Veritas Advanced Supervision User Guide

Last Published:
Product(s): Enterprise Vault.cloud (1.0)
  1. Introducing Advanced Supervision
    1.  
      About Advanced Supervision
    2.  
      Advanced Supervision features
    3.  
      About Advanced Supervision system security
    4.  
      Advanced Supervision multi-tier architecture
    5.  
      System requirements
  2. Getting started
    1.  
      Signing in to Advanced Supervision
    2.  
      Signing out from Advanced Supervision
    3.  
      Launching Enterprise Vault.cloud applications
    4.  
      Resetting a forgotten password
  3. Working with dashboard widgets
    1.  
      Understanding the Dashboard page
    2.  
      Viewing status summary of recently reviewed departments
    3.  
      Viewing the review status summary of escalated items
    4.  
      Viewing a summary of completed searches
    5.  
      Viewing a summary of completed exports
  4. Managing departments
    1.  
      About departments
    2.  
      Understanding the Departments page
    3.  
      Searching departments
    4.  
      Creating departments
    5.  
      Moving existing departments under other departments
    6.  
      Adding monitored employees to departments
    7.  
      Editing monitoring policies
    8.  
      Editing department details and monitoring policy
    9.  
      Managing exception employees
    10.  
      Designating employees as exception employee
    11.  
      Assigning further exception reviewers to an exception employee
    12.  
      Removing exception status
    13.  
      Removing exception reviewers
  5. Managing department users
    1.  
      Assigning department reviewers
    2.  
      Removing department reviewers
    3.  
      Adding new roles for users
    4.  
      Removing roles
    5.  
      Managing user assignment to departments
  6. Managing department searches
    1.  
      About searches in Advanced Supervision
    2.  
      Guidelines for effective searches
    3.  
      Creating and running Advanced Supervision searches
    4.  
      Disabling scheduled searches
    5.  
      Using proximity searches
    6.  
      Using fuzzy searches
    7.  
      Previewing search results
    8.  
      Accepting search results
    9.  
      Rejecting a search result
    10.  
      Resubmitting a search
  7. Managing department-specific hotword sets
    1.  
      Overview
    2.  
      Creating department-specific hotword sets
    3.  
      Editing department-specific hotwords and hotword sets
    4.  
      Deleting department-specific hotword sets
  8. Managing department-specific trash rules
    1.  
      Overview
    2.  
      Creating department-specific trash rules
    3.  
      Activating department-specific trash rules
    4.  
      Deactivating department-specific trash rules
    5.  
      Propagating department-specific trash rules
    6.  
      Unpropagating department-specific trash rules
  9. Managing department-specific allowlist rules
    1.  
      Overview
    2.  
      Creating department-specific allowlist rules
    3.  
      Editing department-specific allowlist rules
  10. Viewing employees associated with departments
    1.  
      Viewing employee association history
  11. Managing application-level users, roles, and permissions
    1.  
      Overview
    2.  
      Predefined user roles and permissions
    3.  
      Adding new roles for users
    4.  
      Editing user roles
    5.  
      Deleting user roles
    6.  
      Assigning roles to users
    7.  
      Removing a user role
  12. Managing application-specific hotword sets
    1.  
      Overview
    2.  
      Creating application-specific hotword sets
    3.  
      Editing application-specific hotwords and hotword sets
    4.  
      Deleting application-specific hotword sets
  13. Managing application-specific trash rules
    1.  
      Overview
    2.  
      Creating application-specific trash rules
    3.  
      Activating application-specific trash rules
    4.  
      Deactivating application-specific trash rules
    5.  
      Propagating application-specific trash rules
    6.  
      Unpropagating application-specific trash rules
  14. Managing application-specific allowlist rules
    1.  
      Overview
    2.  
      Creating application-specific allowlist rules
    3.  
      Editing application-specific allowlist rules
  15. Managing data requests
    1.  
      About data request
    2.  
      Creating a new data request
  16. Managing search schedules
    1.  
      Overview
    2.  
      Setting up new search schedules
    3.  
      Setting up one-time search schedules
    4.  
      Example of a one-time search schedule
    5.  
      Setting up recurring search schedules
    6.  
      Example of a recurring search schedule
    7.  
      Editing search schedules
    8.  
      Deleting search schedules
  17. Managing export operations
    1.  
      About exporting items
    2.  
      Performing export runs
  18. Managing reviews
    1.  
      About reviewing with Advanced Supervision
    2.  
      Limitations on reviewing certain types of Skype for Business content
    3.  
      Understanding the Review page
    4.  
      Changing the Review pane position
    5.  
      Filtering the items in the Review pane
    6.  
      Manually reviewing items
    7.  
      Assigning review status to items
    8.  
      Viewing hotwords highlighting
    9.  
      Viewing the full content in a new window
    10.  
      Adding comments to items
    11.  
      Viewing the history of items
    12.  
      Printing the original versions of items
    13.  
      Downloading the original versions of items
  19. Working with reports
    1.  
      About Advanced Supervision reports
    2.  
      Predefined report types
    3.  
      Generating reports
  20. Managing Audit Settings
    1.  
      Audit Settings Overview
    2.  
      Editing the Audit Settings
  21. Working with Audit viewer
    1.  
      About Audit viewer
    2.  
      Performing a search for audit records

