See Using the Standard Viewer and the Alternate File Viewer on page 381. Performing either of the above actions will filter the Item List to the item you are viewing. 6. To restore the Item List to include all of the documents from the search, click Return Item List to Search Results. 7. To save and download a report, click Save. Running Searches Using the Search Excerpt View | 492 Using Search Reports About Search Reports You can generate, download, and view search reports. The search reports provide a history of a search and information about the results. The reports are saved in XLSX format. The report has the following XLSX sheets: Search Report Sheets Sheet Description Details Includes the following: The date and time of the search Who performed the search Which phrase was searched for Which search options were used Information about the files that were in the search results Filters Which facets were included and excluded and which Quick Filters were applied. Documents Group Any related Document Groups Hits by Type Details which file types hits were found in Keywords Details hit counts for each keyword used Files Details of the files for the search hits Generating and Downloading a Search Report After you have generated a search report you can download it in one of two ways: In Review, from the Search Options. On the Home page, on the Reports tab, under Search Reports. To generate and download a search report 1. In Review, after performing a search, click Search Options. 2. Click Search Report Options > Generate Search Report. After several seconds, the report is generated. To download the report, click Download Search Report. 3. Select to Open or Save the report. By default, the report is saved in the browser’s Downloads folder as Search History Report - n. You can use Save As to specify a filename and path. Running Searches Using Search Reports | 493 About the Search Report Details The following table describes some of the information provided in the report details. Search Report Details Field Description Total Files Includes all emails and eDocs that match the search criteria. Unique Family Items This count is the number of files where any single family member had a keyword hit. If any one file within a document family had a keyword hit, the individual files that make up this family are counted and added to this total. For example, one email had 3 attachments and the email hit on a keyword, a count of 4 files would be added to this count as a result. Unique Family Emails This count is the number of emails that have attachments where either the email itself or any of the attachments had a search hit. This count is for top level emails only. Emails as attachments are counted as attachments. Unique Emails with no Attachments This count is the number of the emails that have no attachments where a search hit was found. Unique Loose eDocs This count is the number of loose edocuments where a search hit was found. This does not include attachments to emails, but does count the individual documents where a hit was found from within a zip file. Total Hit Count This count is the total number of hits that were found within all of the documents. Max Relevancy This is the maximum relevancy score achieved with the search criteria. * Min Relevancy This is the minimum relevancy score achieved with the search criteria. * Note: * Max and Min relevancy scores are calculated based on the total number of hits in the document as a percentage of the maximum number of hits found in a during the search when performing an index search. For example, if one document contains 50 hits but another document in the results has 100 hits (and that’s the max) then the first document will be scored as 50% relevant and the second document will be scored as 100% relevant. These relevancy scores are only relative within a single search set. They may vary when the search set is increased or decreased. Additionally, some searches are run against the database instead of the index and these searches will always get a 100% relevancy score. A database search would be one that requests information within a specific field or non-indexed field such as “ObjectID = xxx”. Running Searches Using Search Reports | 494 Chapter 46 Running Advanced Searches Running an Advanced Search If using a simple search does not return the results you expected, you can use advanced searching techniques to pinpoint relevant data and privileged information. AccessData software uses the utility dtSearch to index project data. In Advanced Searching, you can query the index using a specialized query language. In addition to extended searching capabilities, the index allows searches to be returned in seconds instead of the minutes or hours that are required for a standard linear search. Note: In order for a document to be indexed for search, it must contain at least six characters in the file. Documents with less than six characters will not be indexed. However the metadata in those documents will be indexed normally. Note: When searching using the DocDate or NoteDate fields, you must search using a YYYYMMDD format regardless of how your date fields are formatted for display. For more information on using dtSearch syntax, you can view technical papers on the AccessData web site: http://www.accessdata.com/technical To run an advanced search 1. Log in as a user with Run Search privileges. 2. Click the Project Review button 3. In Project Review, ensure that the Project Explorer, the Item List, and Natural panel are showing. 4. In the Project Explorer, default scope selection includes all evidence items in the project. Using the check boxes, uncheck items to exclude them from the scope of the search. These scope items include: Document in the Project List panel next to the project. Groups Production Sets Transcripts Notes Exhibits Labels Issues Categories Running Advanced Searches Running an Advanced Search | 495 5. In the Facets tab of the Project Explorer, you can select any combination of Facets to apply to the current search scope. 6. Click the Apply check mark button in the top of the Project Explorer. This applies the currently selected scope and any selected Facets to the Item List, allowing search and review on the resulting subset. The scope of a search is saved along with the query. This Facet will persist through searches until you clear it. Scopes may be changed and searches re-run by use of the Apply button. After updating a Facet or scope item, you may click the Apply button to update the scope and re-run any search that has not been cleared out by use of the Clear Search button in the Search Options menu. 7. Click the Search Options button in the Item List panel and select Advanced Search. Advanced Search Dialog 8. 9. In the Information section, do the following: 8a. Enter a Name for the search if you want to save the search. Otherwise, the search will appear in the Recent Searches list and will not be able to be saved. 8b. (Optional) Select the type of Variation you want to include in your search. See Understanding Advanced Variations on page 500. 8c. In the text field, enter the free form text you want to include in the search. Freeform searching lets you combine keyword, boolean, and regular expression criteria to perform a search on evidence files. See Using the Term Browser to Create Search Strings on page 501. 8d. To add related terms for the words you entered, click Expand All. See Using the Term Browser to Create Search Strings on page 501. 8e. To import a list of terms from a TXT file, click Import Terms. See Importing Index Search Terms on page 502. Expand the Conditions section to search within the fields/columns of the documents. Running Advanced Searches Running an Advanced Search | 496 Conditions 10. In the Conditions section, do the following: 10a. Select a field that you want to search within. See the Project Manager Guide for more information on creating custom fields. 10b. Select an Operator from the drop-down. See Using Search Operators on page 482. See Using Boolean Logic Options on page 484. 10c. Select or enter a value using the following: Field: Enter text or symbols. Enter a date or click the calendar to select a date. Look up button: Click the blank button to look up available search criteria for the selected field. Date: 10d. Select either “And” or “Or” as the connector. See Using Boolean Logic Options on page 484. 10e. Click Add Row to add additional conditions. 10f. Set parenthetical criteria. Then, click Validate Grouping to validate your parenthesis. 11. Expand the Columns section to add visible columns to your search results. Columns 11a. Click the right arrow to add columns and the left arrow to remove columns. 11b. Click the up and down arrows to adjust the order of the columns. 12. Expand Result Sorting to select the column by which you want the search results to be sorted. The column does not need to be visible to sort by it. Running Advanced Searches Running an Advanced Search | 497 Result Sorting 12a. In the Sort By drop-down, select the field you want to sort by. 12b. In the second drop-down, select whether you want to sort by Ascending or Descending. 13. Click Search. Advanced Search Operators The following search operators are available in the advanced search: Advanced Search Operators Operator Description Equal Searches for the exact value entered. Not Equal Searches for everything in the selected field except the exact value entered. Exists Searches for the existence of data within the selected field. Fails Searches for all documents that do not contain data within the selected field. GreaterThan Searches for a number greater than the value entered. GreaterThanEqualTo Searches for a number greater than or equal to the value entered. LessThan Searches for a number less than the value entered. LessThanEqualTo Searches for a number less than or equal to the value entered. Contains Searches for the value entered within a string. The value should be a full word. If you want to search for a partial word, you need to include the * operator. NotContains Searches for everything except the value entered. The value should be a full word. If you want to exclude a partial word, you need to include the * operator. Between Searches between a range of dates or numbers. NotBetween Searches for all dates or numbers except the range selected. The search operators available depend upon the field selected to search. Not all search operators are available for all fields. Advanced Search Operators Exceptions The ProductionSetID column contains values for exported files from both Export Sets and Production Sets and is used for associating exported files with the original file. This column is populated with queries from multiple Running Advanced Searches Running an Advanced Search | 498 tables and does not operate like other standard metadata columns. Search operators will return different results than expected with other columns. You can expect the following results when searching the ProductionSetID column: Search Operators Exceptions for ProductionSetIDs Operator Results Exists Search results return only the produced document. Fails Search results return source documents and not the produced copy. Contains Search results return only the produced document. Not Contains Search results return source documents and not the produced copy. Running Advanced Searches Running an Advanced Search | 499 Understanding Advanced Variations The following table describes the Variation options in the Information section of the Advanced Search dialog. Variation Options in the Advanced Search Dialog Search Variations Description None No search variations are applied. Stemming Finds grammatical variations on word endings. For example, stemming reduces the words “fishing,” “fished,” “fishy,” and “fisher” to the root word “fish.” Phonic Finds words that sound like the word that you are searching and begins with the same first letter. For example, searching for “whale” using phonic, would also find wale and wail. Synonyms Finds word synonyms. For example, searching on “fast” would also find “quick” and “rapid.” You can enable this option for all words in a request. You can also add the “&” character after certain words in your request. Related Finds all words in the search criteria and any related words from the known related categories. Fuzzy Finds words that have similar spellings, such as “raise” and “raize.” You can enable this option for all words in a request. The level of fuzziness that you can set is 1-10. The higher the level of fuzziness, the more differences are allowed when matching words, and the closer these differences can be to the start of the word. Setting too many letter differences may make the search less useful. Dragging the slider bar to the right increases the number of letters in a word that can be different from the original search term. Dragging the slider bar to the left decreases the number of letters in a word that can be different from the original search term. You can also add fuzziness directly in the search term you enter using the “%” character. The number of % characters that you add determines the number of differences that are ignored when you search for a word. The position of the % characters determines how many letters at the start of the word have to match exactly. For example, “ca%nada” must begin with “ca” and have just one letter difference between it and “canada.” Whereas, “c%%anada” must begin with “c” and have only two letter differences between it and “canada.” In another example, marijuana can be spelled “marihuana” or “maryjuana.” In this project, your search expression could be “mar%%uana.” As with the fuzzy slider bar setting, you should exercise care when you use multiple % symbols because the number of junk hits rises quickly with each added error. Running Advanced Searches Understanding Advanced Variations | 500 Using the Term Browser to Create Search Strings You can create a search using terms that are related to any keyword. You can use the Term Browser to generate a list of similar words. You then select which words you want to include in the search. For example, you may start with a keyword of “delete.” By using the Term Browser, it will suggest synonyms, such as “erase” and “cut.” It will also suggest related terms, such as “cut,” “deletions,” “excise,” and “expunge.” It will also suggest general related terms, such as “censor,” “remove,” “take,” and “withdraw.” You can select which of those words to include in your search. To search for terms using related words 1. In Project Review, in the Item List panel, click Search Options > Advanced Search. 2. Enter a keyword. 3. Click Expand All. Term Browser 4. In the Term Browser, highlight the keyword. A list of synonyms is generated. 5. To add other related words, select the Include Related, Include Specific, and Include General check boxes. 6. Select the words that you want to include in the search or click Variations to select all words. 7. To build a search including the words that you selected, click Apply. 8. You can edit the search or run it by clicking Search. Running Advanced Searches Using the Term Browser to Create Search Strings | 501 Importing Index Search Terms You can import a list of search terms. This lets you reuse a list of search terms that you saved from previous searches, or that you saved for documentation purposes. To import a saved search terms file 1. In Project Review, in the Item List panel, click Search Options > Advanced Search. 2. Click Import to import a set of search terms. 3. Select the text file that you previously saved. 4. Click Open. Running Advanced Searches Importing Index Search Terms | 502 Chapter 47 Re-running Searches You can re-run searches by using the Search tab in the Project Explorer panel in the Project Review. The Search Tab The Search tab in the Project Explorer can be used to view recent searches, your searches, and shared searches. Search tab in Project Explorer Elements of the Search Tab Element Description Saved Searches Contains the Recent Searches, My Searches, and Shared Searches. Re-running Searches The Search Tab | 503 Elements of the Search Tab (Continued) Element Description Recent Searches Every time a search is performed, it is saved in the recent searches. The last 10 searches are saved here in chronological order. Users can execute and edit searches from Recent Searches. My Searches Displays all the searches that the user has saved. Users can execute, delete and edit searches from My Searches. Users can also share their searches. Shared Searches Displays all the shared searches that the user has permissions to access. Users can execute searches from Shared Searches. Running Recent Searches When you execute a search, the search conditions are saved. You can view and reuse recent searches. The last ten searches are saved in the Recent Searches. To run recent searches, you must have the Run Searches permission. To run a recent search 1. Log in as a user with Run Searches permissions. 2. Click the Project Review button 3. In Project Review, ensure the Project Explorer is showing. 4. Click on the Searches tab. 5. Expand the Recent Searches. 6. Right-click the search and select Run Search. The search is run using the original search scope and the original search criteria. The search results appear in the Item List panel. in the Project List panel next to the project. Clearing Search Results After you have performed a search, the items in the Item List are the result of the list. You can clear the search result to view the documents in the Grid before you performed the search. To clear search results 1. In Project Review, ensure the Item List panel is showing. 2. Click Search Options > Clear Search. Re-running Searches Running Recent Searches | 504 Saving a Search You can save any advanced search that you design in the Advanced Search Builder. All saved searches are stored in the Searches tab of the Project Explorer. You can use saved searches to run past searches again or to share your search with a group of users. To save a search 1. Log in as a user with Run Search privileges. 2. Click the Project Review button 3. In Project Review, ensure that the Project Explorer, and the Item List panel are showing. 4. In the Project Explorer, the default scope selection includes all evidence items in the project. Using the check boxes, uncheck items to exclude them from the scope of the search. These scope items include: Document in the Project List panel next to the project. Groups Production Sets Transcripts Notes Exhibits Labels Issues Categories 5. In the Facets tab of the Project Explorer, you can select any combination of Facets to apply to the current search scope. 6. Click the Apply check mark button in the top of the Project Explorer. This applies the currently selected scope and any selected Facets to the Item List, allowing search and review on the resulting subset. The scope of a search is saved along with the query. This Facet will persist through searches until you clear it. Scopes may be changed and searches re-run by use of the Apply button. After updating a Facet or scope item, you may click the Apply button to update the scope and re-run any search that has not been cleared out by use of the Clear Search button in the Search Options menu. 7. Click the Search Options button in the Item List panel and select Advanced Search. 8. Enter a Name for the search. 9. Enter criteria for the search. See Running Recent Searches on page 504. 10. Click Save. Re-running Searches Saving a Search | 505 Sharing a Search You can share your saved searches with other groups of users. To share a search, you need to have the Manage Searches permission. To share a search 1. Log in as a user with Manage Searches permissions. 2. Click the Project Review button 3. In Project Review, ensure the Project Explorer is showing. 4. Click on the Searches tab. 5. Expand My Searches. 6. Right-click the search and select Manage Permissions. in the Project List panel next to the project. Assign Security Permissions 7. Check the groups with which you want to share the search. 8. Click Save. Re-running Searches Sharing a Search | 506 Chapter 48 Using Filters to Cull Data Filtering Data in Case Review In Project Review, you can filter evidence to help view only relevant evidence for the project. After filtering data, the results are then displayed in the Item List. You can also use searches and column sorting to help you further review and cull down evidence. About Filtering Data with Facets You can filter data using facets. Facets are properties of a document that you can include or exclude. The following are a few example of facets: Object type and object sub-type (File > Email, File > Spreadsheet, Disk Image, Partition) File extension type (EXE, DLL, TXT, GIF, DOC, XLS) File category (Documents, Email, Graphics, Audio Multimedia, Video Multimedia) File Size (Small, Medium, Large) Email Senders Address Email Recipients Address Email by Date See Available Facet Categories on page 512. That facets that are available to use are based on your evidence. For example, if there are no XLSX documents in your evidence, the XLSX facet is not displayed. By default, when you first open a project in Project Review, all facets are applied, and as a result, all evidence is listed in the Item List. You can use the facets to include or exclude evidence from the Item List. You can choose one or more facets within a single category or you can choose facets across multiple categories. For example, you can filter evidence to only display emails sent by one person to another person with a certain date range. As another example, you can filter evidence to display only DOC or DOCX files that have a specific label applied. Applied facets are persistent across searches and have to be cleared by you manually. Note: When you cull data with facets, this filtering will override and clear other filters applied to the Item List, including Search and Column Filters. Using Filters to Cull Data Filtering Data in Case Review | 507 About Dynamic Facets Most facets are now dynamic. When you select and apply a facet, all other facet categories will reflect the results of the previously selected facet. Other categories will only show facets that have data based on the applied facet. For example, suppose that before applying any facets, that under File Extensions, there are 25 DOCX files of various file sizes. And then suppose you apply a facet to include only Large files. When you look at the File Extensions filter again, you will only see the number of DOCX files that have a Large file size. However, applying column filters, column filters, or searches does not affect facet counts. About Sortable and Searchable Facets Some facet categories include a pre-configured set of facets. For example, under the File > File Size facet category, there will be a maximum of five facets: Tiny, Small, Medium, Large, and Huge. Using Filters to Cull Data Filtering Data in Case Review | 508 Some facet categories include a dynamic set of facets based on the files in the evidence. For example under the File > File Extensions facet category, facets are shown for all of the file extensions that exist in the evidence. These facet categories can potentially have a very large number of facets. A project could easily include dozens of different file extensions. Facet categories that have a large number of facets have additional features that help you use them: By default only nine facets are shown but you can select to see more. Facets are sortable. By default, the facets are sorted by the facets with the most hits. When you open a category, by default the nine facets with the most hits are shown. You can use the following sort orders: Ascending by name Descending Ascending by name by the number of hits Descending by the number of hits You can search for specific values within the facets. For example, if there are 100 email senders names, you can search for a certain name. You can clear the search by clicking the red X. Using Filters to Cull Data Filtering Data in Case Review | 509 About Excluding Tags Filters From a Facet Search You can exclude Tags filters (categories, issues, labels, and summaries) from a facet search. The default for the Tags facets are checked, or included. Clicking the check box once actively excludes the facet in filters group. Clicking the check box a second time clears the check box and the facet is not included in the facet search. When excluded, a red x appears in the facet check box, indicating that the facet is excluded. The hyperlink to apply the excluded facet is disabled. You need to be aware of the following considerations when excluding Tags facets: For labels, the exclude feature applies to all labels in a group. However, if there are children under the labels, and one child label is selected for exclusion while another is not, the label group appears blank. This is because you cannot include a whole label group when one of the child labels is excluded. For issues, you can exclude or include an individual issue. Additionally, you can exclude a child issue while including a parent issue or vice versa. If you have a document that has been assigned a tagged item that is included in a facet in the Tags filter and has also been assigned a tagged item that is excluded in a facet in the Tags filter, the facet does not display