Configuring Review Levels and Adding Reviewers

To configure review levels:

1. Click Add next to Reviewer Levels. The Add Review Level dialog box is displayed.
   Figure 3: Add Review Level
   

   

2. Click Yes. A new review level is added under the Configure Review Levels section.
   You can add reviewers to the new review level added.

Adding Reviewers to Review Levels

To add reviewers:

1. Click Add Reviewer(s) to add one or more reviewers at a review level.

2. To add one or more reviewer(s), select the checkbox for the reviewer(s), and then click Add. A message appears in the bottom left corner of the Add Reviewers dialog box, confirming the number of reviewers added successfully or the number of reviewers that failed from getting added to the review level.

3. Select a role for the reviewer, from the Role drop-down list. The drop-down list is activated when you click on the default role.

   Note

   A reviewer can have different roles assigned in different queues.

4. Click Close to exit the Add Reviewers dialog. The selected reviewers are listed under their respective review level.

5. Queue administrators can also queue-specific roles to reviewers. To know more on assigning queue-specific roles, refer the Configuring Queue Specific Roles section.

One-Click Close Option

Tags associated with a tag group are available to tag conversations, when tag groups are associated with the Update, Close or Escalate actions. Conduct allows users to automatically update tag groups while marking a conversation as closed. This time-saving feature only for the Close action can be set up as shown below:

1. Select Tag Groups for the following type, by clicking the Configure tab next to the Reviewers tab:

   1. Update—Click the drop-down next to Update, under the Tag Group column, and select the tag group from the drop-down.

   2. Close—Click the drop-down next to Close, under the Tag Group column, and select the tag group from the drop-down.

   3. Escalate—Click the drop-down next to Escalate, under the Tag Group column, and select the tag group from the drop-down.

To add more reviewers, repeat Step 1 through Step 5 listed above.

Configure Administrators to the Queue

A queue Administrator will have access to all the documents in a Queue. Conduct user can designate a specific Queue Administrator to perform housekeeping functions such as releasing and reassigning items to other reviewers.

To add a queue Administrator:

1. Follow the steps 1 through 6 listed under Adding a Queue.

2. Click the icon next to Administrators. The Select Administrators dialog appears.
   

   

   
   

3. Select the checkbox against the user and click Add.

4. Click Close to exit the Add Queue Admins dialog.

5. To enable queue notifications to be sent to administrators, select the desired checkbox from the Subscribe to notifications column as shown in the following image.
   

   

   
   

Adding Supervised Participant/Groups

A supervised participant/group is a participant/group who is involved in a supervised conversation. A participant/group that is added should be from your organization. You can add a maximum of 1000 participants to a queue.

To add a supervised participant(s)/group(s) to a queue:

1. Follow the steps 1 through 6 listed under Adding a Queue .

2. Click the icon next to Supervised Participants/Groups.

   Note

   There are filtering and search options available in the Add Supervised Participants/Groups dialog box that allows you to search for a specific participant/group or filter the participants/groups.

3. Select the checkbox against the participant(s), and click Add. A confirmation message appears in the bottom-left corner of the dialog.

4. To add groups, click the drop-down under Participants as shown below:
   Figure 4: Participant Drop-Down
   

   

5. Select the groups you want to add and click Add.

6. Click Close to exit the Add Supervised Participants/Groups dialog.

   Note

   Enterprise Conduct allows the supervisor to sort the list of participants/groups alphabetically by clicking the icon in the Supervised Participants/Groups window.

7. The participants/groups you added are listed in the Participants/Groups section. Group names will be highlighted in bold.

Adding Policies to Queues

The Add Policies section involves performing the following operations as shown below:

• Add Policy by clicking the icon.

  • RUN

  • STATUS

• Selecting a Sampling Profile

• Selecting the Retention Period

To add a policy to a queue:

1. Click the icon next to Policies.

2. To add one or more policies to a queue, select the checkbox for the policy and click Add. The "Policy(s) added successfully" message appears in the bottom left corner of the dialog box. This new policy displays the Ready to Run status in the Policies window.

3. Click Close to exit the Add Policies dialog. The policies you added are listed in the Policies section.
   Policies are enabled by default. To disable a policy, clear the Enable check box against that policy.
   Against each policy a status is displayed under the Status column. This Status lets you know when the policy ran, and the documents it has fetched. This information is explained in the Viewing Scheduled Policy Status section below.

4. To disable a policy after it fetches a certain number of documents, type that desired number in the Disable policy when reaching a max of <text box> hits. By default, this value is set to 10000. The maximum value that can be configured in Enterprise Conduct for a queue is 1 million.

   Note

   The circuit breaker limit that is specified in Enterprise Conduct applies only to the Flag policies. Ignore policies by default have a circuit breaker upper limit set to 500000. This value is controlled by a server property. Contact Smarsh support to modify this value.

5. Select a Sampling Profile from the list of configured profiles. For information on configuring Sampling Profiles, see Configuring Sampling Profiles.

