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:

1. Select the Case Management tab.

2. Click Tag Groups from the Case Management workspace.

3. Click Create.
   Figure 59: Add Tag Group
   

   

4. Type a name for the new tag group, in the Group Name text-box.

5. To create tags and assign them to the tag group, click Add Tag. An empty text box appears.

6. Type a tag name in the text box.

   Note

   You can add multiple tags by repeating steps 5 and 6.

7. 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.

8. After you have completed adding the required tags, click Save.

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.

To create a case:

1. Select the Case Management tab .

2. Click My Cases from the Case Management workspace.
   The My Cases pane provides a list of cases that are created in Enterprise Archive.

3. Click Create Case from the My Cases pane to create a new case.

4. The information in the Create Case tab is ordered by the following categories:

   • General Info

   • Collected Info

   • Created/Modified Info

   • Assigned To

   • Tag Groups

   • Case Restrictions

   • Legal Hold

   • Custodian

   Category Heading	Category Field/Info	Category Field Description and Task
   General Info	Name	Enter a valid case name in this field. Ensure 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.
   	Description	Enter case specific details in this field.
   	Notes	Enter additional notes related to the case in this field.
   Collected Info	Collected	The icon displays the number of documents have been collected to this case.
   	Held	The icon displays the number of collected documents with legal holds that have been applied.
   	Tagged	The icon displays the number of documents that have been tagged.
   Created/Modified Info	Created By	The owner or create of the case.
   	Date Created	The data of case creation.
   	Last Modified By	The person who last modified the case.
   	Last Modified	The time stamp when the case was last modified.
   Assigned To	Select Assignees	Use this field to add case assignees who will preside over the case, based on the role that will be assigned to them. You can add users and groups to the list of case assignees as shown below: Select from Users/Groups from the drop-down. Click the checkbox next to the user/group to be assigned to the case. Click Add to complete the assignement.
   	Role	To assign a role to the case assignee, click the drop-down and select from a list of pre-configured case roles such as administrator, case researcher or case reviewer, as shown below: Users who have been assigned a role as part of Groups assignement will be allowed to modify their Role. However users who have been added using the Users drop-down will not be able to edit the 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. Roles and permissions for that case are those that are assigned within the case. A user's default role does not apply to within a particular case. This is defined as a case level role of the user. Within a case, the user's case level role takes precedence over the 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.
   Tag Groups	Add Tag Groups	Select this option to tag a case with pre-defined tag groups that have already been created. Tags help in classifying cases based on certain labels.
   Case Restrictions	Manage Case Restrictions	Use this option to add case-level restrictions to documents that will be collected and reviewed. Setting case restrictions will limit the content that is collected into a case. Case restrictions can be applied based on the following main attributes: Participants Groups Networks Channels Countries Divisions Departments For a more detailed understanding on how case restrictions are applied, refer the Understanding Case Restrictions topic.
   Legal Hold	Enable Legal Actions	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 the Legal Actions as: 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. You can also assign a fixed or infinite time period for the hold by selecting either: 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. Important The Enable Legal Hold task frequency is set to 1 hour by default.
   Custodian	Custodians	Use this option to add custodians, or users and groups who will be monitored as part of the case. You can add custodians to a case by either: Selecting from the list of Participants/Groups that are already available in the system by clicking the icon. Entering a new list of Participants/Groups that could be external or public and are not availabe in the system by clicking the icon. Enter the external or public participant's network display name or their Network Endpoint ID in the Participant(s) pane. Ensure that you add onle participant per line. Similarly, enter external or public group ID in the Group(s) pane.

5. 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 8: 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.

   1. Perform the steps listed in the Creating a Role and Granting Permissions section to create a new role.

   2. Name the roles Case 1 Role and Case 2 Role respectively.

   3. The default roles are listed in the Select Assignments window.

   4. 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.

   5. 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.