global relay archive user guide - newbridge securities

Global Relay Archive 9.3 User Guide of 165 24/7 Technical Support: 1.866.484.6630 / [email protected] / [email protected] Copyright © 1999-2014 Global Relay. Confidential & Proprietary. All Rights Reserved. Not to be reproduced or distributed without permission.

Global Relay Archive

User Guide

Version 9.3

July 2015

Copyright © 1999-2015 Global Relay. Confidential and Proprietary.

All Rights Reserved. Not to be reproduced or distributed without permission.

20150622

Global Relay Archive 9.3 User Guide 24/7 Technical Support: 1.866.484.6630 / [email protected] / [email protected] Copyright © 1999-2015 Global Relay. Confidential & Proprietary. All Rights Reserved. Not to be reproduced or distributed without permission.

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Contents

1 Introducing Global Relay Archive .......................................................................................... 8

1.1 Terminology ................................................................................................................. 8

1.2 Global Relay Archive User Roles.....................................................................................10

2 Getting Started with Global Relay Archive.............................................................................15

2.1 Logging In ..................................................................................................................15

2.2 Selecting Your Display Language (Users) ........................................................................15

2.3 Setting Personal Preferences (All Users) .........................................................................16

2.4 Setting System-wide Preferences (Administrators) ...........................................................17

2.4.1 Changing Your Own Password (All Users) ..................................................................18

2.4.2 Changing a User’s Password (Administrators) ............................................................19

2.4.3 Setting My Access Rights Defaults ............................................................................20

2.5 Overview of the Main Pages ..........................................................................................20

2.5.1 Search Page ..........................................................................................................21

2.5.2 Search Page for Users without Access to Compliance Tools ..........................................22

2.5.3 Compliance Reviewer’s Search Page (Reviewers and Super Reviewers) .........................23

2.5.4 Calculating Search Results.......................................................................................24

2.5.5 Results Page ..........................................................................................................24

2.5.6 Message Page ........................................................................................................26

2.5.7 Other Main Menu Items...........................................................................................27

2.6 Compliance Dashboard .................................................................................................27

3 Searching for Messages......................................................................................................29

3.1 Searching by Specific Dates and Relative Dates ...............................................................29

3.2 Searching by Users and Groups .....................................................................................30

3.2.1 Unified Search Primary and Alias Addresses...............................................................30

3.2.2 Viewing Unified Primary and Alias Search Results .......................................................30

3.2.3 Address Validation..................................................................................................31

3.2.4 Disabling Address Validation ....................................................................................32

3.2.5 AND/OR Search Controls Between To and From .........................................................32

3.2.6 Searching by Custom User Field Data .......................................................................32

3.2.7 Finding Messages by Specific Access Rights ...............................................................33

3.3 Searching by Subject ...................................................................................................34

3.4 Searching by Attachments ............................................................................................34

3.5 Searching by Keywords ................................................................................................36

3.5.1 Performing Boolean Searches: AND/OR/NOT..............................................................36

3.5.2 Performing Phrase Searches ....................................................................................37


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3.5.3 Performing Wildcard Searches..................................................................................37

3.5.4 Performing Proximity Searches ................................................................................37

3.6 Searching by Header Information...................................................................................38

3.7 Searching for Flagged Messages and Message States .......................................................39

3.7.1 Using the Compliance Dashboard .............................................................................41

3.7.2 Searching by Priority ..............................................................................................42

3.8 Searching for Messages by Advanced Flagging Rules ........................................................42

3.8.1 Performing Flag Searches for Advanced Flagging Rules ...............................................43

3.8.2 Performing Event Searches for Advanced Flagging Rules .............................................43

3.9 Searching by Labels .....................................................................................................44

3.10 Searching by Events ..................................................................................................44

3.11 Searching by Bloomberg Message Types ......................................................................46

3.11.1 Legend...............................................................................................................46

3.12 Searching by Thomson Reuters Message Types.............................................................49

3.12.1 Legend...............................................................................................................49

3.13 Searching by Group Tag.............................................................................................52

3.14 Searching by LinkedIn Data........................................................................................53

3.15 Searching by Twitter Data ..........................................................................................57

3.16 Searching by Mobile Data...........................................................................................59

3.17 Searching by Retention/Expiration...............................................................................59

3.18 Displaying the Serial Number in Search Results ............................................................60

3.19 Searching by Serial Number .......................................................................................60

3.20 Searching for Un-reviewed Messages Assigned to Me (Multiple Reviewers) .......................61

3.21 Performing Sample Searches ......................................................................................61

3.21.1 Automatic Random Sampling ................................................................................61

3.21.2 Random Sample Search .......................................................................................62

3.22 Searching the Event Log ............................................................................................63

3.22.1 Viewing Event Log Search Results..........................................................................66

3.22.2 Exporting Event Log Data .....................................................................................67

4 Saving a Search ................................................................................................................68

4.1 Loading a Saved Search ...............................................................................................68

4.2 Editing or Deleting a Saved Search ................................................................................69

5 Viewing Search Results ......................................................................................................70

5.1 Sorting Search Results .................................................................................................70

5.2 Marking Messages on the Search Results List ..................................................................71

5.2.1 Marking Messages as Reviewed ................................................................................71


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5.2.2 Marking Messages with a Priority Level .....................................................................71

5.3 Adding Messages from Search Results to a Folder ............................................................72

6 Working with Search Results...............................................................................................73

6.1 Emailing Messages .......................................................................................................73

6.2 Recovering Messages ...................................................................................................73

6.3 Printing Messages ........................................................................................................74

6.4 Marking Messages........................................................................................................74

6.5 Marking Messages as Non-Compliant..............................................................................75

6.6 Flagging Messages from the Message Header ..................................................................76

6.7 Using Folders ..............................................................................................................77

6.7.1 Creating Folders .....................................................................................................77

6.7.2 Viewing Active Folders ............................................................................................77

6.7.3 Viewing a Folder’s Contents .....................................................................................79

6.7.4 Sharing Folders ......................................................................................................79

6.7.5 Adding User Access to Folders from Folder Manager ...................................................79

6.7.6 Adding User Access to Folders from User Manager ......................................................79

6.7.7 Removing User Access to Folders .............................................................................80

6.7.8 Adding Group Access to Folders ...............................................................................80

6.7.9 Removing Group Access to Folders ...........................................................................81

6.7.10 Adding Messages to a Folder .................................................................................81

6.7.11 Adding Messages to a Folder from the Results Page .................................................81

6.7.12 Adding Messages to a Folder from the Message Page ...............................................82

6.7.13 Removing Messages from Folders ..........................................................................82

6.7.14 Deleting Folders ..................................................................................................83

6.7.15 Searching Folders with Text Strings .......................................................................83

6.7.16 Setting Default User (Personal) and Shared Folders .................................................83

7 Working with Reports.........................................................................................................84

7.1.1 Controlling Access to Reports and Data .....................................................................86

7.1.2 Viewing a Message Audit Trail via a Compliance Report ...............................................86

7.1.3 Emailing an Onscreen Report ...................................................................................87

7.1.4 Printing an Onscreen Report ....................................................................................87

7.1.5 Exporting a Report to Excel or CSV Format ................................................................87

7.2 Working with Compliance Flagging Reports .....................................................................88

7.2.1 Generating a Compliance Flagging Report .................................................................89

7.3 Working with Compliance Activity Reports.......................................................................89

7.3.1 Generating a Compliance Activity Report ...................................................................90


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7.3.2 Generating an Email Version of the On-Demand Compliance Activity Report ..................92

7.4 Working with Keyword Flagging Reports .........................................................................92

7.4.1 Generating a Keyword Flagging Report .....................................................................93

7.4.2 Generating a Keyword Flagging Report On-Demand....................................................94

7.5 Working with Supervisor Review Reports ........................................................................94

7.5.1 Generating a Supervisor Review Report ....................................................................95

7.5.2 Generating a Supervisor Review Report On-Demand...................................................96

7.5.3 Generating an Email Version of the On-Demand Supervisor Review Report....................97

7.6 Working with Advanced Flagging Rules Summary Reports .................................................98

7.6.1 Generating an Advanced Flagging Rules Summary Report ...........................................99

7.7 Working with Advanced Flagging Rules Change Reports .................................................. 100

7.7.1 Generating an Advanced Flagging Rules Change Report ............................................ 101

7.8 Working with Advanced Flagging Rules Keyword Reports ................................................ 102

7.8.1 Generating an Advanced Flagging Rules Keyword Report........................................... 103

7.9 Working with Advanced Flagging Rules Keyword Change Reports..................................... 104

7.9.1 Generating an Advanced Flagging Rules Keyword Change Report ............................... 105

7.10 Working with User and Group Reports ....................................................................... 106

7.10.1 Generating a User Report ................................................................................... 107

7.10.2 Generating a Group Membership Report ............................................................... 107

7.10.3 Generating Group Access Rights Reports .............................................................. 108

7.10.4 Automating Group Reports ................................................................................. 109

8 Working with Users, Groups, and Roles .............................................................................. 110

8.1 Managing Users ......................................................................................................... 110

8.1.1 Adding Users ....................................................................................................... 110

8.1.2 Using the Active Directory ..................................................................................... 111

8.1.3 Modifying User Details .......................................................................................... 112

8.1.4 Changing Access Rights......................................................................................... 113

8.1.5 Removing Access Rights from a User ...................................................................... 113

8.1.6 Removing User’s Access Rights to Their Own Messages ............................................. 113

8.1.7 Granting a Super Reviewer Access to All Messages ................................................... 114

8.1.8 Adding Access Rights to all Messages that a Group Member Modified .......................... 116

8.1.9 Bulk Updating Access Rights Information................................................................. 116

8.1.10 Setting Up Access Rights for a Folder ................................................................... 116

8.1.11 Modifying User Settings...................................................................................... 117

8.1.12 Associating Aliases with Users ............................................................................. 118

8.1.13 Assigning or Changing User Roles ........................................................................ 119


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8.1.14 Creating Custom User Fields ............................................................................... 120

8.1.15 Entering Custom User Field Data ......................................................................... 121

8.1.16 Configuring Roles .............................................................................................. 121

8.1.17 Viewing User Role Information ............................................................................ 126

8.1.18 Assigning the e-Discovery Role............................................................................ 126

8.2 Working with Groups .................................................................................................. 126

8.2.1 Creating a Group.................................................................................................. 127

8.2.2 Adding Users to a Group ....................................................................................... 127

8.2.3 Removing Users from a Group ............................................................................... 128

8.2.4 Adding Addresses to Groups .................................................................................. 128

8.2.5 Removing an Address from a Group........................................................................ 129

9 Using Compliance Tools.................................................................................................... 130

9.1 Working with Flagging Rules........................................................................................ 130