6. Select a Retention Period for the Queue from the drop-down as Day(s), Month(s), or Years(s). Setting a Retention Period will create a Conduct Retention policy for the queue. For more information on Conduct retention policy behavior, refer the Conduct Retention Policy section.

Conduct Queue Retention Period

A Conduct queue retention period is associated with every Queue configured in Conduct application, and has the following characteristics:

• The Conduct Queue retention period is set to 30 days by default.

• The Conduct Queue retention period for new queues can be set to any value from 0 to 9999999 days. For existing queues, this value can be changed to any non-zero value from 1 day to 9999999 days.

• There is a special connotation associated with setting zero as the Queue retention period. If the Queue retention period is set to zero, the document is retained as long as it is not marked as Closed in a Queue. Hence, zero days should not be used unless specifically required for this use case.

Manual Run of Conduct Policies

Enterprise Conduct also gives users the ability to perform a manual run of Policies(s) for historical data based on the selected time period. Important aspects of the Manual Run feature are:

• Manual Run requests at any given time, can be submitted for a cumulative maximum of 7 days across all queues. For example if Manual Run A is for 3 days and Manual Run B is for 3 days, Manual Run C for 2 days will not be allowed as the cumulative maximum of A + B + C (3 + 3 + 2 = 8) is more than the allowed 7 days.

• Once the existing or In-Progress Manual runs are completed, new Manual run requests can be submitted. This is to ensure better completion rates for the submitted Manual runs and thus improved traceability.

• The ability to perform manual run will only be possible for any of the following scenarios:

  • The user is the queue creator.

  • The user is the queue administrator.

  • The user's role has the Full Edit Access for all Queues permission enabled.

  • The RUN option will be greyed out for users who do meet the above criteria. In cases where the RUN option is not greyed the error "The user does not have the appropriate permissions to perform manual runs." will be displayed.

• The ability to view manual run status will only be possible for any of the following scenarios:

  • The user is the queue creator.

  • The user is the queue administrator.

  • The user's role has the Full Edit Access for all Queues permission enabled.

  • The user's role has the View Access for All Queues permission enabled.

• The manual run will not occur immediately, however will be prioritized based on the other scheduled policies, and other manual run operations that have been initiated.

• The status of Manual runs submitted will be displayed for a 7-day time period only. Any Manual runs that could not complete within this period may not be verifiable in the Status pane.

• The user can select from a list of Flag policies only that have been added. Ignore policies will not be listed here.

• Sampling profiles will not be considered for the Manual Run operation.

• On breaching the circuit breaker limit for any of the day-wise operations, the status will display a failed alert message.

To perform this operation ensure the desired policies have been enabled from the Policy workspace. To initiate this process.

1. Click RUN in the policies panel. The Manual Run dialogue appears.
   

   

2. To add the desired policies, select the checkbox to the left of the listed policies.

3. Select a Data Range to specify the time period for the historical data against which the selected policies will be run, from the following options:
   

   - Today

   - Yesterday

   - Past 7 days - the application will consider 7 days from the previous day. This is the default date range.

   - Custom Date - Allows you to set a start and end date for the historical data with a maximum range of 7 days only.

   Important

   • The Custom Data range will populate data by default for the last 90 days only. This is a configurable value. Contact Smarsh Support to have this configured.

   • To specify a search period of 24 hours, select the To date first and then the From date. For example to specify a search period for only July 05 2022, first select the To date as 05/07/2022 and then the From date as 05/07/2022.

4. Click Run to initiate the Manual Run operation. You will get a pop-up displaying the status of the request.

5. Click the Status option next to the Run option to view the complete status of the Manual Run policies as shown in the figure below. This window will display the status of the Manual Run policies split by day-wise count of documents. For example for a date range of July 05 - July 12. The policy run will be split into single day runs (05 - 6, 06 - 07, 07 - 08, 08 - 09, 09 - 10, 10 - 11, 11 - 12).
   

   

The policy Status window for the Manual Run policies will contain the following columns:

Manual Run Policy State Transitions

Manual Run policies will execute as explained below:

1. When a scheduled run is being executed, or is scheduled to run within the next 3 hours, then any Manual Run will remain in the AWAITING_FREE_SLOT state and will move to the next state only after the scheduled run is complete.

2. When a Manual Run is being executed, any subsequent Manual Run requests will move to the AWAITING_FREE_SLOT state until eligible to move to the next state.

3. Manual Run may also remain in the AWAITING_FREE_SLOT, until index entries have been created for the required dates.

4. When a Manual Run is eligible to execute, it moves to the SUBMIT_RUN_REQUEST state.

Manual Run for Gold Dataset

To perform Manual Run on documents that are part of the Gold Dataset cluster:

1. Select the Gold Dataset checkbox from the Manual Run window as shown below:
   

   

2. Select the appropriate date range based on when the Gold Dataset cluster was provisioned. You can determine the date of ingestion from the Ingestion Logs menu in the Archive Management tab, and searching by the desired Gold Dataset cluster. For more information on how to search, refer the Viewing Ingestion Logs by Cluster topic.

