Ipro Allegro 2013 Analyzer User Guide

Ipro Allegro 2013 Analyzer User Guide
Analyzer Guide
Allegro 2013
April 2013
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Notices
Disclaimer
Information in this document, including URLs and other references, is subject
to change without notice. Unless otherwise noted, any example companies,
organizations, products, domain names, e-mail addresses, logos, people, locations, and events depicted herein are fictitious and no association with any real
company, organization, product, domain name, e-mail address, logo, person,
location or event is intended or should be inferred. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights
under copyright, no part of this document may be reproduced, stored in or
introduced into a retrieval system or transmitted in any form or by any means
(electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Ipro Tech, Inc.
Ipro Tech, Inc. may have patents, patent applications, trademarks, copyrights
or other intellectual property rights covering subject matter in this document.
Except as expressly provided in any written license agreement from Ipro Tech,
Inc., the furnishing of this document does not give the reader any license to
these patents, trademarks, copyrights or other intellectual property. Every precaution has been taken in the preparation of this document however; Ipro Tech
does not assume responsibility for errors or omissions.
Trademarks and Product Notes
Ipro, the Ipro logo, and all of our product names are trademarks of Ipro Tech,
Inc. Other products and company names mentioned herein may be trademarks
of their respective companies and are used for editorial purposes and to the
benefit of the trademark owner with no intention of infringing upon that trademark.
Ipro Allegro utilizes the Oracle® Outside In Viewer and TIF6 filter. The software
is based in part on the work of the Independent JPEG Group.
Outside In Viewer © 1991, 2010, 2012 Oracle.
Copyright
© 2009-2013 Ipro Tech, Inc. All rights reserved.
Ipro Allegro 2013 Rev4.0/04.13
Published in the United States of America
Ipro Tech
6811 E. Mayo Blvd - Suite 350
Phoenix, AZ USA 85054
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Contents
1
Introducing Ipro Allegro™
Analyzer Desktop/Web
Overview ............................................................................1-1
In This Chapter .........................................................................1-3
Before You Begin using Ipro Allegro Analyzer ................................1-3
Ipro Allegro Components............................................................1-4
Ipro Allegro Workflow ................................................................1-4
Administrator Component......................................................1-4
Analyzer Component.............................................................1-4
Administrator Component......................................................1-5
Ipro Allegro Administrator Features .............................................1-5
Document Ingestion Simplicity ..........................................1-5
Ipro Allegro Analyzer Features ....................................................1-5
About this Guide .......................................................................1-5
Intended Audience ...............................................................1-6
In This Guide............................................................................1-6
Related Documents ..............................................................1-6
Document Conventions .........................................................1-7
Enterprise Support ....................................................................1-8
Before Calling ......................................................................1-8
2
Getting Started with Ipro
Allegro Analyzer
In This Chapter .........................................................................2-1
Starting the Ipro Allegro Analyzer and Logging In .....................2-1
Selecting a Different Case ..........................................................2-7
Changing the Password .........................................................2-8
Signing In as a Different User ................................................2-8
Exiting Ipro Allegro™ Analyzer ...............................................2-9
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IPRO Allegro
Meet the Ipro Allegro Interface ...................................................2-9
Using the Analyzer Menu .......................................................2-9
Visualizations View ............................................................. 2-10
Documents View ................................................................ 2-13
Reports View ..................................................................... 2-15
3
Working with the Documents
View
In This Chapter .........................................................................3-1
Working with the Documents View...............................................3-2
Hide a slideout panel ............................................................3-2
Show a slideout panel ...........................................................3-3
Resizing slideout panels ........................................................3-3
Using the Alignment Markers .................................................3-4
Resetting the Default Layout..................................................3-4
Changing the Background Display...........................................3-5
Changing Transition Animation ...............................................3-5
Using the Context Menu ........................................................3-5
Navigating through the Documents Set ........................................3-7
Viewing the Metadata ...........................................................3-9
Viewing the Extracted Text .................................................. 3-10
Launching Documents in Native Application ........................... 3-10
Viewing the Document Relationships ..................................... 3-12
Working with Tags in the Documents View ............................. 3-18
Applying Tags from the Tags Panel .................................. 3-20
Applying User Tags to Documents from the Context Menu...3-21
Viewing the Document’s Tag Description .......................... 3-22
Removing Tags from a Document .................................... 3-22
Including or Excluding Duplicates when Tagging ................ 3-23
Filtering Data.......................................................................... 3-23
About the Filter Types ......................................................... 3-24
Showing Parent/Child Relationships in the Filtered Set............. 3-26
Viewing Filter Types and their Categories for the Data Set ....... 3-28
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Sorting Criteria ............................................................. 3-29
Filtering by Filter Types and their Categories .......................... 3-29
Filtering by Keyword Searches ............................................. 3-32
Filtering by Metadata .......................................................... 3-36
Adding Conditions ......................................................... 3-37
Searching for One Value Across Multiple Fields .................. 3-41
Modifying Existing Conditions .......................................... 3-42
Deleting Conditions ....................................................... 3-43
Changing the Operators for the Conditions........................3-44
Additional Metadata Information........................................... 3-46
Consolidated Email Fields ............................................... 3-46
Condition Operators....................................................... 3-47
Using Wildcards ............................................................ 3-47
Numeric Field Types - In Action....................................... 3-48
Filtering by Tags................................................................. 3-49
Resetting Filters ............................................................ 3-51
Using Boolean Operators ................................................ 3-51
Searching Filters ..................................................................... 3-51
Adjusting Filter Counts........................................................ 3-56
Creating Filter Sets.................................................................. 3-58
Basic Filtering .................................................................... 3-58
Advanced Filtering..............................................................3-59
Creating Parent Rules .................................................... 3-61
Creating Child Rules - Search-In-Results Rule ................... 3-62
Parent Child Filter Example ............................................. 3-64
Using Include Rules vs Exclude Rules ............................... 3-65
Retrieve Family and Rule Types....................................... 3-66
How Ipro Allegro Determines Duplicates ........................... 3-66
De-duplication Levels..................................................... 3-67
Selecting a De-duplication Level ...................................... 3-69
Enabling NIST/Hash Matching .........................................3-69
Selecting Non-Indexed Files by Rule (Ingestion Rules)
for Filtering ............................................................... 3-70
Deleting a Rule .................................................................. 3-70
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IPRO Allegro
4
Working with the
Visualizations View
In This Chapter .........................................................................4-1
Working with the Visualizations View............................................4-1
Using the View Options Panel ............................................... 4-11
Filtering Data using the Visualizations Charts ......................... 4-12
Revert Changes from Last Applied Rule ............................ 4-13
Applying Tags using the Visualizations Charts ......................... 4-14
Using the Timeline Graph .................................................... 4-16
Selecting a Date Range using the Date Picker.................... 4-17
Selecting a Date Range using the Timeline Graph
Selection Window ....................................................... 4-18
Filtering by Date Range.................................................. 4-20
Filtering by Keywords in the Visualizations View ..................... 4-21
Filtering by Metadata in the Visualizations View ...................... 4-27
Adding Conditions ......................................................... 4-27
Searching for One Value Across Multiple Fields .................. 4-31
Modifying Existing Conditions .......................................... 4-32
Deleting Conditions ....................................................... 4-33
Changing the Operators for the Conditions........................4-34
Additional Metadata Information........................................... 4-36
Consolidated Email Fields ............................................... 4-36
Condition Operators....................................................... 4-37
Using Wildcards ............................................................ 4-37
Numeric Field Types - In Action....................................... 4-38
Managing Conditions in the Documents View..................... 4-39
Working with Basic or Advanced Filter Sets ................................. 4-40
Saving Filter Sets as Snapshots............................................ 4-40
Exporting a Saved Filter Set ................................................ 4-41
Duplicating a Saved Snapshot or Filter Set............................. 4-43
Closing Filter Sets or Snapshots ........................................... 4-43
Opening Saved Snapshots ................................................... 4-43
Deleting Saved Snapshots ................................................... 4-44
Filtering Grid Columns ........................................................ 4-45
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5
Working with Reports
In This Chapter .........................................................................5-1
Running Reports .......................................................................5-1
Summary Reports ................................................................5-1
Detail Reports......................................................................5-3
Choosing a Report ...........................................................5-4
Working with the Report Tabs ...........................................5-7
Using the Report Toolbar ..................................................5-7
Appendix A
Metadata Fields
Appendix B Ingestion Manager Utility
Reconfiguring the Services ...................................................
Stopping and Starting Service Instances.................................
Uninstalling the Service Instances .........................................
About the Service Instance Subdirectories ..............................
Updating Binaries (.DLLs) .....................................................
Command Line.........................................................................
Installation .........................................................................
Uninstall ............................................................................
Utility Command Line Options ...............................................
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B-4
B-4
B-5
B-6
B-7
B-7
B-7
B-7
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Introducing Ipro
Allegro™ Analyzer
Desktop/Web
Overview
Ipro AllegroTM is an early case assessment tool that provides law firms, corporate counsel, federal agencies, and service providers with early insight into the
size, scope, and composition of data collections, empowering users to make
informed case decisions before moving to the costly stages of e-discovery processing and review.
Ipro Allegro is case based for reporting and exporting of data. It is designed to
quickly identify items that need to be moved forward into the review or production process. The culling process uses search terms and metadata filters in
real time and is interactive. Culled items can then be exported out directly to
ASCII/XML/PST/NSF or right into Ipro eCapture or Ipro Eclipse for extended
metadata extraction and TIFFing.
It uses high speed distributed indexing (at ingestion time), supports multiple
languages, and quickly identifies items that need to be moved forward through
a report driven interface. De-duplication is done at the Case level and is performed by the ingestion service prior to culling.
Ipro Allegro will interface with database servers such as SQL Server and other
application servers that serve application files for network client access. It
allows for the optional use of the NIST national database and custom hash lists
for de-duplication.
Starting with version 2.0, user, group, and role based privileges can be setup
for case access.
New in version 2.1, an Ingestion Manager Utility is included to allow the ease
of stopping, starting, installing, and uninstalling several service instances from
the worker machine.
The Ipro Allegro Analyzer Web version is available starting with version 2.2.
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Chapter 1, Introducing Ipro Allegro™ Analyzer Desktop/Web
New in version 3.0: A Tag Panel was added that displays the tags per tag category and indicates tags that exist for the selected document. Tags can be
applied to a document through the Tag Panel. The new Relationships panel
contains three sub-panels: Conversation, Hierarchy, and Duplicates for a quick
view of a document’s relationships.
New in version 3.1: A Visualizations view was added to allow filtering via Pie
Charts or Bar Charts as well as giving a visual depiction of filtering via the Filters Panel. Reporting is now available directly from the Analyzer. When the
application is launched the Visualizations panel appears with separate filter
tabs.
New in version 3.2: A transition interface was added to allow easy access to
Reports, Visualizations, and Documents with a single click. When a Case is
opened, the Visualizations view appears (full screen) showing the Custodians
for the Case and the other filter types collapsed on the right side. A timeline
graph located at the top of the Visualizations view depicts the date range for
Case when initially opened and shows the distribution of documents within the
Case. Filtering can be done on a selected date range using the timeline graph.
In the Documents view, the Relationships panel and the Documents Tags
panel default to visible instead of hidden. The Reports view is for Reports only
and displays in a full screen environment allowing easier viewing of report
data.
New in version 3.3: Search speeds were improved, case level default settings
for the Ipro Analyzer, stability improvements to ingestion, and the ability to
create collections in a batch.
New in version 3.4: Integration with Relativity, Requeue Merge/Optimization
errors, edoc Metadata retrieval, de-duplication levels for reports, export field
management (group fields, user-defined fields, field labels), and Lotus Notes native RTF support. The Visualizations view opens with the Timeline graph now
at the top and the Custodians panel expanded to better reflect the workflow.
New in 2013: A new look and feel for consistency with the rest of the Ipro
Enterprise, ingestion of forensic images (including E01, L01, and DMG formats), and improved integration with Ipro eCapture. The Timeline graph can
be positioned at either the top or bottom of the interface. The Document
Details panel was renamed to Metadata. The Document Body panel was
renamed to Extracted Text and placed beneath the Documents tab. In the
Relationships panel, the category display order changed to Duplicates, Family
(formerly Hierarchy), and Conversations.
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In This Chapter
In This Chapter
Section
Page
Before You Begin using Ipro Allegro Analyzer
1-3
Ipro Allegro Components
1-4
Ipro Allegro Workflow
1-4
Ipro Allegro Administrator Features
1-5
Ipro Allegro Analyzer Features
1-5
About this Guide
1-5
Intended Audience
1-6
In This Guide
1-6
Related Documents
1-6
Document Conventions
1-7
Enterprise Support
1-8
Before You Begin using Ipro Allegro
Analyzer
Refer to the Ipro Allegro Installation and Setup Guide to install and setup Ipro
Allegro. See the Ipro Allegro Web Version Installation and Setup Guide for the
web based version of the Analyzer.
Once data is ingested for a Case in the Ipro Allegro Administrator, the data is
ready for filtering in the Ipro Allegro Analyzer.
Login credentials are required to access Ipro Allegro Administrator and Ipro
Allegro Analyzer. See Chapter 2, Getting Started with Ipro Allegro Analyzer
and the section Starting the Ipro Allegro Analyzer and Logging In on page 2-1
for information.
Security privileges for users, groups, and roles, are configured through the
Ipro Allegro Administrator.
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Ipro Allegro Components
The Administrator component is used for:
•
•
•
•
•
Security: Set up Users, Groups, and Roles for Case access.
Organizing Data: Set up Clients, Cases, Collections, Custodians, and
Containers.
Ingesting: Indexes, de-duplicates, and extracts pertinent metadata for
culling.
Reporting: Run File, Custodian, Duplicate, and Error Summary reports.
Exporting: Export saved filter sets, filtered Case data from Ipro Allegro
Analyzer, using the Wizard interface. Output targets include Delimited
text, direct to Ipro eCapture, Ipro Eclipse, and to disk with load file.
The Analyzer component is used for:
•
•
•
filtering ingested data for later export in Ipro Allegro Administrator
filtering (basic and advanced)
applying rules
Ipro Allegro Workflow
Administrator Component
•
•
•
•
•
Set up Users, Groups, and Roles for Case access
Create Clients, Cases, Collections, Custodians, and Containers.
Set Case options - indexing, hash, etc.
Start jobs for ingestion
Review Reports for completed jobs
Analyzer Component
•
•
•
•
1-4
Load Case
Filter Data
De-dupe across Case, Collection, Custodian, or None.
Save Filter Sets for Exporting
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Ipro Allegro Administrator Features
Administrator Component
•
•
Create Export Jobs from ingested jobs or saved filter sets.
Start Export Job.
Ipro Allegro Administrator Features
Document Ingestion Simplicity
Case data is ingested through the Ipro Allegro Administrator. Administrators
can easily:
•
•
Set up Clients, Cases, Collections, Custodians/Containers
Navigate through Clients
•
•
•
•
•
•
Auto generate Custodians/Containers for a Collection
Set up Custodians and Containers individually
Start or Pause a Collection
Filter via Status, Client Name, Case Name, and Collection Name
View Details for each Container and filter by Container or Worker Name
Set up User, Group, and Role privileges for Case access
Ipro Allegro Analyzer Features
Easily cull a data set by selecting specific metadata filters that include file
types, domains, e-mails, custodians, collections, dates, languages, and Keywords.
De-duplicate at the Case, Collection, Custodian levels, or None.
The filtered sets can be viewed two ways: indexed or detailed.
Save the filtered set for exporting and review.
About this Guide
This guide assumes that Ipro Allegro is properly installed and configured. In
addition, all the Case information is organized on hard drives, laptops, or other
media for ingestion by the Ipro Allegro Administrator.
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Intended Audience
This document is intended for law firms, corporate counsel, and service providers who will use Ipro Allegro to ingest, filter, and export case data prior to ediscovery processing and review.
Users are expected to have basic knowledge and understanding of:
•
•
•
•
The legal industry and discovery process.
Your organization and how Ipro Allegro will be used within it.
Windows administrative functions; areas such as networks, client-server
issues, and Windows Active Directory, as they pertain to your organization.
SQL Databases. The requisite SQL knowledge and skills are required.
In This Guide
In addition to this introduction, the following chapters contain the information
needed to administer all aspects of Ipro Allegro:
Chapter 2, Getting Started with Ipro Allegro Analyzer describes how to open a
case, use the metadata filters, filter the case data, use filter states, save filter
sets, perform advanced filtering, view records, etc.
Chapter 3, Working with the Documents View describes how to work with the
various filter categories, document tags, document relationships, and metadata in the Documents view.
Chapter 4, Working with the Visualizations View describes how to work with
the bar charts and pie charts, filter data, and assign tags in the Visualizations
view.
Chapter 5, Working with Reports describes running summary or detail reports.
Appendix A, Metadata Fields lists the currently (for this version of Ipro Allegro)
supported metadata fields for the data load files.
Appendix B, Ingestion Manager Utility describes the Ingestion Manager Utility
and the command line interface for the System Administrator.
Related Documents
•
1-6
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In This Guide
•
•
•
•
•
•
•
•
•
•
•
Ipro Allegro Web Analyzer Installation Guide
Ipro Allegro System Requirements Document
Ipro Enterprise System Requirements Document
Ipro Allegro Database Update Utility Guide (updating previous databases
for compatibility with the current version of Ipro Allegro)
Ipro Allegro Installation Guide
Ipro Allegro Upgrade Guide
Ipro Allegro Supported File Types
Ipro Allegro DBDiagram (Schema) for Case
Ipro Allegro DBDiagram (Schema) for Config
Ipro Allegro Quick Reference Guide
Release Notes
Additional information may be obtained by visiting www.iprotech.com.
Document Conventions
The following conventions are used throughout the Ipro Allegro documentation:
Bold text indicates keyboard input, a mouse selection, or a menu selection.
Indicates useful information that supplements or emphasizes important points in the surrounding text. This information might apply only
to certain circumstances.
