Advanced Supervision User Guide

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Product(s): AdvisorMail (1.0)
  1. Introducing Veritas Advanced Supervision
    1.  
      About Advanced Supervision
    2.  
      Veritas 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 department details and monitoring policy
    8.  
      Managing exception employees
    9.  
      Designating employees as exception employee
    10.  
      Assigning further exception reviewers to an exception employee
    11.  
      Removing exception status
    12.  
      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 whitelist rules
    1.  
      Overview
    2.  
      Creating department-specific whitelist rules
    3.  
      Editing department-specific whitelist 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 whitelist rules
    1.  
      Overview
    2.  
      Creating application-specific whitelist rules
    3.  
      Editing application-specific whitelist rules
  15. Managing data requests
    1.  
      About data request
    2.  
      Creating a new data request
  16. Managing search schedules
    1.  
      Overview
    2.  
      Setting up one-time search schedules
    3.  
      Example of a one-time search schedule
    4.  
      Setting up recurring search schedules
    5.  
      Example of a recurring search schedule
    6.  
      Editing search schedules
    7.  
      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 Search Capture permission to create and run searches. By default, users that have the Rule Admin, the App 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 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.

    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.

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

    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 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 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.

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

    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.

    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 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.

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

    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.

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

    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.

  11. Click Save.