the document. For example, a document may be tagged with both Tag 1 and Tag 2. If all documents with Tag 1 are included in the facet and all documents with Tag 2 are excluded in the facet, the document with both Tag 1 and Tag 2 is not posted to the Item List. The exclusion takes precedence. This is because exclusions and inclusions in facets act as an AND property, not as an OR property. The Facets Tab The Facets tab in the Project Explorer in Project Review lists the available facets to apply to documents. You can filter evidence to help view only relevant evidence for the Project. After you have applied facets, the results are then displayed in the Item List. You can also use searches along with column sorting and filtering to help you further review and cull down evidence. The Facets tab in the Project Explorer allows you to filter before (and maintain after) conducting any searches. This allows targeting specific areas of data for search and review with persistent facets. You may maintain the applied facets as long as desired. You can use one or more facets within a single filter or one or more facets across several categories to cull down the evidence. By default, when you first open a project in Project Review, all filter facets are applied, and as a result, all evidence is listed in the Item List. You use the facets to exclude evidence from the Item List. Using Filters to Cull Data Filtering Data in Case Review | 510 Facets Panel Only the top nine facets of a filter display when you expand a category. To see all the facets in a category, click More... to display a facet dialog. Many categories also contains a search field that searches for facet hits within that particular category. The facets that appear in the Facets tab depends upon the product license that you have. Using Filters to Cull Data Filtering Data in Case Review | 511 Available Facet Categories The following table lists facets that may be available in the Facets tab of the Project Explorer. Note: The Evidence Explorer and Custodian Facet counts are reduced when Family data uploaded by Evidence Processing is updated by a CSV import. Existing documents that are updated by the CSV import are removed from the Evidence Explorer and Custodian Facets. Depending on your license, some filters may not be available. General Facet Category General Filters Description Evidence Explorer Filters evidence based on the source of the evidence. Note: If you add new evidence to either an existing or an upgraded project, only the new evidence that has been added will populate this filter. Custodians Filters evidence based on people or custodians associated to the items is a project. Authors Filters evidence by author of Microsoft Office documents. Object Types Object Sub-Type Filters evidence based on the Object Type. You can expand an ObjectType facet for a list of object sub-type facets. See Object Types (page 523) Tags Facet Category Tags Filters Description Issues Filters evidence based on issues tags. You can still filter for issues under the Tags tab. Labels Filters evidence based on labels tags. You can still filter for labels under the Tags tab. Categories Filters evidence based on category tags. You can still filter for categories under the Tags tab. Case Organizer Filters evidence based on summaries. You can still filter for summaries under the Tags tab. Production Sets Filters evidence based on production sets. You can filter out the produced records from the normal view. When a production set is created, a new facet is added to the Production Set Facet and by default this facet is set to exclude those records from the Item List grid. These records can be displayed by simply clicking the facet until you have a check mark and then applying the setting. Using Filters to Cull Data Filtering Data in Case Review | 512 Tags Facet Category (Continued) Tags Filters Description Viewed Documents Lets you show or hide items within your project based on whether or not they have been viewed by any user. The Viewed facet value breaks the count of viewed documents down by user. If a document is viewed by multiple users, the document will be counted within each user’s facet value. Administrators can see all users. Other users can see themselves and other users in their user group. Email Facet Category Email Filters Description Email Senders Display Name Filters evidence based on the email senders display name. Email Senders Address Filters evidence based on the email senders address. Email Senders Domain Filters evidence based on the email senders domain. Email Recipients Display Name Filters evidence based on the email recipients display name. Email Recipients Address Filters evidence based on the email recipients address. Email Recipients Domains Filters evidence based on the email recipients domain. Email Recipients BCC Filters evidence based on BCC recipient address, display name, and domain. Email Recipients CC Filters evidence based on CC recipient address, display name, and domain. Email Recipients To Filters evidence by To recipient address, display name, and domain. Email by Date Filters evidence by email date. You can select to filter by the Delivered date or the Submitted date. Email by Date Range Filters evidence by either the delivered (received) date or by submitted (sent) date. You can enter a start range or/and an end range. Both fields are not required for the search. Email Status Filters evidence by email status, including: attachments, related items, replies, and forwarded. File Filters Facet Category File Filters Description File by Date Range Filters evidence by the Date Range: by modified date, by creation date, and by accessed date. You can enter a start range or/and an end range. Both fields are not required for the search. Using Filters to Cull Data Filtering Data in Case Review | 513 File Filters Facet Category (Continued) (Continued) File Filters Description File Extensions Filters evidence by file extension, including: .doc, .docx, .log, .msg, .rtf, .txt, .wpd, .wps. This filter is both sortable and searchable. File Size Filters evidence by file size. Empty 0KB = 0KB < Tiny <= 10KB 10KB < Small <= 100KB 100KB 1MB < Medium <= 1MB < Large <= 16MB 16MB < Huge <= 128MB 128MB < Gigantic File Category Filters evidence by file category, including: archives, databases, documents, email, executables, folders, graphics, internet/chat files, mobile phone data, multimedia, OS/file system files, other encryption files, other known types, presentations, slack/free space, spreadsheets, unknown types, and user types. File Status Filters evidence by file status, including: bad extension, email attachments, email related items, encrypted files, and OLE sub-items. KFF Facet Category KFF Filters Description KFF Vendors Filters evidence by vendor as listed in the KFF Vendor field. KFF Groups Filters evidence by group as listed in the KFF Groups field. KFF Statuses Filters evidence by status according to the KFF Statuses field. There are two possible KFF Statuses, Unknown (0), Ignore (1), and Alert (2). The KFF Status, Ignore (1) is not included in an evidence search because it was already ignored by KFF during the initial evidence search. KFF Sets Filters evidence by sets at listed in the KFF Sets field. KFF Sets contain multiple document hashes. For information about KFF, see Reviewing KFF Results (page 337) Geolocation Facet Category Geolocation Filters Description From Country Name Filters evidence by the country that the communication originated from. To Country Name Filters evidence by the country that the communication was sent to. From City Name Filters evidence by the city that the communication originated from. Example: San Francisco, San Jose, Los Angeles. Using Filters to Cull Data Filtering Data in Case Review | 514 Geolocation Facet Category (Continued) Geolocation Filters Description To City Name Filters evidence by the city that the communication was sent to. Example: San Francisco, San Jose, Los Angeles. From Continent Filters evidence by the continent that the communication originated from. To Continent Filters evidence by the continent that the communication was sent to. For information about Geolocation, see Using Visualization Geolocation (page 541). Document Content Facet Category Document Content Filters Description Cluster Topic Filters evidence by clusters of similar documents. These clusters are determined by cluster analysis of the documents. See Using Cluster Analysis in the Admin Guide. Credit Card Numbers Filters evidence based on extracted credit card numbers. See Using Entity Extraction in the Admin Guide. Email Addresses Filters evidence based on extracted email addresses found within the body of documents, not in the email meta data. For Email addresses found in To: or From: fields in Email meta data, use the Email facet category. See Using Entity Extraction in the Admin Guide. People Filters evidence based on extracted people's names. See Using Entity Extraction in the Admin Guide. Phone Numbers Filters evidence based on extracted phone numbers. See Using Entity Extraction in the Admin Guide. Social Security Numbers Filters evidence based on extracted social security numbers. See Using Entity Extraction in the Admin Guide. Examples of How Facets Work Including and Excluding Items Next to each facet within a filter is a check box. By default, all facets within each filter are selected. Next to each facet is also a count of the number of files that match that facet’s criteria. Using Filters to Cull Data Filtering Data in Case Review | 515 The following figure shows an example of the File Category filter with all of the individual facets in that category. As an example of how you can use this category, to help reduce irrelevant files, you can exclude executable and system files. For each facet, there is also a link labeled Only. You can click Only for a facet and that one facet will be checked and all other facets within that filter will be cleared. This action only affects that particular filter that you are working with. All other filters in the Facet Panel will remain as you have previously set them. You can also click on the facet name which will exclude all other facets and all other filters. See Using Facets on page 520. Using Filters to Cull Data Filtering Data in Case Review | 516 Excluding Tags Facets In addition to using the Only link, you can exclude Tags filters (categories, issues, and labels) from a facet search. This allows you to further narrow and refine your facet scope. The default for the Tags facet displays as checked or included. Selecting the check box once actively excludes the facet in the Tags filters. Selecting the check box a second time clears the check box and the facet is not included in the facet search. When excluded, a red x appears in the facet check box, indicating that the facet is excluded. The hyperlink to apply the excluded facet is disabled. You need to be aware of the following considerations when actively excluding Tags facets: For labels, the exclude feature applies to all labels in a group. However, if there are children under the labels, and one child label is selected for exclusion while another is not, the label group appears blank. This is because you cannot include a whole label group when one of the child labels is excluded. For issues, you can exclude or include an individual issue. Additionally, you can exclude a child issue while including a parent issue or vice versa. If you have a document that has been assigned a tagged item that is included in a facet in the Tags filter and has also been assigned a tagged item that is excluded in a facet in the Tags filter, the facet does not display the document. For example, a document may be tagged with both Tag 1 and Tag 2. If all documents with Tag 1 are included in the facet and all documents with Tag 2 are excluded in the facet, the document with both Tag 1 and Tag 2 is not posted to the Item List. The exclusion takes precedence. This is because exclusions and inclusions in facets act as an AND property, not as an OR property. Using a Single Facet You can filter your evidence based on one or more facets within a given filter or based on one or more facets across multiple filters. There may be times when you want to use a single facet. For example, there is a filter category called Tags. Inside that category is a filter called Labels. Nested inside the Label filter are facets for each of the labels that have been used in the project. You can clear all but one label facet and only the files with that label are displayed; all other files are excluded. However, the action of clearing all but one label facet will not exclude documents with multiple labels, if one of those labels is within the scope of the selected label facet. Even if the non-selected label facet is left unchecked, documents with multiple labels will be included. Using Multiple Facets in a Single Category You can filter evidence using multiple facets within a single filter category. For example, there is a filter category called File Category. Inside that category are individual filter facets for each type of files that are in the project (archives, documents, emails, graphics, spreadsheets, and so on.) You can exclude the types of files that you do not need to review while leaving the file types that you do want to review. Using Filters to Cull Data Filtering Data in Case Review | 517 Using the N/A Facet In most of the filter categories, there is a special facet that is labeled N/A, which stands for “not applicable.” If you check this, the filter will display items to the results that are not applicable to that category. For example, if you apply a single facet for one or more email addresses, and N/A is unchecked for that category, then the only results will be records that contain an email address. If you also check N/A, then other file types will also be displayed, such as documents, spreadsheets, and PDFs, because they don’t have an email address property. As another example, you can see a list of all files that do not have a person applied to them. In the People category, you can select only the N/A facet, and that excludes all files that have a person applied. If your project has no files that pertain to a filter, it will show N/A as the only item in the facet. Refining Evidence Using Facets in Multiple Categories You can use multiple facets together in order to further refine your evidence. For example, you may have applied a facet for a single person and want to refine it further to only include spreadsheets and documents that are related to that person. You can apply another set of facets for file extensions choosing to exclude all files but Documents and Spreadsheet files. By combining the two facet categories, you can display only spreadsheets and documents that have a certain person. Assume you want to find all the PDFs associated with a person named Sarah. In the Person filter, you would deselect all facets except for Sarah, who has 20 files of multiple file types associated with her. In the File Extensions filter, you would deselect all facets except for PDF, which has 40 different people associated with it. Since five of those PDFs are associated with Sarah, only those five PDF would display in the results. Almost every filter can be used together to find information. Most filters treat the combination as a Boolean AND operator in conjunction with other filters. (In the example of Sarah and the PDFs, the search syntax was: Where Person = Sarah AND File Extension = PDF.) The only filters that cannot act as an AND operator against other filters are Email Sender’s Display, Address, and Domain, as well as the Email Recipient’s Display, Address, and Domain filters. These filters act as OR operators. You would use the filters with the OR operator functionality when you wanted results that produced returns of two different sets of data. For example, if you were to select the Sarah facet under the Email Senders Display filter and the accessdata.com facet under the Email Senders Domain, you would get results of all emails where the email was sent by Sarah. You would also get results of all the emails that were sent within the accessdata.com domain. The search syntax would be: Where Email Senders Display = Sarah OR Email Senders = accessdata.com. If you want to narrow the scope of your search using OR filters, you must use a filter that operates as an AND operator with one of the filters that operate as an OR. For example, if you were to select the Sarah facet under the Email Senders Display and the Larry facet under the Email Recipients To, this would return results of emails that contained both Sarah in the Email Senders Display field, and Larry in the Email Recipients To field. Using Filters to Cull Data Filtering Data in Case Review | 518 Examples of Using Facets in Multiple Categories Assume you need to create an export set of a specific person’s data, but at the same time, remove anything that is obviously unimportant to reviewers. You can do the following: Using the People category, select only the one person. Using the File Extensions category, exclude unimportant file types, such as EXE and DLL files. Using the Email Senders Domain category, exclude all emails that came from ESPN.com and Comcast.com. As another example, a development in a project may reveal that some very important evidence may exist as an email attachment sent either to or by a person within a specific date range. You can do the following: Using the People category, select only the one person. Using the File Status category, select only Email Attachments. Using the Email by Date category, select only emails delivered in March and April of 2009. Email Recipient and Senders Facet Counts When viewing facets, a count of the items related to each facet is displayed. For any given facet that is selected, the filter count will be part of the total number of items displayed in the Item List. For example, suppose you configure facets to show only PDF and XLS files and the facet counts show 6 PDF files and 4 XLS files. In the Item list, only the 10 PDF and XLS files will be displayed. The total of the two facet counts will match the number of files in the Item List. There is a situation where the facet count may be higher than the count of items in the Item list. There are six different filters that are related to email recipients and senders. To help reduce the length of the list of recipients, there is a first-level division that contains alphabetical ranges of the names that are used. For example, ABurr -> AHamilton, ALincoln --> ASteveson, and so on. From that first level, you can drill down to individual names. The facet counts displayed for the first levels (a range of names) may by higher than the number of emails in the Item List. The reason is that a single email may have been sent to multiple recipients. In the Item List, that email is reflected as one single item, yet in the first-level list of the facet, the counts may reflect 5 recipients of that one email. Because there can be more recipients than emails, this can cause the first-level facet count to be higher than the Item List count. Using Filters to Cull Data Filtering Data in Case Review | 519 Using Facets To use facets, you specify the items that you want to include. As you specify facets, the results are displayed to the Item List. As you clear facets, files are removed from the Item List. The Filters list denotes with an icon which facets you have configured. Note: You must be careful when filtering evidence. Once evidence has been culled using a facet in the Facets panel, the only way to display that evidence again is to recheck the specific facet or reset all of the facets. No other facet will return the evidence to the item list. To apply a single facet to evidence 1. In the Facets panel on the Project Review page, expand the filter category that you want to use. For a list of filter categories, see Available Facet Categories (page 512). To expand all categories, click Expand. 2. In the expanded filter, click the Facet name link. Click this link to filter out all other facets and filters. For example, in the filter, if you click the facet named Email, you will only get email messages. 3. To reset a single facet, click . To apply one or more facets to evidence 1. In the Facets panel on the Project Review page, expand the filter that you want to use. For a list of filters, see Available Facet Categories (page 512). To expand all filters, click 2. Expand. In the expanded filter, perform one of the following tasks: Check: Manually check the items that you want to include. Uncheck: Only: Manually uncheck the items that you want to exclude. Click Only to uncheck all other facets in the filter. Expand: Many facets can be expanded to show dynamic facets. For example, in the Email By Date filter, there is a Delivered facet. You can expand it to show detailed facets for years, months, or days. 3. Click Apply. The Item List will change to display only the items that you filtered for. When you change the configuration of a category, a shows you which categories have been configured. appears next to the category name. This 4. (Optional) Repeat steps 2 and 3 as often as needed. After making any changes, you must click Apply. 5. (Optional) To reset facets, do any or all of the following: 6. To undo an individual facet, check the box for an item that you previously unchecked. To reset all facets in a single filter category, click the To undo all filters, click Click next to the filter name. Reset. Apply. Using Filters to Cull Data Using Facets | 520 Caching Filter Data If you use the same filters a lot, you can cache your results in the database so that the next time you use the filter, your results will appear faster. To cache a filter result set 1. Set filters that you commonly use in the Project Review. 2. In the Item List panel, select Options > Cache > Add current filter to cache. Your data is cached in the database and the cached icon turns orange. Cached Icon in the Item List Panel Using Filters to Cull Data Caching Filter Data | 521 Filtering by Column in the Item List Panel You can filter the evidence in the Item List panel by the data in the columns. You cannot filter the content of the first three columns. You can apply multiple column filters. For ore information, see Filtering Content in Lists and Grids (page 47). Note: Column Filters are applied after facet scope filters and visualization filters. Changing your facets scope or visualization filters will clear the column level filters. Also, Column Filters do not persist and will be cleared out when you either execute a new search or use the Clear Search button. To filter evidence by data in columns 1. In Project Review, ensure the Item List panel is showing. 2. Select the document groups, labels, or issues that you want to view from the Project Explorer and click Apply. 3. In the Item List panel, click on the column filters button 4. Uncheck the items that you want to filter out of your view. 5. (Optional) You can use the Search field to search by keyword among the items in the column. 6. (Optional) Expand the Sort drop-down to sort the items in the column by ascending or descending hits or values. 7. Click . Apply. All documents with the item that you unchecked are removed from the Item List panel. Note: When you filter the ProductionDocID column, only the produced record value is displayed, not the source document. Clearing Column Filters You can clear column filters that you have applied to the Item List panel. To clear column filters 1. In Project Review, ensure the Item List panel is showing. 2. Select the document groups, labels, or issues that you want to view from the Project Explorer. 