9.1.1 Adding Keywords and Phrases to Flagging Rules....................................................... 131

9.1.2 Excluding Keywords and Phrases from Flagging Rules ............................................... 132

9.1.3 Creating General Flagging Rules for Other Exclusions................................................ 132

9.1.4 Bulk Updating General Flagging Rules ..................................................................... 133

9.1.5 Using Symbols and Characters in General Flagging Rules .......................................... 133

9.2 Setting Up Advanced Flagging Rules............................................................................. 134

9.2.1 Creating a New Advanced Flagging Rule .................................................................. 135

9.2.2 Cloning an Advanced Flagging Rule.........................................................................139

9.2.3 Deleting an Advanced Flagging Rule ....................................................................... 140

9.2.4 Setting the Priority of Advanced Flagging Rules........................................................ 140

9.3 Using Keyword Manager ............................................................................................. 141

9.3.1 Creating or Editing a Keyword Set .......................................................................... 142

9.3.2 Viewing the List of Keyword Sets and Associated Advanced Flagging Rules .................. 144

9.3.3 Cloning a Keyword Set .......................................................................................... 144

9.3.4 Deleting a Keyword Set......................................................................................... 145

9.3.5 Importing a List to a Keyword Set .......................................................................... 145

9.3.6 Exporting a Keyword Set ....................................................................................... 146

9.4 Labeling Messages ..................................................................................................... 146

9.4.1 Creating Labels and Comments .............................................................................. 147

9.4.2 Adding Labels and Comments to Messages .............................................................. 148

9.4.3 Adding Labels/Comments to Messages from the Results Page .................................... 148

9.4.4 Adding Labels/Comments to Messages from the Message Page .................................. 149

9.4.5 Removing a Label/Comment from Messages from the Label/Comment Page ................ 149


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9.4.6 Removing a Label/Comment from Messages in the Message Page .............................. 149

9.4.7 Sharing Labels ..................................................................................................... 149

9.4.8 Removing Users from a Label................................................................................. 150

9.4.9 Deleting Labels .................................................................................................... 151

9.5 Reviewing Previously Reviewed Messages ..................................................................... 151

9.6 Using Wizards ........................................................................................................... 151

9.6.1 Creating and Defining a Wizard .............................................................................. 151

9.6.2 Assigning a Wizard to Messages ............................................................................. 153

9.6.3 Giving User Access Rights to Wizards...................................................................... 155

9.7 Using a Wizard to Assign Messages to Folders ............................................................... 155

9.7.1 Removing User Access Rights to Wizards................................................................. 156

9.7.2 Giving Group Access Rights to Wizards.................................................................... 156

9.7.3 Removing Group Access Rights to Wizards............................................................... 157

10 Configuring Data Extraction ........................................................................................... 158

10.1 Getting Support for Data Extraction........................................................................... 158

10.2 Understanding the Associated Costs .......................................................................... 158

10.3 Preparing Messages for Extraction............................................................................. 159

10.4 Requesting a PST File .............................................................................................. 160

10.5 Opening a PST File .................................................................................................. 162

11 Accessing Help and Support ........................................................................................... 163

12 Legal Information ......................................................................................................... 165


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1 Introducing Global Relay Archive

Global Relay Archive is a hosted compliance solution. All related facilities and equipment are located

off premises from the Users and their companies. This service assists financial and other companies to

demonstrate how they meet regulatory demands and contain certain risks relating to messaging.

Global Relay Archive provides a secure, web-based console from which compliance reviewers can

review electronic messages. It provides Compliance Officers company-wide access to all messages.

Flagging Rules prepare messages for review with automated keyword and phrase scanning, random

sampling and message categorization.

This User Guide provides details on how to use Global Relay Archive to search for and review archived

Email, Instant Messages, Thomson Reuters, Bloomberg, Twitter, LinkedIn, or Mobile (call log, SMS

and/or Blackberry PIN) messages, as well as mobile phone call logs for compliance purposes.

1.1 Terminology

The following table defines terms as they are used in Global Relay Archive and this User Guide.

Term

Definition

Audit Trail

A permanent, time stamped chronological list of all actions taken

on a message.

Starting with when the message was imported into Global Relay

Archive, the Audit Trail lists every occurrence when the following

actions were taken on a message: viewing, flagging, recovering,

forwarding, replying, copying to or removing from a Folder,

Assigning a Priority, Comment, or Label, applying a Wizard,

Downloading (either the message or attachment), and being

marked Restricted, Privileged, or Personal.

Comment

Labels and Comments are a customizable system of master

folders (Labels) with subfolders (Comments), used primarily as

compliance and eDiscovery tools. When used together, a Label

and Comment provides a method to mark, categorize, and

organize messages. Comments can be used during collaborative

compliance review or for marking messages during discovery.

Compliance Dashboard

Set of links for quick access to compliance searches and

statistics, available to Reviewers and Super Reviewers.

Escalated

Status assigned to messages that require further investigation,

typically by the next level of reviewer in a compliance review.

Flag

A status assigned to messages during a compliance review

performed to demonstrate adherence to requirements set by

regulatory bodies, i.e. SEC/FINRA/IIROC/FCA.

Flags can be assigned automatically by setting up Flagging Rules

in Global Relay Archive or manually by a Reviewer or Super

Reviewer. Flags are used to indicate where in the review cycle a


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Term

Definition

message is.

For search purposes, a message can have up to three flag states

simultaneously: Flagged for Review, Viewed Action Required,

Reviewed, Non-Compliant or Escalated, Closed or Open, and

Restricted, Privileged, or Personal.

Folder

A tool used to save search results, categorize messages, work

collaboratively or organize data. Any User can create Personal

folders, but Folders can only be shared by a Super Reviewer.

Folder Manager

A tool for creating and searching for personal folders.

Group

A defined block of Users. Groups can be used to organize

enterprise entities, to grant a User access to a specific block of

Users, or to be able to search a specific subset of Users.

Header

The gray area above the body of a message that displays the

Subject, From, Date, To, and Attachment fields associated with

the message.

Keyword

Search criteria, in the form of either a word or a phrase. Keyword

searches search the header, text body and attachments of all

messages. Keywords are highlighted in the search results

(excluding attachments).

Label

Available to Reviewers and Super Reviewers, Labels and

Comments are a customizable system of master folders (Labels)

with subfolders (Comments), used primarily as a compliance and

eDiscovery tool.

When used together, Labels and Comments provide a method of

marking, categorizing, and organizing messages. Typically,

Labels and Comments are used during a collaborative compliance

review or for cataloging messages during discovery.

Label Manager

Available to Reviewers and Super Reviewers, this functionality is

used to create or search Labels.

Non-compliant

A status assigned to any message that is in breach of your firm’s

policies or procedures.

Personal

The status assigned to messages that can be viewed only by the

User who sent or received it and by Super Reviewers. It is used

to block other Users who would normally have access to it.


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Term

Definition

Priority

A predetermined status marker, such as Urgent, Important,

Pending, etc., used to organize or search for messages.

Privileged

The status assigned to messages that are attorney/client

privileged, typically used to exclude privileged messages from

any production of data for an audit, litigation or other

investigation. Privileged messages can only be viewed by Super

Reviewers.

Random Sampling

Results derived from a search of a subset (sampling) of

messages based on a specified percentage.

For example, a 50% sampling of 20 messages would be 10

messages arbitrarily selected out of those 20 messages.

Restricted

The status assigned to messages to restrict access only to Super

Reviewers, typically used to block internal Users from viewing

sensitive messages.

Serial Number

Unique numerical identifier assigned by Global Relay Archive to

every archived message

Super Reviewer

Reviewer with the most comprehensive level of access to Global

Relay Archive, typically a Chief Compliance Officer

Wizard

A set of predefined actions that you might want Global Relay

Archive to perform on a message or set of messages

Wizard Manager

Functionality used for creating, organizing, and searching Wizards

1.2 Global Relay Archive User Roles

Global Relay Archive supports the following designated Roles. Roles determine a User’s access rights

and most Roles can be configured in Role Manager to fit your firm’s Compliance, Legal, HR, and IT

requirements.

User Role

Description

Super Reviewer

(S. Rev)

Super Reviewer is the most comprehensive level of Global Relay Archive

access, typically assigned to a Chief Compliance Officer or executive

management.

Super Reviewers can:

• Access all messages firm-wide including other User’s Audit Trail

information (unless specifically restricted).


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User Role

Description

• Assign User Access Rights (to Reviewers, Standard Users and

e-Discovery Roles, but not to Sys Admins, User Admins or other

Super Reviewers).

• Mark and view Attorney-Client Privileged, Restricted, and

Personal messages.

• Set up and modify compliance tool settings: the list of keywords

and phrases, the percentages used for Random Sampling, and

Flagging Rules.

• Access User Manager, Group Manager, and Report Manager, but

NOT Role Manager.

• Edit and view access to custom user fields.

• Access to all the functionality a Reviewer can access.

System

Administrator

(Sys Admin)

The System Administrator is generally the overall manager or controller

of the Global Relay Archive.

The System Administrator is Global Relay’s primary point of contact at

your firm in terms of password management.

Like Super Reviewers, System Administrators typically can:

• Access all messages firm-wide, but unlike Super Reviewers they

cannot view any compliance activity (flagging etc…).

• Create User accounts and add Aliases.

• Assign User access rights.

• Create and manage Groups.

• Customize User Roles

• View Event Log

• Generate PST files of archived data (data export)

• Set up or modify compliance tool settings: the list of keywords

and phrases, the percentages used for Random Sampling, and

Flagging Rules.

NOTE: System Administrators cannot perform any compliance activities

like flagging messages, viewing flagged messages, or generating

compliance reports.

By default, System Administrators are the only Role with access to the

Role Manager, but this default can be changed.


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User Role

Description

User

Administrator

(UserAdmin)

User Administrators typically manage User accounts and on-board new

Users.

User Administrators can:

• Assign or modify a User’s Role, except the System Administrator

Role.

• Add Aliases.

• Configure User preferences, system-wide or by individual User.

• Grant User access rights, so a User responsible for other

Users/Groups can view the associated messages.

• Create and manage Groups.

NOTE: User Administrators cannot perform any compliance activities like

flagging messages, viewing flagged messages, or generating compliance

reports.

By default, User Administrators cannot access the Role Manager, but this

default can be changed.

Reviewer

Reviewers are typically in a compliance or management Role, and are

usually responsible for first level reviews.

For Users and Groups that they have been assigned access rights to,

Reviewers can:

• Analyze flagged messages.

• Escalate messages of concern to a Super Reviewer for further

evaluation.

Access rights for Reviewers can typically be assigned by a System

Administrator, User Administrator, or Super Reviewer.

NOTE: Reviewers cannot access or read messages marked Attorney-

Client Privilege, Restricted, or Personal.

e-Discovery

The e-Discovery Role is assigned for a specific purpose, such as a legal

team, auditor, or human resources representative requiring access to a

set of messages to perform a review.

Typically, Users assigned this Role are given access to a subset of

messages, usually with limits on the date range and number of User

accounts they can access.

When assigned the e-Discovery Role, Users have access to full search

functionality and can also generate PST export files.


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User Role

Description

Standard User

Standard Users are regular employees who use Global Relay Archive as a

personal archive tool. Typically, they have access only to their own

archived messages.

If necessary, Standard Users can be assigned access rights to the

messages of other Users or Groups.

By default, access rights for Standard Users can be assigned by a

System Administrator, User Administrator, or Super Reviewer.

