Create Tags and Tag Groups

Tags help in classifying of documents, reviewer's actions, and identification of documents. A Tag Group can contain multiple tags. You must assign meaningful tags to conversations.

A tag group includes single or multiple tags. You must first create a tag-group and then add tags to it.

To create a tag-group and add tags to the tag groups:

Select the Case Management tab.
Click Tag Groups from the Case Management workspace.
Click Create.
Figure 62: Add Tag Group
Type a name for the new tag group, in the Group Name text-box.
To create tags and assign them to the tag group, click Add Tag. An empty text box appears.
Type a tag name in the text box.

Note

You can add multiple tags by repeating steps 5 and 6.
To enable multiple selection of tags within a Tag Group, select the Enable Multi Select checkbox.

Note

While assigning tags, you might want to assign multiple tags of the same tag group to an interaction. In such cases, ensure to select the Enable Multi Select checkbox while creating the tag group. If you do not select the Enable Multi Select checkbox (single-select), you can assign only one tag from a tag group.

Case configuration allows adding multiple tag groups of both single and multi-select type to a Case. While creating a Tag Group for multi-tags use case, the Enable Multi-Select checkbox must be enabled. You will notice that the multi-select tags appear with checkboxes on the Review pane, while single-select tags are listed as option buttons.

If required, a Tag Group can be converted to a multi-select at any point. However, you cannot disable this checkbox later by editing the Tag Group, as this results in loss of data if multiple-tags are used for some documents.
After you have completed adding the required tags, click Save.

Creating Private Tag Groups

Private tags groups, also known as case specific tag groups are visible only within a particular case. Private tags are confidential tags such as sexual harassment, racism, or employee termination and so on. Such tags must not be exposed to other case reviewers and hence private tags are visible only within a particular case.

Note

Private tags are not displayed in the reports as well.

To add private tag groups:

Select the Case Management tab.
Select a case from the Cases page.
Click the Case Research menu and select Case Specific Tag Groups.
Click + Create Tag Group.
Type a name for the new tag group, in the Group Name text-box.
To create tags and assign them to the tag group, click Add Tag. An empty text box appears.
Type a tag name in the text box.
To enable multiple selection of tags during assignment, select the Enable Multi Select check box.

Note

While assigning tags, you might want to assign multiple tags of the same tag group to an interaction. In such cases, ensure to select the Enable Multi Select checkbox while creating the tag group. If you do not select the Enable Multi Select checkbox (single-select), you can assign only one tag from a tag group.

You will notice that the multi-select tags appear with checkboxes on the Review pane, while single-select tags are listed as option buttons.

If required, a Tag Group can be converted to a multi-select at any point. However, you are not allowed to change the “multi-select” type tag groups to “single-select”, as doing so might result in loss of tagging data for documents with multiple-tags applied by a Reviewer.
After you have completed adding the required tags, click Save. These tags are now visible only within the particular case.

Important

Once tag groups have been created, the user must now create a case and add case custodians.

Creating a Case and Adding Case Custodians

Enterprise Archive allows users to create cases or update existing cases based on specific industry scenarios to perform operations such as Collect, and Review on conversations.

Once upgraded to the latest version, Enterprise Archive automatically renames duplicate case names by suffixing them with a time stamp to make them unique.

For example, if there are two cases with names Case_EmpViolations, after an upgrade, the oldest scheduled case is renamed to Case_EmpViolations_<last_updated_timestamp>.

To create a case:

Select the Case Management tab .
Click My Cases from the Case Management workspace.
The My Cases pane provides a list of cases that are created in Enterprise Archive.
Click Create Case from the My Cases pane.
Type a case name in the NAME text box.

Ensure that the case name entered is unique. Enterprise Archive does not allow you to create duplicate case names.

An error messages is displayed if a duplicate case name is attempted.
Type a case description in the DESCRIPTION text-box.
Type notes for the case in the NOTES text box.
To associate users/groups with the case, click in the ASSIGNED To box.
Select Users/Groups and then click Add.
Click Close to exit the Select Assignments window. The Case Summary window appears. The selected user(s) appear in the ASSIGNED TO box.