3. In the Item List panel, click on the column filters button 4. Click Clear Filter. Using Filters to Cull Data . Filtering by Column in the Item List Panel | 522 Object Types You can use columns and facets to view an item’s Object Type and cull data based on the Item Types in your evidence. Some Object Types have Object Sub-Type data. For example, for the Endpoint Event object type, you can have the following object sub-types: File Event, Network Event, Registry Event, and Endpoint OS Event. With the ObjectType and ObjectSubType columns, you can search, filter, and sort on these columns in order to quickly cull down the files that you are viewing. The Object Type facets, which are under the General facet category, dynamically list facets for all of the object types in your evidence. You can expand an ObjectType facet for a list of object sub-type facets. The following table lists the object types and object sub-types that may exist in your data. Object Types and Object Sub-Types Object Types Object Sub-Types Unknown Partition File System Live Folder Live File Directory File or Loose Files (Listed in the Facets as Files & Email) Files that are added through Import have the object type of Loose Files, whereas files added as evidence have the object type of Files. Documents Spreadsheet Database Presentations Graphics Multimedia Email Executable Archives Folders Slack Free Space Other Known Mobile Device Items Encryptions Files Internet Chat OS Files Transcripts Exhibits Notes Mailbox Archive Unpartitioned Space Using Filters to Cull Data Object Types | 523 Object Types and Object Sub-Types (Continued) Object Types Object Sub-Types Carved File Drive Remote File Slack File System Remote Custodian Group Removable Media File Devices Inserted Devices Removed Files Copied From Device Files Copied To Device There are many types, for example, WebMail, SMTP email, Chat, and FTP. File Event Registry Event Network Event OSEvent ProcessEvent Network Traffic Threat Scan Endpoint Event Mobile Case Organizer Volatile Using Filters to Cull Data Event Fact Person Question Research Pleading Summary There are many types, for example, Process, DLL, Socket, Driver, Service, Registry Key, Registry Value Object Types | 524 Part 9 Using Visualization This part describes how to use Visualization and includes the following sections: Files Visualization (page 527) Emails Visualization (page 530) Using Visualization Heatmap (page 539) Using Visualization Social Analyzer (page 533) Using Visualization Geolocation (page 541) Using Visualization | 525 Chapter 49 Using Visualization Culling Data with Visualization Visualization allows you to see visual representations of data in the selected project and to filter the data, based on the visualization graphs. The Visualization feature allows you to choose the type of graph in which to display the data. The graphs are interactive, allowing you to isolate and search on sections of the graph. Once you select how you want the data represented, you can apply the visualization filter to the data. The filtered data will appear in the Item List, and you can apply additional scope filters and column filters to further cull the data. You can also clear previous visualization filtering sessions in the Options > Visualization dialog. If no previous visualization filter has been applied to the data, the Clear Visualization options are inactive. You can apply visualization filters to the data in the following ways: Files Visualization (page 527) Emails Visualization (page 530) About Geolocation Visualization (page 541) Using Visualization Social Analyzer (page 533) Using Visualization Geolocation (page 541) Using Visualization Culling Data with Visualization | 526 Files Visualization Files Visualization allows you to view and filter data in a project by using the same data that is posted in the Item List grid. This allows you to cull the data in the Item List grid with filters before applying Files Visualization to the data. To access Files Visualization 1. Click Project Review. 2. In the Item List panel, click Options > Visualization > Files. Important: When you first open File Visualization, the Files grid will show only a portion of the total files. The Files grid only shows the files that are currently filtered using the Visualization tool. Initially, the top Timeline filter only covers a small part of the total timeline, as a result, you may not see many files listed in the Files grid. You can expand or move the Timeline filter to show other files. Files Visualization Panel Using Visualization Files Visualization | 527 Files Visualization Options Panel The following table identifies the tasks that you can perform from the File Visualization panel. File Visualization Panel Options Element Apply Visualization Description Applies the files that have been filtered in the visualization graph filters to the Item List grid. Once applied, only those items filtered with visualization appear in the Item List grid. To remove the filters, re-enter files visualization and click Cancel. Note: If you use the “check all” button in the visualization Files grid, be aware that only the items on the current page will be selected. Cancel Visualization Cancel the visualization graph filters and exit out of Visualization. Options Refresh Timeline Refresh Extensions Refresh Categories Refresh Files Data Refreshes the Timeline pane. Refreshes the Extensions pane. Refreshes the Categories pane. Refreshes the Files pane. View Using Visualization Scale - Choose to display the data scale either by logarithmic or by linear. If this field is changed, data in the panes will refresh automatically. Metrics - Choose to display the data metrics either by size or by count. If this field is changed, data in the panes will refresh automatically. Timeline Data Type - Choose to display the data in the timeline, extensions, categories, and files panes by date created, modified, or accessed. Timeline Graph Type - Choose to display timeline data by bar, line, area, or scatter graph. Extension Graph Type - Choose to display extension data by bar or pie graph. Categories Graph Type - Choose to display category data by bar or pie graph. Files Visualization | 528 File Visualization Panel Options Element Description Timeline Examine the data based on when the data was created, accessed, or modified. You can highlight a specific period of time in the timeline and filter data based on that specific time. Extensions Displays the data by document’s extension, such as .doc or .dll. Only extensions found in the data set will display in the graph. You can click a specific extension in the graph’s list or graphic, and all files with that extension will appear in the Files panel. Categories Displays the data by category. The categories available by which to sort are documents, spreadsheets, database, presentations, graphics, multimedia, email, executables, archives, folders, slack free space, encryption files, internet chat, operating system file, other known, unknown, user types, stego apps, and mobile device items. You can click a specific category in the graph’s list or graphic, and all files within that category will appear in the Files panel. Files Displays the files represented by the visualization graphs. This list can be all of the data set, or only files filtered by either timeline, extensions, or categories. You can sort information in each column by clicking the column header. History The History tab captures the movement of the box that isolates a time period within the time line. Each time that you move the box along the timeline, a new tab is created for that section of the timeline. Each section can be identified by start date and end date. By clicking one of the History tabs, you can examine the data from that particular time period, allowing you to quickly return to a period that you have already examined. Selected Lists the files selected in the Files pane. Using Visualization Files Visualization | 529 Emails Visualization Emails Visualization allows you to view and filter data in a project by using the same data that is posted in the Item List grid. This allows you to cull the data in the Item List grid with filters before applying Emails Visualization to the data. To access Email Visualization 1. Click Project Review. 2. In the Item List panel, select Options > Visualization > Emails. Emails Visualization Panel Using Visualization Emails Visualization | 530 Email Visualization Options Panel The following table identifies the tasks that you can perform from the Emails Visualization panel. Emails Visualization Panel Element Apply Visualization Cancel Visualization Description Apply the visualization graph filters to the Item List grid. Once applied, only those items filtered with visualization will appear in the Item List grid. Cancel the visualization graph filters and exit out of Visualization. Options Refresh Timeline Refresh Mail Statistics Refresh Email Addresses Launch Social Analyzer Data Refreshes the Timeline pane. Refreshes the Mail Statistics pane. Refreshes the Email Addresses pane. Click to launch the Social Analyzer pane. See Using Visualization Social Analyzer on page 533. View Scale - Choose to display the data scale either by logarithmic or by linear. If this field is changed, data in the panels will refresh automatically. Metrics - Choose to display the data metrics either by size or by count. If this field is changed, data in the panels will refresh automatically. Timeline Graph Type - Choose to display timeline data by bar, line, area, or scatter graph. Mail Stats Graph Type - Choose to display mail stats graph by bar, line, spline, or scatter graph. Timeline Examine the email data set based on when the emails were created, accessed, or modified. You can highlight a specific period of time in the timeline and filter the emails based on that specific time. Mail Statistics Displays the Mail Statistics of the emails - the sent and receive dates. You can click a specific item in the graph and filter the email addresses in the email addresses list. Using Visualization Emails Visualization | 531 Emails Visualization Panel Element Description Email Addresses Lists the email addresses in the email data set. You can view display name, email address, traffic count, and the sent and received data. Expand either the sent or received field for a particular email address to obtain additional information. Selected Lists the history of the data set. By highlighting a tabbed date in History, you can examine the data from that particular time period. History Lists the files selected in the Files pane. Using Visualization Emails Visualization | 532 Chapter 50 Using Visualization Social Analyzer About Social Analyzer The Social Analyzer shows a visual representation of email volume contained in the data set. Social Analyzer will display all of the email domains in a project, as well as individual email addresses within the email domains. Social Analyzer Map The Social Analyzer map displays emails in the data set group by domain name. These domain names appear on the map in circles called “bubbles.” The larger the bubble, the more emails are contained within that domain. The bubbles in the map are arranged in a larger sphere according to how many emails were sent to that domain. The center bubble in the sphere will have the most emails sent from this domain, while domains radiating clockwise from the center will have fewer and fewer emails in their domain bubble. If you want to examine email domains with the most sent emails, concentrate on examining the bubbles in the center of the map. Email data in the Social Analyzer map can be examined on two different levels. On the first level, you can get an overall view of communications between domains. You can then select domains that you want to examine in a Using Visualization Social Analyzer About Social Analyzer | 533 more detailed view and expand those domains to view communications between specific email addresses from the domain. For example, if you search for high email traffic between two domains, you can see which two domains have the highest amount of traffic between them. Select the two domains, and expand them to view the email traffic between individual users from those two selected domains. See Analyzing Email Domains in Visualization on page 537. See Analyzing Individual Emails in Visualization on page 537. Elements of the Social Analyzer Map Element Description This map presents the overall view of the social analyzer data. The orange rectangle indicates the area displayed in the main social analyzer map. Black dots in the overall view show domains that are either selected or communicating. You can either expand or collapse the overall view by clicking on the triangle in the upper right corner. When you select a domain bubble, it is surrounded by a colored double ring. The ring may be colored blue, black, purple, or red. The different colors allow you to distinguish between different selected domains, but they do not have any significant meaning. Domain bubbles that are not selected, but have sent emails to the selected domain bubble, are surrounded by a single colored ring that is the same color as the selected domain bubble. This allows you to easily tell which domains have been communicating with the selected domain bubble. Domain bubbles that do not connect to any selected domains are greyed out. Lines connect other domain bubbles to the selected domain bubble. These lines represent emails sent to the selected domain from other domains. The more emails that have been sent to the domain, the thicker the line between domain bubbles are. You can also see emails sent from the selected domain. Select Show Reversed Connections in the Social Analyzer panel to show visual representations of emails sent from the selected domain. A domain bubble with an orange ring indicates that a domain has been connected to from another domain multiple times. This allows you to pinpoint domains that have heavy communication between them. Using Visualization Social Analyzer About Social Analyzer | 534 Accessing Social Analyzer To navigate throughout the Social Analyzer pane, click and drag inside the pane. Hover over an email domain bubble to view the total number of emails that were sent from the domain. Note: Expansion of large datasets may result in slow server speeds and slow rendering the Social Analyzer visualization data. To access Social Analyzer 1. Click Project Review. 2. In the Item List panel, click Options > Visualization > Social Analyzer. Social Analyzer Options Panel Using Visualization Social Analyzer About Social Analyzer | 535 Social Analyzer Options The following table identifies the tasks that you can perform from the Social Analyzer panel. Social Analyzer Options Element Description Apply Visualization Applies the visualization graph filters to the Item List grid. Once applied, only those items filtered with visualization will appear in the Item List grid. Cancel Visualization Cancels the visualization graph filters and exits out of Visualization. Refreshes the Social Analyzer pane. Refresh Clear Selections Clears the selected bubbles in the Social Analyzer pane. Select Most Connected Items Selects the ten bubbles that have been most connected to in the Social Analyzer pane. Each time you click this icon, the next top ten bubbles will be selected, and so forth. Expand Selected Domains Expands selected domains in the Social Analyzer pane. You can drill down to a second level to examine the email data. See Analyzing Individual Emails in Visualization on page 537. Zoom In Zoom Out Zooms into the Social Analyzer pane. If you are unable to view the social analyzer data, click Zoom In to locate the data. You can also zoom in by expanding the slider bar located at the bottom of the Social Analyzer pane, by using the + key on the keyboard, or by scrolling the mouse wheel up. Zooms out of the Social Analyzer pane. You can also zoom out by expanding the slider bar located at the bottom of the Social Analyzer pane, by using the - key on the keyboard, or by scrolling the mouse wheel down. Expands and collapses the overall map of the data set. Dots that appear in black in the overall map are domains/emails that are connected to the selected domain/email. The orange rectangle on the map shows where the expanded location is on the map. Using Visualization Social Analyzer About Social Analyzer | 536 Social Analyzer Options Element Description View Stats Show Reversed Connections - Select to show all reversed connections in the pane. Reversed connections are emails sent from a particular email or email domain. Show Connections - Select to show the connections between domains in the pane. Connections are emails sent to a particular email or email domain. Preview Connections on Hover - Select to view connections between domains when you hover over them. This option is not selected by default to speed rendering of the map. Email Display - Display email domains either by the display name or address. Bubble Limit - You can choose a display limit of either 2,500, 5,000, or 10,000 domains. Server issues may occur with larger display limits. Displays the statistics of either the first or second level of the email domain data. You can view: The total number of domains, emails, and bubbles in the pane. The total number of selected domains, emails, and bubbles in the pane. The total number of domains, emails, and bubbles that have been expanded. You can access the second level of data by clicking Expand Selected Data. Analyzing Email Domains in Visualization Once you have you opened the Social Analyzer pane, you can isolate and examine individual email domains. Note: Social Analyzer is very graphics-intensive. In order to avoid server issues, you should cull the data with facets and other filters to isolate the information that you want to examine before viewing it in Social Analyzer. To analyze email domains in Visualization mode 1. Click Project Review. 2. In the Item List panel, click Options > Visualization > Social Analyzer. 3. Click the domain bubbles to select the domain(s) that you want to view. 4. (optional) If you want to view the top ten domains in terms of received emails. click . Each time you click this icon, the next top ten bubbles will be selected, and so forth. 5. (optional) You can zoom in and zoom out of the Social Analyzer panel. If you hover over a domain bubble, the full display name and address, as well as the count, is displayed in the tool tip. 6. You can expand selected email domains and examine individual emails in a domain. See Analyzing Individual Emails in Visualization on page 537. Analyzing Individual Emails in Visualization You can expand email domains to display individual emails and the traffic between those emails. Using Visualization Social Analyzer About Social Analyzer | 537 To analyze individual emails within selected email domains 1. Click Project Review. 2. In the Item List panel, select Options > Visualization > Social Analyzer. 3. Click the domain bubbles to select the domain(s) that you want to view. 4. (optional) If you want to view the top ten domains in terms of received emails. click . Each time you click this icon, the next top ten bubbles will be selected, and so forth. 5. (optional) You can zoom in and zoom out of the Social Analyzer panel. If you hover over a domain bubble, the full DisplayName and address, as well as the count, will be displayed in the tool tip. 6. Click to expand the domain names to display the individual emails. Using Visualization Social Analyzer About Social Analyzer | 538 Chapter 51 Using Visualization Heatmap Heatmap allows you to view a visual representation of file categories and file volume within a project. Information displays in a grid comprised of squares of different colors and sizes. Each color represents a different file category, and the relative size of the square represents the file volume within the category. You can view each file category for more details about the files within that category (similar to a file tree) and navigate between file categories. You can also switch between viewing the file volume by the physical size of each file and the file count. This allows you to see any discrepancies in the size of the files. For example, if someone were trying to hide a file by renaming the file extension, you could easily see the size discrepancy in the heatmap, and then investigate that particular file further. To access Heatmap 1. 2. In FTK, do the following: 1a. Open the Examiner. 1b. In the File List panel, click (Heatmap). In Summation, Resolution1 eDiscovery, Resolution1 CyberSecurity, or Resolution1, do the following: 2a. Click Project Review. 2b. In the Item List panel, click Options > Visualization > Heatmap. Heatmap Panel Using Visualization Heatmap | 539 Heatmap Options Panel The following table defines the tasks from the Heatmap panel. Heatmap Panel Options Element Description Cancels the heatmap filters and exits out of Visualization. Apply the visualization graph filters to the Item List grid. Once applied, only those items filtered with visualization appear in the Item List grid. Options Category Metric Using Visualization Heatmap Files - Allows you to view files by the file category. You can view the files in each category: By double-clicking that particular file category’s square, or By clicking the menu from the upper left side and choosing the file category that you want to view in the heatmap. Folders - Allows you to view files by the folders contained within the project. You can view the files in each folder: By double-clicking that particular folder’s square. By clicking the menu from the upper left side and choosing the folder that you want to view in the heatmap. Extensions - Allows you to view files by the file extension. By Size - Allows you to view file types by size of the files. The larger the files, the larger the represented square in the heatmap. By Count - Allows you to view file types by quantity. The more files of a particular type that are in the project, the larger the represented square in the heat map. | 540 Chapter 52 Using Visualization Geolocation About Geolocation Visualization Geolocation allows you to view a map with real-world geographic location of evidence items that have geolocation information associated with them. This lets you understand where certain activities/actions took place . See Using Visualization on page 526. For example, if you have photos in the evidence that have GPS data in the EXIF data, you can see where those photos were taken. For volatile/RAM data, you can see the lines of communication (both sent and received) between addresses, showing the location of all parties involved. Geolocation supports the following data types: Photos with GPS information in the EXIF data. Live email sender and receiver IP data gathered using a Volatile Job in AD Resolution1 CyberSecurity and AD Resolution1. Email sender and receiver IP data gathered using a Network Acquisition Job in AD Resolution1 CyberSecurity and AD Resolution1. Because the data is gathered from Sentinel, the data displayed shows a snapshot of the traffic at the time that Sentinel captured the data. Note: Geolocation IP address data may take up to eight minutes to generate, depending upon other jobs currently running in the application. Geolocation Components Geolocation includes the following components: Maps When viewing geolocation data, you can use any of the three following maps: MapQuest Streets MapQuest Satellite OpenStreetMaps You have the option to switch between the three map views while in the Geolocation filter. Geolocation Grid Below the map, you can view a grid that shows details about the items in the map. See Using the Geolocation Grid on page 547. Using Visualization Geolocation About Geolocation Visualization | 541 Geolocation Data in columns in the Item List You can view geolocation data for files in the Item List. See Using Geolocation Columns in the Item List on page 548. Geolocation Facets There are specific facets for filtering on Geolocation data. See Using Geolocation Facets on page 549. Geolocation Workflow When you launch Geolocation, it will display all relevant files currently in the item list. You can cull the data using filters and other tools in the item list to limit the data that is displayed in geolocation. General Geolocation Requirements As a prerequisite, you must have the following: Access to a KFF Service Server. The KFF Server can be installed on the same computer as the AccessData software or on a separate computer. KFF Geolocation Data. This must be installed on the KFF Server. See Getting Started with KFF in the Admin Guide. Internet access to view web-based maps. You can download the offline maps for Geolocation. Use the link Geolocation Map for Offline Use and Geolocation Map for Offline ReadMe on the FTK Product download page: http://www.accessdata.com/support/product-downloads/ftk-download-page For AD Resolution1 Platform and AD Resolution1 CyberSecurity: The Geolocation option selected when processing the evidence. This option allows the data to display properly in the Geolocation filter. Geolocation is selected by default when evidence is processed. Default Evidence Processing Options (page 82) For FTK, FTK Pro, Lab, and Enterprise: The File Signature Analysis option selected when processing the evidence. Viewing Geolocation EXIF Data When your evidence has photos with GPS information in the EXIF data, you can view photo locations. To view EXIF data in FTK 1. In FTK, open the Examiner. 2. In the File List panel, click 3. You can filter the items displayed and see item details.. See Using the Geolocation Grid on page 547. Using Visualization Geolocation (Geolocation). Viewing Geolocation EXIF Data | 542 To view EXIF data in Summation or Resolution1 products 1. Click Project Review. 