• “Configuring Topics” on page 93
• “Defining Groups” on page 95
Managing Case Participants and Aliases
You can view the name, email address, and group name of all internal and external email addresses discovered in a case. All external participants belong to the External group. If a participant has multiple names and addresses, you can assign them to an alias. The alias can be used in the sender or recipient fields of an advanced search to find all documents sent or received under any of the participant’s addresses. In an advanced search, enter the alias name as alias(<aliasname>).
In a similar way, you can define arbitrary groups of participants to find documents sent or received by any member of the group (refer to “Defining Groups” on page 95).
To view participants and define aliases:
1. Under the Case Management tab, click on the Case menu and select a case. 2. Click Case > Additional items > Participants to open the Manage Case Participants
page.
Figure 4-22 Viewing Case Participants
3. To show the non-primary display names/email addresses associated with a participant, click the arrow to the left of the name. Click the arrow again to hide the names. 4. To show the non-primary display names/email addresses for all participants in the list,
Note: The number in parentheses to the right of the primary email address indicates the total number of primary and non-primary addresses for that participant.
5. To search the list of participants:
A. From the in menu, select the column to be searched (Full Name, Primary Email Address, or Group).
B. Enter the first few characters of the search text in the Search for field (use a “*” to indicate any text, such as “*ob*”).
To view additional participant details (if any), click the participant name. Note that internal participants may have multiple addresses under the same name (they do not require an alias).
6. To add an alias for one or more participants: A. Click the Aliases tab.
D. Review the list of selected participants on the Add Alias page. To add more names, click Add Participants. To delete a participant, select the check box next to the name, and click Delete.
Note: Administrators can also delete user accounts on the appliance. For more information, refer to the section"Managing User Accounts" in the System Administration Guide.
E. Click Save to submit the changes, or click Cancel to discard them.
7. To change an alias, click the alias name, change the name or list of members, and click Save.
8. To delete an alias, click for the alias.
Configuring Topics
As documents are indexed for a case, they can be classified into topics that are generated automatically from the content. Each generated topic has a number of associated terms, and a document is classified under the topic if it has statistically significant number of those terms.
Topic classification is set during case creation. When a case is created, the administrator can choose to perform topic classification for email, attachments, and loose files. Topics can be generated automatically or manually. To customize classification results, system or case administrators can modify the terms of any topic or manually define custom topics.
By default, topic changes are applied only to content indexed after the change. Previously indexed content is not affected until you rerun post-processing for the entire case.
Optionally, you can disable automatic topic generation and use only custom topics (refer to “Changing the Case Settings” on page 101).
To add a topic manually:
1. Under the Case Management tab, click on the Case menu and select a case. 2. Click Case > Topics.
The Topics page displays. 3. To add a new topic:
A. Click Add and specify the following information. Table 4-18 New Topic Properties
Field Description
Topic Name Enter the topic name. The name is not case sensitive, but must be unique. Use only letters, numbers, and underscores.
4. Click Save to submit the new topic, or click Cancel to discard your changes.
5. To apply topic changes to the entire case, click Case > Process Documents, and click Rerun Post-Processing.
Note: If you do not rerun post-processing, topic changes are only applied to new data. To view or edit topics:
1. Under the Case Management tab, click on the Case menu and select a case. 2. Click Case > Topics.
The Topics page displays.
Topic Type Select a topic type to determine how documents are classified under the topic:
•Term. A document is classified under the topic if its header, body, or attachments contain a statistically significant number of the specified terms.
•Query. A document is classified under the topic if it has a signifi- cant similarity score for each of the specified terms. The terms are used to query the index., which is based only on the email header and body (attachments are excluded).
Values Enter the nouns and noun phrases associated with the topic (exclude verbs). Note the following:
•For term-based topics, enter terms on separate lines in descending order of importance. Terms on the same line are treated equally, and must be separated by commas. The number and importance of the terms found is used to calculate a simi- larity score.
•For query-based topics, enter the terms in any order on separate lines or separated by commas.
IMPORTANT: Be sure to use only very specific topic names and terms. Using common terms that are present in many emails will be ineffective.
Table 4-18 New Topic Properties (Continued)
A. From the In Field menu, you can select a column to be searched (the default is all fields):
› Topic Name. Name of the topic.
› Topic Type. Indicates whether the document is classified under the topic based on the number of terms found in the email header, body, or attachments (Term) or on a similarity score for each term that is limited to the email header and body (Query).
› Topic Mode. Indicates whether the topic was generated automatically (Auto) or defined manually (Manual). Manual topics include generated topics that have been edited.
B. Enter the first few characters of the search text in the Search for field (use a “*” to indicate any text).
– To change a topic, click the topic name, change the topic name or settings, and click Save.
– To delete a topic, select the check box next to the topic, and click Delete.
4. To apply topic changes to the entire case, click Case > Process Documents, and click Rerun Post-Processing.
Note: If you do not rerun post-processing, topic changes are only applied to new data.
Defining Groups
Internal email addresses (internal participants) are automatically grouped into groups based on the department data retrieved from your Active Directory server (if any). In addition, you can create arbitrary groups of email addresses (both internal and external) that allow you to view search results for a specific group of email users.
Note: Two additional groups are shown only in the search results filter. The External group includes all external users; the Internal group includes internal users who do not belong to any other group.
To add or view participant groups:
1. Under the Case Management tab, click on the Case menu and select a case. 2. Click Case > Groups.
Figure 4-24 Viewing Participant Groups
3. To view just the manually defined groups or the groups found in the Active Directory, select Manual or AD Department from the Type menu.
4. To define a new group:
A. Click Add and specify the following information. An asterisk (*) indicates a required field.
B. Click the Participants tab, and click Add Participants. Table 4-19 Group Details
Field Description
Group Name* Enter a group name (up to 255 characters).
Domains To include all email addresses in one or more external domains, enter the domain names (one per line). For example, enter “example.com” to include all addresses in the group that end in “@example.com”.
Figure 4-25 Adding Participants to a Group
C. To search for participants to be added to the group, search all fields (the default) or select one column to be searched from the in menu (Full Name, Primary Email Address, or Group), and do one of the following:
› Enter the first few characters of the search text in the Search for field (use a “*” to indicate any text).
› Click a letter or All above the list.
D. To select a participant, click the participant name. To add all participants to the group, click Select All. To remove a participant, click the name in the Selected Participants list. When you are done, click Apply and Close.
E. Review the list of selected participants on the Add Group page. To add more names, click Add Participants. To delete a participant, select the check box next to the name, and click Delete.
F. Click Save to submit the changes, or click Cancel to discard them.
5. To change a manually defined group, click the group name, change the group name, domains, or list of participants, and click Save.