Indicates critical information that should be read before continuing.
Alternate mouse button refers to the secondary button on the mouse. Where
right-click is referenced, substitute with left-click for left-hand mouse configuration.
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Enterprise Support
If questions arise about Ipro Allegro and the answers cannot be found in the
provided product documentation, please contact:
Within Arizona: 602-324-4776
Corporate Office: 877-324-4776
Fax: 602-324-4784
E-mail: [email protected]
Web site: http://www.iprotech.com
Note: For questions about Microsoft SQL Server, contact Microsoft at
www.microsoft.com.
Ipro Tech Team Support hours are from 7:00 a.m. to 5:00 p.m. Arizona Time
(GMT -7:00) Monday through Friday
Ipro Tech General Support hours are from 5:00 a.m. to 5:00 p.m. Arizona
Time (GMT -7:00) Monday through Friday**
**Extended support hours for UK and AU
Before Calling
In order to assist the representative in processing your call efficiently and
accurately, please have the following information available before placing the
call:
Item
Details
Activity number
The activity number you were given during your initial
contact with Ipro Tech Enterprise Support. If this is
your initial contact, you will receive an activity number. The activity number helps to expedite your call.
Company information
Your company name, contact name, and phone number
with area code.
Ipro Allegro product information
Ipro Allegro product component (Analyzer)
Access the Case menu and choose Help > About Ipro
Allegro Analyzer.
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Enterprise Support
Item
Details
System details
Operating system and service pack number if applicable.
Problem description
Exactly what you were doing at the time the error
occurred.
A summary of the steps you followed.
Error messages/
logs
•
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Error messages and/or error log files. See the
Ipro Allegro Installation Guide for details on
accessing the .LOG files.
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Getting Started with Ipro
Allegro Analyzer
The Ipro Allegro Analyzer allows for interactive, real time culling of the case
data using search terms, metadata filters, and advanced searching tied to individual rules. Run Ipro Allegro Analyzer from the desktop or from a Web
Browser such as Internet Explorer.
In This Chapter
Section
Page
Starting the Ipro Allegro Analyzer and Logging In
2-1
Selecting a Different Case
2-7
Changing the Password
2-8
Signing In as a Different User
2-8
Selecting a Different Case
2-7
Meet the Ipro Allegro Interface
2-9
Using the Analyzer Menu
2-9
Visualizations View
2-10
Documents View
2-13
Reports View
2-15
Starting the Ipro Allegro Analyzer and Logging In
Only jobs that have completed ingestion in the Ipro Allegro Administrator will be available for filtering in the Ipro Allegro Analyzer.
1.
Do one of the following:
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•
•
Double-click the
on the desktop. The Sign In dialog
appears. Proceed to step 2.
From a web browser, enter the address in the browser URL field.
The first time the application is launched, it is necessary to install
the software publisher Certificate. The Analyzer Web page contains
instructions about installing the Certificate. After the Certificate is
installed, the Analyzer Web page contains instructions about signing in. When the Sign In button is clicked, the Sign In dialog
appears. Proceed to step 2.
2.
Enter a User Name and Password (case sensitive) in the Sign In dialog.
3.
Click
•
. One of the following happens:
The Ipro Allegro Analyzer opens and displays the Cases (for all Clients) by default in Tile format. Up to five recently accessed Cases
per User will display in the Recent pane. In the following figure,
two Cases appear under Recent. One is pinned.
To collapse the Case tiles and view only the Client names, click
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In This Chapter
. To view the Case list, click
Proceed to step 4.
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Chapter 2, Getting Started with Ipro Allegro Analyzer
•
The Change Password dialog appears for Users who login for the
first time and are set up for force password change by the Administrator.
Enter the password assigned by the Administrator. The password is
case sensitive. Enter a new password. Repeat the password in the
confirm password field. This new password will be used to login for
subsequent sessions. Click
. The Ipro Allegro Analyzer opens and displays the Open Case dialog. Proceed to step 4.
4.
From the Open Case dialog, do any of the following:
•
Begin to enter the name of the Case, the Client, or the Matter ID in
the Search box above the Tiles to narrow the list. To narrow down
to a single Case, Client, or Matter ID, enter the entire Case, Client,
or Matter ID. Click the resultant Tile to display its details on the
right side of the Interface.
Up to five Cases may be pinned in the Recent pane. Pinned Cases
display alphabetically, followed by the most recent Cases ranked
by activity. To pin a Case, position the mouse pointer on the Case
name. The pin appears to the left of the Case name. Click the pin.
Double-click the Case in the Recent pane to open it.
Proceed to step 5.
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•
Click a Case tile. The selected Case with its details appears on the
right side of the Interface as shown in the following figure.
Case Details include:
•
•
•
•
•
•
Number of Custodians
Number of Domains
Number of Emails
Number of Languages
Number of Emails
Percentage of De-duplication: This is calculated as the percentage
of documents that are duplicates, based on the total document
count in the Case and the selected de-duplication level indicated
under Case Options:Analyzer Settings tab in the Ipro Allegro
Administrator.
Note: Only Cases with one or more completed Jobs are available for
selection and appear in the list. Proceed to step 5.
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Chapter 2, Getting Started with Ipro Allegro Analyzer
5.
Click
to open the selected Case. The Visualizations view appears.
The Case does not load when initially opened. See the section Documents View on page 2-13 for information on loading Case data.
6.
Proceed to the section Meet the Ipro Allegro Interface on page 2-9.
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Selecting a Different Case
Selecting a Different Case
A different Case can be selected by clicking
(this is the current
Case Name and displays in the upper left corner of the Ipro Allegro™ Analyzer
interface) and choosing Open Case. From the Open Case screen, click the
Case tile from the center panel. The selected Case appears on the right side
containing details as shown in the following figure:
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Chapter 2, Getting Started with Ipro Allegro Analyzer
Click
. The previously opened Case closes.
Click
to transition to the Documents view.
From the Filters panel, click
to load the documents for the Case.
Changing the Password
The password can be changed after logging in to a session.
1.
Click
(this is the currently logged in User) and choose
Change Password. The Change Password dialog appears.
2.
Enter the password used to initially log in to the session. The password
is case sensitive. Enter a new password. Repeat the password in the
confirm password field. This new password will be used to login for subsequent sessions.
3.
Click
.
Signing In as a Different User
It is not necessary to exit the application in order to sign in as a different user.
The user must have the appropriate security to access the application.
1.
2-8
Click
and click Sign Out. The Sign In dialog appears.
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Meet the Ipro Allegro Interface
2.
Enter the login credentials. The password is case sensitive.
Exiting Ipro Allegro™ Analyzer
Click
and choose Exit.
Meet the Ipro Allegro Interface
Three main views are available:
•
•
•
Visualizations
Documents
Reports
Click the Transition button located at the bottom of the interface to transition
to a different view. These buttons remain static (persistent) regardless of current view. Filter tabs can be accessed regardless of current view. When any
one of the view buttons has focus, tapping the space bar will transition to
another view.
Using the Analyzer Menu
The Analyzer menu
•
•
•
•
•
•
•
•
•
is used to:
open cases
open snapshots
save snapshots
delete snapshots
reset the window layout
reset the background (display/hide)
set transition animation (enable/disable)
access the Ipro Allegro Help file
access the Ipro Allegro About dialog.
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Visualizations View
When the Ipro Allegro Analyzer is initially launched, the Visualizations view
appears. (Click
to transition to the Visualizations view.) The Visualizations view initially depicts the Custodians for the case in a Bar Chart.
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To view all filters at a glance in either pie chart or bar chart format, click
in the upper right corner of the Custodians title bar.
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Click
to maximize a filter panel. The panel appears in the center of the
Visualizations view and
changes to
. The other panels close and
appear along the right side as shown here.
Key words and Metadata filters are located along the left side for the convenience of filtering on these types and combining them with other filters without
having to leave the Visualizations view.
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Documents View
Click
to transition to the Documents view.
The Documents view contains numerous panels that can be hidden or made
visible. To view the Metadata for the currently selected document in the Documents panel, click the Metadata tab located in the bottom right corner of the
Documents view.
From the Filters panel, click
when initially opened.
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to load the documents for the Case
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Filter Set n tab: Alternately clicking a filter set tab displays a menu where new
filter sets can be created (basic or advanced), duplicated, saved, or closed.
Advanced Filter Sets invoke the Rules panel. From the Rules panel:
•
•
•
•
Expanded or collapse rules
Create new rule and name
Create new Search-in-Results rule and name
Exclude rule option
Filters panel:
•
•
•
•
•
•
Context menu with Export Filter Rules, Sort options (name or count),
and Search Filters
Filter types (File Types, Domains, E-mails, Custodians, Collections,
Dates, Languages, Keywords, Metadata, and Tags)
Apply button - used to apply the filtering criteria
Reset button - used to reset the filtering criteria to the default setting
(everything is selected)
Total Documents and Total MB
View Options Panel - Retrieve Family, De-duplication, NIST/Hash
Matches, and Ingestion Rules
Documents panel - Contains a documents navigation toolbar and displays 20
documents per page
Extracted Text - contains the contents of the selected document in the Documents panel.
Document Tags - contains separate panels; System, User Tags, and SessionWide Tag Options
Relationships: Presents the relationships for the selected document in the Documents panel. Relationships include Duplicates, Family, and Conversations.
Metadata - contains the metadata field name and its corresponding value. For
example, the Size field displays the size of the current document in KB, MB, or
GB, e.g. 3.07KB. By default, empty fields are not shown. To display empty
fields, alternate click the Filter Set tab to display the context menu. Choose
Display Options > Metadata > Show Empty Fields. To hide the empty fields,
alternate click the Filter Set tab to display the context menu. Choose Display
Options > Metadata > Hide Empty Fields.
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Status Bar: shows messages such as Ready, Updating filters, Loading documents, etc., the Transition View buttons, and the Case Details: Total Documents.
Reports View
Click
to transition to the Reports view.
Various reports can be run from this view. See Chapter 5, Working with
Reports for report descriptions and using the Report wizard.
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Working with the
Documents View
The various panels in the Documents view can be floated, docked, or hidden.
The Alignment markers that appear in the workspace while a panel is dragged
assist with docking the panel to a specific location.
In This Chapter
Section
Working with the Documents View
Page
3-2
Hide a slideout panel
3-2
Show a slideout panel
3-3
Resizing slideout panels
3-3
Using the Alignment Markers
3-4
Resetting the Default Layout
3-4
Changing the Background Display
3-5
Changing Transition Animation
3-5
Using the Context Menu
3-5
Navigating through the Documents Set
3-7
Viewing the Metadata
3-9
Viewing the Extracted Text
3-10
Launching Documents in Native Application
3-10
Viewing the Document Relationships
3-12
Viewing the Document Relationships
3-12
Working with Tags in the Documents View
3-18
Filtering Data
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Chapter 3, Working with the Documents View
Section
About the Filter Types
Page
3-24
Showing Parent/Child Relationships in the Filtered Set
3-26
Viewing Filter Types and their Categories for the Data Set
3-28
Filtering by Filter Types and their Categories
3-29
Filtering by Keyword Searches
3-32
Filtering by Metadata
3-36
Filtering by Tags
3-49
Searching Filters
3-51
Adjusting Filter Counts
3-56
Creating Filter Sets
3-58
Basic Filtering
3-58
Advanced Filtering
3-59
Deleting a Rule
3-70
Working with the Documents View
Click
to transition to the Documents view.
Hide a slideout panel
To hide a slideout panel, click the Auto-Hide pin icon as shown in the following figure:
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Working with the Documents View
The hidden panel appears as shown in the following figure:
Show a slideout panel
Click the tab of interest (for example, Filters as shown in the previous figure)
to open it and click
to “pin” the panel in place.
Resizing slideout panels
The different panels in the workspace can be resized to allow more or less
space for other panels.
To resize a left or right slideout panel:
1.
Position the mouse pointer over the edge of the slideout panel to be
resized until the pointer changes to
2.
.
Drag the panel boundary to the desired size.
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Chapter 3, Working with the Documents View
Using the Alignment Markers
The alignment
marker, shown
in the figure to
the right, is
used to indicate
the regions in
which the Ipro
Allegro components can be
repositioned.
When you point,
click, and drag a
panel in the Ipro Allegro workspace, the marker moves along with the panel.
The appearance of the alignment marker is affected by the location of the
panel as it is being dragged around the workspace. In addition, selected areas
of the alignment marker highlight as the mouse pointer is placed over the different triangles or the center circle.
To become familiar with the alignment marker, point, click, and drag a panel in
the Documents view around the workspace. When the panel’s title bar is
placed over a specific triangle, that section of the workspace highlights. When
the panel is in the desired location, release the mouse button. The panel is
docked to the new location.
Resetting the Default Layout
This option does not apply to the transition animation or the Report
view.
In the Documents view, the tabs and panels are reset. The layout of the current Filter Set tab will be reset.
In the Visualizations view, the chart layout is reset to default layout. The timeline graph is reset to the full date range.
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Working with the Documents View
To restore the background display, click
and choose Window
Layout > Reset Layout. The interface is restored to the default setting.
Changing the Background Display
A background image is displayed by default.
To remove the background display, click
and choose Window
Layout > Background. If the image was present, it is removed. If the image
was not present, it reappears.
Changing Transition Animation
The current animation transition is based on the setting under Case
Options:Analyzer Settings in the Ipro Allegro Administrator. The default setting
is Off. If this setting was not changed for the Case, the animation will not
occur when switching between the different views: Visualization, Documents,
and Reports.
To change the transition animation, click
Layout > Enable/Disable Animation. This
and choose Window
Using the Context Menu
Different context menus appear based on the view. For the Documents view,
alternate click on a panel’s title bar, to display the following context menu:
Through this menu, panels can be floated, docked, tabbed, or hidden.
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Chapter 3, Working with the Documents View
Tabbed items (Documents) can be floated. Point, click, and drag the tab to the
desired location and release the mouse button. (This does not apply to the Filter Set tab that is part of the Filters panel.)
For the Visualizations view, alternate clicking a bar or pie slice displays the following context menu:
See Chapter 4, Working with the Visualizations View and the section Filtering
Data using the Visualizations Charts on page 4-12 for information about the
context menu options. For tagging, see the section Applying Tags using the
Visualizations Charts on page 4-14.
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Navigating through the Documents Set
Navigating through the Documents
Set
Click
to transition to the Documents view. The Documents panel
contains a Navigation toolbar at the bottom and the documents as shown in
the following figure:
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Chapter 3, Working with the Documents View
By default, 20 documents display per page. To navigate through the documents in a Case, use the Navigation toolbar, located in the Documents panel,
as shown here:
Click
To
move to the first page in the documents set
move to the last page in the documents set
move to the previous page in the documents set
move to the next page in the documents set
Enter a page number in
page.
3-8
and click
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Navigating through the Documents Set
Viewing the Metadata
Click
to transition to the Documents view. Click the Metadata tab
located in the bottom right corner of the Documents view. The Metadata panel
shows metadata, extracted, OCR Confidence Level, and system field names for
the currently selected document in the Documents panel.
By default, empty fields are not shown. To display empty fields, alternate click
the Filters tab to display the context menu. Choose Display Options > Metadata > Show Empty Fields. To hide the empty fields, alternate click the Filter
Set tab to display the context menu. Choose Display Options > Metadata >
Hide Empty Fields.
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Note: For PDF files, the OCR Confidence Level only reflects those pages that
were actually OCRed. This field is available for export.
The Languages metadata field displays the percentage for each language in
the document.
Viewing the Extracted Text
Click
to transition to the Documents view. The Extracted Text tab
is located beneath the Documents panel and displays the content of the
selected document in the Documents panel.
Launching Documents in Native Application
Documents can be launched in the native application provided the native application is installed on the same machine running Ipro Allegro™ Analyzer.
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Navigating through the Documents Set
1.
From the Documents panel, click the filename hyperlink of the document
to launch in the native application. The native application opens.
Close the native application after viewing file.
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Chapter 3, Working with the Documents View
Viewing the Document Relationships
Click
to transition to the Documents view. Typically, documents
and/or emails exist within a chain of other related documents. For example, a
PDF file may be related to an email because it was sent as an attachment in
that email. Another example would be a newly created email that was sent
from the original author to a single recipient with an attachment. The recipient
replied to the sender cc’d several other individuals, and added a different
attachment. From this point one or more of the recipients may decided to
reply and include more attachments, and so on.
The Relationships in Ipro Allegro™ Analyzer clearly show the parent/child relationship family for a selected document in the Documents panel. After filtering,
the Relationships panel is used to ascertain if the document was an attachment to an email, a loose file, etc.
Starting with version 3.2, if a document has a tag, a tag icon is displayed with
the document as shown in the following figure:
Place the mouse pointer on the tag icon to display the assigned tag(s).
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To view the relationships of a selected document (target item) in the Documents panel, click the Relationships tab located in the bottom right corner of
the Documents view.
Each sub-panel in the Relationships panel can be collapsed or expanded. The
three sub-panels are:
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•
Duplicates - Displays the duplicates of the target item in the Documents
panel grouped by Custodian. The total number of documents per Custodian is displayed in parenthesis next to the Custodian. All duplicates are
shown even if they do not match the search criteria.
The original is boldface while duplicates are not boldface.
•
•
3-14
To view the duplicate location tooltip, place the mouse pointer over the
duplicate or click the hyperlink to open the Detail window. Expand the
Location panel to view the path for the duplicate.
Hierarchy - Displays the family items of the selected item in the Documents panel. All family items are shown; at all levels, including NIST/
Hash matches and duplicates even if they do not meet the search criteria. The following figure shows the hierarchy of the e-mail (Subject: Latest Information on April EES Items) and the attachments (04-18.xls, 0419.xls, ATTKW6RD.dat, EES April Dailies.xls, and Variances 4-21.xls).
By moving the mouse pointer on an item, the name becomes a hyperlink. Click the hyperlink to open the Detail window. For items with a tag,
place the mouse pointer on the tag to display the tag information in a
tooltip.
