Veritas Advanced Supervision User Guide

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Product(s): AdvisorMail (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

Creating and running Advanced Supervision searches

To run a one-time search, create an immediate search. To run a recurring search or one that runs on a specific time, create a search schedule and then create a scheduled search.

Note:

You must have the Manage GSS and Scheduled searches and Search Capture permissions to create or edit searches. By default, users that have the Rule Admin, the User Admin, and the Exception Reviewer roles have this permission.

To create and run a search in Advanced Supervision

  1. In the left navigation pane, click Departments.
  2. Search for and select the department for which you want to create and run a search.

    Note:

    Advanced Supervision 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 Searches tab, click New Search.

    The New Search dialog box appears.

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

    The Search Type section identifies the search and specifies when it runs.

    The options are as follows:

    Search In

    Displays the name of the department.

    Search Type

    Choose Immediate to create one-time search that runs immediately.

    Choose Scheduled to specify a period during which the search is to run.

    Choose Guaranteed Sample to run a search at the selected sampling time by default. If the search returns fewer results than your monitoring policy requires, Advanced Supervision adds randomly-sampled items to the review set to make up the shortfall. This feature allows you to assemble more focused review sets that are weighted towards search-specific results instead of purely randomly-sampled items.

    Enabled

    Select the check box to enable scheduled searches and guaranteed sample searches. When a search is not enabled, it does not run.

    Name

    Type a name for the search.

    Automatically accept search results

    Select this check box to specify whether to add the search results to the review set automatically. This option is useful for verified searches that you intend to run on a regular basis.

    This option is enabled only if the Accept searches permission is assigned to the user who is creating the search.

    If you select this check box, you cannot reject the results and change the search criteria.

    Advanced Supervision recommends that you clear Automatically accept search results until you have tested that the search returns the expected results. A search that returns an error from any archive is not automatically accepted, regardless of this setting.

    Include items already in review

    Select this check box to specify whether the search results can include the items you previously captured and added to this department's review set. This option does not apply to the items you previously included in the review sets for other departments.

    For an immediate search or scheduled search, you can select this box to ensure that the results include the items that may already be in review from other searches.

  5. In the Sampling section, specify the relevant information in the respective fields.

    The Sampling section lets you sample the search results and add a random selection of items to the review set. Advanced Supervision does not deduplicate randomly-sampled items.

    The options are as follows:

    Sampling percentage

    Specify the percentage of search results to include in the review set. You can specify fractions, as in 10.25.

    You cannot change the sampling percentage if the owner of the department has locked this setting in the department properties.

    Set minimum items per author

    Specify the minimum number of items per author to include in the review set. If there are no items for an author in the search results, none can be included in the sample.

    Note:

    As the authors can be from outside the selected department, searches may return more results.

    Set absolute item limit

    Specify an upper limit on the total number of search results to add to the review set. This option takes precedence over any values that you set in the Sampling percentage field.

  6. In the Date range section, specify the relevant information in the respective fields.

    The Date range section lets you search for items according to when they were sent or received.

    The options are as follows:

    Specific date range

    Specify the date and time duration to search items that were sent or received during the selected period.

    Today / Yesterday / Last 7 days / Last 14 days / Last 28 days

    The date ranges are relative to when the search runs, which is today in the case of an immediate search.

    You may find these options useful when creating a scheduled, recurrent search that runs once every day, week, two weeks, or four weeks. For example, if the search runs once a week, select Last 7 days to limit the range to the days since the search last ran.

    Since search last ran

    For a scheduled search only, lets you search the new items that have arrived since the last time you ran the search. This option is similar to options such as Today and Yesterday. However, it lets you set an explicit start date for the first run of the search. By default, this option searches from the date of the last run (or the start date for the first search) to the current day minus 1 (that is, up to yesterday).

  7. In the Authors and recipients section, specify the relevant information in the respective fields.

    The Authors and recipients section targets the departments for the search and the direction of the items to search. Any departments that you have organized into partitions can only search items to and from departments in the same partition.