Standard Users do not have access to System Tools, Audit or Flagging

tools, Compliance comments, or the compliance Audit Trail of a message.

DISABLED User

DISABLED Users do not have login access to Global Relay Archive;

however, their messages are still archived, and these Users can still be

assigned Aliases and put into Groups.

Other Users with access to All Mail – e.g. System Administrators or Super

Reviewers – can search on DISABLED Users’ archived messages.

DISABLED Users can include former Active Users (i.e. ex-employees) and

employees at firms that archive and review messages without their

employees’ knowledge.

Active User

The Active directory contains all Users that have a User Profile and have

been assigned a User Role.

Active Users can be granted login access and be put into Groups.

Messages associated with Active Users can be searched.

NOTE: Users assigned the DISABLED Role are considered Active;

however, these Users cannot log into Global Relay Archive.

Secondary User

Secondary Users refer to those email addresses belonging to a Secondary

domain. The System Administrator at your firm can specify any Secondary

domains used by your company. For example, some firms archive

subsidiary companies or other divisions, e.g. lautnerwealth.info and

lautnerwealth.net can be secondary domains of lautnerwealth.com.

A Secondary domain must be one your company is also archiving in

Global Relay Archive. Outside domains such as Bloomberg, LinkedIn, or

Gmail cannot be specified as a Secondary domain.

Once a Secondary domain is specified, communication between your

Primary and Secondary domains is considered internal correspondence

when conducting searches in Global Relay Archive.

NOTE: Secondary Users cannot access Global Relay Archive using their

email address. To access the Archive, a User must have either a Primary

domain address or a proxy User account created for them, and then have

their Secondary domain email address be an associated Alias of the

proxy account.


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User Role

Description

External User

External User is an address or username that is not from a secondary or

primary domain, but has ID mapping to a User account.

Captured User

The Captured directory in Global Relay Archive contains email addresses

that are not yet associated with an existing User Profile or assigned a

User Role.

Until assigned a Role, a Captured User cannot be granted login access or

be put into Groups.

Captured is generally a temporary state, usually the result of a new User

being archived before being assigned a Role.

Messages associated with Captured Users can be searched.

Hidden User

The Hidden directory typically contains email addresses used for

notification purposes (i.e. non-human addresses), agents and SPAM, or

to identify former employees.

Hidden Users cannot be granted login access or be put into Groups.

Messages associated with Hidden Users can be searched.


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2 Getting Started with Global Relay Archive

This section provides a high-level overview of the Global Relay Archive User Interface for compliance

officers and other Reviewers. Detailed instructions for performing specific actions are provided in

subsequent sections of this User Guide.

2.1 Logging In

Log in to Global Relay Archive with your Account credentials using the following URL (your System

Administrator should have provided your login credentials):

https://archiver.globalrelay.com/archivewebmail/archivewebmail.fpl

You can also log in from the Global Relay website - www.globalrelay.com - by clicking the Login

button (upper right) and selecting Global Relay Archive & Compliance Reviewer.

2.2 Selecting Your Display Language (Users)

Select one of the following languages as the display language in Global Relay Archive:

• English

• German

• Spanish

• French

• Japanese

• Portuguese

• Chinese (Simplified)

• Chinese (Traditional)

NOTE: The default language is set by your Administrator.

To change the display language when logging in:

• On the Global Relay Archive Login page, click your preferred language.

If your language is not displayed, click More.

Once you are logged into Global Relay Archive, you can change the language in Preferences.


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To change the display language after logging in:

1. From the Tools menu, select Preferences.

2. In the User Settings section, from the Language drop-down menu, select a language.

2.3 Setting Personal Preferences (All Users)

Available Preferences depend on your Role:

• In the User Details and Access Rights sections, Standard Users and Reviewers can view, but

not modify, their own access rights, which are the Users and Groups they can access.

Typically, only Super Reviewers have access to all Groups.

NOTE: Only Super Reviewers and Administrators can change a User’s access rights but these changes

must be made in User Manager and not on the Preferences page.

• In the User Settings section, all Users can change their passwords, language preference, time

zone, whether the toolbar remains visible when scrolling on the Results or Message pages

(Lock Toolbar), and number of search results per page.

NOTE: You can update and save these fields with non-default settings for your personal

account.

To set Preferences:

• From the Tools menu, select Preferences.


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2.4 Setting System-wide Preferences (Administrators)

Administrators can use the Preferences page to perform the following administrative tasks:

• To modify the domain-wide default settings for time zone preference, from the Default time zone field drop-down menu, select a time zone.

Time Zone changes convert all the message sent and received times displayed in the Archive. Users can set their own time zone preference.

• To modify the domain-wide default settings for language preference, from the Default

language field drop-down menu, select a language. Users can set their own language preference.

• To set the domain-wide default setting for whether the toolbar remains visible when Users

scroll on the Results or Message pages, select a Lock Toolbar option.

Users can set their own Lock Toolbar option.

• To add additional domains used by your company, in the Specify Secondary Domains field,

enter those domains and click Add.

For example, if your primary domain is lautnerwealth.com, but the company also uses lautnerwealth.net, you can enter launterwealth.net in the field. There is no limit to the number

of secondary domains you can add.

NOTE: To delete a secondary domain, under the Specify Secondary Domains section, click the

Delete button.

• To specify the email addresses of all Users who should receive the Global Relay Archive Daily

Reports, in the Daily Reports field, enter an email address and click Add. There is no limit to the number of email addresses you can add.

NOTE: To remove an email address, highlight it and click Delete.


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2.4.1 Changing Your Own Password (All Users)

To increase the security and privacy of Global Relay Archive, you must follow these rules when

modifying your password:

• Your old password is required when changing your password, and you cannot reuse a

password you have previously used.

• Passwords can be up to 24 alphanumeric characters; 8 characters is the minimum.

• Passwords must contain at least two of the following three characters:

o A mix of both upper and lower case letters

o At least one these four special characters: ? _ - !

o At least one number

• Password characters are not displayed when you enter them, just bullet points.

• Error messages display when passwords are incorrect or do not match.

• New passwords must be confirmed.

NOTE: If your company uses Remote Auth, which means your Active Directory password is

your Global Relay Archive password, the change password functionality does not display,

because it is not required.

To change your own password:


2. In the User Settings section, enter your Current Password.

3. In the New Password field, enter your New Password.

Passwords must be between 8 to 24 characters long and include at least two of these three guidelines: A mix of upper and lower case letters, at least one number, and at least one of these four special characters: ? -_ !

4. In the Confirm New Password field, re-enter your new password.


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To reset your password:

1. Open a web browser and go to www.globalrelay.com

2. In the top right corner, click the red Login button, and then select Password Modification.

A secure HTTPS page displays.

3. If you know your current password, enter your information including your current and new

password in the application fields, and then click Change Password.

Your password is updated to the one you entered.

4. If you forgot your password, click the Forgot your password? link, and in the secure HTTPS

page that displays, enter your email address and click Request Password Reset.

You will receive an email with a link to reset your password, which expires in 15 minutes.

5. Open the email sent from Global Relay and click the reset link.

6. Enter your new password and click OK.

2.4.2 Changing a User’s Password (Administrators)

To increase the security and privacy of Global Relay Archive, administrator’s must follow these rules

for changing a User’s password:

• The User’s old password is required when you change passwords, and you cannot reuse a

password that the user has used previously.

• Passwords can be up to 24 alphanumeric characters; 8 characters is the minimum.

• Passwords must contain at least two of the following three characters:

o A mix of both upper and lower case letters

o At least one these four special characters ? _ - !

o At least one number

• Password characters are not displayed when you enter them, just bullet points.

• Error messages display when passwords are incorrect or do not match.

• New passwords must be confirmed.

• If your company uses Remote Auth (i.e. your Active Directory password is your Global Relay

Archive password), change password functionality does not display in Global Relay Archive, because it is not required.

To change a User’s password:

1. From the Tools menu, select User Manager.

2. In the Search Active Directory section:

• Enter information about the User whose password you want to modify.

• Leave all fields blank to search for all Users.


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3. Click Search.

4. When your search results appear, click a Username to view their details.

5. In the User Settings section, enter the User’s New Password.

NOTE: Passwords must be between 8 to 24 characters long and include at least two of the following three criteria: A mix of upper and lower case letters, at least one number, and at least one of these four special characters: ? - _ !

6. In the Confirm New Password field, re-enter the User’s new password.

7. Click Update.

2.4.3 Setting My Access Rights Defaults

If you have access to other Users’ messages and/or messages associated to Groups, you can set up

which Users and Groups are selected by default in the My Access Rights drop-down menu on the

Search page.

To set defaults for My Access Rights:


2. In the Default access right selection section, select which Users and/or Groups you want

selected by default for your searches.

3. Click Update Selection.

2.5 Overview of the Main Pages

You access the main pages from the Main Toolbar located at the top of each page.

Below the Main Toolbar in a light blue area are page-specific icons that you can use to refine your

search or take actions on messages.


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At any time click the Help menu, you can send Global Relay Archive related questions directly to our

support staff. Support is available 24/7.

The Command Line, located in the darker blue area under the Action Icons, contains a summary of the

current page contents and drop-downs for quick sorting and status assignment.

2.5.1 Search Page

Search page icons are available to all Users and located at the top left side of the Search page.

• Reset: Reverts to the search fields set up in your previous search. Click Results to display

the previous search results. If the Results link is gray, you have not performed a search yet in your current session.

• New: Click to compose a new email (to either an internal or external recipient) directly from

the Global Relay Archive interface via Webmail. Messages sent from here will be sent from the User’s login address which will receive a Bcc of the email.

The Command Line is on the Search Page, located in the dark blue area near the top. It displays the

total number of Users in the system, broken down into Active, Captured, and Hidden Users.


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2.5.2 Search Page for Users without Access to Compliance Tools

Standard Users and User Administrators do not have access to Compliance Tools. The Search Page for

these Users has two columns. These search controls are used by these Roles to filter the searches by:

• Date Range

• From or To/Cc/Bcc/DL

• Subject

• Keywords

• Attachments

Every User’s captured messages are safely and securely stored and organized in Global Relay Archive.

With assigned access, any User can search through archived stored emails and attachments (along

with other message types that Global Relay archives, such as Bloomberg, Thomson Reuters, Instant

Messages, Blackberry (PIN and SMS) and Android SMS). They will however, not be able to see any of

the Compliance flagging, comments, or associated Audit Trails.

Any User can delete a message from their corporate mail system and still be able to immediately

access that message through Global Relay Archive. Many corporations and individuals use this as a far

safer and surer storage and retrieval system for emails, messages, and attachments.

For more information, see the Searching for Messages section in this Guide.


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Select your preferences for displaying your search results:

• Maximum number of messages to display: Display 15 to Unlimited Messages; the default

is 1000.

• Maximum number of messages per page: Display 10 to 500; the default is 100.

Once you have set up your search criteria, click the Search Message Archive button to display the

Results page.