Conversations - Displays the conversation thread of the selected email
(target item) in the Documents panel. It will show all the e-mails that
belong to the same thread, regardless of whether or not they meet
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Navigating through the Documents Set
search criteria. This is true for both an e-mail or an e-mail’s attachment.
In most cases, the top level in the thread displays an envelope
icon
followed by a label name. This envelope icon is representative of the
subject line. For e-mail items, the label is the subject line in the e-mail.
Replies/forwards are generally depicted as children in the thread and are
indicated by these icons respectively
icon
or the reply
/
. In some cases, the forward
icon will be in the top level of the thread.
When the sender is not known, it displays: Missing Source Email (n
items). For loose files (not part of an e-mail), the Conversations subpanel will display No items.
By moving the mouse pointer on a thread item, the name becomes a
hyperlink and a tooltip appears indicating whom the sender sent the email to as well as CC names, if applicable.
When the hyperlink is clicked, a Detail window opens. The Detail window
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title bar displays the name of the clicked hyperlink.
This detail window is divided into two sections: document contents and
document location.
The document contents will differ based on the document type. The previous figure shows detail for Outlook e-mail with field labels that are
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Navigating through the Documents Set
related to an e-mail. For other document types (Word, Excel, PowerPoint, PDFs, etc.) the detail window would show:
The filename is a hyperlink. When the hyperlink is clicked, the native
application launches provided it is installed on the machine running Ipro
Allegro Analyzer. (Note: if the Native File Size setting in the Admin Case
Options Analyzer Settings was set to 0, then the link is disabled.) The
lower left corner of the Ipro Allegro Analyzer interface (Status Bar) display Downloading document... when the filename hyperlink is clicked.
When the Detail window is initially opened, the location portion of the
detail window is collapsed. Click the Location bar to display the location
hierarchy. The following figure shows an example of an e-mail’s location
in a hierarchical format.
In the previous figure, the target item is a Excel document which is an
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attachment to an e-mail located in the Inbox for Kate Symes. The subject of the e-mail (Latest Information on April EES Items) is in boldface
and italics. Sibling items, if they exist for the target item, will be shown.
Working with Tags in the Documents View
Tags can be applied in the Visualizations view. See Chapter 4, Working
with the Visualizations View and the section Applying Tags using the
Visualizations Charts on page 4-14 for procedures.
Click
to transition to the Documents view.
System tags are pre-defined by the system and exist for each Case. User category and user tags are created in the Ipro Allegro Administrator on a Case by
Case basis. See the Ipro Allegro Administrator Guide for information about creating tags.
When tags are applied to a document, they can then be used as a filter item.
More than one tag may be applied per document. Tags may already exist for
documents when the Case collection is loaded because tags were included in
one or more ingestion rules prior to ingesting the data. Tags may be applied
from the Document Tags panel or from the context menu; accessed by alternate clicking the document in the Documents panel.
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One or more User Tags and/or System Tags may be applied to a document.
When Ipro Allegro is opened, the Document Tags panel is visible in the Documents view.
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System Tags
•
•
•
Exceptions - Index Failure applies for documents that fail to be indexed.
OCR Required applies to a document that has no extractable text or is a
known image file type. Password Protected applies to documents that
are password protected. Unextractable File applies to documents that
could not be extracted.
Miscellaneous - File Type/Extension Mismatch applies if a document’s file
type and its extension do not match. This may occur because file types
that have known extensions in the database may have an unknown
extension on disk or may have another known extension on disk. Long
File Path applies for documents that use LongFilePath handling. Zero
Byte File applies to a document with a zero byte size.
NIST/Hash Match - When On, it returns the items that were suppressed
via the DeNIST/Hash Matching option. If an item that matched a NIST
list or custom Hash list was discovered as part of a retrieve family document, it will remain in view. Populates based on settings configured for
the Case in Case Options:Hash Settings. Hash list matching documents
are tagged automatically. The new tag that is added to this category will
have the name of the hash list.
User Tags
User Tag categories and their tags are created in the Ipro Allegro Administrator. on a Case by Case basis. The previous figure shows three Categories
(Characteristics, Doc Types, and Responsive). Each of these Categories contain tags.
Session-Wide Tag Options
When the Include Duplicates option is ON (the default setting), tags will be
applied to all duplicate documents with the same Parent/Child relationship
structure. See the section Including or Excluding Duplicates when Tagging on
page 3-23 for additional information.
Applying Tags from the Tags Panel
1.
Navigate to the document in the Documents panel and select it.
2.
Do one of the following:
•
3-20
Select one or more individual tags. The tag icons(s) appear next to
the document’s hyperlink.
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•
Alternate click a tag, in the Document Tag panel, to display the
context menu and choose from one of the following:
•
Apply to current document (the same as selecting an individual tag by checking its box)
•
Apply to all documents in family (parents and children are
tagged whether the parent document or the child document
is selected in the family)
•
Apply to all documents in filter set (every single document in
the entire filter set is tagged)
The screen refreshes and the document tag icon(s) appears to the right
of the Document’s link.
When Tag Categories are added in the Ipro Allegro Administrator, a color
may be chosen to indicate the Tag Category to help quickly identify it
during the review process.
3.
Repeat steps 1 and 2 to add additional tags.
Applying User Tags to Documents from the Context Menu
The context menu allows for one or more User Tags to be applied to a selected
document or a selected document’s family (parents and children). To apply
System Tags, use the System Tags panel. See the section Applying Tags from
the Tags Panel on page 3-20.
1.
Navigate to the document in the Documents panel and select it.
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Chapter 3, Working with the Documents View
2.
Alternate click the document to display the context menu.
3.
Do the following:
•
•
4.
To tag an individual document, choose Tag As to display the submenu. Select one or more Tags. The Tag(s) is/are applied to the
selected document. A checkmark appears in the box for the
selected tag(s).
To tag all documents (parents and children) that are in a family,
choose Tag Family As to display the submenu. Select one or more
Tags. The Tag(s) is/are applied to all documents that are part of
that document’s family. A checkmark appears in the box for the
selected tag(s).
Click outside of the context menu to close it.
Viewing the Document’s Tag Description
Place the mouse pointer on the tag icon to display the tooltip that contains the
category and its tag.
Removing Tags from a Document
User Tags may be removed individually from a document, from documents in a
family, or from documents in a filter set. Tags are removed using the Tags
panel whether they were applied using the Tags Panel or the individual document’s Context Menu.
1.
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Navigate to the document in the Documents panel and select it.
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Filtering Data
2.
From the Tags panel, do one of the following:
•
•
Deselect one or more individual tag(s). The tag icon(s) are
removed.
Alternate click the tag to display the context menu and choose
Remove. Choose from one of the following:
•
From current document (the same as deselecting an individual tag by checking its box)
•
From all documents in family (the tags are removed from the
parents and children regardless of the document selected in
the family) A confirmation dialog appears prompting to
remove the tag from all documents in the family. Click OK to
remove the tag.
•
From all documents in filter set (every single tag is removed
from every document in the entire filter set). A confirmation
dialog appears prompting to remove the tag from all documents in the filter set. Click OK to remove the tag.
Including or Excluding Duplicates when Tagging
When the Include Duplicates option is ON (the default setting), tags will be
applied to all duplicate documents with the same Parent/Child relationship
structure. When the option is OFF, tags will only be applied to the current document.
Filtering Data
Click
to transition to the Documents view. When a Case is initially
opened, all categories are selected for every Filter type, and the Date range
includes the minimum and maximum date found in the collection. The default
tab, Filter Set 1, appears.
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Data can be filtered by selecting/deselecting categories for each Filter type,
indicating date ranges, setting conditions for metadata fields, and entering
keywords. See the section Filtering by Filter Types and their Categories on
page 3-29 for additional information.
Filtering can also be done through the Visualizations view which contains the
Filter types depicted as Pie Charts or Bar Charts. See Chapter 4, Working with
the Visualizations View and the sections Working with the Visualizations View
on page 4-1 and Filtering Data using the Visualizations Charts on page 4-12.
Once filtering is complete, the filtered sets may be saved as snapshots. When
a snapshot is opened, the results can be viewed in Visualizations View or Documents View. When accessing Reports View, the saved snapshots will appear
under the Snapshots scope.
See the section Creating Filter Sets on page 3-58 for information about creating basic filter sets and advanced filter sets.
About the Filter Types
File Types: The File Types filter shows the file types that are present in the
data set.
Domains: The Domains filter shows domains that exist in the case associated
with e-mail addresses. Expand “All” to view the Domains. The BCC and CC
fields are displayed separately.
E-mails: The E-mails filter shows the e-mail address encountered in the data
set. Expand “All” to view all the Emails. The BCC and CC fields are displayed
separately. Note: Null values may appear for users who only sent e-mail within
their own e-mail environment. SMTP addresses are not utilized until a user
sends e-mails outside of their own e-mail environment. As a result, Allegro
Analyzer may display a value of NULL for the e-mail address of a document but
may be updated to display the SMTP as more data gets added to the case. The
number of documents for a given e-mail address shown might increase as
more data is added and NULL values may be reduced.
Custodians: The Custodians filter shows the Custodians that were added for
the Case.
Collections: The Collections filter shows the Collections that were added for the
Case.
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Filtering Data
Dates: The Dates filter will show the minimum and maximum modified date
across all items in the Case prior to filtering. When filtering by dates, use dates
that fall in the date range for the case. Dates outside the range cannot be
used. A combination of fields are used for the date field (minimum and maximum) as follows: AppointmentStartTime, EmailSentTime, and Modification
Date. See Chapter 4, Working with the Visualizations View and the section
Selecting a Date Range using the Date Picker on page 4-17 for information
about using the Date Picker.
Languages: The Languages filter shows the languages that are present in the
data set.
Keywords: The Keywords filter is used to filter by keywords that are entered
individually or by loading a .TXT file populated with keywords. Starting with
version 3.2, the field Keyword Hits is available for selection at Export time.
Exporting is done through the Ipro Allegro Administrator. Key word searching
is available from both the Documents view and the Visualizations view.
Metadata: The metadata filter is used to search by metadata field content.
Multiple levels of AND/OR conditions are supported to allow for complex
searches (export only fields are not included). Metadata searches can be combined with other existing filter types. Metadata searching is available from
both the Documents view and the Visualizations view.
Tags: The Tags filter is used to filter by User Tags, System Tags, Productions,
and Snapshots. Can also filter by all documents that are untagged.
View Options Panel: Contains the following options - Retrieve Family (On/Off),
De-duplication Level (Case, Collection, Custodian, or None), NIST/Hash
Matches (On/Off), and Non-indexed Files by Rule (shows Ingestion Rule or
Rules added for the Case). The View Options Panel is available from both the
Documents view and the Visualizations view and is collapsed by default.
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Showing Parent/Child Relationships in the Filtered Set
The Retrieve Family option is turned ON by default. It will display the Parent/
Child relationship structure for a Case when initially opened for basic filter sets
and advanced filter sets.
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When Retrieve Family is On and filtering and/or keyword searching is done on
the data set, the relationships do not appear transparent. The items that do
not match on Filter criteria are transparent as shown here:
Position the mouse pointer on the transparent document (vacant area to the
right of its details) to view its filter criteria in the form of a tooltip as shown in
the previous figure.
Applying or resetting the filters does not change the Retrieve Family,
De-duplication, or Sort settings.
When Retrieve Family is turned Off, and a document is returned as part of a
result set, it will not necessarily include parent, sibling or child documents.
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Basic Filter Set and Advanced Filter Set
To disable Retrieve Family for a basic filter set and advanced filter set, expand
the Filters’ View Options panel to display the Retrieve Family drop-down list
(as shown here) and choose Off.
Viewing Filter Types and their Categories for
the Data Set
Click the Filter’s bar to display or hide the distinct criteria that exists for the
data set. The following figure shows and example of File Types that may exist
for a Case’s data set.
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The criteria count (shown in parenthesis) appears for a Filter type, where
applicable and will be sorted in descending order as shown in the previous figure. There are more Microsoft Outlook E-mails than any other File Type for the
data set.
Sorting Criteria
This function is available in the Documents View only.
The default sort setting for the criteria is By Count. Sorting occurs dynamically.
It is not necessary to click
.
The Criteria can also be sorted by name. Alternate click the Filters panel title
name to display the context menu. Note: If the Rules panel is open, only the
Sort option appears.
Choose Sort > By Name.
Filtering by Filter Types and their Categories
By default every single Filter type and its categories are selected upon opening
a Case.
Each Filter type has a checkbox. The Filter type checkbox has three different
states:
•
•
Unchecked (the checkbox is empty) - there are no selected categories or
there are no categories that exist for the Filter type.
Checked (contains a checkmark) - all categories are selected for the Filter type.
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•
Indeterminate (the checkbox is filled in) - some categories for the Filter
type are selected and some are not selected.
These Filter type checkbox states assist in quickly determining the Filter type
selections/de-selections when the Filter types are in collapsed mode as shown
in the following figure.
The checkboxes for E-mails and Collections indicate, respectively, that no categories were selected for E-mails and that one or more categories were
selected under Collections. The absence of a Filter type checkbox indicates
that all categories within that Filter type were selected.
To exclude a Filter type category (ies) from being included in a Filter Set,
deselect its checkbox as shown in the following figure.
By deselecting a Filter type, all of its categories are deselected at the same
time. For example, if you wanted to filter a data set to exclude its e-mails, you
would deselect the E-mails Filter type. Notice the Filter type’s checkbox is
empty as shown in the previous figure.
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However, if you wish to select specific categories within the Filter type, then
first clear the checkbox for the Filter type, and select the specific categories as
shown in the following figure.
Notice the Filter type’s checkbox is filled in. This indicates that one or more
categories for the Filter type are selected.
By selecting the checkbox for the Filter type, all of its categories are automatically selected as shown in the following figure.
Notice the Filter type’s checkbox contains a checkmark indicating that all categories for this Filter type are selected for filtering.
Filtering does not count the number of instances found per document. For
example, if the e-mail [email protected] is selected in the E-mails Filter
type, it will count one instance of this e-mail address in an e-mail even if the
address appears more than once in that same e-mail.
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Filtering by Keyword Searches
This function is also available in the Visualizations view. See
Chapter 4, Working with the Visualizations View and the section Filtering by Keywords in the Visualizations View on page 4-21 for specific
instructions on using keyword searching via the Visualizations view.
Additional functionality applies.
Search keyword terms can be loaded from a .TXT file or entered manually in
the Search For field.
1.
Click the Keywords bar to display the search options as shown here:
2.
Select one of the following:
•
Any Words: This search request is for unstructured natural language or “plain English” queries. The Boolean operators AND & OR
are disregarded. Examples follow:
You may use "quotation marks" around phrases. For example,
“personal computer”. Quotes are used when the search requires
that the words are contiguous and in the order they are indicated.
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add + in front of any word or phrase to require it
add - in front of any word or phrase or to exclude it
•
•
•
Example: "personal computer" -monitor +"flash drive"
All Words: This search request is similar to Any Words (previous
bullet item), with the exception that all of the words in the search
request must be present for a document.
Natural Language: Automatically weights the words in an “Any
Words” search to disregard words such as AND and OR and focus
on the more relevant, less frequently found words. For example:
Entering the terms Find the memo on ski-induced paralysis will
weigh “ski-induced” and “paralysis” very high in the search results,
helping to weed out hits for “memo”.
Boolean Search: Activates and, or, not, w/n, (where n is a value;
e.g. 5), and fields. Use these as you compose your search request.
The following table describes Boolean examples/interpretations
and additional search options.
Boolean Usage Examples
Interpretation
computer and monitor
both words must be present
computer or monitor
either word can be present
computer w/5 monitor
computer must occur within 5
words of monitor
computer not w/5 monitor
computer must occur, but not within
5 words of monitor
computer not monitor
only computer must be present
[fieldname] contains smith
the field name must contain smith
computer w/5 xfirstword
computer must occur in the first
five words
computer w/5 xlastword
computer must occur in the last five
words
Using Special Characters
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Use ? to match any single character. For example, appl? matches apple
or apply
Use * to match any characters. For example, m*g matches mustang,
morning, mug, etc.
~~ matches a numeric range. For example, 14~~18 looks for 14, 15,
16, 17, or 18
3.
Enter the term or terms in the Search For field directly or click
open the Search For dialog.
to
Key words may be copied and pasted into this dialog as well as copied
from this dialog to be pasted elsewhere. A scroll bar appears automatically when the list reaches a certain number of keywords.
Note: The Close Button appears at the bottom of the Search For dialog
to indicate the filter set was saved as a Snapshot. The keyword(s) can
be viewed only.
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•
Enter the keyword(s) directly in the dialog, one term per line. To search
for phrases, use quotes, e.g. “wholesale energy market” or Rapp AND
energy. The Boolean operator OR is assumed. For example, a list of
terms, such as Rapp, audit, energy is interpreted as Rapp OR Audit OR
energy.
The result will display all items that contain both the keywords and
phrases based on operators and syntax. To use the NOT Boolean search
logic, use the ‘AND NOT’ syntax.
To load an existing .TXT file containing keywords, click
. Select
the .TXT file with the keywords and click Open. The keywords in the .TXT
file appear in the Search For dialog; one word per line. The imported
keyword list can be modified if necessary.
Click
to close the Search For dialog. The keywords appear in
the Search For field in the Filters panel. The Keywords Filter type checkbox contains a dash.
4.
Select from the following additional options:
•
Stemming: Extends a search to cover grammatical variations. Use
~ at the end of the word to search for stemming variations. An
example follows:
Enter the terms fish~ swamp applied~ to find fish, fishing,
swamp, as well as applying, applies, and apply.
•
Stemming rules are designed to work with the English language.
They are stored in the STEMMING.DAT file in the dtSearch folder.
Phonic: Looks for words that sound like the word you entered in
the search request. An example follows:
Enter #Smith to find Smith, Smithe, and Smythe.
For best results, use a # in front of individual words to be
searched phonically. If you simply select Phonic searching under
Search Features, the search will apply phonic rules to all words
and can return too many inappropriate results.