What is golddataset Cluster?

The golddataset cluster is an exclusive content source, that is setup from the Content Source section in the Archive Management tab. For more information creating a content source, refer the Configuring the Content Sources topic. A sample screenshot of a golddataset content source configuration page is shown below:

What are golddataset Cluster Limits?

The golddataset cluster will have the following size limts:

• The maximum allowed size of the golddataset cluster is 3 GB or 10000 documents.

• If the data ingested in the golddataset cluster grows to 3 GB or 10k documents, further ingestion is not allowed in this content source from Conduct.

• The Exclude from Conduct checkbox in the Content Source menu will be enabled automatically as shown below:
  

• Manual run that is triggered on Gold Dataset will continue to run on the existing or available data. The documents that have been ingested can still be searched using Archive Search, however will not be part of Conduct review and admin queues.

  Important

  If this restriction is overriden and the Exclude from Conduct checkbox is unchecked, this action is interpreted as a request to delete the existing Gold Dataset cluster documents and the following error message is displayed.
  

  Hence the existing Gold Dataset in Conduct is deleted, and will be recreated.

Viewing Scheduled Policy Status

The Status column in the Policies section shows you the current status of the scheduled policies. The following table describes the different statuses for a queue:

Table 14: Policy Status

Queue Entering a Circuit Breaker

Circuit Breakers are designed to limit the maximum number of documents that can be flagged/ignored by a policy for a given queue. The aim of circuit breakers is to prevent policies from unnecessarily flooding review queues, with a large number of documents. This in turn will protect the SLAs defined for Queue completion in the system.

Flag Policies: The circuit breaker limit for Flag policies is specified in Enterprise Conduct. Enterprise Conduct disables a policy when it enters a circuit breaker situation. A circuit breaker situation arises when the number of documents that a policy can fetch exceeds the maximum number of documents defined in the Disable policy when reaching a max of <text box> hits parameter. In this scenario, no documents are fetched by the policy, the policy gets disabled, and the status of the policy changes to Disabled by system, and an email notification is sent to the queue creator. For example, the criteria of a policy is such that it is able to fetch 5000 documents, but the parameter Disable policy when reaching a max of <text box> hits is set to 2000. In such a case, when the policy runs and exceeds the limit of 2000 documents, it enters a circuit breaker situation, and gets disabled.

Ignore Policies: The circuit breaker limit for Ignore policies is set to 500000 by default. This is controlled by a server property setting. If the documents being returned exceed the circuit breaker limit for Ignore policies, Enterprise Conduct will disable the Queue and issue an email notification to the user regarding the same.

Adding Sender/Recipient Information

Enterprise Conduct allows you to add a list of senders/recipients in the FROM and REPLYTO text boxes provided by clicking the icon. The information entered here will be auto-populated in the Notify Sender dialog when a user performs Conduct actions. You can add multiple email addresses in separate lines in the text box as shown in the following image.

Removing a Supervised Participant/Group from a Queue

To remove a supervised participant/group from a queue:

1. Click the Conduct tab in the Enterprise Archive UI.

2. Click Queues under Configure from the Conduct workspace. The Queues page appears, and the existing queues are listed.

3. Click a queue to select it, the selected queue appears.

4. Click the icon (delete icon) against the participant/group name to remove the participant/group.

5. The Remove Item(s) dialog appears, and displays the "Are you sure you want to remove selected items from the Participants/Groups list?" confirmation message.

   You can perform a bulk delete of Participants/Groups from the list by selecting the checkbox against each item or all the items, and clicking the Delete Selected button.

6. Click Yes. The participant is removed from the Supervised Participants/Groups list.

7. Click Save.

Removing a Reviewer from a Review Level

To remove a reviewer from a review level:

1. Click the Conduct tab in the Enterprise Archive UI.

2. Click Queues under Configure from the Conduct workspace. The Queues page appears, and the existing queues are listed in this page.

3. Click a queue to select it, the selected queue appears.

4. Click the icon (delete icon) against the reviewer's name to remove the reviewer.

5. The Remove Reviewer dialog appears, and displays the "Are you sure you want to remove <reviewer> from the reviewer list?" confirmation message.

   Note

   The <reviewer> mentioned in the message above is actually the name of the reviewer you have chosen to remove.

6. Click Yes. The reviewer is removed from the Reviewer list.

7. Click Save.

Removing a Policy from a Queue

To remove a policy from a queue:

1. Click the Conduct tab in the Enterprise Archive UI.

2. Click Queues under Configure from the Conduct workspace. The Queues page appears, and the existing queues are listed in this page.

3. Click a queue to select it, the selected queue appears.

4. Click the icon (delete icon) against the policy name to remove the policy.
   The Remove Policy dialog appears, and displays the "Are you sure you want to remove <policy_name> from the policies list?" confirmation message.

   Note

   The <policy_name> mentioned in the message above is actually the name of the policy that you have chosen to remove.

5. Click Yes. The policy is removed from the Queue.

6. Click Save. The modifications are saved to the queue.