Creating departments

The minimum information needed to create a department is its name and an owner. The owner can be any employee that you have added to the system but is typically the main system administrator for Advanced Supervision. You can add either a new department or a nested department (a child department of an existing department).

Note:

You must have the Create Departments permission to add a new department. By default, users with the App User Admin role have this permission.

To create a department

  1. In the left navigation pane, click Departments.
  2. On the action bar, click New Department.

    The New Department dialog box appears.

  3. In the Department section, specify the relevant information in the respective fields.

    The options are as follows:

    Name

    Type a unique name for the department. The name can contain spaces, all the special, and the text characters.

    Status

    Choose Open to make the department open for monitoring.

    Choose Closed to restrict monitoring of employees in the department. The closed department name appears on the start page of the application only when any of its child department is open. Employees who are also monitored in other departments continue to be monitored in the closed departments.

    Owner

    Select the name of the principal administrator for the department.

    Note:

    Each department has an owner, who must have a logon but does not need any special privileges assigned. By default, Advanced Supervision grants the permissions associated with the Admin role to department owners. These permissions are as follows:

    • Grant access to users

    • Add monitored employees

    • Configure department properties

    • View reports

    Parent department

    If the department itself is a parent department, do not select any previous department in this field.

    If you want to create this department under any existing department, click the search icon to select the parent department.

  4. In the Options section, specify the relevant information in the respective fields.

    The options are as follows:

    Can contain departments

    Click the slider switch to turn it ON to allow creating nested departments under this department.

    Click the slider switch to turn it OFF to restrict creating nested departments under this department.

    Can contain monitored employees

    Click the slider switch to turn it ON to allow adding monitored employees to this department.

    Click the slider switch to turn it OFF to restrict adding monitored employees to this department.

    Note:

    You may want to clear this option in cases where you need to set up a department hierarchy, where the top-level department do not contain any monitored employees, but the nested departments do.

  5. In the Search details section, specify the policy that Advanced Supervision must follow when it adds the results of a search to the department review set.

    The options are as follows:

    Default percentage sample for new searches

    Specifies the minimum percentage of the items that a search returns to add to the review set. When you create a search, you can qualify this option further by specifying the minimum number of items that are required per employee.

    Lock

    Click the slider switch to turn it OFF to allow department administrators to change the sample rate for new searches.

    Click the slider switch to turn it ON to restrict department administrators from changing the sample rate for new searches.

  6. In the Intelligent review section, choose options for the learning engine in Advanced Supervision. This engine allows Advanced Supervision to sample and search for items intelligently, based on the actions that reviewers have taken on earlier items. For example, after a reviewer has marked a spam message or out-of-office reply as irrelevant then, when Advanced Supervision detects other items that have similar characteristics, it can handle them in the same way.

    To determine the relevance of an item, Advanced Supervision looks at the item's metadata and its route from sender to recipients. However, Advanced Supervision does not evaluate the content of the item.