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•
Synonyms: Finds synonyms established by Ipro Allegro’s dtSearch
function or user-defined. Use & at the end of the word to search
for its synonyms. An example follows:
Enter watchful& monitor to search for the word watchful or its
synonyms and/or the word monitor (without synonyms).
•
•
Related Words: Select this option to support synonym searches.
Standard synonyms and related words are supplied by WordNet
(supplied with dtSearch and built into Ipro Allegro). For example,
the related words for Face would be eyes, nose, mouth, etc.
Fuzzy Searching: Use the slider to adjust the fuzzy searching logic
on all terms. To apply fuzzy searching to individual words, use %
to determine the location and number of differences allowed. For
example, b%%anana. Scale range is 0 through 9. Finds words
even if they are misspelled. A search for alphabet with a fuzziness
of 1 would also find alphaqet. With a fuzziness of 3, the same
search would find both alphaqet and alpkaqet. It is useful for text
that may contain typographical errors or that has been imaged and
OCRed.
Include non-indexed files as matches: When selected, ensures that
all files which were not fully indexed are included in the results set.
Common file examples include: Graphic Files, Audio Files, Movie
Files, etc.
Filtering by Metadata
This function is also available in the Visualizations view. See
Chapter 4, Working with the Visualizations View and the section Filtering by Metadata in the Visualizations View on page 4-27 for specific
instructions on using Metadata searching via the Visualizations view.
Additional functionality applies.
Metadata is structured information contained within a file (Word document,
Excel spreadsheet, etc.) that can be used to retrieve or manage information
about the document.
The metadata searches can be combined with any existing filter types.
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Adding Conditions
1.
Click the Metadata Bar to view the options.
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2.
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Click the Add Condition link to open the Manage Conditions dialog.
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The Manage Conditions dialog consists of:
•
•
•
•
Conditions - displays the expression, one per line, with options to add or
delete the condition, and options to change the condition from AND to
OR or from OR to AND.
Fields - Lists the metadata fields. By default all metadata field types are
displayed (Date, Numeric, and Text). To narrow the list of Field types,
click the Fields drop-down list and select a type: Date, Numeric, or Text.
This is useful for searching for one value across multiple fields at the
same time. Only fields with the same data type can be searched when
searching for a single value across multiple fields. Multiple OR conditions
are created for this type of search.
Action drop-down list, fields, AND OR, and other options based on
selected field for building the expression.
Summary - displays expressions.
By default, the AllTags contains “” expression appears in the Conditions area.
Conditions that are not valid appear in red boldface. Once the condition is
valid, it appears in black regular.
The AllTags condition serves as an initial (default) condition when the Manage
Conditions dialog is opened from the Add Condition link in the Metadata panel.
It is the first field (a Text field type) listed in the Fields area when All field
types are displayed.
When the Numeric field types are displayed, the initial (default) field is CollectionID. When the Date field types are displayed, the initial (default) field is
AppointmentEndTime.
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These fields are considered the default fields. As conditions are added, the
default field moves down in the list. When a new field is selected, that condition is replaced. Any condition that is selected in the Conditions area will be
replaced with a new field selection from the Fields area.
Whenever the last remaining condition is deleted from the Conditions
area, the Fields area becomes disabled. To enable the Fields area, click
. The initial (default) condition appears in the Conditions area
based on the selected Fields type: All, Date, Numeric, or Text.
It is not necessary to construct the syntax manually when building expressions.
1.
If necessary, click the Fields Type drop-down list and select a field type:
Date (Data), Numeric (Integer), or Text (String) to narrow the list of displayed fields.
2.
Select a field in the Fields area to replace the initial (default) condition.
3.
Click the Action drop-down list and select an action. In Ipro Allegro, each
metadata field defaults to a selection of available actions when selected
from the list of metadata fields in the Manage Conditions dialog. The
default action that displays for a selected Metadata field corresponds to
the most likely used action for that particular field type:
String > Contains
Data > Between
Integer > In (exception Size > Between)).
The selected action will display text boxes for value entry, date pickers,
ellipses (opens a Values dialog for loading a list of items such as Document IDs, size options (MB, KB, etc.), and so on.
4.
Select/populate/load value(s). See the section Using Wildcards on page
3-47.
5.
Click
or
. The Condition appears in the Conditions area. One or
more conditions may exist for a rule. Multiple levels of AND/OR conditions are supported on all metadata fields to allow for complex searches
(export-only fields are not included).
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As expressions are added, the Conditions area of the Manage Conditions
dialog will display each expression, one to a line. If a previous condition
is selected, and
is clicked, then the Condition will appear beneath
that group of Conditions. If nothing is selected, then the Condition will
appear at the end of the list of Conditions.
6.
Repeat steps 2 through 6 to add more conditions.
7.
Click
. (Note: If there are any invalid conditions, a Warning
dialog appears listing those conditions.) The Conditions appear in the
Metadata panel.
8.
Click
to apply the filters.
Searching for One Value Across Multiple Fields
Two or more fields of the same type may be searched with a single value such
a name or a partial email address.
1.
From the Metadata panel, click the Add Condition link to open the Manage Conditions dialog.
2.
Click the Fields Type drop-down list and select a field type: Date (Data),
Numeric (Integer), or Text (String) to narrow the list of displayed fields.
3.
Fields may be selected contiguously or non-contiguously. Ctrl-click to
select non-contiguous fields. Shift-click to select a contiguous group of
fields. Once the fields are selected, multiple OR conditions are created
between each field.
4.
Click the Action drop-down list and select an action. In Ipro Allegro, each
metadata field defaults to a selection of available actions when selected
from the list of metadata fields in the Manage Conditions dialog. The
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default action that displays for a selected Metadata field corresponds to
the most likely used action for that particular field type:
String > Contains
Data > Between
Integer > In (exception Size > Between)).
The selected action will display text boxes for value entry, date pickers,
ellipses (opens a Values dialog for loading a list of items such as Document IDs, size options (MB, KB, etc.), and so on.
5.
Select/populate/load value(s). See the section Using Wildcards on page
3-47. The
button becomes disabled. To restore the Manage Conditions dialog for additional condition entries, click a condition in the list or
click the
6.
Click
button (to create a new OR condition).
.
Modifying Existing Conditions
Existing conditions may be modified in the Conditions area of the Manage Conditions dialog. Select the condition to:
•
•
change the field type and accept or change the existing value
change the value for an existing field type
•
switch the operator (AND to an OR ), (OR to an AND ) (See the
section Changing the Operators for the Conditions on page 3-44 and
Condition Operators on page 3-47)
•
delete the condition 3-43.)
(See the section Deleting Conditions on page
•
add a new condition 37)
(See the section Adding Conditions on page 3-
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Deleting Conditions
Select the Condition and click
.
When deleting conditions, the placement of the condition and its level (sibling
or child) determine how the deletion will be handled.
Ipro Allegro automatically assesses the Condition’s placement and will give
options on how to handle the deletion. The following screen shot indicates the
condition selected for removal and its associated Conditions.
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When deleting the last condition in the Conditions area or the last condition in
a nested group, the following dialog appears:
Changing the Operators for the Conditions
The Operator determines the placement of the Condition in the Conditions
area.
Select the condition and click:
•
- to change the AND to an OR. Each click moves the Condition one
level to the left. If the existing AND condition has sub-conditions, then
the selected condition and its sub-conditions will move to the left.
•
- to change the OR to an AND. Each click moves the Condition one
level to the right if there are only two conditions in the Conditions list.
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Once a third condition exists, then a dialog appears prompting for a
decision to apply the AND condition to a specific Condition.
The placement of a Condition within a nested group determines where the
Condition will be placed. In the following scenario (Conditions represented by
letters), nested group A consists of:
A
.B
..C
..D
This evaluates as (A and (B and (C or D)
If C, a Condition with an AND, is changed to an OR, then C moves to a new
location in the Conditions list as follows:
A
.B
..D
.C
This evaluates as (A and ((B and D) or C)
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Additional Metadata Information
Consolidated Email Fields
The following email fields are consolidated into groups alleviating the need to
select each email type.
EmailSender
-SenderNames
-SenderSmtpAddresses
-SenderSmtpDomains
-SenderExchangeAddresses
EmailRecipientTo
[To]Names
[To]SmtpAddresses
[To]SmtpDomains
[To]ExchangeAddresses
EmailRecipientCc
[CC]Names
[CC]SmtpAddresses
[CC]SmtpDomains
[CC]ExchangeAddresses
EmailRecipientBcc
[BCC]Names
[BCC]SmtpAddresses
[BCC]SmtpDomains
[BCC]ExchangeAddresses
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Condition Operators
creates a child condition
creates a sibling to the selected condition in the Conditions area.
Scenario
The Conditions are represented by letters:
A
.B
..C
D
.E
.F
This evaluates as:
(A and B and C) or (D and (E or F))
E and F both evaluate using the AND operator against D, but evaluate together
as OR. This expression could also be written as:
(A and B and C) or ((D and E) or (D and F))
Using Wildcards
The wildcard asterisk * may be used for the Contains and Does Not Contain
search actions. e.g. manag*, *@enron.com. The * signifies one or more characters.
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Numeric Field Types - In Action
The In action for numeric field types allows loading a list of values such as
DocumentIDs or directly entering the values, separated by commas, in the
field. When the
is clicked for the In Action, the Value dialog appears.
To load an existing .TXT file containing the numeric values, click
.
Select the .TXT file with the numeric values and click Open. The numeric values in the .TXT file appear in the Value dialog; one value per line. The numeric
value list can be modified if necessary.
Click
to close the Value dialog. The values appear in the field separated by commas.
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Filtering by Tags
There are four sets of Tags: System Tags, User Tags, Productions, and Snapshots. System Tags are pre-defined by the System. User Tags are added under
Case Options in the Ipro Allegro Administrator. The Tags are located in the
Documents Tags panel.
An additional panel, Session-Wide Tag Options, is used to include or exclude
duplicates. An additional panel, Session-Wide Tag Options, is used to include
or exclude duplicates. See the section Filtering Data on page 3-23 for additional information.
As documents are tagged from the Document Tags panel, the Tags filter populates. The default tag is Untagged and is selected by default. User Tags show
the defined user tags and indicates the total number of each tag that was
applied in the collection. All tags display regardless of whether they were
applied in the collection.
If ingestion rules were applied for the collection prior to ingestion with the
action, Tag As, the documents will display those tags when the Case documents are loaded. For example, to return all Microsoft Outlook e-mails that
were marked Reviewed, select only Microsoft Outlook E-mails under File Types
and select the tag Reviewed.
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1.
Click the Tags bar to display the Tags as shown here:
2.
Expand the Category to view its tags by clicking the black triangle. The
previous figure shows expanded views for each Category under User
Tags.
By default, Untagged is selected. When filtering is done using other criteria, the documents that are tagged are not relevant.
3.
Select/deselect the Tags.
4.
Click
to view the filtered results. When a document is selected
in the Documents panel, the corresponding tags for that document are
shown checked in the Document Tags panel under System Tags and/or
User Tags.
5.
To save as a Snapshot, alternate click the Filter Set tab and choose Save
as Snapshot. In the Save As Snapshot dialog, enter a name. This name
will appear in the Export Wizard (Ipro Allegro Administrator). The date
and time automatically appear by default for each saved Snapshot.
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Searching Filters
Resetting Filters
The filtering can be cleared by clicking
. This resets all the filters
back to the default setting: everything is selected. However, the Retrieve Family, De-duplication, and Sort settings will not be affected.
Click
to reset the Total Documents value in the Filters panel.
Using Boolean Operators
For Multiple search keywords/phrase combinations, the following Boolean
operators may be used:
•
•
•
AND: Placing the Boolean operator AND between keywords and phrases
will display all items that contain both the keywords and phrases.
OR: Placing the Boolean operator OR between keywords and phrases will
display all items that contain either the keywords OR the phrases.
NOT: Placing the Boolean operator NOT before keywords or phrases will
display items that do NOT contain the keywords or phrases.
Nested: Use Parenthesis in conjunction with the above Boolean operators to
group search concepts in order to limit and order relations between the concepts.
Searching Filters
This function is available in the Documents View only.
The following Filter types can be searched:
•
•
•
•
Collections
Custodians
Domains
Emails
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Scenario: When a considerable number of email addresses are present, use
the search filters function to cull the list by filtering for a specific name. For
example, search all emails containing the letters ja. Once the list is returned,
use counts to further narrow the list.
1.
Click
2.
Alternate click the Filters panel title name to display the context menu.
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3.
Choose Search Filters to display the Search Filters dialog.
4.
Do the following:
•
•
•
From the Filter Type to Search drop-down menu, select a filter
type.
In the Search Text field, enter the text.
From the Counts drop-down list, select a count value. The default
is None. The other options are: Between, Equals, Greater Than,
and Less Than.
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•
Click
to display the results in the Search Results box.
The searched text appears in the Search Results field.
The above screen shot shows all emails containing the name Kimberly
and their associated counts in parenthesis. Because the Count was set to
between 1 and 4, it excluded the Kimberly emails with a count of 5 or
greater.
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The following screen shot shows results for no count (None). There is
one additional Kimberly email that displays a count of (13).
5.
Click
to expand the Categories for each Filter. For example, the following screen shot shows the Categories of the email address Kimberly
Hundl (3) as: To (2) and Cc (1).
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When a Filter checkbox is deselected, all of its Categories are automatically
deselected. A specific Category may be selected for a Filter.
Adjusting Filter Counts
The filter category document counts that are affected include: File Types,
Domains, Emails, Custodians, Collections, Languages, and Tags.
Document counts are updated (increase/decrease) and sorted accordingly
predicated on the settings for the options shown here:
•
•
•
De-duplication Level - By default, the level is set to Case. There will be
one instance of a document returned per Case if de-duplicating at the
Case level based on the selected filters in the filter session. There will be
one instance of a document returned per Collection if de-duplicating at
the Collection level based on the selected filters in the filter session.
There will be one instance of a document returned per Custodian if deduplicating at the Custodian level based on the selected filters in the filter session. All instances of a document will be returned if de-duplication
is set to None based on the selected filters in the filter session. See the
section De-duplication Levels on page 3-67 for additional information.
NIST/Hash Matches - When On, it returns the items that were suppressed via the DeNIST/Hash Matching option. If an item that matched a
NIST list or custom Hash list was discovered as part of a Retrieve Family
document, it will remain in view. Populates based on settings configured
for the Case in Case Options:Hash Settings. Hash list matching documents are tagged automatically. The new tag that is added to this category will have the name of the hash list. See the section Enabling NIST/
Hash Matching on page 3-69 for additional information.
Non-Indexed Files by Rule - By default, all rules are selected. See the
section Selecting Non-Indexed Files by Rule (Ingestion Rules) for Filtering on page 3-70 for additional information.
Non-Indexed Files by Rule Scenario: An ingestion rule entitled PPT was added
for the Case. The Case has a total of 9 Microsoft documents (3 PowerPoint, 3
Word, and 3 Excel). During ingestion, all Microsoft PowerPoint documents were
not indexed.
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When the data set is loaded into the Ipro Allegro Analyzer initially, all the documents for the Case are available in the Documents panel, including all the
Microsoft PowerPoint documents which show a count of (3) under File Types in
the Filters panel.
The ingestion rule, PPT, appears in the Non-Indexed Files by Rule list and is
selected in the Filters’ View Options panel by default. Any additional ingestion
rules set up for the Case are also selected by default.
By deselecting the ingestion rule in the Filters’ View Options panel and clicking
, the filter count shown for Microsoft PowerPoint will decrease from
the original count of (3) to (0).
When an ingestion rule is selected, the filter counts increase.
The Total Documents count, shown in the Filters panel, will not change after
clicking
ments panel.
. The PowerPoint documents are still displayed in the Docu-
The
button is independent of the
ton updates dynamic counts for the filters.
button. The
but-
Clicking
in conjunction with updating, will change the Total Documents count in the Filters panel.
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In the above scenario, if
was clicked after updating, then Total Documents count changes from 9 to 6 and the PowerPoint documents do not display in the Documents panel.
Creating Filter Sets
Filter sets can be accessed from any of the three views: Documents, Reports,
or Visualizations.
The default Filter tab is called Filter Set 1 upon opening a Case. A Filter Set
contains the filtered results on the data set. Filter Set n, where n is a number
assigned by Ipro Allegro, is a placeholder name. Filter Sets can be created,
saved, duplicated, deleted, loaded (opened), and closed.
Each time a new filter is created, the complete document set is returned.
1.
Alternate click a Filter Set tab or an Advanced Filter Set tab.
2.
Choose New > Filter Set or Advanced Filter Set from the menu. The tab
displays the selected filter type.
3.
Click
4.
Proceed to the applicable section: Basic Filtering on page 3-58 or
Advanced Filtering on page 3-59.
to load the documents for the Case.
Basic Filtering
This function is available in the both the Documents view and the Visualizations view.
1.
Expand the Filters’ View Options panel, and select from the following:
•
•
3-58
Retrieve Family - Click the drop-down list and choose Off if you do
not wish to include the related documents. Otherwise, Retrieve
Family is enabled by default to return the related documents. See
the section Showing Parent/Child Relationships in the Filtered Set
on page 3-26.
De-duplication Level - Click the drop-down list and choose a deduplication level: Case, Collection, Custodian, or None. Case Level
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•
•
is the default setting. See the section De-duplication Levels on
page 3-67 for additional information.
NIST/Hash Matches - By default, this is set to Off. If set to On
NIST/Hash Matches are included in the set. See the section
Enabling NIST/Hash Matching on page 3-69 for additional information.
Non-Indexed Files by Rule - Select the rules to filter by. The rules
are created in the Ipro Allegro Administrator. See the Ipro Allegro
Administrator Guide for information about creating ingestion rules.
2.
Click
. (This updates the filters in the Filters panel.)
3.
Begin to select/deselect from the Filter types as described in the section
Filtering by Filter Types and their Categories on page 3-29.
4.
Click
5.