2. In the Item List panel, click Options > Visualization > 3. You can filter the items displayed and see item details.. See Using the Geolocation Grid on page 547. Geolocation. Geolocation Panel - EXIF data Using Visualization Geolocation Viewing Geolocation EXIF Data | 543 Using Geolocation Tools The Geolocation Map Panel Points of data in a particular area on the map are represented by large dots called clusters. The number on each cluster show how many points of data (known as pins) are represented by the cluster. Clicking a particular cluster on the map zooms in on a group of pins. The general location of the clusters are determined by a central point on the map. The clusters radiate from this central point. When you zoom in and out of the map, your central point on the map moves as well, and clusters will shift position on the map. However, as you zoom into a cluster, the cluster rendered will more closely align itself with the location of the individual pins. When viewing IP data, the connections between two pins display on the map as lines between clusters/pins. The width of the lines represent the amount of traffic between two IP address. The thicker the lines, the more traffic has occurred. Green lines represent traffic originating from the pin and red lines represent traffic entering the pin. When you select a cluster and zoom in on a particular pin, you can select one or more pins. When a pin is selected, the outline and shadow of the selected pin turns orange. If you zoom out of the map, the cluster with one or more selected pins has an orange ring. Hovering over the cluster displays the following icons: Selects all of the pins in a cluster. Clears all of the selected pins in a cluster. The following table describes the Geolocation panel options. Geolocation Panel Element Description After filtering data by selecting one or more pins, this applies the selected geolocations to the Item List grid. Once applied, only those geolocations filtered with visualization appear in the Item List grid. For network data, you will see any communication from those pins to any other location. This may include one or more items. If you enter the Geolocation view again, only those geolocation will be displayed in the map. To reset the items in the Item List, click the Project Explorer’s Reset and Apply icons. Using Visualization Geolocation Using Geolocation Tools | 544 Geolocation Panel Element Description (Network Acquisition Job data from Resolution1 CyberSecurity or Resolution1 only) After filtering data by selecting one or more pins, this applies the selected geolocations to the Item List grid. Once applied, only those geolocations filtered with visualization appear in the Item List grid. This applies only the connections between the selected pins. As a result, it shows the communication between only the selected pins and not to other locations. This may include one or more items. If you enter the Geolocation view again, only those geolocations will be displayed in the map. To reset the items in the Item List, click the Project Explorer’s Reset and Apply icons. Cancels the geolocation filters and exits out of Visualization. Pins displayed Shows the number of spins that are displayed and the number selected. Clear Clears and selected pins. Options Displays the number of pins selected in the map versus the number of pins available in the data. Map Tab Choose which map to display in the Geolocation filter. Expands or collapses the overall view map. Displays the latitude and longitude where the mouse pointer resides. To view the position of a particular pin, hover the mouse over the pin. To view the exact coordinates of the pin, select the pin and right-click. Turns the connections between the pins/clusters either on or off. Displays all of the pins on the map. Zooms in or out on the map. A slide bar displays, allowing you to control the zoom feature. View All/View Selected Filter Displays either EXIF data or network connection data. You can also view both types of data at the same time. Right-clicking a pin displays more information about the pin. Using Visualization Geolocation Using Geolocation Tools | 545 Detail of Pin In the pin dialog, you can: Add any notes View the exact coordinates and status of the pin View the IP Address of the pin Note: To save processing time and to ensure data accuracy, the host name does not populate in the Geolocation pin. However, the host name does populate in the Item List. Change the color and shape of the pin If you make any changes to the pin, a warning icon displays that notifies you that changes were made to the pin and need to be saved. You can do the following in the pin dialog: Click to save the changes that you have made to the pin Click to reset the pin. If changes have been saved previously to the pin, this action resets the pin to the saved version Click to close the dialog Using Visualization Geolocation Using Geolocation Tools | 546 Using the Geolocation Grid When you open Geolocation, you can view a grid that shows details of the items on the map. The Geolocation Grid has two tabs: Network Communication: In Resolution1 CyberSecurity and Resolution1, this shows network acquisition and volatile data from security jobs. In FTK, this show data from the Volatile tab. You can see the following Process Start Time column Machine column Process Name column Path column Host Name column Bar chart (Resolution1 CyberSecurity and Resolution1 only) Within the Network Communication tab, you can also view a bar chart that shows the count of items sorted by either Process Name or by Machine (computer IP address). Exif: This shows the following Exif data from photos Capture Data column File Name column File Size Coordinate column When you click an item in the grid, the map will be centered to reflect the location of the selected item. You can minimize the grid so that the whole map is visible. Filtering Items in the Geolocation Grid When you first launch Geolocation, all of the items on the map are shown in the grid. You can filter the contents of the grid in the following ways. In the map, if you select a pin, only that item is displayed. You can click (and select) multiple pins. In the map, if you right-click a cluster and click , that selects all of the pins in a cluster. This will filter the grid to those clustered pins. You can add multiple clusters to the grid. In the grid, the columns in the Geolocation Grid can be filtered to cull the items in the grid. For Network Communication data, the data in the bar chart is filtered as well when columns are filtered. Using Visualization Geolocation Using the Geolocation Grid | 547 Using Geolocation Columns in the Item List The data that the Geolocation filter uses to render the information is also available in columns in the Item List. You can find the following columns in the Item List, depending upon the data that has been collected. These columns can be sorted and filtered. Data for geolocation columns require that the KFF Geolocation Data be installed. See General Geolocation Requirements on page 542. Geolocation EXIF Data Columns When your evidence has photos with GPS information in the EXIF data, you can view data using the following columns. Geolocation Columns: EXIF data Column Display name Description Geotagged Area Code: Area Code Area code location of geotagged photo or object. Geotagged City: City City location of geotagged photo or object. Geotagged Country Code: Country Code: ISO country code location of geotagged photo or object, such as USA, FRA, MEX, HKG, and EST. Geotagged Direction: Direction Direction geotagged photo or object. Geotagged Latitude: Latitude Latitude of geotagged photo or object. Geotagged Longitude: Longitude Longitude of geotagged photo or object. Geotagged Postal Code: Postal Code Postal code of geotagged photo or object. Geotagged Region: Region Regional or State location of geotagged photo or object, such as NY, DC, IL, FL, and UT. Geotagged Source: Source Source used to resolve geotagged GPS location to locality information. Using Visualization Geolocation Using Geolocation Columns in the Item List | 548 Using Geolocation Column Templates When using AD Forensics products, you can use the following Column Templates to help you quickly display Geolocation-based columns in the File List: Geolocation GeoEXIF GeoIP - Displays all available Geolocation columns. - Displays all columns that contain EXIF-related Geolocation data. - Displays all columns that contain IP-related Geolocation data. Using Geolocation Facets When using Summation, or Resolution1 products, you can also use facets to cull data based on Geolocation data. See Geolocation Facet Category on page 514. Using Visualization Geolocation Using Geolocation Facets | 549 Using Geolocation Visualization to View Security Data You can use geolocation to view IP location data to discover where in the world a computer is communicating. You can view IP locations data when using one of the following products: AD Resolution1 CyberSecurity and AD Resolution1 Platform, after running either a Volatile Job or a Network Acquisition Job AD Forensics products, after gathering Volatile data The Geolocation view will display lines that trace internet traffic sent and received between IP addresses, indicating the physical location of all parties involved. You can drill into geographic regions to see multiple evidence items. You can then select specific data to post back to the case, where they can view information in the examiner or include it in reports. Geolocation Panel - IP Locations To view IP data in Geolocation viewer Note: For data collected by Geolocation Visualization, the To Domain Name, To ISP, To Netspeed, and To Organization columns do not populate in the Item Grid. If you require this data, you need to purchase a MaxMind Premier database license. Prerequisites for Using Geolocation Visualization to View Security Data For FTK, Enterprise, AD Resolution1 Platform, and AD Resolution1 CyberSecurity: For examining network acquisition and volatile data, enable the Geolocation option in the Web Config file. To enable this option, contact AccessData’s support. Also for examining network acquisition and volatile data, you need to generate a text file of your IP locations and place the text file in the GeoData directory. Configuring the Geolocation Location Configuration File (page 550) Configuring the Geolocation Location Configuration File When working with network acquisition and volatile data, some data may come from a private network where the physical location of the IP address is not known. For example, you may need to provide the location of your own network and any satellite offices that you interact with. Normally you would start with block of IPs in your local network. Using Visualization Geolocation Using Geolocation Visualization to View Security Data | 550 To set this information, you need to populate a configuration file for the KFF server. The filename is iplocations.txt. You can configure this file in one of two ways: Using the Management page > System Configuration > Geolocation page. Configuring the file manually If you have already manually created this file, you will see the information in the configuration page interface. Using the Geolocation Configuration Page 1. In the console, click Management > System Configuration > Geolocation 2. Click 3. Fill in the location data. See sample data below. You can get latitude longitude data for an area from Google maps. Any data you save here is saved in the configuration file. to add an item. Important: Any time you save new data, the KFF Service is automatically restarted. This can affect running KFF jobs. Configuring the Location Configuration File Manually You can manually create and edit the iplocations.txt text file for the KFF server. It has the the following requirements: The text file needs to be saved with the filename iplocations.txt. The IP addresses must be written in CIDR format and need to be IPv4 addresses. Each comment line in the file must start with the character #. List only one address/network per line. The network line must contain the following information in the following order: address (in CIDR format), Id, CountryCode, CountryCode3, CountryName, Region, City, PostalCode, Latitude, Longitude, MetroCode, AreaCode, ContinentCode, Source. The iplocations.txt file must be placed in the Geodata folder of the kffdata folder on the server. The following is an example of an iplocations.txt file: #this file goes in the \GeoData directory #address (in cidr form),Id,CountryCode,CountryCode3,CountryName,Region,City,PostalCode,Latitude,Longitud e,MetroCode,AreaCode,ContinentCode,Source #192.168.0.0/24,1,,USA,United States,Utah,Taylorsville,84129,40.6677,-111.9388,,801,, #10.10.200.252/30,1,,USA,United States,Utah,Orem,84042,40.2969,-111.6946,,801,NA, #10.10.200.48/32,1,,USA,United States,Utah,Orem,84042,40.2969,-111.6946,,801,NA, 10.10.200.0/24,1,,USA,United States,Utah,Orem,84042,40.2969,-111.6946,,801,NA, Using Visualization Geolocation Using Geolocation Visualization to View Security Data | 551 Viewing Geolocation IP Locations Data To view IP location data in FTK 1. Open the Examiner. 2. Click the Volatile tab. 3. In the Volatile tab, click 4. You can filter the items displayed and see item details.. See Using the Geolocation Grid on page 547. (Geolocation). To view IP location data in Resolution1 CyberSecurity or Resolution1 1. Open Project Review. 2. In the Item List panel, click Options > Visualization > 3. You can filter the items displayed and see item details.. See Using the Geolocation Grid on page 547. For example, you can do the following: Geolocation. You can click one or more pins and then click . This applies only the items you selected and displays them in the Item List. This displays any communication to or from those pins with any other location. You can click one or more pins and then click . This applies only the items you selected and displays them in the Item List. This displays only the communication between the selected pins. 4. If you have both Network Communication and Exif pins in your data, you can select to turn on or off those pins in the map as well as items in the grid. Click the “eye” icon for Network Communication or Exif. If the icon is yellow, the data is displayed. If the icon is black, the data is not displayed. Using the Geolocation Network Information Grid When viewing network acquisition and volatile data connection information, you can now view a grid that displays the following information: Process Start Time Machine User Name Process Name Path Host IP Name Address Coordinates Ports You can show the communication between multiple pins. Using Visualization Geolocation Using Geolocation Visualization to View Security Data | 552 Geolocation Filter You can filter your Geolocation data with filters in the Facets Panel. The following filters are available under the Geolocation filter categories for security jobs that contain geolocation data. Geolocation Filters in the Facets Panel Geolocation Filters Description From Country Name Filters evidence by the country from which the communication originated. To Country Name Filters evidence by the country to which the communication was sent. From City Name Filters evidence by the city from which the communication originated. Example: San Francisco, San Jose, Los Angeles. To City Name Filters evidence by the city that the communication to which was sent. Example: San Francisco, San Jose, Los Angeles From Continent Filters evidence by the continent from which the communication originated. To Continent Filters evidence by the continent to which the communication was sent. Using Visualization Geolocation Using Geolocation Visualization to View Security Data | 553 Geolocation IP Locations Columns When using AD Resolution1 CyberSecurity and AD Resolution1, after running either a Volatile Job or a Network Acquisition Job, you can view IP location data using the following columns. Geolocation Columns: IP Data Column Description GeolocationFromAreaCode The area code that the communication originated from. This is usually related to phone communication. Example: 415 is the area code for San Francisco. GeolocationFromCity The city that the communication originated from. Example: San Francisco, San Jose, Los Angeles. GeolocationFromCountryCode The numerical code of the country that the communication originated from. This is usually related to phone communication. Example: The United States’s country code is 1, China’s code is 86, and Australia's code is 61. GeolocationFromDomainName The identification string of a origin point of communication on the Internet. This can be to a website or the domain of a company. Example: Accessdata.com. GeolocationFromISP The Internet Service Provider that the communication originated from. Example: Comcast, AT&T, Time Warner Cable. GeolocationFromLatitude The exact numerical value of the North-South location on the globe that the communication originated from. Example: 37.783333 is the latitudinal value for San Francisco. GeolocationFromLongitude The exact numerical value of the East-West location on the globe that the communication originated from. Example: -122.416667 is the longitudinal value for San Francisco. GeolocationFromMetroCode The code assigned to a particular region. This code indicated the location in or near a large city where the communication originated from. GeolocationFromNetspeed The size of the connection, in bytes, that the communication originated from. Example: 5000 is 5000 bytes of data a second. GeolocationFromOrganization The place or group that the communication originated from. Example: AccessData. GeolocationFromPostalCode The code used for mailing identification of where the communication originated from. Example: 94127 is the postal code for San Francisco. GeolocationFromRegion The area from which the communication originated from. Example: Maidenhead’s region is England, Tokyo’s region is Tokyo. GeolocationFromSource The feed, or source from where the software obtained the information about the communication and the origin. Example: Sentinel or from a thirdparty source. GeolocationToAreaCode The area code that the communication is being sent to. This is usually related to phone communication. Example: 617 is the area code for Boston. Using Visualization Geolocation Using Geolocation Visualization to View Security Data | 554 Geolocation Columns: IP Data (Continued) Column Description GeolocationToCity The city that the communication was sent to. Example: Boston, Philadelphia, New York City. GeolocationToCountryCode The numerical code of the country the communication is being sent to, usually related to phone communication. Example: The United States’s country code is 1, China’s code is 86, and Australia's code is 61. GeolocationToLatitude The exact numerical value of the North-South location on the globe of the communication’s destination. Example: 42.358056 is the latitudinal value for Boston. GeolocationToLongitude The exact numerical value of the East-West location on the globe of the communication’s destination. Example: -71.063611 is the longitudinal value for Boston. GeolocationToMetroCode The code assigned to a particular region. This code indicated the location in or near a large city where the communication was destined for. GeolocationToPostalCode The code used for mailing identification of where the communication was destined for. Example: 94127 is the postal code for San Francisco. GeolocationToRegion The area from which the communication was destined for. Example: Maidenhead’s region is England, Tokyo’s region is Tokyo. GeolocationToSource The feed, or source from where the software obtained the information about the communication and the destination. Example: Sentinel or from a third-party source. Using Visualization Geolocation Using Geolocation Visualization to View Security Data | 555 Part 10 Exporting Summation Data This part describes how to export Summation data and includes the following sections: Introduction Creating Production Sets (page 565) Exporting Creating to Exporting Data (page 557) Production Sets (page 583) Export Sets (page 586) Exporting Summation Data | 556 Chapter 53 Introduction to Exporting Data This document contains information about exporting data for a project. Exporting data, in most projects, is performed by the project/case manager. You need the correct permissions to create and export production sets. About Exporting Data When you sort through data, organization remains the key to preparing a streamlined set of data to include in a report that is delivered to the attorney for the criminal project, civil project, or corporate authorities for a corporate security project . To prepare data for the final report, you can create sets of filtered data that you can export in various formats. After applying labels to the evidence set, you can create either a production set or an export set of data. When you create production or export sets of data, you can only use one label per set. Note: Creating a production set results in new items being created. Note: There are certain native formats that do not work for imaging and TIFF operations. These are: PST, NSF, FC, DAT, DB, EXE, DLL, ZIP, and 7zip See Export Tab on page 585. See Exporting Production Sets on page 583. See Creating Export Sets on page 586. The following table describes the export formats that you can use for your production and export sets. Export Formats Format Description AD1 Creates an AD1 forensic image of the documents included in the Export Set. AD1 is a forensic file format that can be read by FTK. An AD1 contains the logical structure of the original files and the original files themselves. The AD1 file is hashed and verifiable to ensure that no changes have occurred to it. Image Load File Export Converts the native documents to a graphic format such as TIFF, JPG, or PDF. It creates a load file in the IPRO LFP or the Opticon OPT formats. This is similar to Load File Export except that it does not contain any metadata. Introduction to Exporting Data About Exporting Data | 557 Format Description Native Export Exports the native documents in their original format and optionally rendered images into a directory of your choosing. This export does not provide a load file. Load File Export Exports your choice of Native, Filtered text (includes the OCR text that was created during processing), rendered images of the native document, and optionally OCR text of the rendered images. If the recipient intends to use third-party software to review the export set, select Load File Export. You have the option of exporting rendered documents in the following formats: Concordance EDRM (Electronic Discovery Reference Model) XML Generic iCONECT Introspect Relativity Ringtail (MDB) Summation eDII CaseVantage Some programs have load file size limits. If needed, you can split load files into multiple files. If you use the Concordance, Generic or Relativity exports, and include rendered images, you will also get an LFP and OPT file. Introduction to Exporting Data About Exporting Data | 558 About Excluding Data in Production Sets and Export Sets When configuring either a Production Set or Export Set, you specify how you want to export files. You can select to export files as native files, generated images, or both. You can also select to exclude files when exporting. You can select to exclude exporting files as native files or images. This allows you to export some files as only native files and other files as only generated images. You may want to use this feature to exclude some files as being exported in a given format. For example, images of spreadsheets may not be useful to you, and using this feature, you can generate images for most files, but not spreadsheets. You can select files to exclude based on the following: File Categories Labels Issues Returning to the example of spreadsheets, one way this feature can be used is to export generated images of most files, but export native files for spreadsheets only. To accomplish this, on the Files to Include page, you would do the following: 1. Select Export Native Files but then exclude ALL file categories EXCEPT spreadsheets. This will cause only spreadsheet files to be exported as native files. 