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Arctera™ Insight Surveillance User Guide

Last Published: 2025-07-25

Product(s): Veritas Alta Surveillance (1.0)

Introducing Arctera Insight Surveillance
1. About Insight Surveillance
2. Insight Surveillance multi-tier architecture
3. System requirements
4. Sampling support for content sources
5. AI-based label predictions support for efficient review process
6. Date format support in Insight Surveillance
7. About Insight Surveillance system security
Getting started
1. Signing in to Insight Surveillance
2. Signing out from Insight Surveillance
3. Launching Arctera Insight Archiving applications
4. Resetting a forgotten password
Working with dashboard widgets
1. Understanding the Dashboard page
2. Viewing status summary of recently reviewed departments
3. Pinning and unpinning departments to view review status
4. Changing the order of pinned departments
5. Viewing the review status summary of escalated items
6. Viewing a summary of searches and exports
Managing employee groups
1. Creating custom employee group
  1. Editing custom employee group details
2. Adding employee groups
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 and employee groups 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
Managing department users
1. Assigning users to departments
2. Removing users from departments
3. Adding new roles for users
4. Removing roles
5. Managing role assignment for a user in departments
  1. Assigning departments and exceptions to specific users
  2. Removing a specific role to users in one or more departments and exceptions
Managing department-level searches
1. About department-level searches
2. Guidelines for effective searches
3. Creating and running department-level searches
4. Disabling scheduled searches
5. Using proximity searches
6. Previewing search results
7. Accepting search results
8. Rejecting a search result
9. Resubmitting a search
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
Managing department-specific labels
1. Searching department-specific labels, label groups, and single choice groups
2. Managing department-specific labels
3. Managing department-specific label groups
4. Managing department-specific single choice label groups
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
Managing department-specific allowlist rules
1. Overview
2. Creating department-specific allowlist rules
3. Editing department-specific allowlist rules
Managing department-specific review comments
1. About department-level review comments
2. Adding department-level review comments
3. Editing department-level review comments
4. Deleting department-level review comments
5. Updating order of department-level review comments
Viewing employees associated with departments
1. Viewing employee association history
Managing users, roles, and permissions
1. Overview
2. Predefined user roles and permissions
3. Adding new roles for users (employees) and employee groups
4. Editing user roles and permissions
5. Deleting user roles
6. Assigning Insight Surveillances to users (employees) and employee groups
7. Restricting users to use hotwords in searches
8. Removing a user role
Managing application-level searches
1. About application-level searches
2. Viewing existing application-level searches
3. Creating and running application-level searches
4. Editing application-level searches
5. Excluding departments from application searches
6. Reinstating the excluded department for application searches
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
Managing application-specific labels
1. Searching application-specific labels, label groups, and single choice groups
2. Managing application-specific labels
3. Managing application-specific label groups
4. Managing application-specific single choice label groups
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
Managing application-specific allowlist rules
1. Overview
2. Creating application-specific allowlist rules
3. Editing application-specific allowlist rules
Managing application-specific review comments
1. About application-level review comments
2. Adding application-level review comments
3. Editing application-level review comments
4. Deleting application-level review comments
5. Updating order of application-level review comments
Managing data requests
1. About data request
2. Creating a new data request
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
Managing export operations
1. About exporting items
2. Performing export runs
Managing reviews
1. About reviewing with Insight Surveillance
2. Limitations on reviewing certain types of Skype for Business content
3. Understanding the Review page
4. Changing the Preview pane position
5. Rearranging columns in the item list pane
6. Filtering the items in the Review pane
7. Viewing dynamic review item counts on the calendar
8. Reviewing searched items
9. Translating email and attachment content for review
10. Translating collaboration message for review
11. Adding or removing text for machine learning
12. Assigning review status to items
13. Viewing hotwords highlighting
14. Viewing hotwords in collaboration message
15. Viewing tags highlighting
16. Viewing predicted labels of review items
17. Viewing the full content in a new window
18. Adding comments to items
19. Escalating the review items
20. Applying labels to items
21. Viewing history of items
22. Printing and downloading the items and attachments
23. Viewing Intelligent Review Details
Working with reports
1. About Insight Surveillance reports
2. Predefined reports
3. Enhanced reporting
4. Managing Power BI templates for reporting APIs
Managing Audit Settings
1. Audit Settings Overview
2. Editing the Audit Settings
Working with Audit viewer
1. About Audit viewer
2. Performing a search for audit records