(Optional) Proceed to Chapter 4, Working with the Visualizations View
and the section Working with Basic or Advanced Filter Sets on page 4-40
to save the filter results.
to apply the options.
Advanced Filtering
Transition to the Documents view in order to access the Rules tab for
an Advanced Filter Set.
For Advanced Filtering, a Rules tab appears with the first Rule, Rule 1.
Advanced Filtering employs the use of Rules. Each Rule is executed on every
single document in the order in which they were defined.
There are two types of Advanced Rules:
•
•
Parent (New Rule) - OR logic is applied. When selecting a new rule, all
categories are selected by default for every Filter type.
Child (New Search-In-Results Rule) - AND logic is applied. Child rules are
treated as sub-rules. Their scope is limited to the parent rule they are
tied to. When selecting a new search-in-results rule, all categories are
deselected by default for every Filter type.
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There may be cases where one Rule may contradict another Rule, but this will
not impact the overall process because the last Rule to “touch” the file will be
the effective rule.
There is no limit in the number of Rules that can be created for a single
Advanced Filter Set n tab.
Rules tab
Three buttons appear on the Rules tab:
,
, and
. When an advanced filtered set is saved as a Snapshot, these buttons will not appear in the Rules tab.
Rule 1 includes all Domains, E-mails, Custodians, etc.; everything is selected.
To see the rule’s details, place the mouse pointer over the rule.
Rule 1 has the default title <New Rule> until assigned a different title.
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Filters panel
The Filters panel contains an Exclude Rule option and a field to enter the Title
for the Rule.
Each time New > Advanced Filter Set is chosen from the menu, a new
Advanced Filter Set n tab appears and the complete data set resets for the collection.
Creating Parent Rules
1.
In the Filters panel, enter a descriptive rule title for Rule 1 in the Title
field. The Title initially contains <New Rule> each time a new rule is
invoked. The descriptive rule title appears in the Rule bar as shown here.
Each Rule bar will show the Rule’s Number, Title, and Description. The
Rule’s description indicates whether the Rule action is Include (Target)
or Exclude followed by the Filter types and their categories. Place the
mouse pointer on the Rule bar to display a tooltip containing the complete rule criteria.
2.
Expand the Filters’ View Options panel, click the Retrieve Family dropdown list, and choose Off if you do not wish to include the related documents. Otherwise, Retrieve Family is enabled by default to return the
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related documents. See the section Showing Parent/Child Relationships
in the Filtered Set on page 3-26 and Retrieve Family and Rule Types on
page 3-66 for more information.
3.
Expand the Filters’ View Options panel, click the De-duplication Level
drop-down list, and choose a de-duplication level: Case, Collection, Custodian, or None. Case Level is the default setting. See the section Deduplication Levels on page 3-67 for additional information.
4.
From the Filters panel, indicate if the rule is an exclude rule by selecting
the option This is an exclude rule. By default, rules are include rules.
Retrieve Family is applied on a per-rule basis. Therefore, a family with
one excluded document will be excluded as a whole unless other rules
bring it back in the family. See the sections Retrieve Family and Rule
Types on page 3-66 and Using Include Rules vs Exclude Rules on page
3-65 for additional information.
5.
Begin to select/deselect from the Filter types as described in the section
Filtering by Filter Types and their Categories on page 3-29.
6.
Repeat steps 1 through 4 for each additional Rule you wish to create by
clicking
or
. See the section Creating Child
Rules - Search-In-Results Rule on 3-62 for information on creating
Search-In-Results rules.
7.
Click
after all the rules are created. (Note: Apply may be
clicked after each rule is created to view the results for that given rule.)
8.
(Optional) Proceed to Chapter 4, Working with the Visualizations View
and the section Saving Filter Sets as Snapshots on page 4-40 to save
the Filter Sets.
Creating Child Rules - Search-In-Results Rule
Search-In-Results rule are child (dependent) rules. These rules are tied to
their parent rule. More than one child rule may be tied to a single parent rule.
By default, all categories for each Filter type is deselected when creating a
child rule.
1.
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Select the Parent rule in the Rules panel.
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2.
Click
. A new rule line appears as shown here.
The Date Range for the document collection is shown by default for a
child rule.
Tree hierarchy will be used to display the level of child (dependent)
rules.
3.
Expand the Filters’ View Options panel, click the Retrieve Family dropdown list, and choose Off if you do not wish to include the related documents. Otherwise, Retrieve Family is enabled by default to return the
related documents. See the section Showing Parent/Child Relationships
in the Filtered Set on page 3-26 and Retrieve Family and Rule Types on
page 3-66 for more information.
4.
Expand the Filters’ View Options panel, click the De-duplication Level
drop-down list, and choose a de-duplication level: Case, Collection, Custodian, or None. Case Level is the default setting. See the section Deduplication Levels on page 3-67 for additional information.
5.
From the Filters panel, indicate if the rule is an exclude rule by selecting
the option This is an exclude rule. By default, rules are include rules.
Retrieve Family is applied on a per-rule basis. Therefore, a family with
one excluded document will be excluded as a whole unless other rules
bring it back in the family. See the sections Retrieve Family and Rule
Types on page 3-66 and Using Include Rules vs Exclude Rules on page
3-65 for additional information
6.
Begin to select from the Filter types as described in the section Filtering
by Filter Types and their Categories on page 3-29.
7.
Repeat steps 1 through 5 for each additional Rule you wish to create by
clicking
8.
or
.
Click
. (Note: Apply may be clicked after each rule is created to
view the results for that given rule.)
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9.
(Optional) Proceed to Chapter 4, Working with the Visualizations View
and the section Saving Filter Sets as Snapshots on page 4-40 to save
the filter sets.
Parent Child Filter Example
Result set = A AND [(B AND C AND (D OR (E AND F))) OR (G AND H AND ((I
AND (J OR K)) OR L)) OR (M AND N AND O) OR P]
Result set description:
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All e-mails from 01/01/2010 to present sent by Marc to Carlos and Rene which
contain the word ‘eScanIT’. Further reduce the result set to include
- only those documents which are Word, Excel, PowerPoint, PDF and do not
contain the phrase ‘Release Notes’
- all those which contain the keywords ‘OCR’, ‘US’ within the 03/01/2010 to
07/01/2010 date range.
Expected total: 7
All e-mails from 01/01/2010 to present sent by Marc to Carlos, Peter, Nate,
Tina, Yale, Victor which contain the word ‘Allegro’. Further reduce the result set
to include:
- only those documents which contain the words ‘WPF’, ‘WCF’ and ‘Teleconference’ and do not contain the phrase ‘Release Notes’
- those documents which contain the words ‘WPF’, ‘WCF’ and ‘Teleconference’
and are not of file type ‘PDF’
- the documents which are in Spanish, Chinese, Russian.
Expected total: 6
All e-mails from 01/01/2010 to present sent by Marc to Carlos, Dean, Miles
and Jason which contain the word ‘eCapture’ excluding those which were sent
to Escalations (Jon or Thom) too; and all e-mails from 01/01/2010 to present
sent/received/copied Ipro.
Expected total: 10
Expected total for result set: 7 + 6 + 10 = 23.
Using Include Rules vs Exclude Rules
By default, rules are Include rules. Exclude rules are not permitted at the parent rule level. Retrieve Family is applied on a per-rule basis. Therefore, a family with one excluded document will be excluded as a whole unless other rules
bring it back in the family.
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Categories that are selected for a Filter type are included and will display a set
of documents that match the Filter’s category selections. Any deselected categories for a Filter type will not be included in the filter sets.
For example, the selected Case contains a total of 39 documents, with 10 of
these documents identified as Word documents. Therefore, to filter only Word
documents, you would use the Include rule and deselect all File Types except
Word. When applied, the results return 10 Word docs and all other document
types are excluded because they were deselected under File Types.
To reduce this set of documents further, create a second Rule (Search-InResults) and select a range of dates. Select the option, This is an exclude rule.
When applied, the original set of 10 documents from Rule 1 is reduced to 3
documents that are OUTSIDE of the indicated date range. The other 7 documents were within the date range and were removed from the result set.
Retrieve Family and Rule Types
The type of rule, Parent or Child, returns different results when Retrieve Family
is On. The following table describes the outcomes:
Settings
Results
Parent Rule with
Retrieve Family ON
The result set will contain documents that meet its
filter criteria, plus all parents of those documents
and all the children of those parent documents. The
result set is a union among parent rules.
Child Rule with
Retrieve Family ON
The result set will contain any documents from the
parent rule that meet the child rules; filter criteria,
plus all parents of those documents and all the children of those parent documents. The result set is an
intersection between parent and child rules.
How Ipro Allegro Determines Duplicates
Email: Dupes only determined at family level, meaning that attachments will
not be removed unless they are part of an entire family unit that is removed.
Attachments will not be compared to other attachments, nor will they be compared against loose files in the case.
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Loose Files: Loose files will be de-duplicated against all other loose file. Loose
files will not be compared to attachments.
Containers: (.ZIP, .RAR, etc.) The container is considered a “folder”; not a
“family”. The fact that a file is within a container is irrelevant to its duplicate
status. Files within a container are simply considered loose files.
De-duplication Levels
De-duplication Level options are located in the Filters’ View Options panel for
Regular filter sets and Advanced filter sets.
De-duplication levels include Case, Collection, Custodian, or None. If None is
selected, all files that meet the filter criteria will be displayed in the Documents
panel including duplicates. The default de-duplication level is Case.
Scenario A - Understanding De-duplication on the Fly
Scenario Description
There are three Custodians in the Case:
Mary (originating Custodian)
Rick
Bob
There are 5 Collections in the Case:
Collection A: Mary’s desktop files (originating Collection)
Collection B: Mary’s personal folder
Collection C: Rick’s desktop files
Collection D: Rick’s personal folder
Collection E: Bob’s desktop files
Ipro Document - There are four instances of the Ipro Document in the Case.
Mary has the Ipro Document in three different places on her hard drive (one
on her desktop and two separate versions in her personal folder)
Rick has only one copy of the Ipro Document; it is on his desktop.
Bob does not have the Ipro Document at all.
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Results
Case Level
If the Ipro Document exists in at least one selected Collection and/or Custodian when filtering at the Case level, then a single copy of the Ipro Document
is returned in the result set.
Collection Level
The Ipro Document exists at least once in Collection A and in Collection B and
Collection C. Therefore, if Collection A is selected when filtering then the Ipro
Document in Collection A is returned because it is the originating Collection. If
Collection A is deselected, but Collection B and Collection C are selected when
filtering, the copy of the Ipro Document from Collection B is returned.
Custodian Level
The Ipro Document exists at least once in Custodian Mary and once in Custodian Rick. Therefore, if Custodian Mary is selected when filtering, then one
copy of the Ipro Document is returned for Custodian Mary because Mary is the
originating Custodian. If Custodian Mary is deselected, but Custodian Rick is
selected when filtering, then a copy of the Ipro Document from Custodian Rick
is returned.
None
All four instances of the Ipro Document are returned – three belonging to Custodian Mary (1 residing in Collection A and 2 residing Collection B), and one
belonging to Custodian Rick (1 residing in Collection C).
Scenario B - Retrieve Family
The following example depicts a typical structure (Retrieve Family is turned
on) that displays two e-mails with an attachment and a loose Word document.
E-mail
Word attachment for e-mail.
Word Document (loose)
E-mail
Word attachment for e-mail.
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When de-duplicating at Case level, the Word document will be returned twice.
If de-duplication is set to None, 3 Word documents are returned - two from
the e-mails and the single loose document.
Selecting a De-duplication Level
1.
Expand the Filters’ View Options panel, click the De-duplication Level
drop-down list and choose one of the following: Case, Collection, Custodian, or None. Only one level at a time may be applied - one instance
per result set.
2.
Do one of the following:
•
Click
•
Click
•
Click
.
.
, click
.
Enabling NIST/Hash Matching
Be default NIST/Hash Matching is Off. See the Ipro Allegro Administrator User
Guide for information about setting NIST/Hash options for the Case.
Turning NIST/Hash matching on will return the items that were suppressed via
the NIST/Hash Matching option. If an item that matched a NIST list or a custom Hash list was discovered as part of a Retrieve Family document, it will
remain in view. Parents, loose files, and attachments are eligible.
1.
From the View Options panel, click the NIST/Hash Matches drop-down
list and choose On.
2.
Do one of the following:
•
Click
•
Click
•
Click
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Selecting Non-Indexed Files by Rule (Ingestion Rules) for
Filtering
Ingestion rules are set (optionally) when a Case is added for a Client in the
Ipro Allegro Administrator. See the Ipro Allegro Administrator User Guide for
information about setting Ingestion Rules for the Case.
The default rule title that appears under Non-Indexed-Based Files is Non-TextBased Files and excludes all graphic file types, PDFs, Windows Sound files, etc.
If this rule does not appear, it was deleted for the Case. Additional rules that
appear, if any, represent rules added for the Case.
The files selected for the ingestion rule or rules are available for view in the
Documents panel, but the text will not be available for searching. However, the
metadata will be present for filtering and reporting purposes.
Move the mouse pointer over the rule to display: The documents with the following criteria were not indexed during ingestion: followed by the details for
the rule.
Selection/deselection of the ingestion rule or rules updates the filter counts to
increase/decrease respectively. See the section Adjusting Filter Counts on
page 3-56 for additional information.
1.
Expand the Filters’ View Options panel. By default, all ingestion rules are
selected.
2.
Deselect specific ingestion rules.
3.
Do one of the following:
•
Click
.
•
Click
.
•
Click
, click
.
Deleting a Rule
The first rule cannot be deleted. All subsequent rules may be deleted whether
they are a Parent rule or a Child rule.
1.
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Select the rule in the Rules panel.
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2.
Click
. A warning dialog appears prompting if you are sure you
wish to remove the rule.
3.
Do one of the following:
•
Click
to proceed with the removal of the rule.
•
Click
to cancel the removal of the rule.
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4
Working with the
Visualizations View
The Visualizations view depicts the Case’s data at a high level.
In This Chapter
Section
Page
Working with the Visualizations View
4-1
Using the View Options Panel
4-11
Filtering Data using the Visualizations Charts
4-12
Applying Tags using the Visualizations Charts
4-14
Using the Timeline Graph
4-16
Filtering by Keywords in the Visualizations View
4-21
Filtering by Metadata in the Visualizations View
4-27
Working with Basic or Advanced Filter Sets
4-40
Saving Filter Sets as Snapshots
4-40
Exporting a Saved Filter Set
4-41
Duplicating a Saved Snapshot or Filter Set
4-43
Opening Saved Snapshots
4-43
Deleting Saved Snapshots
4-44
Filtering Grid Columns
4-45
Working with the Visualizations View
Click
to transition to the Visualizations view. Multiple criteria can
be applied within one filter/one action. The Visualizations view contains the
following Filters in chart (bar or pie) format:
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•
Custodians - maximized by default when a Case is first opened. The
remaining filters are closed by default:
•
Domains
•
Emails
•
File Types
•
Languages
•
User Tags
•
Collections
The Keyword filters, Metadata filters, and the View Options are represented
along the left side of the interface and are collapsed by default in the Filters
tab. These are also present in the Documents view. Typically, filtering is done
on the other filter types (e.g., file types, emails, etc.) followed by filtering the
resultant data set by Keywords and/or Metadata.
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At the top of the Visualizations view, a timeline graph depicts the complete
date range for the Case when it is initially opened and displays the distribution
of the documents within that date range.
To display a pie chart for a filter, click the option Pie Chart. Pie Chart slices are
represented by percentages.
To view only one Filter in maximized mode, double click a closed Filter on the
right side of the interface to replace the current maximized Filter.
To view closed filters, click the dash in the title bar of the maximized Filter. All
Filters open in individual panels as shown in the following figure.
If there is no data to display, a message appears “No data to plot”. In the previous figure, no data exists for User Tags in the Case.
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For Domains and Emails, subchart types are available allowing for further filtering. The types are: From, To, CC, and BCC. The subchart will display as a
Pie Chart only.
In the previous figure, two email addresses were selected from the main pie
chart. These email addresses comprise 1% (Williams III) and 1% (Meyers) of
the overall collection.
To further filter, the To type was selected from the Subchart Type drop-down
menu. Both of the selected email addresses in the main chart plotted for the
subchart type To. Therefore, out of 100%, Williams III emails comprise 71%
and Meyers emails comprise 29%.
The tooltip that appears in the subchart indicates Meyers appears in the To
field for a total of 7 emails in the overall collection.
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In the following figure, the subchart item bcc was selected for the same two
email addresses. Notice that there is no data to plot because both of these
email addresses do not appear in the email bcc field for all emails in the collection.
To filter on the subchart, alternate click one or more slices to display the context menu. See the section Filtering Data using the Visualizations Charts on
page 4-12.
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By moving (not clicking) the mouse pointer on a slice, a number appears that
matches the same number in the Legend for that particular slice. An example
is shown in the following figure.
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To display data in a Bar Chart, select Bar Chart in the upper right corner. The
following figure shows the Bar Chart for the same data depicted in the Pie
Chart in the previous figure.
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By moving (not clicking) the mouse pointer on a bar, the description and its
number appears at the top of the bar. This information matches the Legend for
that particular bar as shown in the following figure.
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To see more or less in the legend, alternate click the Filter Set tab to display
the context menu. Choose Display Options > Display. Choose Top 3, Top 5,
Top 10, Top 20, Bottom 3, Bottom 5, Bottom 10, or Bottom 20. The default
display is Top 10 as shown in the next figure.
Each Filter panel title bar contains the name of the Filter type followed by: Displaying Top n. This number corresponds to the number selected from the Display Options context menu but does not necessarily represents the total
number of items for that particular Filter type. In many cases, the number of
items may be in the hundreds, such as Domains or Emails. On the other hand,
when the number of items is less than the number selected from the Display
Options context menu, it will indicate the total number of items for that particular Filter type. In the above figure, this is the case for the Collections, User
Tags, and Custodians.