    The options are as follows:

    Message Route

    Specify the departments you wish to search as well as the direction of the items you wish to search. Search for the items that are to or from the selected departments, and for the items that have traveled between the selected departments and other departments.

    Any of / All of

    To search within department tags, select a department. To search within the To/From fields, only select the employees.

    You can expand the department tag to select monitored employees. If there are a large number of employees in the department, you can click the search icon in front of the department tag, which opens a new window where you can search and select monitored employees.

    Freeform email addresses / domains

    This field is not available for all possible message routes. If this field is available, type one or more email addresses and domains.

    Type each address or domain on a line of its own to search for the items where the From, To, CC, or BCC fields contains any of the addresses or domains. Type all the addresses and domains on a single line to search for items in which they are all present.

    Place the minus sign (-) in front of an address or domain to exclude it from the search. To exclude multiple addresses or domains, type them all on a single line.

    Department tree

    Specify the departments and employees you want to include in the search. Click the arrows to the left of the department names to expand them and view the nested departments and exception employees.

    When you select a department, you do not automatically include any exception employees in the department. To search exception employees, you must select each one explicitly.

  8. In the Search terms section, specify the relevant information in the respective fields.

    The Search terms section specifies the words or phrases for which Advanced Supervision should search in the subject lines of items and their bodies. By default, when you search for words in both the subject of an item and its content, Advanced Supervision finds those items that meet one or both criteria. However, it is possible to set up Advanced Supervision so that only those items that meet both criteria are found.

    The options are as follows:

    Subject

    Type the keywords or phrases to be searched in the review items either in their subject lines or in the file names of their attachments. Press Enter to separate keywords and phrases from each other.

    Alternatively, click Hotwords to select hotword sets and keywords.

    If the department has a parent department, you can select hotwords/hotword sets from the current department and its parent department and global hotwords/hotword sets. Hotwords/hotword sets from any of the closed parent departments will not be available for selection. The application searches hotwords/hotword sets from both departments and its parent department and global hotwords/hotword sets.

    Note:

    • Use an asterisk (*) wildcard to represent zero or more characters in your search. Use a question mark (?) wildcard to represent any single character. A wildcard search always finds items that match your search criteria and that were archived in Advanced Supervision.

    • Use a minus sign (-) to indicate you want to exclude from the search results any items that contain the following word or phrase.

      For example, the search to find the items that contain either of the words Agent and Agency, but do not contain the word Cost. ("(Agent AND NOT Cost) OR (Agency AND NOT Cost)"):

      Any of: Agent -Cost

      Agency - Cost

    • A search term cannot comprise an excluded word or phrase only. When you specify such words or phrases, you must also specify a positive word or phrase you want to appear in the search results.

    • A search term cannot start with any of the following characters on any line: = + - @. For example, "Agent -Cost" is a valid search term but "-Cost Agent" is not.

    • Advanced Supervision ignores any non-alphanumeric characters in the search term, except for those that have special significance, such as the plus sign, minus sign, and question mark. For example, a search for the term US@100 may find instances not only of US@100 but also of US 100 and US$100. Including non-alphanumeric characters in the search term may therefore return more results than you expect.

    Content

    Specify the keywords or phrases to be searched in the content of review items.

    Alternatively, click Hotwords to select hotword sets and keywords.

  9. In the Attachments section, specify the relevant information in the respective fields.

    The Attachments section lets you search for items of a certain size and type or that have the specified retention category.

    The options are as follows:

    Number

    Specify the required number of attachments.

    You can search the items with specific number and type of attachments. The default option, Does not matter, means that the item can have zero or more attachments.

    All following other options require you to type one or two values that specify the required number of attachments:

    • Equals: requires a specific number of attachments.

    • Between: requires the number of attachments messages must have to a value between those to be specified.

    • Less than: requires a number of attachments below the number specified.

    • Greater than: requires any number of attachments greater than the number specified.