2.5.3 Compliance Reviewer’s Search Page (Reviewers and Super Reviewers)

The Compliance Reviewer’s Search page has all of the features and functionality of the Standard

User/User Administrator’s Search page, as well as the following search controls:

• Flag: Use this field to search the current flagged or marked state of a message and access

your “Flagged for Review” messages. These are the messages that the system has

automatically flagged via your Flagging Rules (General keyword and phrase, Random Sample, or Advanced Flagging Rules) or that another reviewer has manually flagged.

• Label: Use this field to search for messages that have been tagged with a defined

Label/Comment.


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The third column, the Compliance Dashboard, is only available to compliance Users. It is a graphical

representation of the Flag field options in the second column

The Search page for compliance Users has the Random Sample search control, used to display a

percentage of arbitrarily selected messages based on your search criteria instead of all messages.

2.5.4 Calculating Search Results

View of the number of results matching your criteria before actually conducting your search, which can

save time.

To view the number of messages matching your criteria:

1. Set up your search.

2. In the bottom left column, click Calculate.

To the left of the Search Message Archive button, the number of search results displays.

2.5.5 Results Page

The Results Page displays all the results matching your search criteria.

On the Results page, you can perform the following tasks:

• To sort messages by Date (default), From, To/Cc/Bcc, or Subject, click the appropriate column

heading.

• To open a message, click its Subject, which is a link.

• To select all messages on a page, select the checkbox in the far right column header.

• To copy selected messages to an existing folder, from the Copy to Folder drop-down menu,

select the folder and click Copy to Folder.


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• To copy selected messages to a new folder, from the Copy to Folder drop-down menu, select

New Folder, type a name, and click Copy to new Folder.

• To recover a message, in the Subject line, left-click the message icon and select how you want

to recover it.

NOTE: If you leave the Results page, you can return to it by clicking the Results link at the top of the

page anywhere in Global Relay Archive.

Depending on the number of matches found, the results might need to be displayed across multiple

pages. Use the Page Arrows to move between pages.

Click a single arrow to skip to the next/previous page and click a double arrow to skip to the

first/last page .

To select all search results:

• On the current page: In the right column of the title bar, select the checkbox.

• Over all pages: In the right column of the title bar, select the checkbox, and then click Select

All Messages.

The Flag column on the left side of the Results Page (visible only to Reviewers and Super Reviewers)

displays the current flagged or marked status of a message. You can sort your search results and save

messages in Folders without having to open and review them first

The Command Line in the dark blue area beneath the Action Icons contains a summary of the current

page’s contents and drop-downs for quick sorting and status assignment. If your results exceed the

display limit you set on the Search page, use the Click to Search for Unlimited Messages link in

the Command Line to display all messages.


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2.5.6 Message Page

The Message page displays the content and information about an individual message. The Message

link will be grayed out until the first message is viewed.

You can take actions on a message in the Message Page using the Action icons at the top of the page.

Within the Message Page, the Command Line (the dark blue area beneath the Action Icons) contains a

summary of the current page’s contents and drop-downs for quick sorting and status assignment.

Every message page contains an Audit Trail displayed in the yellow area near the top of the page.

The Audit Trail is a permanent log showing every action taken on a message within Global Relay

Archive. Reviewers and Super Reviewers can view the entire Audit Trail, while System and User

Administrators can view actions unrelated to Compliance or Flagging (e.g. when someone has viewed

a message or downloaded it).

The first line in the Audit Trail shows the message’s unique Serial Number and when and how it was

imported into the Archive, “Imported.” The second line in the Audit Trail displays if (and why) that

particular message was flagged. Additional lines show all subsequent actions taken on the message.

The Message Header is the gray area under the Audit Trail. The header displays the Subject,

Participants, Date, Flag and any Attachments that are associated with the message.


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2.5.7 Other Main Menu Items

Compliance Tools: The following Compliance Tools are accessible from the Main Menu:

• Folders: Use this drop-down menu to the access the Folder Manager and any folders you

created. For more information, see the Using Folders section of this Guide.

• Labels: Use this drop-down menu to access the Label Manager and any labels you created.

For more information, see the Labeling Messages section of this Guide.

• Tools: Use this drop-down menu to access the following management tools; what tools you

can access depends on your assigned User Role:

o Preferences: Change your own User preferences such as Language (of the interface), your password (8-24 alphanumeric characters), default System Folders, and Time Zone.

Administrators also have access to change domain-wide settings.

o Wizard Manager: Create and manage Wizards to define actions that you want the

system to take with specified messages. For more information, see the Using Wizards section of this Guide.

o User Manager: Create and manage User accounts.

o Group Manager: Create and manage Groups to organize sets of Users and control access rights. For more information, see the Working with Groups and Adding Users sections of this Guide.

o Report Manger: Create and manage reports that include Compliance Activity, Keyword

Flagging, and Supervisor Review reports. For more information, see the Working with Reports of this Guide.

o Keyword Manager: Create and manage keyword sets for use by Advanced Flagging Rules. For more information, see the Using Keyword Manager section of this Guide.

o Advanced Flagging Rules: Search for and modify advanced criteria for flagging. For more information, see the Setting Up Advanced Flagging Rules section of this Guide.

o Flagging Rules: Search for and modify the list of Keywords and Phrases for flagging. Add new terms or exclude phrases from being searched. For more information, see the

Searching for Messages and Message States section of this Guide.

o Random Sampling: Set up to automatically randomly flag a specified percentage of your incoming, outgoing and internal messages for Compliance review. For more information,

see the Performing Sample Searches section of this Guide.

o Event Log: Search and export Events by Users, Groups, and Roles.

o Role Manager: Manage Roles to establish what functionality Users can access in Global Relay Archive.

2.6 Compliance Dashboard

The Compliance Dashboard is available to Reviewers and Super Reviewers on the Search page.

You can search for messages in the Archive which have been Flagged or marked. You have the ability

to set a relative date range (Today, Yesterday, Last 7 Days, Last 30 Days), or use the Date Range

specified in the Start Date and End Date fields.

Click Calculate (lower left) to display the number of flagged messages meeting your criteria.


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NOTE: To obtain a quick report on the history of any User, enter an email address in the To or From

field and select the Calculate option. Refer to the Searching for Messages section of this Guide.


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3 Searching for Messages

The Standard Search page (the first page that displays when you log in, and also accessible by clicking

Search in the main menu bar) is where you can perform searches using a variety of filters.

Once you have selected your filters, click the Search Message Archive button to display your

results.

NOTE: Clicking the Clear button resets all filters to their default settings, providing a clean slate.

3.1 Searching by Specific Dates and Relative Dates

Use the Start Date and End Date fields to set the date range you would like to search. You can search

for any message that has been sent or received regardless of date. You can also search by time of

day, to narrow your search to specific hours and minutes.

Start Date: Displays the first day in the date range of your search (the default Start Date is seven

days prior). Click Start Date to view the pop-up calendar to select the day, week, month, and year

from which your search begins. Hold down the previous or next arrows to display a drop-down menu

from which you can select a month or year.

End Date: Displays the last day in the date range of your search (the default is today’s date). Date

ranges are searchable for as long as you have been archiving with Global Relay, including any

imported legacy messages.

To search using a relative date range:

1. On the Search page, click Start Date or End Date.

2. In the Date Range dialog box that appears, select Relative.

3. Select the date range you want included in your search.


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4. If you selected Number of days ago, enter the number of days from today you want to search.

5. Click OK.

6. Set up the rest of your search criteria and conduct your search.

3.2 Searching by Users and Groups

Use the From filter to search for messages sent by a User, and use the To/Cc/Bcc filter to search for

messages received by a User. You can search using a User’s first name, last name, email address, or

domain name. You can also search on User Aliases, which are alternative Usernames or addresses

associated to a User.

The From and To/Cc/Bcc fields also support Boolean searches.

You can use these same filters to search for messages sent or received by Groups.

3.2.1 Unified Search Primary and Alias Addresses

The From and To/Cc/Bcc search fields support unified searching on primary and Alias addresses.

NOTE: Unified search is automatically enabled. To disable it, contact Global Relay Support.

Select (+Aliases) to search all Alias addresses associated with the User address. Deselect this option

if you want to search the specific address(s) entered. You can also use wildcard characters when

searching addresses and associated Alias addresses.

3.2.2 Viewing Unified Primary and Alias Search Results

When you select (+ Aliases) in a search, the number of aliases included (e.g. [+5]) is displayed to the

right of the primary address on the Results page. Moving the mouse over the primary address displays

all aliases associated with it. Clicking the gray plus sign to the left of From or To/Cc/Bcc on the

Results page also displays the aliases. Click the minus sign to close the list.


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If (+ Aliases) is deselected, the plus sign does not appear and no aliases display in your results.

If (+Alias) is checked when you search on a Group, the number of Users and aliases appear to the

right of the Group name on the Results page (e.g. [4 Users, 2 Alias]). If (+Alias) is deselected, the

number of aliases is not shown.

A gray plus sign beside the From or To/Cc/Bcc heading expands to display Users and Aliases. Click

the minus sign to close the list.

3.2.3 Address Validation

NOTE: Address Validation is not available in Internet Explorer 6.

When searching primary addresses or aliases, you can enter a minimum of two characters to list up to

eight address suggestions. The message “Results have been Limited” displays at the bottom of the list

if there are more than eight address matches. Clicking a suggested address populates the field with the

primary address.

For primary addresses with aliases, a chevron (> character) appears beside the primary address.

When you hover over an address with aliases, a secondary window containing alias suggestions opens.

If Users have more than 8 aliases, “Additional Matches not Shown” displays at the bottom of the list.

Clicking an alias suggestion populates the field with the alias address.

You can further refine the search by adding additional text.

The text you enter in From or To/Cc/Bcc is matched against the following items in the local email

information (text before the @):

• First name

• Last name

• Primary address

• Aliases

You can close the search suggestion window by pressing the Esc key.


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If you backspace over the domain portion of the email (after the @), a window appears containing the

full address for you to re-select.

3.2.4 Disabling Address Validation

The Address Validation feature is automatically enabled. To disable it, contact Global Relay Support.

3.2.5 AND/OR Search Controls Between To and From

Global Relay Archive supports AND/OR search parameters on address searches. This feature makes it

easier to find all messages sent to and from an individual.

• If you select AND, your search returns messages sent or received solely between the entered

addresses.

For example, if you search messages from Andrea Lacey to Frank Cappelletti, only messages

sent FROM Andrea TO Frank will be included in the search results.

• Alternatively, if you select OR, your search returns all messages From the sender address and

all messages To the receiver address, including messages between them.

For example, if you search messages from Alex OR to Alice will include all messages from Alex

and all messages to Alice in the search results, regardless of whether the message is from

Alex or anyone else.

NOTE: When OR is selected in a search, the word ‘OR’ appears on the Results page.

3.2.6 Searching by Custom User Field Data

Once Custom User fields have been created and populated with data, you can start using custom User

field information as search criteria in message searches or User searches.

NOTE: To search for messages using Custom User field data, your Role must have the View custom

User field values option enabled in Role Manager. For access, contact your Administrator.


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To use Custom User field data in message searches:

1. Select Search.

2. Under the applicable From or To/Cc/Bcc field, start entering custom User field data to identify

a User. As you type, the field auto-fills and displays corresponding Users and the matching custom

User field data to the right.