Legends will display for all Filter types (except Keywords and Metadata), when
a Case is initially opened as shown in the following figure.
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To hide the legends on minimized filters, alternate click the Filter Set tab to
display the context menu. Choose Display Options > Hide Legends. The Legend will display only for the filter type panel that is not minimized as shown in
the following figure.
To display the legends on minimized filters, alternate click the Filter Set tab to
display the context menu. Choose Display Options > Show Legends.
For each Filter (except Keywords and Metadata) in the Visualizations view,
either a Pie Chart or Bar Chart may be selected, the number of top results may
be selected for display, and the mouse pointer can be used to display the legend information for either a slice or bar.
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Clicking a slice separates it from the pie. More than one slice may be selected.
The selected portion of the pie is highlighted in the legend as shown in the following figure.
Clicking a legend item also separates the slice from the pie. More than one
item may be selected from the legend. Items that are selected are used for filtering as described in the section Filtering Data using the Visualizations Charts
on page 4-12.
Using the View Options Panel
Click the Filters tab if it not already open.
Click the View Options bar to view the options.
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When the
button is clicked, the charts and timeline graph are
refreshed to reflect changes in counts for each filter type. Like the View
Options panel in the Documents view, the
button only applies to the
de-duplication level but does not actually apply filters or gets document
results.
Filtering Data using the Visualizations Charts
When filtering is done using the Filters panel, the results can be viewed in the
Visualizations view. For example, if filtering is done to see all the Excel documents in the Case, the charts will update accordingly. When filtering is done
through the Visualizations Charts, the Filters panel (filter type checkboxes)
update accordingly in the Documents view.
Click
to transition to the Visualizations view.
From either the Pie Chart or the Bar Chart, the following actions can be performed for the Filter types (more than one filter type can be selected for a single filter/action) using the context menu (alternate click the separated pie
slice, the selected bar, or the selected legend item).
Select a Filter type (Domains, Emails, etc.)
•
•
Deselect Items - This is the same action as if deselecting a specific item
for a Filter Type in the Filters panel. This is a Basic Filter action.
Exclude Items - This is the same action as if creating a new Advanced
Filter Set via the Filter Set tab context menu, clicking New Search-InResults Rule, selecting the option This is an exclude rule, and assigning a
Rule Title.
When using the Visualizations, an Advanced Filter Set is automatically
created when starting from a Basic filter. (Note: If an Advanced Filter Set
was already created and contains one or more rules, additional rules
may be created using the Exclude Items option.)
The Rule contains the default Rule 1 (Include everything) and a New
Search-In-Results rule. The option This is an exclude rule is selected and
a Rule Title is assigned based on the exclusion, e.g. Exclude by File
Type. The filter criteria in the child rule is set to match the items
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•
selected through the chart(s). Additional rules may be created at this
point prior to saving as a Snapshot.
Target Items - This is the same action as if creating an Advanced Filter
Set via the Filter Set tab context menu, clicking New Search-In-Results
Rule, assigning a Rule Title, and selecting item(s) from the Filters panel.
Note: All items are deselected by default.
When using the Visualizations, an Advanced Filter Set is automatically
created when starting from a Basic filter. (Note: If an Advanced Filter Set
was already created and contains one or more rules, additional rules
may be created using the Target Items option.)
•
The Rule contains the default Rule 1 (Include everything) and a New
Search-In-Results rule. A Rule Title is assigned based on the exclusion,
e.g. Target File Types. The filter criteria in the child rule is set to match
the items selected through the chart(s). Additional rules may be created
at this point prior to saving as a Snapshot.
Tag As - See the section Applying Tags using the Visualizations Charts
on page 4-14 for information on tagging documents in the Case using
the Visualizations Charts
Revert Changes from Last Applied Rule
This is not intended for removing rules that were added in the Documents view. It cannot be used for snapshots or duplicated tabs. It is
available only for Target and Exclude actions.
To undo changes made by the last filtering action, click
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Applying Tags using the Visualizations Charts
When tags are applied to one or more documents in the Collection, they
appear in User Tags as shown in the following figure.
The previous figure shows the top 3 user tags that exist for the Collection. In
this example there are 957 documents in the Collection with the User Tag Doc
Types/Accounting Financial.
To see more or less in the legend, alternate click the Filter Set tab to display
the context menu. Choose Display Options > Display. Choose Top 3, Top 5,
Top 10, or Top 20.
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Tags can be applied to a group of documents represented by the selected pie
chart slice, bar chart bar, or legend. For example, all Excel documents can be
tagged Accounting Financial. The following figure shows the Excel slice is
selected in the File Types panel. The context menu Tag As is open and shows
the expanded Categories. When Accounting Financial is selected, all Excel documents will be assigned the Accounting Financial tag.
Tags can be applied to all the documents in a filtered set at once. This is the
same action as if applying tags using the Tags Panel where a specific tag can
be applied to all documents in a filter set from the tag’s context menu (see
Chapter 3, Working with the Documents View and the section Applying Tags
from the Tags Panel on page 3-20) or from the document’s context menu (see
Chapter 3, Working with the Documents View and the section Working with
Tags in the Documents View on page 3-18).
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In Visualizations, use the option Target Items as described in the section Filtering Data using the Visualizations Charts on page 4-12. Once the filtered set
of targeted items is created, user tags can then be applied to all the documents in the filter set.
When User Tags are applied via the Documents Panel, click
the updated charts in the Visualizations User Tags.
to see
Using the Timeline Graph
The timeline graph depicts the range of dates for the Case when it is initially
opened and displays the distribution of the documents within that date range.
The Timeline graph is dynamic allowing for drilling down to specific date
ranges by using the Date Picker or Selection Window.
If Retrieve Family is On for a date range filter, the timeline will depict a range
comprising documents that are outside the initial date range. For example, if
the date range was 1/1/2004 through 12/31/2004, but the date range
depicted in the Timeline graph showed 1/27/2001 through 1/5/2008, it means
that one or more documents that met the initial date range criteria had attachments/children that were outside of the date range. When Retrieve Family is
Off, only those documents that met the initial date range criteria are returned
and the date range depicted in the timeline graph would reflect the initial date
range criteria.
By default, the Timeline Graph is displayed at the top of the interface. To display it at the bottom, alternate click the Filter Set tab, choose Display Options
> Dates on Bottom.
The following figure shows the Timeline graph meeting filter criteria 2/3/2001
through 12/23/2005.
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At the bottom of the Timeline graph there is a View Slider Bar. This bar contains two slider buttons - one at the beginning of the View Slider Bar and the
other at the end of the View Slider Bar. The Button is white.
Position your mouse pointer on the button until the mouse pointer changes to
a white double-headed arrow. Click and slowly drag the slider button at the
beginning of the View Slider Bar toward the right side and notice that the units
of measurement change across the top of the Timeline graph. Each Case will
differ. The same thing occurs when the slider button at the end of the View
Slider Bar is clicked and dragged slowly to the left side of the Timeline graph.
To move the left and right slider buttons simultaneously (narrow or expand a
date range), use the mouse scroll wheel.
Selecting a Date Range using the Date Picker
Date ranges can also be selected in the Documents view using the
Dates filter.
The Select Dates vertical expander, when clicked, opens the Date Picker as
shown here.
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Dates may be manually entered directly into the fields. Dates entered outside
of the Case’s date range will not be accepted. To select a date, click
next
to Begin Date. The calendar appears with the date that initially displayed in
the Begin Date field.
To change from Month - Year to Year only, click the Month - Year in the Title
Bar. The months for that year display. Click a month. The Calendar displays the
new Month - Year in the Title Bar and the days for that month. Click a day.
The Date Picker closes, and the new date appears in the Begin Date field.
Repeat for the End Date.
Once a range of dates is selected, click
. The Timeline graph
changes to reflect the new date range; the document distribution changes
across the top of the Timeline graph.
Selecting a Date Range using the Timeline Graph Selection
Window
A range of dates may also be selected using the Selection Window.
When a Case is initially opened, the Selection Window spans the entire date
range for the Case.
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The Selection Window is used to pick a date range by dragging the small blue
vertical bar on the left side of the Window to the begin date and then dragging
the small blue vertical bar on the right side of the Window to the end date.
To select a date range, position the mouse pointer on the left side small blue
vertical bar so that it displays a double headed white arrow. Click and drag the
left side of the Selection Window to the desired begin date. Repeat for the
right side by dragging the Selection Window to the desired end date. The following figure shows a selected date range using the Selection Window.
After the selection is made, place the mouse pointer on the Selection Window.
The mouse pointer changes to a hand and indicates the number of documents
that apply to the date range via a tooltip. The Selection Window has focus
(turns a light gray) as shown here.
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The previous figure shows the first three quarters of 2004. By double-clicking
the Selection Window, it expands (zooms in) the date range by 90% provided
that the date range is greater than 3 quarters.
To zoom back out, double-click the View Slider Bar beneath. This action
returns the Selection Window to its original size.
The Selection Window may be dragged to the left or the right in the Timeline
Graph if a different range of dates is desired. Simply point to the center area
of the Selection Window (the mouse pointer changes to a hand), click and drag
it to the desired area.
To change the date range altogether, drag the small gray vertical bars (the left
for begin date and the right for end date).
When the
button is clicked, the Timeline graph returns to the complete date range for the Case.
Filtering by Date Range
Once the appropriate date range is selected, filtering may be done by clicking
. The Charts update accordingly.
To create an Advanced Filter Set, alternate click the Selection Window to display the context menu. The options include:
•
•
4-20
Exclude Items - creates a New Advanced Filter Set with a rule to exclude
the selected date range. To view the Rules that were created for this
option, click the Documents view. In the center area of the interface,
click the Rules tab at the top. In addition, the Filters panel shows the
Rule Title (Exclude Dates) in the Title field and the checked option, This
is an Exclude Rule.
Target Items - creates a New Advanced Filter Set with a rule to include
the selected date range. To view the Rules that were created for this
option, click the Documents view. In the center area of the interface,
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•
click the Rules tab at the top. In addition, the Filters panel shows the
Rule Title (Target Dates) in the Title field and the unchecked option, This
is an Exclude Rule.
To tag the documents in the date range, alternate click the Selection
Window to display the context menu. Select Tag As > (Previously created Tags display in the sub menu). Select a tag. The selected tag is
applied to the date range.
Filtering by Keywords in the Visualizations
View
This function is also available in the Documents view. However, in the
Visualizations view, searches can be viewed in a list. Keyword searches
may be combined with any of the existing filter types.
An Advanced Filter Set is created when keyword searches are performed in the
Visualizations view. A list of keyword searches can be viewed for each filter
set.
As each search term/phrase is added for a singular filter action, it is added to a
summary list with a Rule label prepended to the criteria. The list is regenerated each time the filters are applied. The rules for the Advanced Filter Set can
be viewed, modified, and deleted from the Documents view.
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The Keywords panel is expanded by default in the Visualizations view and contains the List button.
1.
Select one of the following:
•
Any Words: This search request is for unstructured natural language or “plain English” queries. The Boolean operators AND & OR
are disregarded. Examples follow:
You may use "quotation marks" around phrases. For example,
“personal computer”. Quotes are used when the search requires
that the words are contiguous and in the order they are indicated.
add + in front of any word or phrase to require it
add - in front of any word or phrase or to exclude it
•
•
4-22
Example: "personal computer" -monitor +"flash drive"
All Words: This search request is similar to Any Words (previous
bullet item), with the exception that all of the words in the search
request must be present for a document.
Natural Language: Automatically weights the words in an “Any
Words” search to disregard words such as AND and OR and focus
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•
on the more relevant, less frequently found words. For example:
Entering the terms Find the memo on ski-induced paralysis will
weigh “ski-induced” and “paralysis” very high in the search results,
helping to weed out hits for “memo”.
Boolean Search: Activates and, or, not, w/n, (where n is a value;
e.g. 5), and fields. Use these as you compose your search request.
The following table describes Boolean examples/interpretations
and additional search options.
Boolean Usage Examples
Interpretation
computer and monitor
both words must be present
computer or monitor
either word can be present
computer w/5 monitor
computer must occur within 5
words of monitor
computer not w/5 monitor
computer must occur, but not within
5 words of monitor
computer not monitor
only computer must be present
[fieldname] contains smith
the field name must contain smith
computer w/5 xfirstword
computer must occur in the first
five words
computer w/5 xlastword
computer must occur in the last five
words
Using Special Characters
Use ? to match any single character. For example, appl? matches apple
or apply
Use * to match any characters. For example, m*g matches mustang,
morning, mug, etc.
~~ matches a numeric range. For example, 14~~18 looks for 14, 15,
16, 17, or 18
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4.
Enter the term or terms in the Search For field directly or click
open the Search For dialog.
to
Key words may be copied and pasted into this dialog as well as copied
from this dialog to be pasted elsewhere. A scroll bar appears automatically when the list reaches a certain number of keywords.
Note: The Close Button appears at the bottom of the Search For dialog
to indicate the filter set was saved as a Snapshot. The keyword(s) can
be viewed only.
•
Enter the keyword(s) directly in the dialog, one term per line. To search
for phrases, use quotes, e.g. “wholesale energy market” or Rapp AND
energy. The Boolean operator OR is assumed. For example, a list of
terms, such as Rapp, audit, energy is interpreted as Rapp OR Audit OR
energy.
The result will display all items that contain both the keywords and
phrases based on operators and syntax. To use the NOT Boolean search
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logic, use the ‘AND NOT’ syntax.
To load an existing .TXT file containing keywords, click
. Select
the .TXT file with the keywords and click Open. The keywords in the .TXT
file appear in the Search For dialog; one word per line. The imported
keyword list can be modified if necessary.
Click
to close the Search For dialog. The keywords appear in
the Search For field in the Keywords panel. The Keywords Filter type
checkbox contains a dash in the Documents view.
5.
Select from the following additional options:
•
Stemming: Extends a search to cover grammatical variations. Use
~ at the end of the word to search for stemming variations. An
example follows:
Enter the terms fish~ swamp applied~ to find fish, fishing,
swamp, as well as applying, applies, and apply.
•
Stemming rules are designed to work with the English language.
They are stored in the STEMMING.DAT file in the dtSearch folder.
Phonic: Looks for words that sound like the word you entered in
the search request. An example follows:
Enter #Smith to find Smith, Smithe, and Smythe.
•
For best results, use a # in front of individual words to be
searched phonically. If you simply select Phonic searching under
Search Features, the search will apply phonic rules to all words
and can return too many inappropriate results.
Synonyms: Finds synonyms established by Ipro Allegro’s dtSearch
function or user-defined. Use & at the end of the word to search
for its synonyms. An example follows:
Enter watchful& monitor to search for the word watchful or its
synonyms and/or the word monitor (without synonyms).
Related Words: Select this option to support synonym searches.
Standard synonyms and related words are supplied by WordNet
(supplied with dtSearch and built into Ipro Allegro). For example,
the related words for Face would be eyes, nose, mouth, etc.
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•
•
Fuzzy Searching: Use the slider to adjust the fuzzy searching logic
on all terms. To apply fuzzy searching to individual words, use %
to determine the location and number of differences allowed. For
example, b%%anana. Scale range is 0 through 9. Finds words
even if they are misspelled. A search for alphabet with a fuzziness
of 1 would also find alphaqet. With a fuzziness of 3, the same
search would find both alphaqet and alpkaqet. It is useful for text
that may contain typographical errors or that has been imaged and
OCRed.
Include non-indexed files as matches: When selected, ensures that
all files which were not fully indexed are included in the results set.
Common file examples include: Graphic Files, Audio Files, Movie
Files, etc.
After the first keyword search term/phrase is entered and the search is
applied, the
button changes to the
button, and the Keywords panel collapses automatically to display the Rule number and search
term/phrase as shown here.
Place the mouse pointer on the Rule to display the tooltip for the rule. The
tooltip will display fully selected or partially selected filter categories only.
Click
to transition to the Documents view.
Click the Rules tab, and if necessary modify the Rule(s). If the rules are modified in the Documents view, but changes are not applied to the filters, the list
remains unchanged in the Visualizations view. See Chapter 3, Working with
the Documents View and the section Advanced Filtering on page 3-59 for additional information.
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Filtering by Metadata in the Visualizations
View
This function is also available in the Documents view. However, in the
Visualizations view, metadata searches can be viewed in a list. Metadata searches may be combined with any of the existing filter types.
Metadata is structured information contained within a file (Word document,
Excel spreadsheet, etc.) that can be used to retrieve or manage information
about the document.
Adding Conditions
1.
Click the Filters tab on the left side of the Visualizations View.
2.
Click the Metadata Bar to view the Metadata options. Note: The Metadata Panel contains a List button when in the Visualizations View.
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3.
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Click the Add Condition link to open the Manage Conditions dialog.
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The Manage Conditions dialog consists of:
•
•
•
•
Conditions - displays the expression, one per line, with options to add or
delete the condition, and options to change the condition from AND to
OR or from OR to AND.
Fields - Lists the metadata fields. By default all metadata field types are
displayed (Date, Numeric, and Text). To narrow the list of Field types,
click the Fields drop-down list and select a type: Date, Numeric, or Text.
This is useful for searching for one value across multiple fields at the
same time. Only fields with the same data type can be searched when
searching for a single value across multiple fields. Multiple OR conditions
are created for this type of search.
Action drop-down list, fields, AND OR, and other options based on field
type for building the expression
Summary - displays expressions.
By default, the AllTags contains “” expression appears in the Conditions area.
Conditions that are not valid appear in red boldface. Once the condition is
valid, it appears in black regular.
The AllTags condition serves as an initial (default) condition when the Manage
Conditions dialog is opened from the Add Condition link in the Metadata panel.
It is the first field (a Text field type) listed in the Fields area when All field
types are displayed.
When the Numeric field types are displayed, the initial (default) field is CollectionID. When the Date field types are displayed, the initial (default) field is
AppointmentEndTime.
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These fields are considered the default fields. As conditions are added, the
default field moves down in the list. When a new field is selected, that condition is replaced. Any condition that is selected in the Conditions area will be
replaced with a new field selection from the Fields area.