Note

Ensure to assign at least one case assignee to a case. Click the checkbox next to the assignee to select multiple assignee from the list.
Select a role to assign to the user/group from the drop- own box against the username. For more information on case specific roles, see the Creating Case Specific Roles section.
Note
- The Administrator assigns a role to a user, while creating a new user. A users' role can be modified at any time in Enterprise Archive. This role that is defined at the Enterprise Archive application level is defined as the users' default role. You must have the permission, "Update Case Assignments" assigned to your role to be able to modify the case level role of a user.
  When a case is created, a user can be assigned to the case as a case manager or a case researcher. His roles and permissions for that case are those that are assigned within the case. His default role does not apply to him within the particular case. This is defined as a case level role of the user.
  Within a case, the users case level role takes precedence over his default role.
- When a role is granted with the permission "Full Archive Access", then the user assigned to that role will be able to perform a search on the entire corpus of archive data and the search is not limited to the custodians assigned to the case. When a user with this permission is searching for interaction data, it is not mandatory to add custodians to the case.
Enable Legal Action : This feature (also known as, Day Forward Legal Actions ) allows a case manager to automatically collect, or collect and place any new documents belonging to a case custodian on legal hold based on selected time period options. To enable legal action on documents, select one of the options from the drop-down:
- Collect & Apply Holds - Select this option to automatically collect any new documents, and place them on legal hold.
- Collect Items - Select this option to automatically collect any new documents.
Select the time period options for the legal action :
- Forever - All new documents sent, received or posted by any case custodian from the time this feature is enabled or turned on.
- Until - All new documents sent, received or posted by any case custodian from the time this feature is enabled or turned on, until the time specified.
  
  Note
  
  To place any existing documents on hold, the case manager should use the Collect menu. For more information on collecting conversations, see Collecting Content in Enterprise Archive.
  
  You must assign a minimum of one custodian to your case to be able to search conversations from the Collect panel. Enterprise Archive does not allow you to search conversations for a case if custodians are not assigned to that case.
Add required Case Restrictions by clicking .
Case level restrictions can be added using various restriction attributes such Networks, Channels, and so on including participant custom attributes. The documents are filtered and displayed based on the Case Restriction criteria set. For conceptual details and examples and video demo on Case Restrictions, see Understanding Case Restrictions.

Note

Case Restriction is controlled by a role level permission. For more information, see Creating a Role and Granting Permissions
Select the required attributes from the Case Restrictions window by clicking the drop-down in the top-left corner.
Click beside the names at add the attributes. The selected attributes are added to the right of the window.
Close the window once all required attributes are added.
To assign custodians to the case, click beside the Custodians box. The Select Custodians page appears.
To search specific users, enter either the users name, job title, office email, mobile phone, company, department, or province in the Search text-box. Sorted search results appear in the Participants panel
Figure 63: Select Custodians window
To add the selected participant as a custodian, click Add Participant.
The added participant is listed in the Custodians box.
To add internal, external, public and federated participants/groups, click the + beside the Custodians box. The Add Custodians pop-up window appears with Participant(s) and Group(s) panes.
Enter the external or public participant's network display name or their Network Endpoint ID in the Participant(s) pane. Ensure that you add participant per line. Similarly, enter external or public group ID in the Group(s) pane.
Click Add.
To associate tag groups, click from the TAGS box. The Select Tag panel appears.
Select a tag from the Available Tags panel and click Add. The selected tag appears in the Selected Tags panel.

Note

You can select more than one tag to assign to a case. It is required that you assign a minimum of one tag to the case.

Once you add a tag group to a case and then save it, the tag group can not be removed for the case.

Case Specific or Private Tags Groups are also displayed here.

To create the case, click Save. The My Cases panel appears. The newly created case is listed in the My Case panel.

The My Cases panel displays the following information for each of your cases:
Table 5: Case Details—My Cases panel

Permission Category	Description
Name and Description	Provides the name and the description of the case.
Custodians	Shows if there are custodians added to the case.
Assignments	Shows the users that are assigned to the case.
Date Created	Displays the date when the case is created.

You can also use the Search Cases pane on the left to search for cases by Name or Description, Custodians, Assigned To, and Date Created filters.

Creating Case Specific Roles

Enterprise Archive provides users the ability to create case specific roles irrespective of a user's default Enterprise Archive role. To add a role, follow the instructions in the Creating a Role and Granting Permissions section.

To add case specific roles for the cases Case 1, and Case 2.

Perform the steps listed in the Creating a Role and Granting Permissions section to create a new role.
Name the roles Case 1 Role and Case 2 Role respectively.
The default roles are listed in the Select Assignments window.
To modify the user's Role, click the Role field and select the case specific role (Case 1 Role, or Case 2 Role) from the drop-down.
The new role will be applicable only within the scope of the case.
This permission controlled feature allows the Administrator to override default restriction policies (based on targets like Legal Entity, LOB and so on) for a case based on a user's default role.

Important

This concludes the first part of eDiscovery actions. The next step involves collecting case content based on the custodians that have been added to a case.