To use Custom User field data in User searches:


2. Under the applicable Custom User field, enter data to find a User.

3. Click Search.

3.2.7 Finding Messages by Specific Access Rights

Some Users have access to the messages of other User’s addresses or Groups. This access is set up in

User Manager.

Users with this access can narrow their searches specifically to messages associated to those Users,

addresses or Groups.

NOTE: If you only have access to your own messages, this option will not appear.

To find messages associated with your accessible addresses and/or Groups:

1. Go to the Search page.

2. From the My Access Rights drop-down menu, select the addresses and Groups associated with

the messages you want to search.


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3. If necessary, set up other desired search criteria and conduct your search.

3.3 Searching by Subject

Use the Subject filter to search for messages by text in the Subject line. Subject line searching also

supports Boolean searches such as AND, OR, NOT, * (Wildcard) and proximity commands.

3.4 Searching by Attachments

You can search for messages by attachment file type or name; conversely, you can search for

messages that do not contain a specified attachment type or named attachment.

This is an invaluable tool to track document versions sent between parties.

You can also use Boolean commands in your attachment searches; e.g. to search for “Service Terms

and Conditions.pdf”, you could enter “Service OR Terms”.

In your results, messages with attachments display with a paper clip icon.

• To find messages containing a specific attachment, from the Attachment type drop-down

menu, select Other, and in the field to the right, enter the attachment name (e.g. accountsummary.doc).

• To find all messages containing an attachment, from the Attachment type drop-down menu, select Any.

• To find all messages containing a specific attachment type, from the Attachment type drop- down menu, select an attachment type.

o Select Word, Excel, or PowerPoint to search for all related file extensions, as

outlined in the following table.

o To find messages containing an attachment type not listed in the Attachment type

drop-down menu, from the Attachment type drop-down menu, select Other, and

in the field to the right, enter the attachment type.


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File Type

Extensions

Word

.doc, .docx, .docm, .dotx, .dotm

Excel

. xls .xlsx .xlsb .xlsm .xlam .xltm .xltx

PowerPoint

. ppt .pptx .pptm .pps .ppsx .ppsm .potx .potm .ppam

Adobe Acrobat

.pdf

Visio

.vsd

Text

.txt

Open Office

.odt (Open Office Writer), .sxw (Open Office 1.0 Text Document)

Other

.chm (Microsoft Compiled HTML help), .xml (Extensible Markup Language),

.zip, .rtf (Rich Text Format), .htm, .html, VCard (.vcf)

• To omit a specific attachment from Attachment type search results, after you set up your

Attachment type search criteria, in the Ignore attachment names field, enter the attachment name that you want omitted from search results.

NOTE: You must set up Attachment type criteria before you can set up Ignore attachment

names criteria.

• To find messages that do NOT contain a specific attachment, select the Advanced Search

checkbox, and from the Does not have attachment drop-down menu, select Other and in the

field to the right, enter the attachment name.


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• To find messages that do NOT contain a specific attachment type, select the Advanced

Search checkbox, and from the Does not have attachment drop-down menu, select an attachment type or select Any to find all messages without attachments; if the attachment

type is not listed, select Other and in the field to the right, enter the attachment type.

3.5 Searching by Keywords

Use the Keywords filter to search for specific words or phrases in a message, including its header and

any attachments that contain text. If you are looking for a generic keyword, you may also want to use

some of the other search fields to narrow down your results. To look for a specific phrase, place it in

quotations, e.g. “confidentiality agreement”, to return messages with that exact phrase.

Global Relay Archive does not support Optical Character Recognition (OCR).

3.5.1 Performing Boolean Searches: AND/OR/NOT

To search for words and phrases based on whether they are in the same message, you can use the

Boolean operators AND, OR and NOT. You can also use parentheses to establish precedence when

using multiple operators in a search.

NOTE: Boolean operators must be capitalized when you use them.

Operator

Description

Sample

AND

To search for messages that contain two words or

two phrases somewhere within the message, use

the AND operator. AND is the default operator in

phrase searches. To reduce the number of search

results, use AND.

Investment AND guarantee

OR

To search for messages that contain at least one of

two words/phrases within the message, use the OR

operator.

Where an AND search returns messages containing

both terms, an OR search returns more results

because it finds messages that contain either or

both terms.

Investment OR guarantee

Investment OR “can’t fail”

NOT

To search for messages that contain a specific word

or phrase, but do not contain another word or

guarantee NOT guaranteed


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Operator

Description

Sample

phrase, use the NOT operator before the term you

want to exclude.

guarantee NOT success

( )

You can use more than one Boolean operator in a

search and control the precedence of each operator

using parentheses ( ) around an important set of

search criteria.

(foolproof OR certain) AND

broker

3.5.2 Performing Phrase Searches

To search for a specific phrase or series of words, place double quotation marks around that phrase;

otherwise, your search will return all instances of those words independently and as a phrase.

For example, to find the phrase, confidential agreement, enter “confidential agreement”; otherwise,

your results will contain all messages with the word “confidential” and “agreement”.

3.5.3 Performing Wildcard Searches

To search for multiple variations of a word, use a wildcard search. Wildcard searches are invaluable

when you only know part of the search criteria. There are two types of wildcard searches supported:

Single Character Wildcard and Multiple Character Wildcard.

NOTE: Wildcard characters * and ? cannot be used as the first character of a search, and numbers

cannot be used in wildcard searches in Global Relay Archive.

Using a Single Character Wildcard “?”

To find similar words that only differ by a letter, insert a question mark “?” in place of that one letter.

For example, to find the words “text” and “test” enter “te?t”.

Using a Multiple Character Wildcard “*”

To find similar words that differ by more than one letter, place an asterisk at the point where the

words start to differ.

For example, to find the words “trade” and “trading”, enter “trad*”.

Understanding the Restrictions of Wildcard Searches

You can use both kinds of wildcard characters within a word or at the end of a word; you cannot use

them at the beginning of a word.

Filenames and extensions are considered two words, so “testfile*txt” will not return “testfile.txt”.

NOTE: Wildcard characters do not work within a phrase search.

3.5.4 Performing Proximity Searches

You can search for words based on how close they are to each other. Proximity searches are ideal

when words have a relationship to each other, but are not always physically side-by-side.


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For example, the words “investment” and “fail” have a distinct meaning when close to each other:

“This investment cannot fail” or “This investment in the swamplands cannot fail”.

To perform a proximity search to find “investment” and “fail” within a specific number of words of each

other, start with a phrase search, add the tilde symbol “~” and enter a number for the range for the

words separating the terms in your phrase.

For example, “investment fail”~10 would find all instances of “investment” and “fail” within 10 words

of each other.

NOTE: Wildcard characters do not work within a proximity search.

3.6 Searching by Header Information

Search for messages using their associated header information. Each message has a series of

metadata attached in its header.

To view header information:

1. Open a message.

2. To open the header, click the plus sign icon .

The field titles are in blue on the left side with a semicolon, and the header information is on the right side.

Closed Header

Opened Header


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To search using header information:

1. On the Search page, in the Header field on the left, enter the header field title.

2. In the Header field on the right, enter the header value.

3.7 Searching for Flagged Messages and Message States

Search for messages by their current compliance status, i.e. how they have been flagged and what

their state is in the review cycle.

Users with access to the Compliance Dashboard can also use it to search for messages based on

compliance status.

NOTE: For further information about a reviewed message, check its Audit Trail for comments.

Select

To Find

Compliance Dashboard Icon

Not Flagged

Messages that have not been

flagged

N/A

Flagged or Viewed,

Action Required

Flagged messages might have been

viewed by a reviewer but not

reviewed by them yet

Flagged for Review

Flagged messages, regardless of

flagging method


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Select

To Find


Flagged for Review

(Advanced)

Messages flagged by Advanced

Flagging Rules

Flagged for Review

(Sample)

Messages flagged by Random

Sample

Flagged for Review

(Keyword)

Messages flagged by General

Keyword Flagging Rules

Flagged for Review

(Manual)

Messages manually flagged by a

reviewer

Viewed, Action

Required

Messages flagged for review that

the reviewer has viewed but not

reviewed yet

Reviewed

Reviewed messages marked as

compliant

Non-Compliant

Reviewed messages marked as

non-compliant

Escalate

All escalated messages

N/A

Closed

Messages previously flagged non-

compliant, now resolved, effectively

closing the file

Escalate – Flagged

for Review

Reviewed messages escalated to a

Super Reviewer who has yet to view

or review them

Escalate – Viewed,

Action Required

Messages marked Escalated,

Flagged for Review that have been

viewed by a Super Reviewer but not

reviewed yet

Escalate –

Reviewed



reviewed and deemed compliant

Escalate – Not-

Compliant



reviewed and deemed non-

compliant


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Select

To Find


Escalated – Closed

Messages previously flagged

Escalated, Non-Compliant that are

now resolved, effectively closing the

file.

Closed messages also retain their

flagged status so you can search

using that status as well as Closed.

Restrict

Messages marked as Restricted

(e.g. confidential financial

statements, HR issues, etc). Only

Super Reviewers can mark a

message as Restricted and only

they can view it afterwards. Users

with appropriate access rights can

view the message header in the

Results page; however, the Subject

will be replaced with the words

***Restricted Message***.

Privilege

Messages marked as Attorney-

Client Privilege. Only Super

Reviewers can mark a message as

Privileged and only they can view it

afterwards. Users with appropriate

access rights can view the message

header in the Results page;

however, the Subject will be

replaced with the words

***Attorney-Client Privileged***.

Personal

Messages marked as Personal

(sensitive or private non-business

communication). Only Super

Reviewers can mark a message as

Personal and only they and the

Users who sent or received the

message can view it afterwards.

Users with appropriate access rights

can view the message header in the

Results page; however, the Subject

will be replaced with the words

***Personal Message***.

3.7.1 Using the Compliance Dashboard

The Compliance Dashboard is a representation of the search options in the Flag drop-down menu.

Using Role Manager, Administrators determine whether it displays and what Roles can access it.


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To search for Flagged messages using the Compliance Dashboard:

1. Click one of the items in the Compliance Dashboard.

2. Click the appropriate option:

• A relative date range

• Date Range to use the Start and End Dates enter on the Search page

• Calculate for a count of messages meeting your criteria

3.7.2 Searching by Priority

Use the Priority drop-down menu to search messages based on Priority status. There are a number of

predefined Priorities to use in Global Relay Archive and are independent of how messages can be

marked in your email client (i.e. flagging a message as Urgent in Outlook will not flag it in Global

Relay Archive and vice versa).

3.8 Searching for Messages by Advanced Flagging Rules

Search for messages that have been flagged by Advanced Flagging Rules in general, or limit your

search to those messages flagged by specific Rules.

Search for messages flagged by Advanced Flagging Rules in these two ways:


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• A Flag search focusses solely on the message’s current compliance status, so messages currently flagged by the selected Advanced Flagging Rules will display in the results.

• An Event search uses the message audit trail and focusses on both the current and historical

compliance status of a message, so messages currently flagged by the selected Advanced Flagging Rules and messages that had previously been flagged by those Rules will display in the results.