Whenever the last remaining condition is deleted from the Conditions
area, the Fields area becomes disabled. To enable the Fields area, click
. The initial (default) condition appears in the Conditions area
based on the selected Fields type: All, Date, Numeric, or Text.
It is not necessary to construct the syntax manually when building expressions.
1.
If necessary, click the Fields drop-down list and select a field type: Date
(Data), Numeric (Integer), or Text (String) to narrow the list of displayed fields.
2.
Select a field in the Fields area to replace the initial (default) condition.
3.
Click the Action drop-down list and select an action. In Ipro Allegro, each
metadata field defaults to a selection of available actions when selected
from the list of metadata fields in the Manage Conditions dialog. The
default action that displays for a selected Metadata field corresponds to
the most likely used action for that particular field type:
String > Contains
Data > Between
Integer > In (exception Size > Between)).
The selected action will display text boxes for value entry, date pickers,
ellipses (opens a Values dialog for loading a list of items such as Document IDs, size options (MB, KB, etc.), and so on.
4.
Select/populate/load value(s). See the section Using Wildcards on page
4-37.
5.
Click
or
. The Condition appears in the Conditions area. One or
more conditions may exist for a rule. Multiple levels of AND/OR conditions are supported on all metadata fields to allow for complex searches
(export-only fields are not included).
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As expressions are added, the Conditions area of the Manage Conditions
dialog will display each expression, one to a line. If a previous condition
is selected, and
is clicked, then the Condition will appear beneath
that group of Conditions. If nothing is selected, then the Condition will
appear at the end of the list of Conditions.
6.
Repeat steps 2 through 6 to add more conditions.
7.
Click
. (Note: If there are any invalid conditions, a Warning
dialog appears listing those conditions.) The Conditions appear in the
Metadata panel.
8.
Click
to apply the filters. An Advanced Filter Set is created.
The conditions (rules) are displayed in the Rules tab in the Documents
view as well as in the Metadata panel in the Visualizations view. The Rule
number is prepended to each rule as shown in the following figure.
Searching for One Value Across Multiple Fields
Two or more fields of the same type may be searched with a single value such
a name or a partial email address.
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1.
From the Metadata panel, click the Add Condition link to open the Manage Conditions dialog.
2.
Click the Fields drop-down list and select a field type: Date (Data),
Numeric (Integer), or Text (String) to narrow the list of displayed fields.
3.
Fields may be selected contiguously or non-contiguously. Ctrl-click to
select non-contiguous fields. Shift-click to select a contiguous group of
fields. Once the fields are selected, multiple OR conditions are created
between each field.
4.
Click the Action drop-down list and select an action. In Ipro Allegro, each
metadata field defaults to a selection of available actions when selected
from the list of metadata fields in the Manage Conditions dialog. The
default action that displays for a selected Metadata field corresponds to
the most likely used action for that particular field type:
String > Contains
Data > Between
Integer > In (exception Size > Between)).
The selected action will display text boxes for value entry, date pickers,
ellipses (opens a Values dialog for loading a list of items such as Document IDs, size options (MB, KB, etc.), and so on.
5.
Select/populate/load value(s). See the section Using Wildcards on page
4-37. The
button becomes disabled. To restore the Manage Conditions dialog for additional condition entries, click a condition in the list or
click the
6.
Click
button (to create a new OR condition).
.
Modifying Existing Conditions
Existing conditions may be modified in the Conditions area of the Manage Conditions dialog. Select the condition to:
•
•
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change the field type and accept or change the existing value
change the value for an existing field type
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•
switch the operator (AND to an OR ), (OR to an AND ) (See the
section Changing the Operators for the Conditions on page 4-34 and
Condition Operators on page 4-37)
•
delete the condition 4-33.)
(See the section Deleting Conditions on page
•
add a new condition 27)
(See the section Adding Conditions on page 4-
Deleting Conditions
Select the Condition and click
.
When deleting conditions, the placement of the condition and its level (sibling
or child) determine how the deletion will be handled.
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Ipro Allegro automatically assesses the Condition’s placement and will give
options on how to handle the deletion. The following screen shot indicates the
condition selected for removal and its associated Conditions.
When deleting the last condition in the Conditions area or the last condition in
a nested group, the following dialog appears:
Changing the Operators for the Conditions
The Operator determines the placement of the Condition in the Conditions
area.
Select the condition and click:
•
4-34
- to change the AND to an OR. Each click moves the Condition one
level to the left. If the existing AND condition has sub-conditions, then
the selected condition and its sub-conditions will move to the left.
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•
- to change the OR to an AND. Each click moves the Condition one
level to the right if there are only two conditions in the Conditions list.
Once a third condition exists, then a dialog appears prompting for a
decision to apply the AND condition to a specific Condition.
The placement of a Condition within a nested group determines where the
Condition will be placed. In the following scenario (Conditions represented by
letters), nested group A consists of:
A
.B
..C
..D
This evaluates as (A and (B and (C or D)
If C, a Condition with an AND, is changed to an OR, then C moves to a new
location in the Conditions list as follows:
A
.B
..D
.C
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This evaluates as (A and ((B and D) or C)
Additional Metadata Information
Consolidated Email Fields
The following email fields are consolidated into groups alleviating the need to
select each email type.
EmailSender
-SenderNames
-SenderSmtpAddresses
-SenderSmtpDomains
-SenderExchangeAddresses
EmailRecipientTo
[To]Names
[To]SmtpAddresses
[To]SmtpDomains
[To]ExchangeAddresses
EmailRecipientCc
[CC]Names
[CC]SmtpAddresses
[CC]SmtpDomains
[CC]ExchangeAddresses
EmailRecipientBcc
[BCC]Names
[BCC]SmtpAddresses
[BCC]SmtpDomains
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Working with the Visualizations View
[BCC]ExchangeAddresses
Condition Operators
creates a child condition
creates a sibling to the selected condition in the Conditions area.
Scenario
The Conditions are represented by letters:
A
.B
..C
D
.E
.F
This evaluates as:
(A and B and C) or (D and (E or F))
E and F both evaluate using the AND operator against D, but evaluate together
as OR. This expression could also be written as:
(A and B and C) or ((D and E) or (D and F))
Using Wildcards
The wildcard asterisk * may be used for the Contains and Does Not Contain
search actions. e.g. manag*, *@enron.com. The * signifies one or more characters.
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Numeric Field Types - In Action
The In action for numeric field types allows loading a list of values such as
DocumentIDs or directly entering the values, separated by commas, in the
field. When the
is clicked for the In Action, the Value dialog appears.
To load an existing .TXT file containing the numeric values, click
.
Select the .TXT file with the numeric values and click Open. The numeric values in the .TXT file appear in the Value dialog; one value per line. The numeric
value list can be modified if necessary.
Click
to close the Value dialog. The values appear in the field separated by commas.
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Working with the Visualizations View
Managing Conditions in the Documents View
Conditions may be managed before and after applying the filter changes. After
changes are applied (but prior to saving the Advanced Filter Set as a Snapshot), transition to the Documents view, expand the Metadata panel, and
click the Condition link (modify the existing condition) or click the Add ‘OR’
Condition (creates a new OR condition) to open the Manage Conditions dialog.
Make the necessary changes and apply them.
When a specific Condition link in the Metadata Panel is clicked, the Manage
Conditions dialog opens with that condition selected.
See the section Modifying Existing Conditions on page 4-32.
When the Add ‘OR’ Condition link is clicked in the Metadata Panel, the Manage
Conditions dialog opens. The initial (default) condition is selected and appears
at the end of the Conditions list.
See the section Adding Conditions on page 4-27 for additional information.
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Click the Summary link to open a summary dialog to view the effective syntax
in the Conditions.
Click the Rules tab, and if necessary modify the Rule(s). If the rules are modified in the Documents view, but changes are not applied to the filters, the list
remains unchanged in the Visualizations view. See Chapter 3, Working with
the Documents View and the section Advanced Filtering on page 3-59 for additional information.
Working with Basic or Advanced Filter Sets
Saving Filter Sets as Snapshots
Tagging is available from the context menu in the Visualizations view
for a saved Snapshot. This applies a tag to the selected results but
does not change the applied filters. The other context menu options
are not available.
Filter Sets (basic or advanced) can be saved as Snapshots and later exported
from the Ipro Allegro Administrator.
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Working with Basic or Advanced Filter Sets
After filtering is done on the data set, alternate click the Filter Set n tab (or
Advanced Filter Set n tab) and choose Save As Snapshot from the context
menu. Or, click
Snapshot dialog appears.
and choose Snapshots > Save. The Save As
Enter a meaningful name for the filter set. By default, Ipro Allegro Analyzer
will display the date and time stamp (Military format) as a description for the
filtered data set. The date is displayed as YY_MM_DD and the time is displayed
as [HH:MM].
This date and time stamp may be deleted, modified, or appended with additional descriptive information. The following figure shows the default tab (Filter
Set 1), and three saved tabs, 13_02_26_[13:21], 13_02_26_[13:21]Claims,
and Spreadsheets 4th QTR.
In the previous figure, the currently selected tab is white with black letters. All
other tabs are blue with white letters.
Exporting a Saved Filter Set
This function is available in the Documents View only.
A regular filter set or an advanced filter set can be exported to a .TXT file. It is
not necessary to save the filter set beforehand. The first line of the .TXT file
will contain the Case name and the ID; e.g. SEC vs Enron [23], followed by filter types and criteria, e.g.
custodians [Symes]
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collections [PA, NJ]
dates [5/22/1991-9/22/2010]
languages [English]
1.
Alternate click the Filters panel title name to display the context menu.
2.
Choose Export Filter Rules to open the Specify Export File Name dialog.
3.
Indicate the path and filename for the filter set. The default extension is
.TXT.
4.
Click Save. An Information dialog appears indicating where the rules
were exported.
5.
Click OK. The following figure shows an example of an exported rule.
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Working with Basic or Advanced Filter Sets
Duplicating a Saved Snapshot or Filter Set
Duplicate tabs can be used for comparison purposes or for making a subset of
the filtered data.
1.
Alternate click the tab you wish to duplicate and choose Duplicate Filter
Set from the context menu. The duplicate tab appears with the name Filter Set n (or Advanced Filter Set n).
2.
Alternate click the duplicate tab and choose Save As Snapshot from the
context menu.
3.
In the Save As Snapshot dialog, enter a new name.
4.
Click
. The new tab is created with the new name. The duplicate Filter Set n (or Advanced Filter Set n) tab may be closed.
Closing Filter Sets or Snapshots
Alternate click the tab you wish to close and choose Close Filter Set from the
context menu.
Opening Saved Snapshots
One, several, or all snapshots can be opened at once. By default, snapshots
open in the Visualizations view.
1.
Click
2.
Choose Snapshots > Open. The Open Snapshots dialog appears either
in collapsed form as shown here:
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or in expanded form as shown here:.
If necessary, expand the Open Snapshots dialog by clicking the down
arrow to the left of Snapshots (n). The snapshots are sorted by creation date with the most recent at the top.
The grid columns can be filtered. See the section Filtering Grid Columns
on page 4-45 for details on filtering grid columns.
3.
Select the snapshot(s) to be opened by clicking the box for the Snapshot
in the Select All column. To open all the snapshots, click the box to the
left of Select All.
4.
Click
5.
Select the Snapshot tab to view the documents.
. The selected snapshot(s) open.
Deleting Saved Snapshots
If a snapshot was selected for exporting in the Ipro Allegro Administrator, it
cannot be deleted. A prompt dialog appears when this is the case. One, several, or all snapshots can be deleted at once.
1.
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Click
to open the Ipro Allegro Analyzer menu.
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Working with Basic or Advanced Filter Sets
2.
Choose Snapshots > Delete. The Delete Snapshots dialog appears
either in collapsed form as shown here:
or in expanded form as shown here:.
If necessary, expand the Delete Snapshots dialog by clicking the down
arrow to the left of Snapshots (n). The snapshots are sorted by creation date with the most recent at the top.
The grid columns can be filtered. See the section Filtering Grid Columns
on page 4-45 for details on filtering grid columns.
3.
Select the snapshot(s) to be deleted by clicking the box for the Snapshot
in the Select All column. To delete all the snapshots, click the box to the
left of Select All.
4.
Click
deletion.
5.
Click OK. The Delete Snapshots dialog closes.
. The Warning dialog appears prompting to confirm the
Filtering Grid Columns
Whenever a grid column displays
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To open the Filter box, click
located in the column heading. The Filter
box appears as shown in the following figure:
The filter box will show the selected column’s criteria at the top. In the above
figure, the filter box shows the Snapshot Type criteria. This information
changes based on the selected column. The rest of the Filter box has the same
options regardless of the column that is selected for filtering.
Filtering without Operators
To open the Filter box, click
located in the column heading.
To filter without operators, select one or more criteria for the column. For
example, to display only those Snapshot types that are Basic, select Basic.
Click outside the Filter box to close it. The grid displays Basic snapshots only.
Advanced snapshots are hidden from view. Notice that the Filter icon
changes appearance to indicate the column was filtered.
Filtering with Operators (Relational, Logical, Other)
1.
To open the Filter box, click
2.
Under ‘Show rows with value that’, click the drop-down list to display the
list of operators:
•
4-46
located in the column heading.
Is equal to
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•
•
•
•
•
•
•
•
•
•
•
Is not equal to
Starts with
Ends with
Contains
Does not contain
Is contained in
Is not contained in
Is less than
Is Less than or equal to
Is greater than
Is greater than or equal to
and enter criteria in the field.
For example, to find a Snapshot name starting with ‘Ex’, select the operator ‘Starts with’, enter ‘Ex’, optionally click
‘Ex’.
to match case, and click
. The grid will display all Snapshot names beginning with
The center drop-down list contains the logical operators: or, and. When
defining a second criteria in conjunction with the first criteria, use a logical operator.
In the above example, the criteria were Snapshot names starting with
‘Ex’. Select the logical operator and. By adding another criterion, such as
‘l’ and selecting the operator ‘Ends with’, the grid will return all Snapshot
names beginning with ‘Ex’ AND ending with ‘l’. It excludes any other
Snapshot names that begin with ‘Ex’ and end with anything but ‘l’. The
or logical operator would return all Snapshot names that begin with ‘Ex’
OR end in ‘l’.
3.
Click
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Clearing Filters
To open the Filter box, click
Click
box to close it.
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located in the column heading.
to clear the filters and reset the grid. Click outside the Filter
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5
Working with Reports
Reporting can be run for Cases, Collections, Custodians, or Snapshots. Report
types include: File, Custodian, Duplicate, Error, or Keyword Hits.
In This Chapter
Section
Page
Running Reports
5-1
Summary Reports
5-1
Detail Reports
5-3
Running Reports
To facilitate ease of use, reporting is available from the Ipro Allegro Analyzer
and uses the same report wizard interface as in Ipro Allegro Administrator.
Reports have a separate view to allow for better viewing of report data. Click
to transition to the Reports view.
•
•
•
•
Case - entire case
Collection(s) - one or more selected collections
Custodian(s) - one or more selected custodians
Snapshot(s) - one or more selected snapshots
Report types include Summary and Detail.
Summary Reports
•
File Summary - groups the files ingested by file category. The report displays the total number of files, the total size of the files and the minimum and maximum modified date grouped by file category.
The SUB TOTAL count/size reflects all emails with attachments and loose
files. For example, if there is 1 email with 5 Excel attachments, the SUB
TOTAL count equals 6 (1 email plus 5 Excel attachments). The SUB
TOTAL size of the email and its attachments equals 105KB (55KB for the
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email itself and an additional 50KB for the 5 Excel attachments at 10KB
each). This count/size reflects the original source data at ingestion time.
The Email Attachments Adjustment (-) line reflects a count of 5 attachments with a total size of 50KB. This count/size indicates attachments
only and does not include emails and loose files.
•
•
•
•
5-2
The TOTAL count/size reflects the number of loose files and emails after
subtracting the attachments (to avoid double counting). In the above
example, a count of 1 will show (for the email only) and a size of 55KB
will show (representing the size of the email).
Custodian Summary - groups the files ingested by custodian while differentiating original files from duplicates. For each custodian, the report
displays the total number of files, the total size of the files and the minimum and maximum modified date, grouped by file category.
Duplicate Summary - groups the files ingested by file category, separating each category into original files and duplicates. For each group (original or duplicate), the report displays the total number of files, the
percentage relative to the total and the total size of the files.
Error Summary - groups the issues encountered during ingestion by file
category. For each category, the report displays the total number of
issues encountered, separating each category into errors and warnings.
For Container errors, lists the container types and the number of errors
and warnings for each.
Keyword Hits Summary - lists the terms identified within a snapshot and
is organized by Include and Exclude rules, if applicable. The report lists
the terms found, the total number of documents where the term/word
was found, the total number of appearances (or hits) within the whole
document, document text only and metadata only, and the number of
documents containing the term and no other terms in the overall search
(known as “unique hits”). A summary section is also included at the top
of the report and lists: Documents Returned (total number of documents
returned in the snapshot), Documents Containing Search Hits (number
of documents within the scope that had one or more search hits), Documents Containing Unique Hits Only (number of documents within the
scope that had a hit on one and only one of the entered search phrases),
and Percentage with Search Hits. This report is only available for the
Snapshot(s) scope.
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Running Reports
Summary Reports are generated in an 8.5 x 11 page format. The report page
may be sized using the zoom setting options: Full page, Page Width, and various percentage sizes (10% 25%, etc.) The footer for each page has a date and
time stamp and page numbering e.g., 1 of 1, 1 of 2, etc.
Summary Reports can be sent to a pre-configured printer.
Summary Reports can be saved to the following formats:
•
•
•
•
•
•
•
Acrobat (PDF) file
CSV (comma delimited)
Excel 97-2003
Rich Text Format
TIFF file
Web Archive
XPS document
Detail Reports
Detail reports are saved out to a .CSV file.
•
•
•
•
•
File Detail - lists detailed information of all the files ingested. Report is
output to a comma-separated values (CSV) file.
