Arctera™ Insight Surveillance User Guide

Last Published:
Product(s): Veritas Alta Surveillance (1.0)
  1. 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
  2. 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
  3. 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
  4. Managing employee groups
    1. Creating custom employee group
      1.  
        Editing custom employee group details
    2.  
      Adding employee groups
  5. 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
  6. 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
  7. 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
  8. 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
  9. 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
  10. 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
  11. Managing department-specific allowlist rules
    1.  
      Overview
    2.  
      Creating department-specific allowlist rules
    3.  
      Editing department-specific allowlist rules
  12. 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
  13. Viewing employees associated with departments
    1.  
      Viewing employee association history
  14. 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
  15. 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
  16. 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
  17. 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
  18. 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
  19. Managing application-specific allowlist rules
    1.  
      Overview
    2.  
      Creating application-specific allowlist rules
    3.  
      Editing application-specific allowlist rules
  20. 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
  21. Managing data requests
    1.  
      About data request
    2.  
      Creating a new data request
  22. 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
  23. Managing export operations
    1.  
      About exporting items
    2.  
      Performing export runs
  24. 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
  25. Working with reports
    1.  
      About Insight Surveillance reports
    2.  
      Predefined reports
    3. Enhanced reporting
      1.  
        Configuring a reporting endpoint
      2.  
        Authentication
      3. Departments API
        1.  
          Departments - List
      4. Users API
        1.  
          Users - List
      5. Roles API
        1.  
          Roles - List
        2.  
          Roles - List by filters
      6.  
        User Roles Async API
      7. User Roles API
        1.  
          UserRoles - List
      8. Classification Tags API
        1.  
          Classification Tags - List
      9. Labels API
        1.  
          Labels - List
      10. Searches API
        1.  
          Searches - List
      11. ItemMetrics API
        1.  
          ItemMetrics - List
        2.  
          ItemMetrics - List by filter
      12.  
        Reviewer Mapping Async API
      13. Reviewer Mapping API
        1.  
          ReviewersMapping - List
      14. MonitoredEmployees API
        1.  
          MonitoredEmployees - List
      15.  
        Evidence Of Review Async API
      16. Evidence of Review API
        1.  
          EvidenceOfReview - List by filter
      17.  
        Item Classification Metrics Async API
      18. Item Classification Metrics API
        1.  
          ItemClassificationMetrics - List by filter
      19.  
        Item Label Metrics Async API
      20. Item Label Metrics API
        1.  
          ItemLabelMetrics - List by filter
      21.  
        Item Archived Metrics Async API
      22. Item Archived Metrics API
        1.  
          ItemArchivedMetrics - List by filter
      23.  
        Item Hotword Metrics Async API
      24. Item Hotword Metrics API
        1.  
          ItemHotwordMetrics - List by filter
      25.  
        Item Details Async API
      26. Item Details API
        1.  
          ItemDetails - List by filter
      27.  
        Reviewer Assessment Metrics Async API
      28. Reviewer Assessment Metrics API
        1.  
          Reviewer Assessment Metrics- List by filter
      29.  
        Report Status API
      30.  
        Supported OData query options
      31.  
        Supported reporting endpoint API filters and their values
      32.  
        Responses
    4. Managing Power BI templates for reporting APIs
      1.  
        Accessing Insight Surveillance reports and datasets through the OData web service
      2.  
        Guidelines for using Insight Surveillance templates with Microsoft Power BI Desktop
      3.  
        TEMPLATE - Departments, Users, Roles, Labels
      4.  
        TEMPLATE - User Roles - Submit Report Request
      5.  
        TEMPLATE - User Roles - View Report Data
      6.  
        TEMPLATE - Item Metrics
      7.  
        TEMPLATE - Reviewer Mapping - Submit Report Request
      8.  
        TEMPLATE - Reviewer Mapping - View Report Data
      9.  
        TEMPLATE - Searches
      10.  
        TEMPLATE- Item Classification Metrics - Submit Report Request
      11.  
        TEMPLATE- Item Classification Metrics - View Report Data
      12.  
        TEMPLATE- Item Archived Metrics - Submit Report Request
      13.  
        TEMPLATE- Item Archived Metrics - View Report Data
      14.  
        TEMPLATE- Item Label Metrics - Submit Report Request
      15.  
        TEMPLATE- Item Label Metrics By Employee - View Report Data
      16.  
        TEMPLATE- Item Label Metrics By Department - View Report Data
      17.  
        TEMPLATE- Item Hotword Metrics - Submit Report Request
      18.  
        TEMPLATE- Item Hotword Metrics - View Report Data
      19.  
        TEMPLATE- Item Details - Submit Report Request
      20.  
        TEMPLATE- Item Details - View Report Data
      21.  
        TEMPLATE- Reviewer Assessment Metrics - Submit Report Request
      22.  
        TEMPLATE- Reviewer Assessment Metrics - View Report Data
      23.  
        TEMPLATE- Evidence Of Review - Submit Report Request
      24.  
        TEMPLATE- Evidence Of Review By Monitored Employee - View Report Data
      25.  
        TEMPLATE- Evidence Of Review By Department - View Report Data
      26.  
        TEMPLATE- Evidence Of Review With Item Archived Metrics - Submit Report Request
      27.  
        TEMPLATE- Evidence Of Review With Item Archived Metrics - View Report Data
      28.  
        Saving, editing, and refreshing the Power BI reports
  26. Managing Audit Settings
    1.  
      Audit Settings Overview
    2.  
      Editing the Audit Settings
  27. Working with Audit viewer
    1.  
      About Audit viewer
    2.  
      Performing a search for audit records

Performing export runs

You can export the review items from Insight Surveillance if you want to review items offline or present them as evidence to a third party.