    The options are as follows:

    Learning behavior for sampling

    The options that are available depend on whether you use guaranteed sampling, which is the default sampling mode, or statistical sampling.

    None: Advanced Supervision samples items in the normal way, without implementing Intelligent Review.

    Sample exact percentage and prioritize: Sample exact percentage and prioritize for guaranteed sampling. Advanced Supervision samples both relevant items and irrelevant items without favoring one over the other. So, if your monitoring policy requires that you capture and review 10% of items, Advanced Supervision captures 10% - but a substantial number of the items may be irrelevant. With this option, however, Advanced Supervision does give the items a status of either Unreviewed (Irrelevant) or Unreviewed (Relevant) as it adds them to the review set. When you later review the items in the Review pane, you can filter them by their Unreviewed status to distinguish between the relevant and irrelevant items.

    Sample exact percentage of relevant content in addition to current sample: Sample exact percentage of relevant content in addition to current sample (guaranteed sampling only). Advanced Supervision adds both relevant items and irrelevant items to the review set until it has captured the required percentage of relevant items. With this option, therefore, Advanced Supervision may capture more items for review than your monitoring policy demands. For example, suppose that your policy requires you to review 10% of items. To achieve the required number of items, you may need to capture 20% of items, only half of which are relevant.

    Sample exact percentage of available relevant content: Sample exact percentage of available relevant content (guaranteed sampling).Advanced Supervision discards all content that it considers irrelevant and samples relevant content only, until it has captured the required percentage. So, if your monitoring policy requires that you capture and review 10% of items, Advanced Supervision captures precisely 10%.

    In the case of guaranteed sampling only, if there are too few relevant items to fulfil the monitoring policy then Advanced Supervision supplements them with irrelevant items. For example, suppose that 100 items are available for sampling, and your monitoring policy requires you to capture 10% of them.

    If only seven items are relevant, Advanced Supervision adds three irrelevant items to achieve the required number of 10 items.

    Relevance threshold

    Specifies the level of confidence that Advanced Supervision must have in the accuracy of its prediction before it awards items the status of Unreviewed (Irrelevant). The further right you move the slider, the more confidence Advanced Supervision must have in the accuracy of its prediction.

    For example, suppose that Advanced Supervision identifies an item as potentially irrelevant. With the slider fully to the left, Advanced Supervision does not need to have any confidence in the accuracy of its prediction to assign the Irrelevant status to the item. On the other hand, with the slider fully to the right, Advanced Supervision must have at least 60% confidence in the accuracy of its prediction to assign this status.

    The default slider value is a little below medium (the red line), which means that Advanced Supervision must have 20% or more confidence in the accuracy of its prediction to assign the Irrelevant status. Items that fail to achieve this score are assigned the status of Unreviewed (Relevant).

    Clear learning

    Discards all the accumulated learning behavior for this department.

    Last learning cleared on

    Specifies the date when the accumulated learning behavior for this department was discarded.

  7. In the Monitoring policies section, specify the relevant information in the respective fields.

    Note:

    You can set monitoring policy at the department and child department level and at the user level. Therefore, the values that are shown here may not apply to some employees. In that case, Advanced Supervision honors the highest percentage for each item type.

    The options are as follows:

    Disable monitoring of employees

    This option controls if the employees of the department will be eligible for random sampling.

    Do not select this check box if you want to allow employee monitoring in this department.

    Select this check box to disable monitoring of employees in the department. If you select this option, you disable all the other options on this tab. However, the reviewers and department administrator can still access the department. Employees who are also monitored in other departments continue to be monitored in those departments.

    Review requirement for

    Select All policies and specify the percentage of items to set the same monitoring policy for all types of items. For example, set this option to 5 to require that 5% of all types of items are captured and reviewed.

    Select Per policy and specify different monitoring policies for different types of items.

    For some types of items, such as Exchange and Domino, you can also set percentages on the items that travel in a particular direction:

    • Internal. Selects the items where the author and all recipients are internal to your organization.

    • Inbound. Selects the items where the author is external to your organization and at least one recipient is internal.

    • Outbound. Selects the items where the author is internal to your organization and at least one recipient is external.

  8. Click Save.