Custodian Detail - lists detailed information of all the files for each custodian, identifying if file is a duplicate or not. Report is output to a commaseparated values (CSV) file.
Duplicate Detail - lists detailed information of all the files ingested, identifying if the file is a duplicate or not. Report is output to a comma-separated values (CSV) file. The report displays the parent first followed by
its children.
Error Detail - lists detailed information about all the issues encountered
during ingestion, identifying if the issue was an error or a warning. For
Container errors, lists the container types and the number of errors and
warnings for each. Report is output to a comma-separated values (CSV)
file.
Keyword Hits Detail - lists detailed information about all documents
where the term/word was found, including document ID, name, and hit
count. Report is output to a comma-separated values (CSV) file. Report
is only available when the selected scope is ‘Snapshot’.
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Choosing a Report
A Report Wizard is used to facilitate the ease of generating reports for a Case.
After a report is run, it can be cleared/reset via the context menu on the
report’s tab. More than one report can be run for a Case. Each separate report
has its own tab.
1.
Click
to transition to the Reports view.
Select a scope and then select one or more items for the scope. Click
to select all the items. To clear all items, click
Case scope encompasses the entire Case.
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Running Reports
2.
Click
. The Report Type screen appears.
Select a report Type. Note: The Keyword Hits Summary and Detail
reports are available only for the Snapshot(s) scope.
Select the report’s Sub-Type. For detail reports, browse to a path and
filename.
Select a Unit for File Sizes from the drop-down list. The choices are KB,
MB, GB. Auto is the default setting and converts values to the closest file
size unit.
Select a De-duplication Level. The de-duplication level is not applicable
for the Error report. If the Snapshot(s) scope is selected, then the deduplication level displayed is according to selected snapshot(s). Reports
cannot be generated on snapshots with different de-duplication levels.
For other scope types, the de-duplication levels options are: Case, Collection, Custodian, or None.
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3.
Click
4.
Click
. If a detail report was selected, click the link to view the
saved detail report. If a summary report was selected, the report
appears in the Report window.
5-6
. The Final Step screen appears.
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Running Reports
The Report n tab changes to the name of the Report selected and the
scope, e.g. File Summary by Case. The first page of the report contains
the Report Name, Scope, and Selected Criteria. The next page (and subsequent pages) contain the report data as shown here:
Working with the Report Tabs
Alternate click a Report tab to display the context menu options:
•
•
•
New - Displays a new Report n tab in addition to the existing
tab(s) already displayed.
Reset - Clears the present report data and changes the tab back to
Report n.
Close - Closes and discards the report data.
Using the Report Toolbar
To refresh the Report window, click
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To zoom in or out, use the slider bar
located in the lower right corner of the Report window. Specific zoom percentages, Page Width, and Full Page are located in the drop-down menu.
To navigate through a multipage report, click the arrows located in the toolbar
. The |< moves to the first page in the report. The >|
moves to the last page in the report. The < and > move to the previous page
or the next page, respectively. To move to a specific page, enter the page
number in the box and click to the right of the page number box.
To save the report, click
and select a format from the drop-down list.
To switch to print review, click
. Click
to return to regular view.
To configure the settings for printing, click
. The Page Setup dialog
appears. Indicate the Paper Size, Source, Orientation, and Margins.
To print the report, click
5-8
to display the Windows Print dialog.
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Appendix A Metadata Fields
For this current version of Ipro Allegro, the supported metadata fields for the
data load files are shown in the following table:
Metadata Field
Description
BEGDOC
The beginning export number of the document.
ENDDOC
The ending export number for the document.
BEGATT
The beginning export number of a family of documents (includes the parent).
ENDATT
The ending export number of a family of documents.
NativeRelativePath
Relative path to the exported native file from the main
export directory. For direct-to-Eclipse exports, this
field contains the full path to the exported native file.
TextRelativePath
Relative path to the exported text file from the main
export directory. For direct-to-Eclipse exports, this
field contains the full path to the exported text file.
DocumentID
Case-level unique ID assigned to a document during
the ingestion process.
ParentContainerID
The container ID of a parent document in a family.
ParentDocumentID
The DocumentID of the immediate parent document
in a family.
AbsoluteParent
The DocumentID of the overall parent in a family.
DuplicateOf
The DocumentID of the first encountered instance of
the document (blank if the document itself is the first
instance).
GUID
Globally-unique ID assigned to documents during
ingestion.
CollectionID
A system generated value assigned to a collection
within a case.
CollectionName
The name given by the user to a collection.
Custodians
Stores list of custodians in which the document exists.
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Metadata Field
Description
CustodianID
A system generated value assigned to a custodian of a
collection
CustodianName
The user-specified owner of the data.
CustodiansFromAbsoluteParent
Contains all custodians which have a copy of the
absolute parent; the value is the same for all members of the document family. Available only at Export
time.
VolumeName
The volume name specified by the user for an export.
ExportVolumeRange
The range of document IDs assigned in the volume of
a given export.
Author
Author field from document metadata (MS Office and
PDF).
Comments
Comments field from document metadata (MS Office).
Company
Company field from document metadata (MS Office).
Name
The native file name of a document. Displayed as ‘File
Name’ in Analyzer.
Path
The full path to the file, including relative location if
applicable.
FileTypeDescription
The file type descriptor.
FileTypeID
The internal file type identification number (Stellent).
CategoryName
The file type category.
DateCreated
Creation Date of the document.
DateLastAccessed
Date Last Accessed of the document (from file system).
DateLastPrinted
Date Last Printed from document metadata (MS
Office).
DateModified
Last Modified Date of the document.
Size
The file size in bytes of a file.
MD5Hash
The MD5 hash of an ingested file.
SHA1Hash
The SHA1 hash of an ingested file.
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Metadata Field
Description
Languages
The languages identified in a document.
DocumentCategory
Category field from document metadata (MS Office).
DocumentDateCreated
Date Created field from document metadata (MS
Office).
DocumentDateLastModified
Date Last Modified field from document metadata (MS
Office).
DocumentSubject
Subject field from document metadata (MS Office).
DuplicateLocations
Calculated field of DocumentID, Custodian, Name and
Location of all duplicates of the file.
Location
The location of the document relative to the source
container.
EmailSetTime
The date and time an email was sent.
EmailReceivedTime
The date and time an email was received.
AppointmentStartTime
The date and time a calendar event/appointment/
meeting started.
AppointmentEndTime
The date and time a calendar event/appointment/
meeting ended.
EmailRecipientBcc
The names and addresses of the recipients that were
blind carbon copied on an email.
EmailRecipientCc
The names and addresses of the recipients that were
carbon copied on an email.
EmailRecipientTo
The names and addresses of the recipients the email
was sent to.
EmailSender
The name and address of the sender who sent the
email.
EmailSubject
The subject line of an email.
EmailMessageClass
The message class of the email.
EmailConversationTopic
The conversation topic of an email.
EmailConversationIndex
Unique value assigned to an email to identify its index
position in the email conversation.
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Metadata Field
Description
EmailReadReceiptRequested
A value to identify whether or not a return receipt was
requested by the email sender.
EmailDeliveryReportRequested
A value to identify whether or not an email delivery
report was requested by the email sender.
EmailImportance
The priority level of the email.
EmailSensitivity
The sensitivity level of the email.
EmailRead
A value to identify whether or not the email was
marked as read.
EmailLastActionExecuted
Contains the information on the last action of an email
such as if it was “replied to" or “forwarded” on.
EmailLastActionTime
Contains the date & time of the last action of an
email.
SenderNames
The displayed name of senders of an email.
SenderSmtpAddresses
The SMTP email address of the sender of an email.
SenderSmtpDomains
The SMTP domain of the email address of the sender
of an email.
SenderExchangeAddresses
The exchange server address of the sender of an
email.
[To]Names
The displayed name of the TO recipients of an email.
[To]SmtpAddresses
The SMTP email addresses of the TO recipients of an
email.
[To]SmtpDomains
The SMTP domains of the email addresses of the TO
recipients.
[To]ExchangeAddresses
The exchange server addresses of the TO recipients of
an email.
[CC]Names
The displayed name of the CC recipients of an email.
[CC]SmtpAddresses
The SMTP email addresses of the CC recipients of an
email.
[CC]SmtpDomains
The SMTP domain of the email addresses of the CC
recipients.
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Metadata Field
Description
[CC]ExhangeAddresses
The exchange server addresses of the CC recipients of
an email.
[BCC]Names
The SMTP email addresses of the BCC recipients of an
email.
[BCC]SmtpAddresses
The SMTP email addresses of senders of an email.
[BCC]SmtpDomains
The SMTP domain of the email addresses of the BCC
recipients.
[BCC]ExhangeAddresses
The exchange server addresses of the BCC recipients
of an email.
TaskStartDate
The date and time a task was started.
TaskDueDate
The date and time a task was due.
TaskStatus
The status of a task such as 'In Progress', 'Deferred'
or 'Completed'.
TaskCompletePercentage
The percentage complete of a task.
TaskOwner
The owner of a task.
AllTags
System and User tags assigned to a document.
SystemTags
System tags assigned to a document.
UserTags
User tags assigned to a document.
OCRConfidenceLevel
The accumulated confidence level of all pages in the
document OCRed during ingestion.
Extension
The file extension of the document.
KeywordHits
Contains all keywords/phrases which returned hits
(body and metadata) in a snapshot.
LastSavedBy
Last Saved By field from document metadata (MS
Office).
LotusViewFolders
Stores the view and folder names in which each Lotus
Notes email exists inside its mail store.
RevisionNumber
Revision number of the document (MS Office).
Title
Title field from document metadata (MS Office).
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Appendix A, Metadata Fields
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Appendix B Ingestion
Manager Utility
Overview
The Ipro Allegro Ingestion Manager Utility is used to assign the number of
ingestion service instances to be installed on a worker machine. It
automatically determines the number of cores and assigns the same number
of instances; for example, 4 cores, 4 instances. The maximum assignment of
services is two times the number of cores.
The command line interface can be used to assign more instances if
necessary; however, increasing the number of ingestion service instances does
not necessarily mean better performance. The hardware resources determine
the efficacy of increasing the number of service instances.
The services the Ipro Allegro Ingestion Manager Utility manages are:
•
•
EcaIngestionServiceHost
EcaQueueReader
Service instances can be stopped, started, or uninstalled from the Ipro Allegro
Ingestion Manager Utility.
Binaries (.DLLs) can be updated from the Ipro Allegro Ingestion Manager.
However, this update will not update the .CONFIG and .LOG4NET files.
The IngestionManager directory is stored under C:\Program Files\Ipro
Tech\Allegro by default. This directory contains the IngestionManager.exe
which is used to start the IngestionManager if it is not already running on the
worker machine.
During the Ipro Allegro installation, the Utility is launched and displays the
default number of service instances based on the worker’s core count. One
service instance per core will be running by default.
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Appendix B, Ingestion Manager Utility
The following figure shows the Utility with 2 service instances ready to be
started.
Do one of the following:
•
To start two or more service instances at once, click
•
To start an individual service instance in the grid, click
.
.
The Status changes to Starting then to Running as shown in the following figure.
B-2
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Reconfiguring the Services
Ensure that Ipro Auth Service is started and running under Services in
the Microsoft Management Console before reconfiguring.
The initial defaults can be reconfigured if necessary. If you wish to stop and
uninstall all the services at once, reconfiguring will automatically do this. If you
wish to keep one or more service instances, proceed to the section Stopping
and Starting Service Instances on page B-4.
1.
From the Ipro Allegro Ingestion Manager Utility, click
play the Reconfigure dialog.
2.
From the Number of service instances drop-down list, select the number
of service instances to run. Note: The static value 0 is used to uninstall
the service instances. See the section Uninstalling the Service Instances
on page B-4 for information on uninstalling.
3.
Enter the same credentials that are used to access services through the
Microsoft Management Console.
4.
Enter the name of the Logging Service Machine. This is the machine running the EcaLoggingService.
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to dis-
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Appendix B, Ingestion Manager Utility
5.
Click OK to install the service instance(s).
In the above figure, there is one instance installed for both services:
EcaIngestionServiceHost1 (under Ingestion Name column) and
EcaQueueReader1 (under QueueReader Name column).
6.
Do one of the following:
•
To start two or more service instances at once, click
•
To start an individual service instance in the grid, click
.
.
Stopping and Starting Service Instances
Service instances can be:
•
individually started by clicking
the grid.
next to the service instance in
•
individually stopped by clicking
in the grid.
next to the service instance
•
started all at once by clicking
•
stopped all at once by clicking
Uninstalling the Service Instances
All service instances will automatically be stopped and uninstalled. Ensure that
any jobs in the Ipro Allegro Administrator Unfinished Jobs panel are not currently being ingested.
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1.
From the Ipro Allegro Ingestion Manager Utility, click
play the Reconfigure dialog.
to dis-
2.
From the Number of service instances drop-down list, select 0. It is not
required to enter the credentials.
3.
Click OK.
About the Service Instance Subdirectories
The Services subdirectory contains separate directories numbered according to
the ingestion service instance. In the above figure, there are two subdirectories under Services: 1 and 2, indicating that two instances were initially
installed.
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Appendix B, Ingestion Manager Utility
Each Instance subdirectory contains the following subdirectories:
•
•
EcaIngestionServiceHost - handles the ingestion processing automatically
EcaQueueReader - retrieves the ingestion tasks for the Ipro Allegro
Ingestion Service
These directories serve as a template for the services and contain an
encrypted CONFIG file.
Updating Binaries (.DLLs)
Updating the .DLLs automatically will stop all the services and update the binaries in the following directories:
C:\Program Files\Ipro Tech\Allegro\...\EcaIngestionServiceHost
C:\Program Files\Ipro Tech\Allegro\...\EcaQueueReader
The .CONFIG and .LOG4NET files will not be updated.
1.
From the Ipro Allegro Ingestion Manager, click
Confirmation dialog appears.
2.
To proceed with the update, click
B-6
. The Update
. Otherwise, click
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Command Line
Command Line
This section is for System Administrators.
The Ipro Allegro Ingestion Manager can be run from the command line. The
following functions can be run from the command line:
•
•
•
•
•
Install
Uninstall
Start all services
Stop all services
Update Binaries (.DLLs)
To view the command line options, run IngestionManager /?
Installation
When calling from within the context of an install, the command line path is:
Ingestion Manager/install/NI=auto/U=<InputUsername>/P=<InputPassword>
Followed by:
IngestionManager/startall - this will start all the services.
Uninstall
IngestionManager/uninstall - this will stop all running services and uninstall
the services.
Utility Command Line Options
The following commands are for invoking the functions for the Ingestion
Manager Utility. Parameters may be in any order.
Note: When /install is not used only one of the remaining optional arguments
(/update/uninstall /startall /stopall) may be used.
IngestionManager/install/NI=<NumInstances>/U=<username>/
P=<password>/L=<LoggingServiceMachineName>
or
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Appendix B, Ingestion Manager Utility
IngestionManager [/update/uninstall] [/startall] [/stopall]
where:
<NumInstances> is number (e.g. 2) of service instances to install or use auto
in lieu of a number for the system to automatically detect the number of
service instances to install based on the worker’s core number.
<username> is the User name for login credentials
<password> is the Password for login credentials
<LoggingServiceMachineName> Machine where the Logging Service is
installed. This is an optional parameter.
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Index
C
CSV files, saving reports as 5-3
custodian summary report
described 5-2
I
D
de-duplication
levels explained 3-67
detail reports
described 5-3
dtSearch
stemming, searches 3-35, 4-25
duplicate summary report
described 5-2
duplicates
include or exclude 3-23
E
error summary report
described 5-2
F
file summary report
described 5-1
filter box
described 4-46
filter sets
closing 4-43
creating new 3-58
duplicating saved 4-43
exporting 4-41
saving 4-40
working with 4-40
filter types
described 3-24, 3-29
excluding 3-30
filtering by 3-29
viewing 3-28
filters
advanced 3-59
basic 3-58
checkbox states, described 3-30
clearing 4-48
filtering by types and categories 3-29
filtering counts described 3-31
G
grids
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filtering 4-45
filtering with operators 4-46
filtering without operators 4-46
Ingestion Manager Utility
command line B-7
default number of service instances B-1
described B-1
reconfiguring services B-3
service instance subdirectory structure
B-5
starting service instances B-2
stopping service instances B-4
uninstalling service instances B-4
Ipro Allegro
Administrator features 1-5
Analyzer features 1-5
before you begin 1-3
components 1-4
log files, described B-1
supported metadata fields A-1
workflow 1-4
Ipro Analyzer
document set, navigating through 3-7
exiting 2-9
filtering data 3-23
filters, sorting 3-29
searching, synonyms 3-36, 4-25
selecting a case 2-4
selecting a different case, using menu 2-7
starting 2-1
IproTech
contact information 1-8
K
key word hits summary report
described 5-2
key word searches
filter by 3-32
types described 3-32, 4-22
M
metadata fields, supported A-1
N
navigating through reports
file summary 5-8
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Index
P
parent child relationships
displaying in document pane 3-26
password
changing 2-4, 2-8
printing
file summary report 5-8
R
signing in as 2-8
user guide
conventions used 1-7
note icon, explained 1-7
W
workspace
resizing components 3-3
reports
saving to various formats 5-3
types, described 5-1
retrieve family
described 3-27
disable 3-28
documents display as 3-27
rule types 3-66
rules
child, creating 3-62
described 3-59
include and exclude 3-65
parent, creating 3-61
S
searching
all words 3-33, 4-22
any words 3-32, 4-22
Boolean 3-33, 4-23
Boolean examples 3-33, 4-23
fuzzy searching 3-36, 4-26
multiple key words 3-51
natural language 3-33, 4-22
phonic 3-35, 4-25
stemming 3-35, 4-25
slideout panes
Hiding 3-2
resizing 3-3
showing 3-3
snapshots
closing 4-43
deleting saved 4-44
saving filter sets as 4-40
summary reports
described 5-3
U
user
Index-2
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