NOTE: An Advanced Flagging Rule must be active or inactive to be included in a Flag or Event search.

Deleted Rules cannot be included.

3.8.1 Performing Flag Searches for Advanced Flagging Rules

1. On the Search page, from the Flag drop-down menu, select Flagged for Review

(Advanced).

The Rule Name drop-down menu displays below it.

2. Select the checkboxes for each Advanced Flagging Rule you want to include in your search;

select the Any checkbox to select all Rules.

NOTE: You cannot include deleted Advanced Flagging Rules in a search.

3.8.2 Performing Event Searches for Advanced Flagging Rules

1. On the Search page, from the Event drop-down menu, select Flagged for Review

(Advanced).

The Rule Name drop-down menu displays below it.

2. Select the checkboxes for each Advanced Flagging Rule you want to include in your search;

select the Any checkbox to select all Rules.

NOTE: You cannot include deleted Advanced Flagging Rules in a search.


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3.9 Searching by Labels

Labels are systems of folders with subfolders called Comments that can be used to organize and

categorize messages.

To search for messages tagged with a Label/Comment:

1. On the Search page, from the Label drop-down, select a Label.

The field below auto-populates with all its defined Comments.

2. If necessary, select the Comment subfolder you want to search.

3.10 Searching by Events

Using an Event search, you can search for messages based on the actions captured in the Audit Trail.


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You can specify which Event, and depending on your Role, you can enter a Username to limit search

results to the specific user performing the selected Event action, such as a Super Reviewer conducting

a search to determine whether a Reviewer has completed their weekly review.

Also, if requested for audit purposes, you can use Event searches to provide details of your firm’s

review process to auditors.

Event searches are often conducted in combination with other search criteria to trace a historical event

to the current message status, e.g. messages currently flagged Reviewed which were previously

Flagged for Review (Keyword).

Events include the following and what Events you can access depends on your Role:

• Viewing a message

• Flagging a message or assigning it a different status

• Recovering, forwarding, or replying to a message from within Global Relay Archive

• Copying a message to or removing a message from a Folder

• Assigning a Priority, Label, or Comment to a message

• Assigning a Wizard to a message

• Downloading a message or an attachment in a message.

• Importing a message, either from a disk or a mail server. Legacy messages (messages dated

before your company starting using Global Relay Archive) are typically imported from a disk.

NOTE: The date range used in an Event search pertains to the message, not to the when the

Event occurred.


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3.11 Searching by Bloomberg Message Types

Search for Bloomberg messages by their specific message type. In Global Relay Archive, message

types are broken out into granular components, enabling you to very specific in your searches.

To search by Bloomberg message type:

1. On the Search page from the Bloomberg drop-down menu, select the message type.

2. Depending on which message type you select, you may have the option to enter additional

information in the field(s) below the Bloomberg drop-down menu that becomes active or the

From or To/Cc/Bcc fields might change to reflect your search criteria.

NOTE: Leave these fields blank to receive the widest range of available results. Also these context-

specific fields can also be used in conjunction with other search criteria: e.g. date range or keywords.

3.11.1 Legend

Type

Description

Additional Refinement Options

All Bloomberg

All Bloomberg messages (BMail) and

Instant Bloomberg Messages (IB)

Bmail

Bloomberg Bmail messages (Bloomberg

email messages)


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Type

Description


Bmail Auto-copy

Bloomberg Bmail messages that were

auto-copied by the initial recipient to

other Users or Groups

In the fields below the Bloomberg

menu, you can enter initial recipient

information in the Auto-copied By

field and/or enter the Users and

Groups receiving auto-copied

messages in the Auto-copied To

field.

Bmail Client

Requested

Messages retrieved from the BVTS

[SSRT] function, but not messages

retrieved using the daily process

Bmail Company

Messages where the sender or recipient

belongs to a specified company

In the field below the Bloomberg

menu, enter the company name.

Bmail Disclaimer

Messages containing a specified term in

the Bmail disclaimer


menu, enter the term(s).

Bmail Greeting


the Bmail message greeting. Users set

their message greeting in the MSG9

function of their Bloomberg login.


menu, enter the term(s).

Bmail Message

Body


the body text


menu, enter the text.

Bmail Mobile

Messages sent using Bloomberg for

Mobile, but sent from a terminal

Bmail Terminal

Messages sent from a Bloomberg

terminal, not from a mobile phone

Bmail News Alerts

Messages sent from the Bloomberg

automated news feed, identified by this

email address: [email protected]

Bmail excluding

News Alerts

Messages but not messages from the

Bloomberg automated news feed

([email protected])

IB

Instant Bloomberg messages

IB Chat

Instant Bloomberg chat messages but

not Bloomberg Persistent chat message,

identified as Pchat messages

IB Chat –

Persistent

Bloomberg Persistent chat messages

(Pchats)


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Type

Description


IB Chatroom ID

IB messages from a specified chatroom,

identified by the chatroom ID

IB Chatroom

Posters

IB chatroom messages posted by a

specified User

In From field, (Chatroom Posters),

enter User information.

IB Chatroom

Viewer

IB chatroom messages viewed by a

specified User

In To/Cc/Bcc field, (Chatroom

View), enter User information.

IB Company

IB chatroom messages posted or viewed

by Users from a specified company


menu, enter the company name.

IB Client

Requested

IB chatroom messages from the BVTS

[SSRT] function, but not messages

retrieved using the daily process

IB Participants

IB chatroom messages posted or viewed

by a specified User in the Participants

field

In To/Cc/Bcc field, (Participants),

enter User information.


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3.12 Searching by Thomson Reuters Message Types

Search for Thomson Reuters messages by their specific message type. Thomson Reuters messages

are broken out into granular components, enabling you to very specific in your searches.

To search by Thomson Reuters message type:

1. On the Search page, from the Thomson Reuters drop-down menu, select a message type.

2. Depending on which message type you select, you may have the option to enter additional

information in the field(s) below the Thomson Reuters drop-down menu that becomes active

or the From or To/Cc/Bcc fields which may change to reflect your search criteria. NOTE: Leave these fields blank for the widest range of existing results. These context-specific

fields can also be used in conjunction with other search criteria, e.g. date range and keywords.

3.12.1 Legend

Type

Description


All Messenger

IM and Chat Room messages, but not

including Commentaries

Messenger Chat

Room

Chat Room messages, but not IM or

Commentaries

In the field below the Thomson

Reuters menu, enter the Chat Room

name.

Messenger Chat

Room – Room

Centric View (RCV)

Chat Room activity for the specified

date range; results display Room

Name, Number of Users in the Room,

number of messages posted, and how

long the room was active each day.


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Type

Description


Messenger Chat

Room – User

Centric View (UCV)

Chat Room messages for a specified

User and date range; results display

Room Name, Number of Users in the

Room, number of messages seen by

User including historical posts

displayed to or retrieved, and how

long the room was active each day.

Messenger File

Transfer

IM and Chat Room messages where a

file was shared


Reuters menu, enter all or part of the

file name.

Messenger Form


Thomson Reuters form was shared



form name.

Messenger

Screenshot


screenshot was shared

Messenger Blocked

Message

IM and Chat Room messages that

have been blocked using Thomson

Reuters tools

Messenger

Keywords Flagged

IM and Chat Room messages that

have been flagged using Thomson

Reuters tools

Commentaries

Thomson Reuters Commentaries,

including posts, edits, replies, and

IDs, but not searches

In the From field, (Commentary

Poster/Editor), enter User

information about the person posting

or editing the post; in the To/Cc/Bcc

field (Commentary Participants),

enter information about the User

posting, editing, viewing or replying

to the Commentary; Commentary

searches are not included.


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Type

Description


Commentary Posts

Thomson Reuters Commentaries that

are original posts

In the From field, (Commentary

Poster), enter User information

about the person posting; in the

To/Cc/Bcc field (Commentary

Participants), enter information

about the User posting, editing,

viewing or replying to the post.

Commentary searches are not

included.

Commentary Edits


have been edited

In From field, (Commentary

Editor), enter User information

about the person editing the post; in

the To/Cc/Bcc field (Commentary

Participant), enter information

about the User posting, editing,

viewing or replying to the

Commentary; Commentary searches

are not included.

Commentary

Replies

Thomson Reuters Commentaries with

replies





field (Commentary Repliers),

enter information about the User




Commentary Views


have been viewed





field (Commentary Viewers), enter

User information about the person





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Type

Description


Commentary

Search


have been searched for





field (Commentary Teaser

Viewer), enter information about

the person who searched for the

Commentary.

Commentary

Unique ID

Thomson Reuters Commentaries with

the specified system-assigned ID (IDs

can be viewed at the bottom of a

Commentary message)



ID.





field (Commentary Participants),

enter information about the person




3.13 Searching by Group Tag

Group Tags are not set up in Global Relay Archive; they are set up by your Global Relay Sys Admin.

NOTE: Group Tags only work with Thomson Reuters messages, and Group Tags are not the same as

the Groups you create in Global Relay Archive.

Group Tags are used by companies with multiple domains to categorize and Group Users across those

different domains. Companies with single domains can also use Group Tags to categorize and Group

Thomson Reuters messages.

Users within the same company but from different domains (e.g. lautnerwealth.com and

lautnerwealth.biz) can be assigned the same Group Tag.


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When a message sent or received by a tagged User is archived, the Group Tag name is added to the

header information of that message, and the message is then archived in the domains of the other

Users who are assigned the same Group Tag, so they can include it in their searches.

To search by Group Tag:

• From the Group Tag drop-down menu, select a Group Tag.

All Group Tags that include an address from your domain display in the drop-down menu.

3.14 Searching by LinkedIn Data

In Global Relay Archive, message types are broken out into granular components, enabling you to

conduct specific or general searches of all LinkedIn messages.

To search by LinkedIn message type:

1. On the Search page, ensure the LinkedIn system folder is selected.

2. From the LinkedIn drop-down menu, select a data type.

To search all data types and subcategories, select All LinkedIn.

3. To refine your search further, in the field below the LinkedIn drop-down menu, select a

subcategory for the data type you just selected.


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The available subcategories are associated with the message type you selected:

Type

Subcategory

Description

Mail

1-1 messages A message between two LinkedIn Users, sent using

LinkedIn Messages

1-1 messages with

Group members

A message between two LinkedIn Users, sent using

LinkedIn Groups

News sharing A News article shared using LinkedIn News

Group sharing A Group shared using a link in LinkedIn Group

Job super viral

forward

A job posting shared or liked by enough people that

LinkedIn deems it viral and forwards it

Commercial

sponsored Inmail

An email message sent to or from a non-connection using

a LinkedIn pay email service

Profile forward A User profile shared by a connection of that User to one of

their own connections


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Type

Subcategory

Description

Reply to a profile

forward

A reply from a recipient of User profile shared by a

connection of that User to one of their own connections

Profile forward to out

of network recipient

A User profile shared by a connection of that User to one of

their connections

Reply to profile

forward to out of

network recipient

A User profile shared by a connection of that User to a

recipient who is not a connection of the sender/sharer

Public answer to a

question

A public answer is posted for all LinkedIn Users, using the

Answers section in LinkedIn

Private answer to a

question

A private answer is sent only to the asker, using the


Forward of public

question

A public question can be viewed by all LinkedIn Users in

the Answers section of LinkedIn. It can be forwarded by

anyone to any of their connections.

