Discovery Attender: Automatic Labels

December 9, 2015 Marta Farensbach

Continuing our series on lesser known features of Discovery Attender, this article hopes to encourage users to spend some time with Automatic Labels.  Introduced back in version 3.0, this option piggy-backs onto the search process to apply a label (or tag) to any result item that matches a secondary set of criteria entered by the user.

Traditionally, if a user wanted to add a secondary  set of search criteria, they would run another search or index the result set which can add hours to production time.   Instead of running a separate search to find the same information, this process is done within the original search while Discovery Attender is still processing the result item.   This maximizes the efficiency of the process and minimizes the time spent on extracting relevant information. Once the single search process has completed its work,  all matching results can be viewed under in the Results Management window in its own By Label node. The labeling is strictly a database exercise, so like most of Discovery Attender functionality, no source data is modified.

Customers use Automatic Labels in a variety of tasks that supplement the main search.  For some, this feature is helpful in defining privileged data, while others use it in aid of reporting or keyword grouping. External email identification and custodian collection are also simplified with the use of the labels.  But one of the main purposes is to identify exclusionary data. Using the Automatic Labels automatically creates an audit log for responsive items that will not be produced.

Automatic Labels are entered via the Create Automatic Labels wizard screen, a choice which is enabled in the Result Options screen.

AutoLabelEnter

Clicking the ‘Add’ button, opens the Edit Automatic Labels dialog box where labels are assigned and conditions entered.

AutoLabelEntryForm

Users can choose their own labels or enter new ones. Most importantly, both keyword and address options can be used as criteria selections. The steps are easy:

  1.  Choose a label – Select the label you’d like to assign from the drop down list or enter a new label. The drop down list is populated from the labels listed in the Organization node in the Settings dialog or add new ones directly in the textbox.
  2. Choose the criteria –   Address and Keyword criteria are available for Automatic Label conditions. The functionality mimics that of the main search, meaning you can utilize the keyword testers and wild cards to help refine your search.   You can even choose whether you want to match either or both of the criteria.   Within keyword searches, word lists or search expressions are both supported.
  3. Review and save.
  4. Repeat as needed.

Once you have entered the automatic labels to your satisfaction, run the search. After the processing has completed, all results which match automatic label conditions can be found under the appropriate label node in the Result Management screen under the ‘By Label’ view.

ResultView_byLabel

From here, the results can be exported, grouped, filtered, marked, ignored or reported on. As you can see the Automatic Labels are easy to implement, highly flexible and can shave hours off of processing time.

As always, if you have any questions, comments or future article suggestions, please don’t hesitate to contact us at Sherpa Software.

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