Reviewing searched items

Before you start reviewing items, you must know that you can view emails if the Exchange service is enabled for you. You can view collaboration messages if the MS Teams Archiving service is enabled for you. When both the services are enabled, but the search does not find any email or collaboration message record, the corresponding tab is displayed without any items in it. The Email and the Collaboration tabs individually displays total number of searched and filtered review items.

To review items and checking their tags and hotwords statistics

In the left navigation pane, click Review.
Search for and select the department for which you want to review items.
Insight Surveillance lists all departments for which you have the review permissions.
(Optional) Use Advanced Filter and Filters to view the precise review items quickly. To reset the filtering criteria, click Clear, set a new criterion, and click Apply.
The application displays items from the selected departments.
The item grid displays multiple columns. Based on your review priorities and focus, you can:
- Sort items by clicking the column headings.
  For example, to view more relevant items for review, click the Relevance Score column heading. Items with higher relevance scores are more relevant, while lower scores suggest irrelevance.
- Rearrange the column sequence. See Rearranging columns in the item list pane.
- Use the navigation arrows at the bottom of the items grid to go to the first, previous, next, or last page.
These changes are persisted across different login sessions for the logged-in user.
Note:
The Relevance Score column is displayed in the list pane by default. However, the score (value) is calculated and displayed only if the intelligent review service is enabled for the selected departments. For the departments that are not enabled for the intelligent review service, the application displays the column, but the values remain blank.
To review the filtered emails, on the Email tab, select the email.
- If you select an individual email in the items grid, you can view the Preview, Comments, and the History tabs.
  - On the Preview tab, you can view email metadata and content, print, and download the item.
  - On the Comments tab, you can view previous review comments for the selected email.
  - On the History tab, you can view the detailed summary of the operations that are performed on the selected email.
- If you select multiple items in the items grid, you cannot view the Preview, Comments, and the History tabs. Instead, you get options to assign a review statuses to all the selected messages simultaneously.
  Note:
  Since the Preview tab is not visible, the flag icon depicting AI-predicted labels and their count is also not visible.
To comment on the selected email, click Add Comment. See Adding comments to items.
To assign status to the selected email, click Pending, Questioned, Review Irrelevant, Reviewed Relevant, Escalate, or Appraised as required.
To view the tags-specific statistics of the selected email, in the Labels & Item Statistics pane, expand the Tags section.
The displayed information includes the names of applied tags or classification policies. Next to each tag name, the number of incidents that match the corresponding tags or policies in the selected items is shown. After you expand the tag name, the application displays number of matches in the top-level content of the item and in each attachment of the item. See the sample image below.
Note:
By default, Insight Surveillance analyses and displays statistics only for tags that have a match. Tags that do not match are not shown in the list.
The Top Level node and the attachments nodes are visible only if the emails have the specified tags. In case there are no matches for the tags in the primary emails, the Top Level node will not be displayed. Similarly, if there are no matches for the tags in the attachments, those attachments will also not be displayed.
Click the hyperlinks to view the respective tags in the Preview pane. Click the arrows to navigate to the next or previous match. The navigation is limited to the content of email body message and attachments, and not within the email metadata.
If the attached image contains tags, clicking the hyperlink from the tags statistics pane opens the image in text format for convenient review of the tags.
To view the hotwords-specific statistics of the selected email, in the Item Statistics pane, expand the Hotwords section.
The displayed information includes the names of hotwords sets and individual hotwords. Next to each entry, the number of incidents that match the corresponding hotwords or hotwords sets in the selected items is shown. After you expand the hotwords set name, the application displays the included hotwords and their number of matches in the top-level content of the email and in each attachment of the email. See the sample image below.
By default, Insight Surveillance analyses and displays the statistics of hotwords that are found in each item and have a match. Hotwords and hotword sets that do not match are not shown in the list.
The Top Level node and the attachments nodes are visible only if the content within them contains the specified hotwords. In case there are no matches for the hotwords in the primary emails, the Top Level node will not be displayed. Similarly, if there are no matches for the hotwords in the attachments, those attachments will also not be displayed.
Click the hyperlinks to view the respective hotwords in the Preview pane. Click the arrows to navigate to the next or previous match. The navigation is limited to the content of email body message and attachments, and not within the email metadata.
Insight Surveillance supports viewing image attachments in review items in both text and Native formats. If the attached image contains hotwords, clicking the hyperlink from the hotwords statistics pane opens the image in text format for convenient review of the hotwords. You can preview the hotwords in the images in the following ways:
- Access the Hotwords pane. Expand the top-level hotword and check for the image hyperlink. If listed, click the hyperlink to open the text preview of the image directly.
- In the Preview pane, select the image and click the Text Preview icon to open the image in the text format.
- In the Preview pane, click the down caret symbol and select the Text Preview option.