You must have the Export Messages permission to export items from a department. By default, all the reviewers in the department have this permission. The option to export escalated items is available to those with the Export Escalations permission only. By default, only users that have the Escalation Reviewer role have this permission.

You can perform the following export tasks. The keyboard shortcut keys are listed in parenthesis:

  • New (Alt + N) - perform a new export run.

  • Refresh (Alt + R) - refresh the list of existing exports.

To perform an export run

  1. In the left navigation pane, click Departments.
  2. Search for and select the department in which you want to perform export run.

    Note:

    Insight Surveillance lists all departments. You can use the filtering options to search the required department. Options include filtering by department name, exception employees, and reviewers associated with the department.

  3. In the Export tab, click New.

    The New Export dialog box appears.

  4. Refer to the following table and provide the relevant information in the respective fields.

    Field

    Description

    Name

    (Mandatory) Type a name for the export run.

    Message type

    (Mandatory) Select message type of items based on their category - such as Emails, Collaboration, or Audio/Video - as shown in the sample image below.

    Notes:

    1. If the message types available are from only one category, they are not grouped by category. Instead, all available message types from the single category is shown directly for selection.

    2. If the search criteria do not produce any results belonging to supported message types, the export cannot be saved. In such cases, the system displays the following alert message:

    Your selection did not return any items to export.

    Message direction

    Select items that are traveling in a certain direction. You have the following options:

    • All - includes messages from all directions.

    • Internal - Includes the items where the author and all recipients are internal to your organization

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

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

    Capture method

    Select items by the method that Insight Surveillance has used to capture them and add them to the review set. The options are:

    • All - Select all methods.

    • Search - Select to choose items that have been captured as a result of searches.

    • Random Sampling - Select to choose items that Insight Surveillance has captured and added to the review set according to your designated monitoring policy.

    • Guaranteed Sample Search - Select to choose the results of guaranteed sample searches.

    • Tags - Select to choose items that Insight Surveillance has captured and added to the review set according to designated tags.

    Tags action

    Select items by the policy action with which your policy management software has tagged them. This action can be one of the following:

    • Inclusion (demands or suggests capture)

    • Exclusion (precludes capture or advocates non-capture)

    • No Action (item is subject to normal random sampling)

    Date captured

    Select items that Insight Surveillance has captured over the specified period.

    Search

    Select items that the specified search has captured.

    Current action status

    Select items by their action status, such as Unreviewed, Pending, or Questioned.

    Current action status author

    Select items by the person who last assigned a review action to them.

    • Select All to consider all reviewers who assigned a review action.

    • Select User Selection to browse a particular reviewer who lastly assigned a review action

    Escalation status

    Select items by whether they have been escalated to an escalation reviewer and subsequently closed by that reviewer.

    Escalation owner

    Select items by the escalation reviewer who has responsibility for them.

    • Select All to consider all escalation owners.

    • Select Unassigned to consider items to which no escalation owner is assigned.

    • Select User Selection to browse a particular escalation owner

    Escalated by

    Select items by the person who escalated them to an escalation reviewer for further attention.

    • Select All to consider all reviewers.

    • Select User Selection to browse a particular reviewer.

    Current appraisal status

    Select items by whether a supervisor has appraised them. This option is only visible to supervisors with Apply Appraisal Status permission.

    Current appraisal status owner

    Select items by the supervisor who has currently appraised them. This option is only visible to supervisors with Apply Appraisal Status permission.

    • Select All to consider all appraisal status owner.

    • Select User Selection to browse a particular appraisal status owner.

    Tags

    Select items by the specific tag with which your policy management software has tagged them.

    Export as

    Select type of file to be exported.

    • Original type - to choose to output items in their native format. For example, Microsoft Exchange items as individual MSG files, SMTP items as individual EML files, and so on.

    Include in reports

    Select any or both of the following options:

    • Journal Recipients: Select this option to include recipient information from the journal envelope of Exchange or SMTP journal items. This lists all the recipients of each item, regardless of their placement in the To, CC and BCC fields.

    • Item History: Select this option to include comments, status, appraisal, and escalation history of items in the export report.

      Refer to the step 9 for sample report with the appended history and the recipients in To, CC, and BCC fields.

    Number of items to export

    Type the required number of items. Insight Surveillance exports the oldest items.

    For example, if you choose to export 100 items, Insight Surveillance exports the 100 oldest items that match the selected options.

    Password

    (Mandatory) Set an alphanumeric password.

  5. Click Save.

    The application prompts you to confirm that you want to perform the operation.

  6. Click Save to complete the operation or click Cancel to cancel it.
  7. In the Export tab, ensure that the export you have created is available and its status is In progress or Completed.

    Note:

    If the status of your export run is displayed as Failed, you need to execute another export run.

  8. After the export is finished, click the Browse icon to browse to the exported file.
  9. Click the links to download the zipped file of the exported items.

    Provide a password to open the report as shown in the sample image below.

    Note:

    The export report feature supports only Email message types. It is not available for message types from other categories such as Collaboration or Audio/Video.