2. Select Generate and Export Images and exclude the export of image files for ONLY the spreadsheet file category. This will cause all files except spreadsheets to be exported as image files. The following provides more information on the exclude options: File Categories to Exclude This will exclude all files with a selected file type or types. In the drop-down, you can choose from the list of file categories, such as spreadsheets, documents, emails, and PDFs. The list of available file types are those that are associated to the label you chose for the set. Labels to Exclude This will exclude all files with a selected secondary label. If files have more than one label applied to them, you can exclude files based on other labels than the one you selected for the set. In the drop-down, the list of available labels are any other labels that are associated to the files with the label you chose for the set. The label that you initially selected is not displayed. For example, suppose you create a production set and selected the label L01 for the production set. Suppose that objects A, B, and C are labeled with label L01. Suppose also that object A is labeled with labels L01, L97 and L98. Object B is labeled with L01, L97, and L99, and object C is labeled with L01, L98, and L99. The list of labels to be potentially excluded would consist of L97, L98, and L99. L01 would not be listed. One way that you can use this option is to use a unique label for any file that you do not want to image and then use this option to exclude that label. Issues to Exclude This will exclude all files with a selected issue. The issue list is similarly populated with all of the issues that are associated with any of the labeled objects. If exclusion items are selected in more than one exclusion list, then any object excluded by ANY of the selections is excluded. For example, if there are one or more entries selected in the file category list and one or more issues selected in the issue list, then any object that is in any of the excluded file categories OR is Introduction to Exporting Data About Exporting Data | 559 associated with any of the excluded issues will be excluded. In other words, the results of the exclusion lists are ORed together. Native and image exclusion are independent of each other. That is, export of the native file may be excluded for the native file, but not for the image file. Introduction to Exporting Data About Exporting Data | 560 Export Tab The Export tab on the Home page can be used to manage production sets and export sets. Production Set History Tab The Production Set History can be used to export or delete production sets and view the history of the production set. Production Set History Tab Elements Element Description Production Set History Search Field Enter text to search by production set name. Click to Show/Hide Filtering options. You can add and delete filters, and specify whether the filter is ascending or not. Field options that you can filter on include: Created By Description Email Count Export Path Item Count Total Size Production Set List Lists the production set details and the status of the production sets. Shows the status of the production set creation. During the creation process, the tab displays blue, and displays the percentage of the process as it is being created. When the tab turns green, the production set creation is complete. Note: Even if the percentage counter shows 100%, the production set is not complete until the status tab turns green. Expand the tab to view the Status of the Production Set. Cancel Button Click to cancel the creation of a production set. Export Button Click to export the production set to a load file. This option is not available until the production set has been created. Delete Button Click to delete the production set. This option is not available until the production set has been created. Click to expand all expanders. Once the production set has been created, you can expand the pane to access the reports for the production set, as well as Load File Generations if the job is a load file. Click to collapse all expanders. Click to refresh the production set history list. Introduction to Exporting Data Export Tab | 561 Production Set History Tab Elements Element Description Show/Hide Reports Expand to access reports. Show/Hide Load File Generations Expand to access the load file generations. Introduction to Exporting Data Export Tab | 562 Export Set History Tab The Export Set History Tab can be used to export or delete export sets and view the history of the export set. Export Set History Set Elements Element Description Export Set History Search Field Enter text to search by export set name. Click to Show/Hide Filtering options. You can add and delete filters, and specify whether the filter is ascending or not. Field options that you can filter on include: Created By Email Count Export Path Item Count Total Size Export Set List Lists the export set details and the status of the export sets. Shows the status of the export set creation. During the creation process, the tab displays blue, and displays the percentage of the process as it is being created. When the tab turns green, the production set creation is complete. Note: Even if the percentage counter shows 100%, the production set is not complete until the status tab turns green. Expand the tab to view the Status of the Export Set. Cancel Button Click to cancel the creation of a export set. Export Button Click to export the export set to either an AD1 file, Native file, or Load File. This option is not available until the export set has been created. See Exporting Export Sets on page 564. Delete Button Click to delete the export set. This option is not available until the export set has been created. Click to expand all expanders. Once the export set has been created, you can expand the pane to access the reports for the export set, as well as Load File Generations if the job is a load file. Click to collapse all expanders. Click to refresh the export set history list. You can delete the load file generation. Expand the status tab to view the status of the load file generation. Show/Hide Reports Expand to access reports. You can download the following reports: Renaming: Export Renaming Report Image Conversion Exception: Image Conversion Exception Report Summary: This report must be generated before it can be downloaded. Allow a few minutes to generate the report. Show/Hide Load File Generations Expand to access the load file generations. Introduction to Exporting Data Export Tab | 563 Exporting Export Sets Export Sets can be exported from the Export History Set as an AD1 file, Native file, or a Load file. Export Sets can be exported more than one time. The status of a successful export that contains any errors or warnings logged to the CSV log file displays as Export Completed With Warnings. The status display in the Export History tab displays the status as yellowgreen to differentiate the status from a successful export without errors or warnings logged. Note: If slipsheets have been generated upon the initial export of the export set, the slipsheet will be counted as the main image for the object. On any subsequent export set export, the slipsheet generated is counted as an image for the object. No new images are generated for that object, and a currently-selected slipsheet is not placed. Introduction to Exporting Data Export Tab | 564 Chapter 54 Creating Production Sets About Creating Production Sets When you create a production set, you include all of the evidence to which you have applied a given label. After you create the production set, you export the set to a load file. Case/project managers with the Create Production Sets permission can create production sets. Points to Consider Once you've created a production set you cannot add documents to that set even if you use the same labels. You will need to label the additional documents and then create a new set using the same label. The ThreatLookup column is not copied when objects are copied as part of production set creation. Even if a ThreatLookup was computed for an object that is labeled and included in a production set, then the object copied from the labeled object will initially have no ThreatLookup score. If desired, you can initiate ThreatLookup on any selected items by executing a ThreatLookup as a mass action in Review. See Using the Item List Panel on page 362. Preocess for Creating Production Sets To create a production set 1. Before you create a production set, be sure you have applied at least one label to evidence files that you want to filter into the production set. See Applying Tags on page 420. 2. Log in as a user with Create Production Set rights. 3. Click the Project Review 4. In the Project Explorer, select the Tags tab, right-click the Production Sets folder, and select Create Production Set. 5. Configure the General Options. See Production Set General Options (page 567) for information on how to fill out the options in the General Options screen. 6. Click Next. 7. Configure the Files To Include. See Production Set Files to Include Options (page 568) for information on the option in the Files to Include screen. Creating Production Sets button next to the project in the Project List. About Creating Production Sets | 565 8. Click Next. 9. Configure the Columns to Include. 10. In the Columns to Include, click the right arrow to add a column to the production set and the left arrow to remove a column from the production set. You can rearrange the order of the columns by clicking the up and down arrows. Note: Only columns added at this time will be available for exporting. Any columns not added will not be available in the production set. Also, for a field to be available for branding, it must be included in the Columns to Include. Field Branding for a production set fails if the field is not included in the production columns. 11. Click Next. 12. Configure Volume Document Options. See Volume Document Options (page 572) for information on the options in the Volume Document Options screen. 13. Configure Image Branding Options. See Production Set Image Branding Options (page 579) for information on the options in the Image Branding Options screen. 14. In the Summary screen, review the options that you have selected for the production set and click the Edit (pencil) button if you want to make any changes. 15. Click Save. After your production set is created, it will appear in the Export tab of the Home page and under the Production Sets folder in the Project Explorer of the Project Review. See Export Tab on page 585. Creating Production Sets Preocess for Creating Production Sets | 566 Production Set General Options The following table describes the options that are available on the General Options screen of the production set wizard. See Export Tab on page 585. General Export Options Option Description Name Enter the name of the production set job you are creating. This does not need to be a unique name, but it is recommended that you make all names unique to avoid confusion. Label Select the label that has the documents you want to include in the production set. Description Enter a description for the production set if desired. Templates Select a previously created template to populate all the fields of the production set wizard using the options selected in a previous production set. Creating Production Sets Preocess for Creating Production Sets | 567 Production Set Files to Include Options The following table describes the options that are available on the Files to Include screen of the production set wizard. See Export Tab on page 585. Files to Include Options Option Description Include Text Files Select this to include all filtered text files in the production set. This does not include redacted text. This will not reextract text from native files. Export Native Files Select this option if you want to include the native documents with the production set. This will only include native files that have not been redacted. If the native file has been redacted, a PDF of the file will be included. Output a reduced version of original PST/ NSF file Select this option if there are emails that were originally in a PST or an NSF format and you want to put them into a new PST or NSF container. There is a config file setting that will create and export to a new PST when this option is selected. When this setting is true, it creates a brand new PST with only the emails being exported (with their attachments) into the new PST archive. Otherwise it will reduce the original PST. (This option only applies to PST files, not NSF.) To enable this option, include the following setting in the Work Manager configuration file: Output messages as individual HTML/RTF files Select this option if there are emails that were originally in a PST or NSF and you want to make them HTML/RTF files. This option will not take loose MSG files and put them into a PST. Output email as MSG Select this option if there are emails that were originally in a PST or an NSF that you want to make into MSG files. File Categories to Exclude Each of these options allow you to specify files that you do NOT want a native file for. See About Excluding Data in Production Sets and Export Sets on page 559. Labels to Exclude Issues to Exclude Generate and Export Images Select this option to include images that have been created in the Project Review. Additionally, if an image has not yet been created, this option will convert the native document to an image format. Enable Image Branding Creating Production Sets Enable this option to create image branding. See Production Set Image Branding Options on page 579. Preocess for Creating Production Sets | 568 Files to Include Options (Continued) Option Description Excluded Extensions Enter the file extensions of documents that you do not want to be converted. File extensions must be typed in exactly as they appear and separated by commas between multiple entries. For example: EXE, DLL, and COM This field does not allow the use of wild card characters. Use existing image Enabled by default. If the item being exported already has an image file, choosing this option will use that existing image in the production set. If the item being exported does not already have an image associated with it, a new one will be created from the SWF file or from the native file. Use SWF image Enabled by default. If the item being exported does not already have an existing image associated with it and this option is selected, the SWF file will be used to generate the image. If a SWF file does not exist, then the native file will be used. File Format Select which format you want the native file converted to: Multi-page - one TIFF image with multiple pages for each document. PDF - (Default option) One PDF file with multiple pages for each document. Single Page - a single TIFF image for each page of each document. For example, a 25 page document would output 25 single-page TIFF images. Compression CCITT3 (Bitonal) - Produces a lower quality black and white image. CCITT4 (Bitonal) - Produces a higher quality black LZW (Color) - Produces a color image with LZW com- and white image. pression. None (Color) - Produces a color image with no com- RLE (Color) - Produces a color image with RLE com- pression (This is a very large image). pression. Creating Production Sets DPI Set the resolution of the image. The range is from 96 - 1200 dots per inch (DPI). Page Format Select the page size for the image. The available page sizes are: Letter – 8 ½” x 11” A3 – 29.7 cm x 42 cm A4 – 29.7 cm x 21 cm Normalize images Select this option to obtain consistent page sizes throughout the entire production. Any document determined to be landscape in orientation will produce a proper landscape image. Preocess for Creating Production Sets | 569 Files to Include Options (Continued) Option Description Produce color JPGs for provided extensions This and the following two options are available if you are rendering to CCITT3 or CCITT4 format and allows you to specify certain file extensions to render in color JPGs. For example, if you wanted everything in black and white format, but wanted all PowerPoint documents in color, you would choose this option and then type PPT or PPTX in the To JPG Extensions text box. Additionally, you can choose the quality of the resulting JPG from 1 - 100 percent (100 percent being the most clear, but the largest resulting image). To JPG Extensions Lets you specify file extensions that you want exported to JPG images. JPG Quality Sets the value of JPG quality (1-100). A high value (100) creates high quality images. However, it also reduces the compression ratio, resulting in large file sizes. A value of 50 is average quality. File Categories to Exclude Each of these options allow you to specify files that you do NOT want a native file for. See About Excluding Data in Production Sets and Export Sets on page 559. Labels to Exclude Issues to Exclude Export Text Export Priority: Export priority determines which text data is most important for your project. The choice you make determines which text data will be exported. Export OCR text over extracted text - When a document has both OCR text and extracted text, the OCR text will be exported. If the document does not have OCR text, the extracted text will be exported. Export extracted text over OCR text - When a document has both OCR text and extracted text, the extracted text will be exported. If the document does not have extracted text, the OCR text will be exported. Export both extracted text and OCR text - Choosing this option will export both the extracted text and the OCR text. OCR Options: Creating Production Sets Maintain existing OCR - Choosing this option will allow you to export the existing OCR data without having to regenerate it. OCR redacted images - Choosing this option will OCR images that have been redacted. OCR documents that lack extracted text Choosing this option will evaluate each item for the existence of text content, if none is found, the document will be OCR’ed. OCR all - Page level OCR - choosing this option will ignore the extracted text and OCR every image page generating a single text page per image page. Preocess for Creating Production Sets | 570 Files to Include Options (Continued) Option Description OCR TIFF Images Creates a page by page OCR text file from the rendered images. By default, the text file uses a TXT extension. As a best practice, you would not create both Filtered Text files and OCR text files. However, if you do both, the Filtered Text files use a TXT extension and the OCR text files use an OCR.TXT extension. If you create only OCR text files and not Filtered Text files, the OCR text files use a TXT extension. OCR Text Encoding ANSI - Encodes text files using ANSI. ANSI encoding has the advantage of producing a smaller text file than a Unicode file (UTF). ANSIencoded text files process faster and save space. The ANSI encoding includes characters for languages other than English, but it is still limited to the Latin script. If you are exporting documents that contain languages written in scripts other than Latin, you need to choose a Unicode encoding form. Unicode encoding forms contain the character sets for all known languages. UTF- 16 Encodes load files using UTF-16. UTF - 8 (Default) Encodes load files using UTF-8. For more information on the Unicode standard, see the following web site http://www.unicode.org/standard/principles.html\ Redactions Markups Creating Production Sets Check the Markup Sets that you want included in the production set. Markups will be burned into the images that are created. Preocess for Creating Production Sets | 571 Columns to Include Choose the database fields that should be part of the production set. Volume Document Options This section describes the options available in the Volume Document Options screen of the production set wizard if you have US numbering enabled. US numbering is default. The following table describes the options available in the following screen. Volume Document Options Screen Option Type Option Naming Options Description Choose a naming option: New Production DocID (Default) This file naming allows you to determine what the name of the files will be, based on the document ID numbering scheme. This option is used with the Document Numbering Options below. In Project Review, you can view the ProductionDocID that is created for exported files. This is useful in associating an exported file with the original file. Original DocID This option lets you re-use that original DocID for the produced record. Documents can be imported via a load file with pre-existing DocIDs or documents can be assigned a DocID when adding them to a Document Group. If the documents do not have an existing DocID, you can assign one by placing the documents in a document group or by providing a DocID naming schema using the Document Numbering Options below. Original File Name This file naming uses the original file name as the name of the document rather than a numbered naming convention. If the files were brought into the project by way of importing a DII or CSV file, the file name may not be present and therefore the file will be put into the Production Set using the original DocID that it was imported with. With this option, the files when exported will be put into a standard volume directory structure. Original File Path This option uses both the original file name and the original file path when the production set is exported. The file path will be recreated within the export folder. Volume Partition Sorting (Volume Partition Sorting) Creating Production Sets You can sort the documents before they are converted and named. This allows you to choose one or more meta data field values to sort the documents in ascending or descending order. You can choose any combination of fields by which to sort, however, it is not recommended to choose more than 3 fields to sort by. Add volume partition sorting filters based on specified ascending or descending fields. Preocess for Creating Production Sets | 572 Volume Document Options Screen (Continued) Option Type Option Description Delete the selected sorting option. (Volume Partition Sorting) Sorting Specify the order that the files are listed in each volume. Sorting occurs on the parent document. For example, you might sort by Ascending on the field FILESIZE. In such project, the first volume contains the largest file sizes, and the last volume contains the smallest file sizes. Field Set the column heading by which you want to sort. Add Add the sorting options that you have selected. You can add one or more sorting filters. Volume Sample Provides a sample of the volume directory structure that will be created when the production set is exported. Volume Options Select a volume folder structure for the output files. The selections will determine how much data is put into each folder before a new folder is created and the folder structure in which the output is placed. See About the U.S. Volume Structure Options on page 575. Partition Type Select the type of partition you would like to create. Partition Limit Set the size of the partition based on the partition type that you have selected. Prefix Specify the prefix-naming convention you want to use for the root volume of the production set. Starting Number Set the starting number of the first partition in the production set. Padding Specify the number of document counter digits that you want. The range is 1 to 21. 0 padding is not available. Folder Limit Create a new numbered volume when the specified folder limit is reached inside the volume. Folder Lets you name and limit the size or the number of items that are contained in a folder. An export can have one or more folders. Prefix Specifies the prefix-naming convention that you want to use for the folders within the volume of the export. Suffix Specifies the suffix-naming convention that you want to use for the folders within the volume of the export. Starting Number Sets the starting number of the first folder within the volume of the export. Padding Specify the number of document counter digits that you want. The limit is 21. File Limit Creates a new numbered folder when the specified file limit is reached inside the folder. Creating Production Sets Preocess for Creating Production Sets | 573 Volume Document Options Screen (Continued) Option Type Option Description Native Folder Lets you set the name of the Natives folder. See Files to Include Options on page 568. Image Folder Lets you set the name of the Image folder. See Files to Include Options on page 568. Text Folder Lets you set the name of the Text folder where text files go that are generated by the OCR engine. See Files to Include Options on page 568. Document This pane is only available if the New Production Doc ID or Original Doc ID option is selected in the Naming Options. Use these setting to determine how to generate new names of produced records. (Some files may retain an original DocID. See Naming Options above.) Numbering Options See About U.S. Document Numbering Options on page 576. Prefix Specifies the prefix-naming convention that you want to use for the document and page numbering within the folders of the export. Suffix Specifies the suffix-naming convention that you want to use for the document and page numbering within the folders of the export. Starting Number Sets the starting number of the first document or image within the volume of the export. Padding Specify the number of document counter digits that you want. The limit is 21. Creating Production Sets Preocess for Creating Production Sets | 574 About the U.S. Volume Structure Options You can specify the volume folder structure for the output files. The selections will determine how much data is put into each folder before a new folder is created and the folder structure in which the output is placed. See Volume Document Options on page 572. The output files will be contained within the following hierarchy: Volume folder - Contains two levels of subfolders for organizing the files. A new volume will be created when a specified limit is reached. You can choose from the following limits. Limits Limit Description Documents Output will be placed into a volume until the specified number of documents has been reached, then a new volume will be created. For example, if you export 2000 files and you set the partition limit to 1000, you will have two document volumes. Images Output will be placed into a volume until the specified number of images has been reached, then a new volume will be created. This option is useful because a single, large document may create hundreds or thousands of single page images. Megabyte Output will be placed into a volume until the specified megabyte size of all of the files has been reached, then a new volume will be created. For example, you can set a partition limit of 4000 MB if you intend to burn the files to DVD media. Single All output will be placed into one volume. You can also specify a volume folder limit. In order to prevent issues with Microsoft Windows Explorer, you can specify an additional limit of the number of folders in a volume. This works in addition to the selected limit type. If the specified volume limit is not reached, but the folder limit is, a new volume will be created. File type folder - The first level subfolders within each volume are separated by the file types of the exported files. By default, the folders are named by file type, for example, native documents, images, or text files. You can name