    File extensions

    Specify the file name extensions of particular types of attachments for which to search. Separate the extensions with space characters.

    For example, type the following to search for items with HTML or Microsoft Excel file attachments:.htm .xls.

  10. In the Miscellaneous section, specify the relevant information in the respective fields.

    The Miscellaneous section lets you search for items of a certain size and type or that have the specified retention category.

    The options are as follows:

    Message size

    Specify the size in kilobytes of each item for which to search, as reported by the message store (Exchange, Domino, and so on). The item size includes the size of any attachments.

    The following options are available:

    • Does not matter: any number from 0 upward can be attached.

    • Equals: requires a specific number of attachments.

    • Between: requires the number of attachments messages must have to a value between those to be specified.

    • Less than: requires a number of attachments below the number specified.

    • Greater than: requires any number of attachments greater than the number specified.

    Message type

    Select the All content sources check box to consider all types of messages. When this option is selected, other options remain disabled.

    To select specific message type, clear the All content sources check box, and select the required message type options.

    Trash option

    Select the appropriate option to search for items in trash:

    • Ignore trash - does not search for items in the trash.

    • Include trash - searches for items in other specified options along with the items in trash.

    • Trash only - only searches for items in trash.

  11. In the Tags section, specify the relevant information in the respective fields.

    The Tags section lets you search for items according to the tags with which any additional policy management software has classified them.

    The options are as follows:

    Filter

    Select any of the following options to search for the items that match certain classification policies. There are several types of policies:

    • Inclusions only: Select this option to include items that your policy management software has classified for inclusion in the review set that may contain the most serious offenses, such as swearing, racism, or insider trading.

    • Ignore inclusions: Select this option to ignore items that Veritas Information Classifier has classified for inclusion in the review set that may contain the most serious offenses, such as swearing, racism, or insider trading.

    • Exclusions only: Select this option to include spam items and newsletters that your policy management software may classify for exclusion from the review set.

    • Ignore exclusions: Select this option to ignore spam items and newsletters that your policy management software may classify for exclusion from the review set.

    • Categories only: Select this option to include categorized items that exhibit certain characteristics, such as containing Spanish text. This type of policy provides no information on whether an item should be included in or excluded from the review set.

    • Ignore inclusions and exclusions: Select this option to ignore inclusion and exclusion items.

    • Custom: Select this option and type the names of one or more policies. Separate multiple tag names with commas, like this:

      CustomTag1,CustomTag2

    • All: Select this option to include all tags.

    Note:

    Veritas Information Classifier (VIC) is required to classify items based on their content and metadata. Implementing VIC requires additional charges.

    Name

    Select tag names. Separate multiple tag names with commas, like this:

    CustomTag1,CustomTag2

    Filter by current department

    Select this check box to skip the unused policies in the current department.

  12. In the Intelligent Review section, choose options for the learning engine in Advanced Supervision. This engine allows Advanced Supervision to 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.

    Note:

    Searches that use the intelligent review feature may take slightly longer to complete than those that do not use this feature.

    Searches that you conduct in a research folder uses the learning data of the associated department. Folder searches do not have their own learning data and do not contribute to the department's learning data.

    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 for Learning behavior are as follows:

    None

    Advanced Supervision searches for items in the normal way, without implementing Intelligent Review. This is the default option.

    Search and prioritize

    Advanced Supervision searches for both relevant items and irrelevant items without favoring one over the other. So, if your chosen Sampling percentage value 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.

    Search and then sample ONLY relevant content

    Advanced Supervision searches across all the items and captures the relevant ones only, until it has captured the required percentage. So, if your chosen Sampling percentage value requires that you capture and review 10% of items, Advanced Supervision captures 10% - all of them considered to be relevant.

    If there are too few relevant items to fulfil the chosen sampling percentage, Advanced Supervision does not supplement them with irrelevant items. This is an important difference between this option and the equivalent option, Sample exact percentage of ONLY relevant content, in the Department Properties pane.

  13. Click Save.