Forward of a private

question

A private question is received only by the asker’s

connections. It can be forwarded or shared by any

connection/ recipient using the Answers section in LinkedIn

Reply to someone

who's answered a

question

A reply to a posted answer to a question, sent using the


Invitation request An invitation to become a LinkedIn connection

Reply to invitation A reply to an invitation to connect

Group invitation An invitation to join a LinkedIn Group

Group applicant An application to join a LinkedIn Group


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Type

Subcategory

Description

Recommendation

message

A recommendation made by a connection either in

response to a request or by using a link on LinkedIn

Profiles

Recommendation

request

A request for a recommendation sent to a connection using

a link on LinkedIn Profiles

Regular Inmail An email message sent to or from a non-connection using

a LinkedIn pay email service

Openlink A message received using a LinkedIn pay posting service

Introduction An introduction message sent by a mutual connection

Sharing message

A Network Updated shared/sent by a connection

Company

Profile

Updates

Information from a company’s Home tab in LinkedIn

Network

Updates

Answer Update An answer posted by a connection to a question

Application Update An update sent based on a connection’s activity using a

LinkedIn application, e.g. Amazon Reading List

Company Follow

Updates

An update to company a User follows, e.g. information,

personnel (new hire, position change, departure), or a job

posting

Connection Updates An update about a contact (i.e. someone imported from an

email application) who has just joined LinkedIn. Users can

invite contacts to become connections.

Posted a job A job opening posted by a connection


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Type

Subcategory

Description

Joined a Group An update about a Group that a connection joined

Changed a picture An update to a connection’s profile picture

Extended profile

update

A profile update about, personal information, e.g. phone

number, IM account, and Twitter handle

Recommendations A personal recommendation made by a connection

Changed profile A profile update about, basic personal information, e.g.

name, headline, location and industry.

Question update A question asked by a connection using LinkedIn Answers

Shared item An update or link shared by a connection

Viral update

An update or shared by enough Users that LinkedIn deems

it viral and resends it

Group

Updates

Discussion An update to a Group discussion made by a Group member

Job A job opening posted in a Group

Promotion A Promotion posted in a Group

3.15 Searching by Twitter Data

All Twitter messaging is automatically routed to a Twitter system folder in Global Relay Archive for

easy access and identification, and you can include this folder in your searches.

To search for Twitter data:

1. On the Search page, ensure the Twitter system folder is selected.


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2. From the Twitter drop-down menu, select a specific message type or select All Twitter to search all message types.

3. To search for specific Twitter data, enter the following in the Header Field:

• Hashtags, and in the secondary field beside it, enter the hashtag you want to find. You do

not have to enter the #.

• Mentions, and in the secondary field beside it, enter the Username you want to find. You do not have to enter the @.

4. Set up your other search criteria and conduct your search.

You can search for the following Twitter data:

Type

Description

All Twitter

Any archived Twitter data, including Profiles, Direct Messages, Timelines and

Tweets.

Profiles

Information the User enters in their Twitter profile. The profile is archived in its entirety once the User authorizes Twitter archiving.

Subsequent changes are archived one message per change.

Direct

Messages

Direct messages sent between Twitter Users.

Timeline

A timeline is comprised of a User’s Twitter activity in terms of all tweets they post

or receive in their Twitter feed as well as any mention of their Twitter Username

(@Username) made by another User, regardless of whether that User follows

them.

Tweets

A post to Twitter made by a User whose Twitter activity you archive.


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3.16 Searching by Mobile Data

If your firm subscribes to Global Relay Archive for Mobile, you can search for call log and text

messaging data on the Search page.

NOTE: Ensure the Mobile folder is selected when searching for mobile data.

You can search for the following types of information:

BlackBerry

• SMS and PINs: Timestamp, participants, and content

• Call Logs: Time, participants, and duration

• Contacts: Contact book entries in Vcard format

• Emails: Emails sent using the BlackBerry can be configured by a Global Relay System

Administrator to be Bcc’d to a specified email address for archiving.

• Location: Device location as determined by cell tower (optional)

Android

• SMS: Timestamp, participants, and content

• Call Logs: Time, participants, and duration

• Contacts: Contact book entries in Vcard format

• Location: Device location as determined by cell tower (optional)

3.17 Searching by Retention/Expiration

NOTE: Not all companies activate this search option.

Your company determines how long a message is to remain in Global Relay Archive. Typically,

companies keep a message archived for 3, 5, or 7 years.

When a message is first archived, this information is attached to it. You can then search for the

retention value.

You can also search for messages that are expiring within the next 7 days or 30 days.


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3.18 Displaying the Serial Number in Search Results

When a message is archived, it is assigned a serial number, which you can use in searches.

You can also display the serial number in your search results.

To display the serial number in search results:

1. On the Search page, beside Serial #, select Yes.

2. Click Search Message Archive.

The Serial number will display in its own column.

3.19 Searching by Serial Number

Global Relay Archive assigns a unique, sequentially serialized identifier to every message, based on

import into the system (message #1 is the first message imported). Serial numbers are ideal for

eDiscovery, compliance, HR, legal, technical, and organizational reference purposes.

NOTE: In the event that legacy messages have been manually imported after activation, message #1

may not be the oldest message.

To search by serial number:

1. On the Search page, from the Search drop-down menu, click the Serial # Search.

The Serial # Search page displays.

2. In the Serial # field, enter a serial number.

The Results page displays.

NOTE: You can also search for messages using a range of serial numbers.

3. Click the message’s subject to view the message.


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3.20 Searching for Un-reviewed Messages Assigned to Me

(Multiple Reviewers)

In companies where messages are assigned to multiple reviewers, individual reviewers can conduct

searches to isolate which assigned messages they haven’t reviewed yet, regardless of whether these

messages have been reviewed by their other reviewers.

To search for messages you have not reviewed yet:

• On the Search page from the Event drop-down menu, select Flagged and not Reviewed by

me.

3.21 Performing Sample Searches

You can get a quick snapshot of the messages in the Archive by viewing a random sampling of them.

Random sampling can be set up to occur automatically on a set percentage of messages, or you can

manually generate a random sampling of your search results.

3.21.1 Automatic Random Sampling

Global Relay Archive provides automated Random Sampling for compliance, performed in the

background. Messages may be either Flagged for Review (Sample), Flagged for Review (Keyword), or

Flagged for Review (Advanced). Flagging for Random Sampling will be applicable for all messages that

have not already been flagged for keywords or phrases.

To set up random sample flagging rules:

1. From the Tools menu, select Random Sampling.

2. To set your Random sampling default settings, use the arrows to set a percentage for each

message direction.

3. To set up random sampling percentages for a group, from the Random sampling group

settings drop-down menu, select which group.

4. Click the add icon .


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5. Use the arrows to set a percentage for each message direction.

6. Click Update.

NOTE: To review the effectiveness of your flagging rules, generate the Keyword Flagging report,

which also lists messages flagged by Random Sample.

To search for messages flagged via automatic random sampling:

1. From the Flag drop-down menu, select Flagged for Review (Sample).

2. Click the Search Message Archive button.

3.21.2 Random Sample Search

You can limit the number of results you get for a specific search based on your chosen search filters.

Search for a sampling of messages that meet your search criteria. Instead of having to review all

resulting messages, you only are presented with either a percentage or a maximum number of them.

Sampling of messages is often conducted for employee monitoring during probationary periods: e.g.

you would like to review a sample of messages sent by an employee over a 90-day probationary

period before hiring them. When you select the Random Sample option, your search results will

display the selected percentage of that User’s messages.

To perform a Random Sample search:

1. On the Search page, from the Random Sample drop-down menu, select % or Maximum.


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2. Enter a number for the percentage of messages you want to view or the maximum number for the messages you want to view. Only messages meeting your search criteria will be considered for random sampling.


All messages are searched using the specified criteria, but only a percentage of those found are displayed.

NOTE: Unlike automatic Random Sampling, the manual Random Sample search does not flag

the results of these searches.

3.22 Searching the Event Log

The Event Log records all configuration changes – modifications, deletions, or additions – performed

on Users, Groups, or Roles. The time when each User logs in and logs out of Global Relay Archive is

also recorded.

With authorized access to the Event Log, you can review Administrator actions and export selected log

information as a CSV file.

By default, the Sys Admin is the only Role with access to the Event Log.

To search the Event Log:

1. From the Tools menu, select Event Log.

2. Set up a day range for your search.

3. To limit your search results by the Users, Groups, or Roles responsible for the events, in the

Acting section, select the appropriate radio button and enter your criteria.

• If you selected Users, enter the email, name, Username, or a custom user field value for

the user who performed the event.

• If you selected Groups or Roles, select the Group or Role that performed the event. Only

active Groups or Roles appear. To search a historical Group or Role, click the field and type the name.

4. From the Event type menu, select one of the following events:


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Category

Event

Description

All

All events

All system configuration changes, additions, and

deletions to Roles, Groups, and Users, including

login, logout, and timed out data

Role

All Role changes

All modifications to Roles (name changes, Role

enabled/disabled, and configuration changes) and

new cloned Roles or deleted cloned Roles

Cloned Roles

When a cloned Role was created, what name it was

assigned, and whether it was enabled or disabled.

Only the Super Reviewer, Reviewer, or Standard

User Roles can be cloned.

Deleted cloned Roles

When a cloned Role was deleted. A cloned Role is

the only Role type that can be deleted, and it can

only be deleted when no User is assigned it.

Modified Roles

- Name

All name changes to a cloned Role. Only cloned

Roles can be renamed.

Modified Roles

- Enable/Disable

When a Role was disabled or enabled

Modified Roles

- Configuration

Configuration changes made to a Role in terms of

the system functionality its members can access

Group

All Group changes

All added or deleted Groups and modifications

(name, description, membership changes)


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Category

Event

Description

Added Groups

All new Groups

Deleted Groups

All deleted Groups

Modified Groups

- Name/description

Group name or description changes

Modified Roles

- Membership

Members added or removed from a Group

User

All User changes

All added or deleted Users or modifications to any

User and all login, logout, or timed out information

Log in/log out/time

out

Login, logout, or timed out information by User

Added Users

All new Users

Deleted Users

All Users deleted from Global Relay Archive. A

deleted User’s archived data remains, but that User

can no longer access the system.

Modified Users

- Access rights

Changes made to what messages a User can

access, including other Users’ messages

Modified Users

- Alias

Changes, additions, and deletions made to

additional email addresses (Aliases) associated

with the User

Modified Users

- Group membership

Groups the User has been removed from or added

to

Modified Users

- Preference

Changes to a User’s preferences


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Category

Event

Description

Modified Users

- All custom User

field

Changes made to all custom User field data for that

User. Specific custom User fields are listed in

sequence under this menu item.