these file type folders anything you want. This allows you to put your image and text files into the same folder. While you can name all of the file type folders the same; thereby placing the natives, images, and text files into a single folder; it is not recommended because there could be naming conflicts if your native file and image or text file have the same name. Level 2 folder - The second level folders contain the actual files being exported. You can specify a limit of the total number of files per folder. This limit, once reached, will create a new folder within the same file type folder until the volume maximum or number of folders has been reached. Using the Partition Type, Partition Limit, and Folder limit values together, you can create the volume structure that meets your needs. The following graphic is an example of a volume structure. Creating Production Sets Preocess for Creating Production Sets | 575 Note: No document that has been rendered will have its rendered pages divided into more than one folder. If a folder limit is about to be reached, but the next document that should go into that folder will exceed the maximum, a new folder will be started automatically for the new document. The same applies to document families, if the volume maximum is about to be reached and the next document family will exceed the limit, a new volume will be started and the next document family will be placed into that new volume. About U.S. Document Numbering Options If you have chosen to use a DocID naming scheme for the output files, you can specify the method for creating Doc IDs. This section describes the Numbering options found in the Volume Document Options screen of the Production Set wizard. See Volume Document Options on page 572. Production Set Numbering Options You will choose from the document numbering options: Document And Page Numbering Uniquely Sequenced (page 577) Document Numbering Tied To Page Numbering (page 577) Document Numbering With Page Counter Suffix (page 578) Creating Production Sets Preocess for Creating Production Sets | 576 Document And Page Numbering Uniquely Sequenced This option generates a sequential number that is applied to the document without regard to the rendered pages that may or may not be produced. The images will also be numbered sequentially without regard to the document number. For example, if you have two documents each that produce two images during conversion, the output would be: Example Output Native Documents Image Output ABC00001.doc IMG00001.tif IMG00002.tif ABC00002.doc IMG00003.tif IMG00004.tif You can optionally specify a prefix- and a suffix-naming convention. Document Numbering Tied To Page Numbering This option generates a sequential number for every document and the pages produced for that document will carry the document's name with a counter as a suffix that represents which page is represented by the image. For example, if you have two documents each that produce two images during conversion, the output would be: Example Output Native Document Image Output ABC00001.doc ABC00001.001.tif ABC00001.002.tif ABC00002.doc ABC00002.001.tif ABC00002.002.tif Considerations for Document Numbering Tied to Page Numbering If creating production sets with a dot (.) in the DocID and page branding, you must choose the option Document Numbering with Page Counter Suffix, not Document Numbering Tied to Page Numbering in order to ensure that each page has a unique page ID. For example, if the original DocIDs are: JXT.001.0001 JXT.001.0002 JXT.001.0003 and so on. If you chooses Document Numbering Tied to Page Numbering as the numbering option, then the last numeric part of the DocID is used as the page ID, and it is incremented for each page. Suppose that each document has Creating Production Sets Preocess for Creating Production Sets | 577 five pages, and that the Page ID is branded on each page. In this example, the DocID of the first document will be JXT.001.0001. The first page is branded as JXT.001.0001, the second page as JXT.001.0002, and so forth. The second document's doc ID will be JXT.001.0002. The first page will be branded as JXT.001.0002, the second page as JXT.001.0003, and so on. In this example, you can see that the page IDs are not unique, since JXT.001.0003 will be branded on: The third page of the first document The second page of the second document The first page of the third document In order for the page IDs to be unique, the Document Numbering with Page Counter Suffix must be chosen. Continuing with the same DocIDs as in the first example and with this numbering option, the DocID of the first document will still be JXT.001.0001, but the first page will be branded as JXT.001.0001.0001, the second page as JXT.001.0001.0002, and so on. This will ensure that each page has a unique page ID. Document Numbering With Page Counter Suffix This option generates a sequential number for every page created. The corresponding document name will be the same as its first page generated for each document. For example, if you have two documents each that produce two images during conversion, the output would be: Example Output Native Documents Image Output ABC00001.doc ABC00001.tif ABC00002.tif ABC00003.doc ABC00003.tif ABC00004.tif You can optionally specify a prefix- and a suffix-naming convention. Creating Production Sets Preocess for Creating Production Sets | 578 Production Set Image Branding Options You can brand the PDF or TIFF image pages with several different brands and in several different locations on the page using the Production Set wizard. See Export Tab on page 585. Image Branding Options Option Group Options Options Options Description Sample Displays a sample of the image branding options selected. Watermark Set options to brand a watermark to the middle of the document. Watermark Opacity Sets the visibility of the watermark text. Watermark Type There are multiple types of image branding available. The options in the Watermark group box will differ depending on the Type that you select. None No branding on the image. Font Sets the font style for the text. Font Size Sets the font size for the text. Bates Doc ID Creating Production Sets Bates numbering is a term used for placing an identifying number on every page of evidence files that are presented in court. Bates numbering in this project is not driven by the document or page numbering that was assigned in the Volume/Document Options panel. Prefix Specify up to any 25 alphanumeric characters except the forward slash or backward slash. You can use a separator to create a visual break between the different sections of the Bates number. Starting Number Sets the starting number to a value from 1-100. Padding Specify the number of document counter digits that you want. The limit is 42. Font Sets the font style for the text. Font Size Sets the font size for the text. Brands each page with the Doc ID in the designated location. For example, if you have a single document that was assigned a DocID of ABC00005.doc, each image representing that document will have ABC00005 branded in the specified location. Note: This brands the document with the original DocID. Preocess for Creating Production Sets | 579 Image Branding Options (Continued) Option Group Options Options Options Description Font Sets the font style for the text. Font Size Sets the font size for the text. Global Endorsem ent Brands each page with the entered text in the designated location. Text Enter the text that you want to appear in the designated location. Font Sets the font style for the text. Font Size Sets the font size for the text. Page ID Brands each page with the name that was provided during the Production Set creation in the designated location. For example if you have a document that produced three image pages named ABC00001.tif, ABC00002.tif, and ABC00003.tif, the images will be branded with ABC00001, ABC00002, and ABC0003 respectively. Font Sets the font style for the text. Font Size Sets the font size for the text. Near Header Displays the branding options for a header on the upper-left side of the page. These options are based on the Header Type selected. See the Watermark Type options above for more information on the Header Type options as they are the same options. Center Header Displays the branding options for a header on the upper-center side of the page. These options are based on the Header Type selected. See the Watermark Type options above for more information on the Header Type options as they are the same options. Far Header Displays the branding options for a header on the upper-right side of the page. These options are based on the Header Type selected. See the Watermark Type options above for more information on the Header Type options as they are the same options. Near Footer Displays the branding options for a header on the lower-left side of the page. These options are based on the Header Type selected. See the Watermark Type options above for more information on the Header Type options as they are the same options. Creating Production Sets Preocess for Creating Production Sets | 580 Image Branding Options (Continued) Option Group Options Options Options Description Center Footer Displays the branding options for a header on the lower-center side of the page. These options are based on the Header Type selected. See the Watermark Type options above for more information on the Header Type options as they are the same options. Far Footer Displays the branding options for a header on the lower-right side of the page. These options are based on the Header Type selected. See the Watermark Type options above for more information on the Header Type options as they are the same options. Creating Production Sets Preocess for Creating Production Sets | 581 Additional Production Set Options Saving Production Set Options as a Template After configuring the production set options, you can save the settings as a template. The template can be reused for future production sets with the current project or other projects. To save options as a template 1. Access the production set wizard and set the options for the production set. See Export Tab on page 585. 2. In the production set wizard, click Save As. 3. Enter a name for the template. 4. Click Save. Deleting a Production Set Users with production set rights can delete production sets from Project Review. To delete a production set from Project Review 1. Log in as a user with Production Set rights. 2. Click the Project Review 3. In the Project Explorer, select the Explore tab, expand the Production Sets folder, right-click the production set that you want to delete and select Delete. 4. Click OK. button next to the project in the Project List. To delete a production set from the Home page 1. Log in as a user with Production Set rights. 2. Select the project in the Project List panel. 3. Click the Print/Export tab on the Home page. 4. Click the Delete button next to the production set. Sharing a Production Set Users with production set rights can share production sets that they have created with other groups of users. To share a production set 1. Log in as a user with Production Set rights. 2. Click the Project Review 3. In the Project Explorer, select the Explore tab, expand the Production Sets folder, right-click the production set that you want to share and select Manage Permissions. 4. Check the groups that you want to have access to the production set that you created and click Save. Creating Production Sets button next to the project in the Project List. Preocess for Creating Production Sets | 582 Chapter 55 Exporting Production Sets Exporting a Production Set After you create a production set, you can export it containing only the files needed for presentation to a law firm or corporate security professional. To export a production set 1. On the Home Page, select a project and click the Export tab. 2. Next to the production set that you want to export, click Export. 3. Enter or browse to the path where you want to save the export. 4. Enter a name for the Load File. 5. Select a format that you want to use for the export. The following formats are available: Briefcase - Generates an HTML format that provides links to the native documents, images, and text files. You can have multiple links for image, native, and text documents. Browser - Generates a DII file specifically formatted for use with the AD Summation CaseVantage program. CaseVantage Concordance EDRM - Generates a DAT file that can be used in Concordance. - Generates an XML file that meets the EDRM v1.2 standard. Generic - Generates a standard delimited text file. iCONECT - Generates an XML file formatted for use with the iConect program. Introspect (IDX file) - Generates an IDX file specifically formatted for use with the Introspect program. Relativity Ringtail - Generates a DAT file that can be used in Relativity. (MDB) - Generates a delimited text file that can be converted to be used in Ringtail. eDII - Generates a DII file specifically formatted for use with the AD Summation iBlaze or Enterprise programs. Summation Exporting Production Sets Exporting a Production Set | 583 Note: If you are outputting a Concordance, Relativity, or Generic load file, and include rendered images, you will also get an OPT and LFP file in the export directory. 6. Depending on the load file format you choose, you may need to check whether or not to show the row header for the columns of data. The Show Row Header option is only available for the following load file formats: Concordance Generic Introspect Relativity Ringtail 7. (MDB) Select an option for Load File Encoding. The following options are available: - Encodes load files using ANSI (for text written in the Latin script). ANSI encoding has the advantage of producing a smaller load file than a Unicode file (UTF). ANSIencoded load files process faster and save space. The ANSI encoding includes characters for languages other than English, but it is still limited to the Latin script. If you are exporting documents that contain languages written in scripts other than Latin, you need to choose a Unicode encoding form. Unicode encoding forms contain the character sets for all known languages. ANSI - (Default) Encodes load files using UTF-8. For more information on the Unicode standard, see the following website: http://www.unicode.org/standard/principles.html Most commonly used for text written in Chinese, Japanese, and Korean. UTF-8 - Encodes load files using UTF-16. Similar to UTF-8 this option is used for text written in Chinese, Japanese, and Korean. UTF-16 8. Select a Field Mapping character. This delimiter is the character that is placed between the columns of data. The default delimiters are recommended by the program to which the load file was intended. However, you can change these defaults by selecting the drop-down and choosing an alternative. Field Mapping is available for the following load file formats: Concordance Generic Introspect Relativity Ringtail 9. (MDB) Select a Text Identifier character. This delimiter is the character that is placed on either side of the value within each of the columns. All of the text that follows the character and precedes the next occurrence of the same character is imported as one value. The default delimiters are recommended by the program to which the load file was intended. However, you can change these defaults by selecting the drop-down and choosing an alternative. If you do not wish to use a delimiter, you can choose the (none) option. Text Identifier is available for the following load file formats: Concordance Generic Introspect Relativity Ringtail (MDB) Exporting Production Sets Exporting a Production Set | 584 10. Select a Newline character. This is a replacement character for any newline (carriage return/line feed) character. The default delimiters are recommended by the program to which the load file was intended. However, you can change these defaults by selecting the drop-down and choosing an alternative. If you do not wish to use a delimiter, you can choose the (none) option. Newline is available for the following load file formats: Concordance Generic Introspect Relativity Ringtail (MDB) 11. Select the Available Fields of metadata to be included in the load file and click the right arrow to add the field. 12. Some load file applications require that certain fields be in the load file. In such projects, you can click the Custom plus button to add a custom field entry that is not already listed in the Available Fields list. 13. Click Export. Export Tab The Export tab on the Home page can be used to export or delete production sets and view the history. Export Tab Elements Element Description Production Set History Search Field Enter text to search by production set name. Production Set List Lists the production sets and the status of the production sets. Export Button Click to export the production set to a load file. Delete Button Click to delete the production set. Exporting Production Sets Export Tab | 585 Chapter 56 Creating Export Sets About Creating Export Sets You can export documents without creating a production set. To do this, create an Export Sets of labeled documents, and then export the created Export Sets. Unused Export Sets can also be deleted. When you create a set, you include all of the evidence to which you have applied a given label. After you create the export set, you export the set to an AD1 image file, an image load file, a native export, or a load file. Note: Once you've created an export set you cannot add documents to that set even if you use the same labels used previously. You can label additional documents and then create a new set using the same label. See Creating an AD1 Export on page 587. See Creating a Native Export on page 590. See To create a load file export on page 600. Creating Export Sets About Creating Export Sets | 586 Creating an AD1 Export Choose to create an AD1 forensic image of the document included in the Export Set if you want to load the AD1 files into AD Forensic Toolkit (FTK) for further investigation. An AD1 contains the logical structure of the original files and the original files themselves. To create an AD1 export 1. Before you create an AD1 export, be sure that you have applied at least one label to evidence files that you want to filter into the export set. 2. Log in as a user with Create Export rights. 3. Click the Project Review 4. In the Project Explorer, click 5. Right-click the Export Sets folder, and select Create AD1 Export. 6. See AD1 Export General Options on page 588. for information on how to fill out the options in the General Option screen. 7. Click Export. 8. After your export is created, it appears in the Export tab of the Home page and under the Export Sets folder in the Project Explorer of the Project Review. A Summary report generates and saves to the export folder. Creating Export Sets button next to the project in the Project List. Explore. Creating an AD1 Export | 587 AD1 Export General Options The following table describes the options that are available on the General Options screen of the AD1 export set wizard. AD1 Export General Options Screen AD1 Export General Option Screen Option Description Export Path Enter the UNC path to the export set. You can browse to the server and path, and validate the path before exporting the load file. This path must be accessible to the logged in user. A new folder will be created if the folder you specify does not exist. Job Name Specify the name for your export set. For example, you can organize export sets by using the person’s name for ease of examination. This naming method is particularly useful if there are multiple people. Label This field is required. Before you create an AD1 export, be sure that you have applied at least one label to evidence files that you want to filter into the export set. Generate Exclusion Report Lets you create a report of all the documents within the selected collection that were not included in the export. Include Duplicates Mark to include duplicates. Includes unlabeled documents that are flagged as secondary (duplicates) to the labeled primary documents. These duplicate files will not be labeled as part of the export set, however, so the file count in the load file will be different that what is listed in the export set. Organize by Person Creates a folder for each person to place the output into. Creating Export Sets Creating an AD1 Export | 588 AD1 Export General Option Screen Option Description Email Contained in PST/ NSF Select to either output a reduced version of the original PST/NSF file, the emails as individual MSG files, or as individual HTML/RTF files. Note: In order to view the PST file after export, make sure to have Outlook installed on the environment. AD1 File Name Specifies the name of the exported AD1 file. If you are also selecting to organize by person, each person’s folder will contain its own AD1 image file with this name. Encryption Select to encrypt the AD1 file, either with a certificate or password, or choose not to encrypt it. Creating Export Sets Creating an AD1 Export | 589 Creating a Native Export Choose to create a Native Export if you want to export the native documents in their original format and optionally rendered images into a directory of your choosing. This export does not provide a load file. To create a native export 1. Before you create an export, be sure that you have applied at least one label to evidence files that you want to filter into the export set. 2. Log in as a user with Create Export rights. 3. Click the Project Review 4. In the Project Explorer, click 5. Right-click the Export Sets folder, and select Create Native Export. 6. See Native Export General Options on page 591. for information on how to fill out the options in the General Option screen. 7. Click Next. 8. See Native Export Files to Include on page 593. for information on how to fill out the options in the Files to Include screen. 9. Click Next. button next to the project in the Project List. Explore. 10. See Export Volume Document Options on page 595. for information on how to fill out the options in the Volume Document Options screen. 11. Click Next. 12. See Export Excel Rendering Options on page 597. on how to fill out the options in the Excel Rendering Options screen. 13. Click Next. 14. See Export Word Rendering Options on page 599. for information on how to fill out the options in the Word Rendering Options screen. 