To review the filtered collaboration messages, select the Collaboration tab.

Collaboration tab displays maximum 100 groups per page. To view the next records in the group, use the navigation bar available in the bottom of a page. The chat or channel icons displays number of items in an individual group. The check box of a group remains disabled when the groups are in the collapsed state.

Expand the chat or channel group to view and select the review items.
Each group displays record of maximum 20 messages per page. However, if the group contains more than 20 items that are spread across multiple pages, you can do any of the following:
- To select all the items displayed on the page of the expanded group, expand the group and select the parent check box of the group. After selecting the items, on the navigation bar of the page of the expanded group, the application displays the total count of selected items from that group.
- To select items from the multiple pages of the expanded groups, expand the groups and use the navigation bar to access pages, and then select the items. After selecting the items from multiple pages of multiple groups,
  - On the navigation bar of a group row, the application displays the total count of selected items from that group.
  - On the navigation bar of the Collaboration page, the application displays the total count of selected items from multiple groups.
  - On the Collaboration page, if you select items from multiple groups and navigate to the next page, application clears the selection.
  - However, on the Collaboration page, if you select items from the same group and navigate to the next page, the application retains the item selection.

After you expand the chat or the group, select an individual message for review.

On the Preview tab, you can do the following:

Scroll up or down to view more messages to understand the context of the selected message. The application displays 30 previous conversation messages above and 30 conversation messages below the selected message. However, you can further scroll up or down to read more messages.

The typography of the displayed messages in the preview pane and its meaning is explained below.

Message Typography

Meaning...

A. The messages that are selected for review after performing a search are highlighted in the yellow box.

B. The messages that are part of the review process, and are displayed to get context for the reviewer, are marked in the grey box.

C. The messages that are not a part of the review set for that department are highlighted in the dashed box.

D. The messages displaying the reactions (smileys).

E. The messages displaying various statuses applied. For example, pending, escalated, appraised, and so on. You can hover over the status symbols to view the status name.

F. The messages containing attachments.

To download the attachment from the chat messages, click the Download icon provided on the attachment.

To preview the attachment from the chat messages without downloading it, either click on the attachment itself or click the Preview icon provided on the attachment

G. The messages containing images. You cannot download the images. However, to copy or save the images from the chat messages, right-click on the images and select appropriate actions.

Preview and download attachments
Refer to the sample image above.
- To preview content of an attachment in a new window without downloading the attachment, either click on the attachment itself or click the Preview icon provided on the attachment.
- To download an attachment, access the attachment and click the download icon.
- The attachment preview also supports displaying hotwords and classification hit highlighting along with navigation.
- Click the Text Preview icon to open the image in the text format.

On the Comments tab, you can view previous review comments for the selected message.
On the History tab, you can view the detailed summary of the operations that are performed on the selected message.

To comment on the selected collaboration message, click Add Comment. A reviewer can comment on individual messages, not on the entire conversation thread.See Adding comments to items.
To assign status to the selected collaboration message, click Pending, Questioned, Review Irrelevant, Reviewed Relevant, Escalate (See Escalating the review items.), or Appraised as required.
Note:
While reviewing collaboration messages, you cannot select more than 100 messages for commenting and assigning status.