- Object: any record or file in the data set (e.g. email, PDF or presentation);
- Data collection: a combination of data from different sources;
- Data Source:a system or an application containing objects(e.g. CRM system, mail server, file share);
- Data tab:a pre-set data collection visible as a tab in the user interface;
1. Login Screen & Credentials
Log into INDICA Discovery with your user credentials (username and password).
2. Dashboard overview
After login, you will be redirected to your Discovery Workspace. It consists of 5 parts: Top bar, Tasks, Filtering bar, List of the objects and Advanced features.
2.1 Top bar
The bar on topprovides the list of data collections with the number of objects they contain.
Pre-set data collections are visible only if the INDICA administrator enabled this feature and set up queries to build them in the Administrator panel.
You can navigate among data collections by clicking on them. To proceed with the full data set (after you clicked on the certain data collection) click “Search” or cancel the filter under the search bar. On the bottom of the page you will see the list of objects you are going to operate with. On the top right side of the list, you will see the number of unique objects in the list and the number of duplicates.
Below the Top Bar you can see the buckets with objects assigned for your review divided by the review stages. The objects appear in the bucket when a case manager is creating or managing the workflow or when other reviewers move the objects through the workflow. Reviewers have their own buckets separate for each stage of the workflow they are taking part in. To move the document to the next stage reviewer should assign the dedicated tag to the object. Learn more about the workflow feature in the article.
Tags are pre-set by the administrator or a case manage. Reviewer cannot create its own tags. The list of tags available for the objects might vary depending on the status and the workflow.
There are three reasons why you might not see Tasks section in your workspace: 1. The section is collapsed on your screen, please press the Workflow button. 2. There is no workflow set up for your case. 3. You do not have an access to the workflow.
With INDICA you can narrow down the list of objects andwork with the most relevantobjects. To work with a specific data collection you can apply searches, use filters or choose the pre-set collections. You can search through the objects by typing in key words or phrases in the Search Bar. You will see a list of results ranked by relevance. To learn more about the search options and engine capabilities please read eSearch Overview article.You can also build and save advanced queries to find specific objects. You can view the query list by pressing “Saved queries” button. Please read Advanced queries article to learn how to build them.
In case object does not appear in the search result, it means that you either do not have the right to access it or it does not exist (anymore).
2.3 Filtering Capabilities
On the left you can see most of the filtering options with number of results within each filter. You can apply several filtersat the same time. You can also choose a time period (under the Search bar) to review the objects created in certain dates.
You can search through the filtered list. You can apply multiple filters to pre-set data collections.
In case an object does not appear in the search results but filter count is not 0 it means that you do not have the right to access it. In case the system does not provide you with the needed filter, it means that there are no files corresponding to the certain parameter.
Another option is to review the data using built-in visual filters. To access them press “Visual filters” button. In the pop-up window, you will be able to choose the best suited visual representation of your data: by Location, Country, Type and Email.
2.4 List of the objects
On the bottom of the screen you can see the list of objects you are working with. The list changes simultaneously according to the applied filters and search queries. For more information on the actions you can undertake with the list of objects or a single object please read the article “Object review” below.
2.5 Advanced Features
You can find the list of the advanced features on the right of the screen next to the “Visuals” button.
“Saved Queries” button allows user to view and apply queries saved by you and other reviewers.
“Query to CSV” triggers the export of the current query into a CSV file. This report will contain the name of the object, it’s location within infrastructure and other properties.
“Advanced Query” enables user to build complex queries using the builder. Read more about it in the Article “Advanced Queries”.
3. Object review
3.1 What you can do without opening an object.
Every object on the list have the following instantly visible properties:
- Date of creation
- Unique id
- Number of duplicates
In case an object property is not visible it means that this attribute is not applicable to this type of objects.
You can undertake the following actions:
- Download the original object on your computer
- Assign tags to multiple objects
- Find similar objects
When you press the “Similar Document” button INDICA automatically builds an advanced query using the first 30 key words within the initial object. The results of this query will be presented as similar documents. Results will be shown upon relevance. Accuracy of the results depends on the length of the objects’ content, the longer the better. Please review the results before performing an action.
Press on “Duplicates” to be redirected to the list of duplicates. Duplicates are marked based on the actual content of a document.
3.2 What you can do after object is open
To open an object, simply click on it and you will be redirected to the Item details page.You can move back and forth through the list of objectsbypressing the arrows on the top right side of the page.
Item details page allows to review content of the object, analyze the content of the object, delete/change/ assign tags, download PDF or original file. You can read more about tagging below.
Please note INDICA operates with the mathematical model of your data. When opening an object in INDICA (Item page) you are not working with the original object. You are never able to create, delete, change or anyhow process the original data with INDICA. In case original object is changed it will be reflected in INDICA if the (continuous) scanning feature is enabled.
Press on the arrow on the right above the document content to view meta data of the object. It contains a variety of different properties depending on the object type.
Properties typical for every object – owner, creation date, GDPR items, access control list.
The list of GDPR items contained in the object is located on the bottom of drop down window. It is followed by the access control list. This information might be useful to delegate risk mitigation to the object owner.
4 Analysis functionality
When pressing the "Analyze” button, user triggers the analysis of unstructured data with structured. INDICA finds relations and highlights the results within the document.
You can click on the highlighted term to proceed to the data collection related to the highlighted term. This operation can be applied multiple times to enable smooth investigation flow.
Tags are very important in the process of the object review. Tags allow to sort objects and track the overall progress.
The case manager assigns tags for the case. Users cannot create tags.
Other tags are assigned manually. An object might have multiple tags.
To manipulate with the tags of a certain object, open the Item details view. On the top left you will see the list of existing tags assigned to the object. You can delete them pressing the cross. To add a tag press “+ tag” button, choose the tag from the drop-down list and press the “Save” button. The changes will apply automatically and will be reflected in all dashboards and filer views.
You can also manipulate with the tags of multiple objects. This functionality is available on the main (Home) INDICA page above the list of objects.
Before making changes, you need to select objects. You can do it by ticking the box next to the file creation date. Alternatively, you can press the “Select all” button and choose to select all objects or objects listed on the current page. When you selected objects, you can manipulate with the tags.