15. Click Next. 16. On the Summary page, review your options before saving to export. After your export is created, it will appear in the Export tab of the Home page and under the Export Sets folder in the Project Explorer of the Project Review. Creating Export Sets Creating a Native Export | 590 Native Export General Options The following table describes the options that are available on the General Options screen of the Native Export set wizard. Native Export General Options Screen Native Export General Options Screen Option Description Export Path Enter the UNC path to the export set. You can browse to the server and path, and validate the path before exporting the load file. This path must be accessible to the logged in user. A new folder will be created if the folder you specify does not exist. Job Name Specify the name for your export set. For example, you can organize export sets by using the person name for ease of examination. This naming method is particularly useful if there are multiple people. Label This field is required. Before you create an AD1 export, be sure that you have applied at least one label to evidence files that you want to filter into the export set. Generate Exclusion Report Lets you create a report of all the documents within the selected collection that were not included in the export.. Include Duplicates Mark to include duplicates. Includes unlabeled documents that are flagged as secondary (duplicates) to the labeled primary documents. These duplicate files will not be labeled as part of the export set, however, so the file count in the load file will be different that what is listed in the export set. Organize By Person Creates a folder for each person to place the output into. Creating Export Sets Creating a Native Export | 591 Native Export General Options Screen Option Description Export Templates If you have saved an export template you can apply it to the current export set. By applying a template, all current settings will be replaced. You can also delete and rename a template. By clicking Save As in the wizard, you can save the export options as a template. Creating Export Sets Creating a Native Export | 592 Native Export Files to Include You can select how you want to export native files and rendered images. Select the graphics images that you want to use for slipsheets in the load file. The following table describes the options that are available on the Native Files screen of the Native Export set wizard. Export Files to Include Options Options Description Export Native Files You can include the native documents with the export set. This will only include native files that have not been redacted. If the native file has been redacted, a pdf of the file will be included. Output a Reduced Version of the Original PST/NSF file Select this option if there are emails that were originally in a PST or an NSF format and you want to put them into a new PST or NSF container. There is a config file setting that will create and export to a new PST when this option is selected. When this setting is true, it creates a brand new PST with only the emails being exported (with their attachments) into the new PST archive. Otherwise it will reduce the original PST. (This option only applies to PST files, not NSF.) To enable this option, include the following setting in the Work Manager configuration file: Output messages as individual HTML/RTF Select this option if you are exporting emails that were originally in a PST or NSF and you want to export them as HTML or RTF files. Uses the FTK object ID instead of the file name of the email message. Note: MSG files exported as HTML format are output in MSG format instead of HTML/RTF format. Output messages as individual MSG Select this option if you want to save the email as individual MSG files. File Categories to Exclude Each of these options allow you to specify files that you do NOT want a native file for. See About Excluding Data in Production Sets and Export Sets on page 559. Labels to Exclude Issues to Exclude Include Rendered Images Select this option to include images that have been created in the Project Review. Additionally, if an image has not yet been created, this option will convert the native document to an image format. If selected, you will have the option to set rendering options for Excel and Word documents. See Export Excel Rendering Options on page 597. See Export Word Rendering Options on page 599. Excluded Extensions Enter the file extensions of documents that you do not want to be converted. File extensions must be typed in exactly as they appear and separated by commas between multiple entries. This field does not allow the use of wild card characters. The default values are: EXE, DLL, and COM Creating Export Sets Creating a Native Export | 593 Export Files to Include Options Options Description File Format Select which format you want the native file converted to: Multi-page - one TIFF image with multiple pages for each document. PDF - one PDF file with multiple pages for each document. Single Page - a single TIFF image for each page of each document. For example, a 25 page document would output 25 single-page TIFF images. Compression CCITT3 (Bitonal) - Produces a lower quality black and white image. CCITT4 (Bitonal) - Produces a higher quality black and white image. LZW (Color) - Produces a color image with LZW compression. None (Color) - Produces a color image with no compression (This is a very RLE (Color) - Produces a color image with RLE compression. large image). DPI Page Format Set the resolution of the image. The range is from 96 - 1200 dots per inch (DPI). Select the page size for the image. The available page sizes are: Letter – 8 ½” x 11” A3 – 29.7 cm x 42 cm A4 – 29.7 cm x 21 cm Normalize images Select this option to obtain consistent branding sizes throughout the entire production. Any image that is less than the chosen size will not be resized or rescaled to fit the chosen page size but will be placed inside of the chosen size frame and will be oriented to the upper left corner of the page. Any document determined to be landscape in orientation will produce a proper landscape image. Produce color JPGs for provided extensions This and the following two options are available if you are rendering to CCITT3 or CCITT4 format and allows you to specify certain file extensions to render in color JPGs. For example, if you wanted everything in black and white format, but wanted all PowerPoint documents in color, you would choose this option and then type PPT or PPTX in the To JPG Extensions text box. Additionally, you can choose the quality of the resulting JPG from 1 - 100 percent (100 percent being the most clear, but the largest resulting image). To JPG Extensions Lets you specify file extensions that you want exported to JPG images. JPG Quality Sets the value of JPG quality (1-100). A high value (100) creates high quality images. However, it also reduces the compression ratio, resulting in large file sizes. A value of 50 is average quality. Slipsheet Select this option to upload a slipsheet image to the server for use in the exports. Slipsheets are an image that you can use when certain files cannot be converted to an image, such an .exe file, or a .dll file. The slipsheet image is substituted in place of the unconverted file. A copy of this file is placed in the export image folder for every document that you have chosen to exclude from conversion and will be named in accordance with your file naming selection. You need to select a file that matches the export file type. For example, if you are exporting TIFFs, you must select a TIFF file as a slipsheet. Enter the path to the slipsheet. You can browse to the server and path, and validate the slipsheet path. Note: You can have only one custom slipsheet per project. Creating Export Sets Creating a Native Export | 594 Export Volume Document Options This section describes the options available in the Volume Document Options screen of the Export set wizard if you have US numbering enabled. US numbering is the default. If you click Original in Naming Options, this panel becomes disabled. The following table describes the options available. Export Volume Document Options Options Description Naming Options Choose a naming option. New Production DocID (Default) This file naming allows you to determine what the name of the files will be, based on the document ID numbering scheme. This option is used with the Document Numbering Options on this tab. In Project Review, you can view the ProductionDocID that is created for exported files. This is useful in associating an exported file with the original file. Original DocID This naming is based on the original DocID. Documents that were imported were put into a document group and will have a DocID. Documents that were added through the evidence wizard, will not. This option lets you re-use that original DocID for the produced record. If the documents do not have an existing DocID, you can assign one by placing the documents in a document group or by providing a DocID naming schema using the Document Numbering Options on this tab. Original File Name This file naming uses the original file names in the name of the documents rather than a numbered naming convention. Original File Path with Original Path This uses the original file path folder structure rather than an auto-generated, numbered folder structure. Clicking this option disables the Doc ID Numbering pane Append Object ID’s Allows you to use the name of your choice (Original or Original File Name with Original Path), but also include the FTK Object ID as part of the native file names. This option is not available for Doc ID Volume Partition Sorting You can sort the documents before they are converted and named. This allows you to choose one or more metadata field values to sort the documents in ascending or descending order. You can choose any combination of fields by which to sort, however, it is not recommended to choose more than 3 fields to sort by. Plus sign - Add volume partition sorting filters based on specified ascending or descending fields. Minus sign - Delete the selected sorting option. Sorting Specifies the order that the files are listed in each volume. Sorting occurs on the parent document. For example, you might sort by Ascending on the field FILESIZE. In such project, the first volume contains the largest file sizes, and the last volume contains the smallest file sizes. Field Sets the FTK column heading by which you want to sort. Volume Sample Provides a sample of the volumes. Doc ID Numbering Creating Export Sets Creating a Native Export | 595 Export Volume Document Options Options Description Volume Partition Options Select a volume folder structure for the output files. The selections will determine how much data is put into each folder before a new folder is created and the folder structure in which the output is placed. Folder Lets you name and limit the size or the number of items that are contained in a folder. An export can have one or more folders. Prefix Specifies the prefix-naming convention that you want to use for the folders within the volume of the export. Suffix Specifies the suffix-naming convention that you want to use for the folders within the volume of the export. Starting Number Sets the starting number of the first folder within the volume of the export File Limit Creates a new numbered folder when the specified file limit is reached inside the folder. Native Folder Lets you set the name of the Natives folder. Image Folder Lets you set the name of the Image folder. See Native Export Files to Include on page 593. Text Folder Lets you set the name of the Text folder where text files go that are generated by the OCR engine. See Native Export Files to Include on page 593. Document This pane is only available if the New Production Doc ID or Original Doc ID option is selected in the Naming Options. Use these setting to determine how to generate new names of produced records. (Some files may retain an original DocID. See the Naming Options on this tab.) Numbering Options See About U.S. Document Numbering Options on page 576. Prefix Specifies the prefix-naming convention that you want to use for the document and page numbering within the folders of the export. Suffix Specifies the suffix-naming convention that you want to use for the document and page numbering within the folders of the export. Starting Number Sets the starting number of the first document or image within the volume of the export. Padding Specify the number of document counter digits that you want. The limit is 21. Creating Export Sets Creating a Native Export | 596 Export Excel Rendering Options You can set the options to format any Microsoft Excel spreadsheet prior to converting it to a graphic format. In order for any of the options within this tab to be applied, you must first deselect the Use Original Document Settings option check box. When this option is selected, the other formatting options will not be applied and the document will be converted using the fromatting that it was last saved with. The following table describes the options that are available on the Excel Rendering Options screen. Export Excel Rendering Options Options Description General Set to determine how the spreadsheet is rendered. Use Original Document Settings Specifies that the original settings for Excel spreadsheets, such as paper size, orientation, and margins, be maintained on the converted output. Paper Size Choose to render the spreadsheet in the following paper sizes. The default paper size is Letter: 10 x 14 11 x 17 A3 A4 A5 B4 B5 Custom Envelope DL Executive Folio Ledger Legal Letter Quarto Statement Tabloid Orientation Select either Letter or Landscape for the paper size of the spreadsheet. Header, Footer, and Page Margins Set the margins of the spreadsheet. The default is 1 inch. Formula Substitutions Substitute the formulas for the Date, Time, and Path fields. You can choose to substitute the original formula, the original metadata, or custom text string. Printing Specify how the spreadsheet comments are printed Printing Comments Print comments on either Print Sheet End, Print in Place, or Print No Comments Print Order For use with Excel spreadsheets that may not fit on the rendered page. If the spreadsheet is too wide to fit on the rendered page, you can choose to print in the following ways: Down Then Over - Choose to print top to bottom first and then print left to right. Over Then Down - Choose to print left to right first and then print top to bottom. Creating Export Sets Creating a Native Export | 597 Export Excel Rendering Options Options Description Page Mark the following options: Center Sheets Horizontally Center Sheets Vertically Fit Image To Page One Page Per Sheet Show Hidden Data - This is checked by default Fix To X Pages Converts an Excel document and attempts to fit the resulting output image into a specified number of pages. Scaling Scales the output image to a specified percentage of the original size. The maximum scale is 100%. Creating Export Sets Creating a Native Export | 598 Export Word Rendering Options You can set the page size, orientation, and margins of a word processing document on the converted output. The following table describes the options that are available on the Word Rendering Options screen of the Native Export set wizard. Export Word Rendering Options Options Description General Set to determine how the word processing is rendered. Use Original Document Settings Specifies that the original settings for Word documents, such as paper size, orientation, and margins, be maintained on the converted output. Paper Size Choose to render the word processing document in the following paper sizes. The default paper size is Letter: 10 x 14 11 x 17 A3 A4 A5 B4 B5 Custom Envelope DL Executive Folio Ledger Legal Letter Quarto Statement Tabloid Orientation Select either Letter or Landscape. Header, Footer, and Page Margins Set the margins of the spreadsheet. The default is 1 inch. Field Substitutions Substitute the fields for the Date, Time, and Path fields. You can choose to substitute the original formula, the original metadata, or custom text fields. Page Creating Export Sets Show Hidden Text - this is checked as default Print Endnotes At End Of Next Section Creating a Native Export | 599 Creating a Load File Export When creating a load file export, you can export your choice of Native, Filtered text (includes the OCR text that was created during processing), rendered images of the native document, and optionally OCR text of the rendered images. If the recipient intends to use third-party software to review the export set, select Load File Export. To create a load file export 1. Before you create an export, be sure that you have applied at least one label to evidence files that you want to filter into the export set. 2. Log in as a user with Create Export rights. 3. Click the Project Review 4. In the Project Explorer, click 5. Right-click the Export Sets folder, and select Create Load File Export. 6. See Load File General Options on page 601. for information on how to fill out the options in the General Option screen. 7. Click Next. 8. See Load File Options on page 602. for information on how to fill out the options in the Load File Options screen. 9. Click Next. button next to the project in the Project List. Explore. 10. See Load File Files to Include Options on page 604. for information on how to fill out the options in the Include screen. 11. Click Next 12. See Export Volume Document Options on page 595. for information on how to fill out the options in the Volume Document Options screen. 13. Click Next. 14. See Export Excel Rendering Options on page 597. on how to fill out the options in the Excel Rendering Options screen. 15. Click Next. 16. See Export Volume Document Options on page 595. for information on how to fill out the options in the Word Rendering Options screen. 17. Click Next. 18. On the Summary page, review your options before saving to export. After your export is created, it will appear in the Export tab of the Home page and under the Export Sets folder in the Project Explorer of the Project Review. Creating Export Sets Creating a Load File Export | 600 Load File General Options The following table describes the options that are available on the Load FIle General Options screen of the Load FIle Export set wizard. Load File General Options Options Descriptions Export Path Enter the UNC path to the export set. You can browse to the server and path, and validate the path before exporting the load file. This path must be accessible to the logged in user. A new folder will be created if the folder you specify does not exist. Job Name This field is required. Label This field is required. Before you create a load file, be sure that you have applied at least one label to evidence files that you want to filter into the export set. Generate Exclusion Report Lets you create a report of all the documents within the selected collection that were not included in the export. Include Duplicates Mark to include duplicates. Includes unlabeled documents that are flagged as secondary (duplicates) to the labeled primary documents. These duplicate files will not be labeled as part of the export set, however, so the file count in the load file will be different that what is listed in the export set. Generate Load File This is marked as default. Export Templates If you have saved an export template you can apply it to the current export set. By applying a template, all current settings will be replaced. You can also delete and rename a template. By clicking Save As in the wizard, you can save the export options as a template. Creating Export Sets Creating a Load File Export | 601 Load File Options The following table describes the options that are available on the Load File Options screen of the Load FIle Export set wizard. Load File Export Options Options Descriptions Load File Export Load File Name Load File Encoding Enter the name for the Load File. The following options are available for load file encoding: ANSI - Encodes load files using ANSI (for text written in the Latin script). ANSI encoding has the advantage of producing a smaller load file than a Unicode file (UTF). ANSI-encoded load files process faster and save space. The ANSI encoding includes characters for languages other than English, but it is still limited to the Latin script. If you are exporting documents that contain languages written in scripts other than Latin, you need to choose a Unicode encoding form. Unicode encoding forms contain the character sets for all known languages. UTF-8 - (Default) Encodes load files using UTF-8. For more information on the Unicode standard, see the following website: http://www.unicode.org/standard/principles.html Most commonly used for text written in Chinese, Japanese, and Korean. UTF-16 - Encodes load files using UTF-16. Similar to UTF-8 this option is used for text written in Chinese, Japanese, and Korean. Selected Format The following formats are available for export: Browser Briefcase - Generates an HTML format that provides links to the native documents, images, and text files. You can do the following: Have multiple links for image, native, and text documents. Work with production sets exported previously in iBlaze Browser Briefcase format. This allows you to have greater control over the production set. caseVantage - Generates a DII file specifically formatted for use with the AD Summation caseVantage program. Concordance - Generates a DAT file that can be used in Concordance. EDRM - Generates an XML file that meets the EDRM v1.2 standard. Generic - Generates a standard delimited text file. iCONECT - Generates an XML file formatted for use with the iConect program. Introspect (IDX file) - Generates an IDX file specifically formatted for use with the Introspect program. Relativity - Generates a DAT file that can be used in Relativity. Ringtail (MDB) - Generates a delimited text file that can be converted to be used in Ringtail. Summation eDII - Generates a DII file specifically formatted for use with the AD Summation iBlaze or Enterprise programs. Note: If you are outputting a Concordance, Relativity, or Generic load file, and include rendered images, you will also get an OPT and LFP file in the export directory. Multi-Entry Separator Choose which character to separate multi-entries. The default character is ;. Creating Export Sets Creating a Load File Export | 602 Load File Export Options Options Descriptions Available Fields Select from the available fields. There is an ORIGINALDOCID field available. This allows you to include a field to reflect the original DocID when exporting with new DocIDs. You can select FTK metadata to be included in the load file. Select columns of metadata to be included in the load file and click the right arrow to add the Selected Mapping field. Selected Mapping In addition to the columns of metadata, you can also add Custom fields to be included in the load file. Field Mapping Templates Additionally, you may need a placeholder field. Use the plus button to add a field mapping template. You can also edit and delete the templates. Creating Export Sets Creating a Load File Export | 603 Load File Files to Include Options The following table describes the options that are available on the Load File Export Files to Include Options screen. Load File Export Files to Include Options Options Description Include Native Files Select this option if you want to include the native documents with the export set. This will only include native files that have not been redacted. If the native file has been redacted, a pdf of the file will be included. Output a Reduced Version of the Original PST/NSF file Select this option if there are emails that were originally in a PST or an NSF format and you want to put them into a new PST or NSF container. There is a config file setting that will create and export to a new PST when this option is selected. When this setting is true, it creates a brand new PST with only the emails being exported (with their attachments) into the new PST archive. Otherwise it will reduce the original PST. (This option only applies to PST files, not NSF.) To enable this option, include the following setting in the Work Manager configuration file: Output messages as individual HTML/RTF Select this option if you are exporting emails that were originally in a PST or NSF and you want to export them as HTML or RTF files. Uses the FTK object ID instead of the file name of the email message. Output messages as individual MSG Select this option if you are exporting emails that were originally in a PST or NSF and you want to export them as HTML or RTF files. Uses the FTK object ID instead of the file name of the email message. File Categories to Exclude Each of these options allow you to specify files that you do NOT want a native file for. See About Excluding Data in Production Sets and Export Sets on page 559. Labels to Exclude Issues to Exclude Include Rendered Images Select this option to include images that have been created in the Project Review. Additionally, if an image has not yet been created, this option will convert the native document to an image format. Excluded Extensions Enter the file extensions of documents that you do not want to be converted. File extensions must be typed in exactly as they appear and separated by commas between multiple entries. This field does not allow the use of wild card characters. The default values are: EXE, DLL, and COM File Format Select which format you want the native file converted to: Multi-page - one TIFF image with multiple pages for each document. PDF - one PDF file with multiple pages for each document. Single Page - a single TIFF image for each page of each document. For example, a 25 page document would output 25 single-page TIFF images. Compression CCITT3 (Bitonal) - Produces a lower quality black and white image. CCITT4 (Bitonal) - Produces a higher quality black and white image. LZW (Color) - Produces a color image with LZW compression. None (Color) - Produces a color image with no compression (This is a very RLE (Color) - Produces a color image with RLE compression. large image). Creating Export Sets Creating a Load File Export | 604 Load File Export Files to Include Options Options Description DPI Set the resolution of the image. The range is from 96 - 1200 dots per inch (DPI). Page Format Select the page size for the image: A3, A4, Letter. Normalize images Select this option to normalize the image n to the same size so that endorsements appear to be the same size on all pages. Produce color JPGs for provided extensions This and the following two options are available if you are rendering to CCITT3 or CCITT4 format and allows you to specify certain file extensions to render in color JPGs. For example, if you wanted everything in black and white format, but wanted all PowerPoint documents in color, you would choose this option and then type PPT or PPTX in the To JPG Extensions text box. Additionally, you can choose the quality of the resulting JPG from 1 - 100 percent (100 percent being the most clear, but the largest resulting image). To JPG Extensions Lets you specify file extensions that you want exported to JPG images. JPG Quality Sets the value of JPG quality (1-100). A high value (100) creates high quality images. However, it also reduces the compression ratio, resulting in large file sizes. A value of 50 is average quality. File Categories to Exclude Each of these options allow you to specify files that you do NOT want a native file for. See About Excluding Data in Production Sets and Export Sets on page 559. Labels to Exclude Issues to Exclude Slipsheet Select this option to upload a slipsheet image to the server for use in the exports. Slipsheets are an image that you can use when certain files cannot be converted to an image, such an .exe file, or a .dll file. The slipsheet image is substituted in place of the unconverted file. A copy of this file is placed in the export image folder for every document that you have chosen to exclude from conversion and will be named in accordance with your file naming selection. You need to select a file that matches the export file type. For example, if you are exporting TIFFs, you must select a TIFF file as a slipsheet. Enter the path to the slipsheet. You can browse to the server and path, and validate the slipsheet path. Note: You can have only one custom slipsheet per project. OCR TIFF Images Mark to OCR TIFF Images. OCR Text Encoding Encode the text in the OCR with either ANSI, UTF-16, or UTF-8. See Load File Options on page 602. Creating Export Sets Creating a Load File Export | 605 Part 11 Migrating Cases to Summation This part describes how to migrate your iBlaze or Enterprise cases to Summation. This includes the following section: See Migrating Cases to Summation on page 607. Migrating Cases to Summation | 606 Chapter 57 Migrating Cases to Summation About Migrating your Case You can migrate your AD Enterprise or AD iBlaze cases to Summation using the Migration utility. See Migrating Your Case from iBlaze or Enterprise to Summation on page 607. You can also migrate a case from Concordance. You can migrate data, metadata, as well as linked images and documents that are associated with the database. See Migrating Your Case from Concordance to Summation on page 612. The Migration utility is installed in the following ways: Summation Express: Installed with the Summation application Summation Pro: Installed by the Technical Account Manager when Summation is installed. The Migration utility should be run on the server where Summation is installed as the server will contain all of the prerequisites that the Migration utility needs to run. Migrating Your Case from iBlaze or Enterprise to Summation You can migrate cases from iBlaze and Enterprise to Summation. The case and all the records will automatically be added to the Summation database without the need to add the case and the records manually in Summation. Note: You cannot migrate a case while an Evidence Processing job is in progress. Wait for the processing to complete, then migrate the case. To migrate your case 1. Prerequisite: The c:\Prizm folder needs to be shared in the workstation where the Summation application is installed before migrating your case. 2. Double-click the AD Migration icon on the desktop. Migrating Cases to Summation About Migrating your Case | 607 Migration Utility 3. In the Source Details, browse to the location where the iBlaze or Enterprise case data is stored to set your Case Path. Note: You must have permission to access the folder where the case data is stored. 4. Expand the Case Type drop-down and select one of the following: iBlaze Enterprise 5. If the case is an Enterprise case, enter the DB User Name and DB Password for the SQL server where the source data is stored. 6. Expand the Case Name drop-down and select the case that you want to migrate. Note: Do not check All Cases as migrating multiple cases is not currently supported. Do not select more than one case in the Case Name drop-down. 7. In the Destination Details group box, browse to the location of the Summation case folder to set the Case Path. 8. The following fields are automatically generated based on the information entered during installation: 9. DB Server Name: Displays the name of the server where the Summation database is saved. DB Name: Displays the name of the Summation database. Enter the following information: DB User Name: Enter the name of the user that has access to the Summation database. DB Password: Enter the password for the database user that you entered. 10. In the DB Backup Directory, browse to the location where you want to back up the case files. 11. Check Data Verification to have a confirmation recorded in the log files that all data files were migrated. Migrating Cases to Summation Migrating Your Case from iBlaze or Enterprise to Summation | 608 12. Do one of the following: Check Rollback to have the Migration tool kit log all errors identified during migration and log files that failed the migration process. It will then delete the appropriate tables and objects in SQL and also in the file system. With the current release, please do the following additional step to fully remove failed case: Log in to the Summation application (as a user with Case Delete permission) and check the box next to the failed case name in the Case List panel. Click the Delete (green trash can) button in the lower left corner of the Case List panel. Keep the Rollback check box unchecked to have the Migration tool kit still log all errors identified during migration, but not log files that failed to migration nor delete any files/tables from the SQL or file system. Note: It is recommended that this box be checked when users run the Migration tool kit against a representative set of case data in order to check for possible errors. When ready, begin your Migration process with the Rollback check box deselected. 13. In the Log Files Location, browse to the location where you want to save the log files which contain the details of the migration including: an error log, status log, indexer, and warning log. 14. Click Start. Migration Complete 15. Click the Log Files button to view the log files for the migration. 16. When finished migrating your case, exit the Migration dialog before starting another case. Migrating Cases to Summation Migrating Your Case from iBlaze or Enterprise to Summation | 609 Locating Migrated Records After you have migrated a case, you can locate the case and all the records within the case in the Summation application. To locate migrated records 1. Log in to Summation as a user with review permissions. 2. Click the Case Review button next to the case in the Case List panel. 3. In the Case Explorer panel, click the Document Tree button. 4. Expand the Document Group folder. All records are saved under the eTable group. 5. Expand the Transcripts folder. All transcripts are saved under Migrated Transcripts. Migrating Cases to Summation Migrating Your Case from iBlaze or Enterprise to Summation | 610 Canceling a Migration If you cancel a migration in process, your migration will be stopped right where you cancelled it, resulting in a partial migration. The case will still be available in the destination database, but it will not be complete. Rerunning the exact same migration will result in a duplicate case. To cancel a case In the Migration utility, click Cancel. Migrating Cases to Summation Migrating Your Case from iBlaze or Enterprise to Summation | 611 Migrating Your Case from Concordance to Summation You can also migrate a case from Concordance. You can migrate data, metadata, as well as the links to images and documents that are associated with the database. Migrating a case from Concordance occurs in two steps. You must first export the case from Concordance, then you migrate the case with the AD Summation Migration Tool. To export from Concordance 1. Prerequisite: You need to have Concordance already installed on your machine. 2. Make sure that Concordance is closed. Note: An error dialog box will appear if you try to export the Concordance case without closing the program first. 3. Go to Program Files>AccessData>Summation-Migration>ConExportGUI. Concordance Export Tool 4. In the Concordance Export Tool dialog, click Add Database. 5. Navigate to the Concordance database that you want to migrate. Click Open. 6. In the Browse For Folder dialog, select where you would like to save the database folder. Click OK. 7. Enter the New Case Name in the field provided. Note: The Summation Migration Tool will allow duplicate cases to be migrated to Summation. To make sure that you do not end up with duplicate cases in Summation, make sure each New Case has a unique name. 8. The case that you want to export will be populated in the Concordance Export Tool dialog. 9. (optional) Repeat steps 1-8 to add more databases to the Concordance Export Tool dialog. 10. To remove a database from the export list, select the database and click Remove Selected DB. Migrating Cases to Summation Migrating Your Case from Concordance to Summation | 612 11. Click Export All Databases. 12. In the Please locate Concordance executable dialog, navigate to where the Concordance application resides on your machine. Select the Concordance application. 13. Click Open. 14. Concordance launches and the database(s) export. When the Concordance Export Tool dialog appears with the database field(s) empty, the database has been exported. To migrate an exported Concordance file 1. Launch the Summation Migration Tool. AD Migration Tool for Concordance 2. From the Select Migration Type pull-down, select Concordance. 3. In the Import Path field, navigate to where you have saved the exported Concordance database. Click Ok. 4. Click 5. The following fields are automatically generated based on the information entered during installation: 6. Refresh to populate the Case Name field. DB Server Name: Displays the name of the server where the Summation database is saved. DB Name: Displays the name of the Summation database. Enter the following information: DB User Name: Enter the name of the user that has access to the Summation database. DB Password: Enter the password for the database user that you entered. 7. In the DB Backup Directory, browse to the location where you want to back up the case files. 8. Check Data Verification to have a confirmation recorded in the log files that all data files were migrated. Migrating Cases to Summation Migrating Your Case from Concordance to Summation | 613 9. Do one of the following: Check Rollback to have the Migration tool kit log all errors identified during migration and log files that failed the migration process. It will then delete the appropriate tables and objects in SQL and also in the file system. With the current release, please do the following additional step to fully remove failed case: Log in to the Summation application (as a user with Case Delete permission) and check the box next to the failed case name in the Case List panel. Click the Delete (green trash can) button in the lower left corner of the Case List panel. Keep the Rollback check box unchecked to have the Migration tool kit still log all errors identified during migration, but not log files that failed to migration nor delete any files/tables from the SQL or file system. Note: It is recommended that this box be checked when users run the Migration tool kit against a representative set of case data in order to check for possible errors. When ready, begin your Migration process with the Rollback check box deselected. 10. In the Log Files Location, browse to the location where you want to save the log files which contain the details of the migration including: an error log, status log, indexer, and warning log. 11. Click Start. 12. Once the migration is complete, click the Log Files button to view the log files for the migration. 13. When finished migrating your case, exit the Migration dialog before starting another case. Once a case has been migrated to Summation, you can locate the case within Summation. See Locating Migrated Records on page 610. Migrating Cases to Summation Migrating Your Case from Concordance to Summation | 614 Part 12 Reference See Installing the AccessData Elasticsearch Windows Service on page 616. See Integrating with AccessData Forensics Products on page 619. Reference | 615 Chapter 58 Installing the AccessData Elasticsearch Windows Service About the Elasticsearch Service The AccessData Elasticsearch Windows Service is used by multiple features in multiple applications, including the following: ThreatBridge Mobile KFF in Resolution1 Threat Monitoring in Resolution1 (Known File Filter) in all applications Visualization Geolocation in all applications The AccessData Elasticsearch Windows Service uses the Elasticsearch open source search engine. Prerequisites For best results with Resolution1 products and AD Lab and Enterprise, you should install the AccessData Elasticsearch Windows Service on a dedicated computer that is different from the computer running the application that uses it. For single-computer installations such as FTK, you can install the AccessData Elasticsearch Windows Service on the same computer as the application. A single instance of an AccessData Elasticsearch Windows Service is usually sufficient to support multiple features. However, if your network is extensive, you may want to install the service on multiple computers on the network. Consult with support for the best configuration for your organization’s network. You 16 can install the AccessData Elasticsearch Windows Service on 32-bit or 64-bit computers. GB of RAM or higher Microsoft .NET Framework 4 To install the AccessData Elasticsearch Windows Service, Microsoft .NET Framework 4 is required. If you do not have .NET installed, it will be installed automatically. If you install the AccessData Elasticsearch Windows Service on a system that has not previously had an AccessData product installed upon it, you must add a registry key to the system in order for the service to install correctly. Installing the AccessData Elasticsearch Windows Service About the Elasticsearch Service | 616 Installing the Elasticsearch Service Installing the Service To install the AccessData Elasticsearch Windows Service 1. Click the the AccessData Elasticsearch Windows Service installer. It is avaialable on the KFF Installation disc by clicking autorun.exe. 2. Accept the License Agreement and click Next. 3. On the Destination Folder dialog, click Next to install to the folder, or click Change to install to a different folder. This is where the Elasticsearch folder with the Elasticsearch service is installed. 4. On the Data Folder dialog, click Next to install to the folder, or click Change to install to a different folder. This is where the Elasticsearch data is stored. Note: This folder may contain up to 10GB of data. 5. (For use with KFF) In the User Credentials dialog, you can configure credentials to access KFF Data files that you want to import if they exist on a different computer. This provides the credentials for the Elasticsearch service to use in order to access a network share with a user account that has permissions to the share. Enter the user name, the domain name, and the password. If the user account is local, do not enter any domain value, such as localhost. Leave it blank instead. 6. In the Allow Remote Communication dialog, enter the IP address(es) of any machine(s) that will have ThreatBridge installed. If you plan on installing ThreatBridge on the same server as the AccessData Elasticsearch Windows Service, click Next. 7. Select Enable Remote Communication. Note: If Enable Remote Communication is selected, a firewall rule will be created to allow communication to the AccessData Elasticsearch Windows Service service for every IP address added to the IP Address field. If no IP addresses are listed, then ANY IP address will be able to access the AccessData Elasticsearch Windows Service. 8. In the following Allow Remote Communication dialog, accept the default HTTP and Transport TCP Port values and click Next. However, if there are conflicts with these ports on the network, change the values to use other ports. 9. The Configuration 1 dialog contains the following fields: Cluster Node name - This field automatically populates with the system’s name. name - This field automatically populates with the system’s name. Note: If installing the AccessData Elasticsearch Windows Service on more than one system, allow the first system to install with the system’s name in the cluster and the node fields. In the sec- Installing the AccessData Elasticsearch Windows Service Installing the Elasticsearch Service | 617 ond and subsequent systems, enter the first system’s name in the cluster field, and in the node field, enter the name of the system to which you are installing. Heap size - This is the memory allocated for the AccessData Elasticsearch Windows Service. Normally you can accept the default value. For improved performance of the AccessData Elasticsearch Windows Service, increase the heap size. 10. The Configuration 2 dialog contains the following options: Discovery - Selecting the default of Multicast allows the AccessData Elasticsearch Windows Service search to communicate across the network to other Elasticsearch services. If the network does not give permissions for the service to communicate this way, select Unicast and enter the IP address(es) of the server(s) that the AccessData Elasticsearch Windows Service is installed on in the Unicast host names field. Separate multiple addresses with commas. Node - The Master node receives requests, and can pass requests to subsequent data nodes. Select both Master node and Data node if this is the primary system on which the AccessData Elasticsearch Windows Service is installed. Select only Data node if this is a secondary system on which the AccessData Elasticsearch Windows Service is installed. Click Next. 11. In the next dialog, click Install. 12. If the service installs properly, a command line window appears briefly, stating that the service has installed properly. 13. At the next dialog, click Finish. Troubleshooting the AccessData Elasticsearch Windows Service Once installed, the AccessData Elasticsearch Windows Service service should run without further assistance. If there are issues, go to C:\Program Files\Elasticsearch\logs to examine the logs for errors. Installing the AccessData Elasticsearch Windows Service Installing the Elasticsearch Service | 618 Chapter 59 Integrating with AccessData Forensics Products Web-based products (Summation, Resolution1, Resolution1 eDiscovery, and Resolution1 CyberSecurity) can work collaboratively with FTK-based forensics products, (FTK, Lab, FTK Pro, and Enterprise). Note: For brevity, in this chapter, all FTK-based products will be referenced as FTK and all Summation and Resolution1 applications will be referenced as Summation. You can access the same project data on the same database to perform legal review and forensic examination simultaneously. The benefit of this compatibility is that FTK provides some features that are not available in the web-based products. For example, you can create projects in Summation and then open, review, and perform additional tasks in FTK and then continue your work in Summation. Using FTK, you can do the following with Summation projects: Open and review a project Backup Add and restore a project and remove evidence Perform Additional Analysis after the initial processing Search, index, and label data View graphics and videos Export data Important: For compatibility, the version of the web-based product and the version for FTK must be the same-both must be 5.0.x or be 5.1.x. For example: Summation 5.2.x must be used with FTK 5.2.x Resolution1 5.5 must be used with FTK 5.5 Integrating with AccessData Forensics Products | 619 Installation You can install FTK and Summation on either the same computer or on different computers. The key is that they share a common database. The database that the data is stored in is unified so that the data can be shared between products. It is recommended that you install the web-based product first, configure the database, and then install FTK and point FTK to that database. The administrator account for the web-based product is the administrative account for the database for FTK. When launching FTK and logging into the database, you use the administrator credentials from the web-based product. Important: For compatibility, the version for Summation and the version for FTK must be the same. Important: Note that FTK and Summation may use different versions of the processing engine. If this is the case there will be information in the Release Notes. Managing User Accounts and Permissions Between FTK and Summation/Resolution1 eDiscovery You can create a user account in either product and then use that user name in the other product. Permissions When users are assigned permissions in one application, such as Summation, the permissions of the user in FTK are not affected. Creating and Viewing Projects Using either product, you can create projects and add evidence to that project. You can then use either product to open the project and perform tasks on the project data. You can have users in each program reviewing the data at the same time. Managing Evidence in FTK Adding Evidence using FTK You can use FTK to add evidence to a project that was created in Summation. Reviewers in Summation can then review the new evidence. Using FTK, you can add live evidence and static evidence. When you add evidence, you can add image files (such as AD1, E01), individual files, physical drives, and logical drives. Important: When you collect volatile data in FTK, you cannot see it in Summation. Integrating with AccessData Forensics Products Installation | 620 Processing Evidence using FTK FTK provides processing options that are not available in Summation. You can utilize the processing abilities of FTK and then review the data in Summation/Resolution1 eDiscovery. You can do all processing in FTK or you can perform an Additional Analysis in FTK after an initial processing. The following are examples of additional processing options that are available in FTK: Processing Known File Filter (KFF) Automatic Create File Decryption Thumbnails for Video Generate Explicit Profiles Common Video File Image Detection PhotoDNA Cerberus Analysis When you create a project with specific processing options, those options are maintained when the project is viewed in the other product. (15940) Important: If you create a project in Summation, process the evidence, then add more evidence using FTK, if you compare the JobInformation.log files, the processing options applied by FTK are different from Summation. Managing Evidence Groups in FTK and People in Summation It is important to note that FTK does not use people, but rather has evidence groups. Evidence groups let you create and modify groups of evidence. In FTK, you can share groups of evidence with other projects, or make them specific to a single project. When you create people in a project in Summation, and then look at the project in FTK, the people will be listed as evidence groups. The opposite is also true. If you create an evidence group in FTK, it will be listed as a person in Summation. Important: When you use FTK to add data to an evidence group that was an existing Summation person, two child entries of the same person are created for the data. When you look at the person data in Summation, there will be two child objects under the person with the same name, one with Summation data and the other with FTK data. Reviewing Evidence in FTK Searching Evidence using FTK You can use FTK to search evidence in Summation projects. The search capabilities in FTK are more robust than Summation. In FTK, you can perform an index search as well as a live search. Live search includes options such as text searching, pattern searching, and hexadecimal searching. Important: Note the following issue: Integrating with AccessData Forensics Products Creating and Viewing Projects | 621 Issue: The search results counts for the same project may be different when viewed in the different products due to the way search options are executed in the respective products. For example: Summation only search columns that are visible to the user. FTK will search columns that are not visible to a Resolution1 user. Re-indexing Because the data will change the search results. of FTK’s Live Search feature, FTK will return more search results hits than in Summation. Labeling Evidence Using FTK After searching and identifying data in FTK, you can label the data and then review the project in Summation and see the labeled data. You can then perform additional review, culling, and export tasks. Viewing Labeled Evidence in FTK When reviewing data in Summation, you can label data, and then that labeled data is viewable in FTK. This can be useful in workflow management. For example, when reviewing the data, you can label data indicating that it needs additional analysis. When the project is opened in FTK, the labeled data is visible. Exporting Data using FTK You can review and cull data in Summation and then export the data from FTK using its export capabilities. The following are examples of what you can export using FTK: Export Save files to an AD1 Image file file list information Export the contents of the project list to a word list Export hashes from a project Export search hits Export emails to PST or MSG Viewing Documents Groups and Review Sets in FTK Important: In Summation, there are separate views and permissions defined for Document Groups and Review Sets. In FTK, Document Groups and Review Sets that were created in Summation are displayed within the Manage Labels dialog. Reviewing FTK Data in Summation You can use the following review features in Summation to help manage the workflow of working with data that was added and processed using FTK. Review Cull the data by reviewers in the Web console. the data and get the desired data set. Export the data using Summation using its export capabilities. Integrating with AccessData Forensics Products Creating and Viewing Projects | 622 Known Issues with FTK Compatibility See the product’s and FTK Release Notes for a list of known issues with FTK Compatibility. Integrating with AccessData Forensics Products Known Issues with FTK Compatibility | 623
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