5. Depending on your selection, enter the affected User or select the affected Group or Role.

6. To display your results onscreen, click Search.

3.22.1 Viewing Event Log Search Results

Event Log search results display the following information:

• Event ID, category, and type

• Date and time when the event occurred

• The recipient of the event action (Affected User, Role, or Group)

• The User (Actor) who performed the event: their name, Role, any custom User field data

about them and the IP address they used to perform the event

Tips for viewing Event Log search results:

• To view more results, click the toggle beside your company name .

• To view more information about the Affected User, Group, Role (the recipient of an event

action), click the row. Details will display below the results section. Not every affected User, Group, or Role will have additional information.


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• To view more results per page, on the bottom left corner of the page, enter the number of results displayed per page.

To sort the results, click one of these column headings: Event ID, Date, Affected, Actor, Role, any

custom User field, and IP address.

NOTE: Currently, you cannot sort by Time, Category, or Event type.

3.22.2 Exporting Event Log Data

Export event log data in CSV format and work with it using other applications.

To export Event Log data:

• In the search criteria section, click Export and save or open the file.

The file includes both your search criteria and results.


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4 Saving a Search

Save your searches and perform them on-demand at any time, thereby saving setup time.

Save Search functionality is set up in Role Manager, and it is available to the Reviewer and Super

Reviewer Roles by default.

To save a search:

1. On the Search page, set up the search criteria you want to save for future searches.

2. Click the Save icon.

3. In the Save Search dialog box that displays, enter a unique name for the saved search and, if

necessary, a description.

4. Click Save.

Your search is saved and set up on the Search page.

5. To run your search, click Search Message Archive:

• To see how many messages your search will find, click Calculate.

• To return to a clean Search page to set up another search, click Clear.

• To go to the last search you conducted, click the Reset icon.

4.1 Loading a Saved Search

Once you save a search, you can load it at any time from the Search menu.

To run a saved search:

1. From the Search menu, select Save Search Manager.


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2. From the sub-menu that appears, select the saved search.

That saved search appears on the Search page, and its name appears in the gray title bar above the Start Date controls.

3. To run your search, click Search Message Archive.

NOTE: To see how many messages your search will find, click Calculate.

4.2 Editing or Deleting a Saved Search

Once you save a search, you can modify or delete it, or use it as the basis for a new saved search by

saving it as another name and making any necessary changes.

To edit or delete a saved search:

1. From the Search menu, select Save Search Manager.

A page appears listing all your saved searches.

2. If you are only editing the name or description of the report, click the Name and make your

changes.

3. If you are editing the search criteria, locate the saved search you want to edit, and then click

Load.

4. In the Search page, make your required changes.

5. To change the existing report:

• Make the appropriate changes and click Save.

• To create a new saved search based on this one, click the Save As icon, enter a new and

unique name, and then click Save. The Search page displays with your saved search loaded.

• To delete the saved search, click the Delete icon and then click Confirm.


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5 Viewing Search Results

Once you have performed a search, the Results page displays the messages that met the search filters

you set up.

If your results exceed the display limit you set on the Search page, click the Click to Search for

Unlimited Messages link in the Command Line to display all messages.

On the Results page, the Flag column will display the current flagged or marked status of a message.

To select messages to mark, flag, add to a folder, or mark with a priority:

• For individual messages, select the checkboxes at the far right column.

• For all search results on the current page, select the checkbox in the title bar.

• For all search results over all pages, select the checkbox in the title bar and then click the

Select all xx messages link that appears.

Use the Page Arrows at the bottom right of the Results page to move between pages. The single arrow

skips to the next/previous page and the double arrows to skip to the first/last page.

5.1 Sorting Search Results

You can sort your search results based on the From, To, Subject, and Date fields. Click the column

header to arrange your results in order of the sender (From), receiver (To), Subject, and Date fields.

By default, messages are sorted by date, with the most recent messages at the top.

A second click will sort in the reverse order. A small arrow appears next to whichever category you are

sorting by. You can toggle between the relative date (e.g. “Last Week” or “3 days ago”) and the

Standard date (e.g. “June 20, 2009 03:03AM”) by clicking the date of one of the messages.


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5.2 Marking Messages on the Search Results List

You can mark messages from the search results list by selecting the message and then clicking one of

the icons in the header.

NOTE: Messages marked in this manner will show in the Audit Trail that they have been marked from

reading the header (Header Viewed) rather than by viewing the message (Message Viewed).

5.2.1 Marking Messages as Reviewed

Certain messages do not have to be reviewed. These messages could include personal mail,

newsletters, or research papers unrelated to the compliance of your firm. If you do not need to read

the text of a message before you know you can mark it as Reviewed.

To mark a message as Reviewed:

1. Select the message(s) you want to mark.

2. Click Reviewed .

The messages will now be marked as Reviewed – Header Reviewed.

Once you have marked those messages Reviewed, you can click Refresh . Only messages still

flagged for review will appear on the Results page (i.e. the messages you just marked as Compliant -

Header Viewed will not appear).

5.2.2 Marking Messages with a Priority Level

You can also mark messages in the search results list with a Priority level. Priority ranges from “None”

to “Urgent.”

To mark one or more messages with a Priority level:

1. Select the checkboxes at the far right of each message.

2. From the Priority drop-down menu at the top of the page, select the Priority.

3. To the left of the drop-down list, click the word Priority.


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The Priority level of each message is marked by a color-coded exclamation point:

• Red: Urgent

• Orange: Important

• Green: To-do

• Blue: Pending

• Purple: Notable

• Light-blue: Personal

• Gray: Done

• Black: None

5.3 Adding Messages from Search Results to a Folder

1. Select one of the following:

• A subset of messages by selecting the checkboxes at the end of the desired message

rows.

• All messages on the page using the checkbox in the grey header row next to the Date column.

2. From the drop-down menu beside Copy to Folder, select the appropriate folder.

3. Click Copy to Folder .

NOTE: When adding a message to a Folder, you are not moving it from its original location.

Rather, you are adding a link to that message in the Folder. The same message can be in

multiple folders.


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6 Working with Search Results

To view individual messages or conversations, click the Subject link of a message in your results.

The Message page will open, displaying its content and information.

6.1 Emailing Messages

Across the top of the Message page are a number of different icons you use to take action with a

message.

From the Mail drop-down menu, select Reply, Reply All, or Forward.

• Reply: The original body and header of the message and any note you add is emailed to the

sender and a copy is Bcc’d to the email address you used to log in.

• Reply All: The original body and header of the message and any note you add is emailed to all of the original message participants and a copy is Bcc'd to the email address you used to log in.

• Forward: Forward the message and any note you add to any email address. The message is automatically Bcc’d to the email address you used to log in.

NOTE: If you log in as a System Administrator or an account that is not a real email address, replies

and forwarded messages are Bcc’d to your logged in address.

6.2 Recovering Messages

• Click the Recover icon to recover messages from the Archive in three different ways:

o Send a copy of the original message to your inbox.

o Open a copy in Outlook format (.MSG), which you can save or re-import into Outlook.

o Save as copy in EML format to open in a text editor, Windows Live Email (Outlook Express) or Thunderbird.


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6.3 Printing Messages

Click the Print icon to print the currently-opened message.

The following information is printed:

• Subject line

• From

• Sender

• Date, in same format as it displays on the message

• To

• Cc

• Bcc/DL

• Attachments: File name with file extension and size. If the message has no attachments, this line is not printed.

• Message body, including any images that display in the Archive

6.4 Marking Messages

• Once you have reviewed a message, click an icon near the top of the Message page to mark it:

Icon

Represents

Description

Flagged for Review

Flagged messages, regardless of flagging method

Reviewed

Reviewed messages marked as compliant

Reviewed with a Note

All Reviewed messages with a note from the Reviewer


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Icon

Represents

Description

Non-Compliant

Reviewed messages marked as non-compliant

Escalate

All escalated messages

Closed

Messages previously flagged non-compliant, now resolved,

effectively closing the file

Restrict

Only Super Reviewers can mark a message as Restricted

and only they can view it afterwards. Users with appropriate

access rights can view the message header in the Results

page; however, the Subject will be replaced with the words

***Restricted Message***.

Privilege

Messages marked as Attorney-Client Privilege. Only Super

Reviewers can mark a message as Privileged and only they

can view it afterwards. Users with appropriate access rights

can view the message header in the Results page; however,

the Subject will be replaced with these words: ***Attorney-

Client Privileged***.

Personal

Only Super Reviewers can mark a message as Personal and

only they and the Users who sent or received the message

can view it afterwards. Users with appropriate access rights

can view the message header in the Results page; however,

the Subject will be replaced with the words ***Personal

Message***.

NOTE: With all icons, except Reviewed, you can leave a comment that will be permanently associated

with that message.

All of the above actions will be recorded in the message's Audit Trail. Once you mark your messages

as Reviewed, you will automatically proceed to the next message in your list.

While viewing a message, you can use the arrows in the top-right corner of the page to navigate to

the Previous or Next message.

6.5 Marking Messages as Non-Compliant

Compliance officers are especially interested in identifying messages that contain a breach of your

firm’s policies and procedures. In Global Relay Archive, you can quickly review and mark messages as


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being Non-Compliant. From the individual Message page, after assessing the content, click the Non-

compliant icon to access the Status dialog.

In the Status dialog box, you can perform the following actions:

• Assign it to a Folder

• Give it a Priority status

• Add a Label / Comment to the message

You can also enter a note. Use the buttons at the bottom of the window to navigate to the next

message or page. If you click Results Page, you will return to the Results of your last search.

6.6 Flagging Messages from the Message Header

Click the Flag field in the Message Header to take several actions on the message:

• Mark it as Reviewed

• Add a Note

• Mark it as Non-Compliant (NonCom.)

• Escalate it to a higher level of investigation/review

After you have selected one of these options, a pop-up window will display, confirming the action and

presenting additional actions for the message. Specifically, you can add the message to a Folder,

assign a Priority, or assign a Label/Comment to the message.


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6.7 Using Folders

Folders can be created for a several reasons: as a tool to save searches, categorize messages, or to

organize data. Folders can be shared and multiple Users can have access to a Folder; however, only

Super Reviewers can share them. The User’s access level will determine which messages they can

view in that Folder.

All message types can be added to Folders. When a message is added to or removed from a Folder, the

message itself is not removed from the system; only a link to that message is moved into (or out of)

the Folder. Therefore, you can still perform searches outside the Folder which include that message and

find it. A message can also be placed in several Folders at the same time. All actions taken with a

message will be recorded as an Event in the Audit Trail.

6.7.1 Creating Folders

1. From Folder menu, select Folder Manager.

2. Under Add a New Folder, enter a name and a description.

3. Click Add Folder.

All Folders automatically display in the Search page as an option under the Folders section. Folder(s)

created by Users will have an asterisk (*) beside them, indicating that they are personal Folders, not

system Folders (e.g. Email, Instant Messages, Blackberry, Bloomberg, and Thomson Reuters).

6.7.2 Viewing Active Folders

1. From the Folder menu, select Folder Manager.

2. At the top of the Folder Manager page, click Active .


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3. The Active Folders page displays with information about each folder including the number of

Users and Groups that have access to them.

If you have a large number of folders, you can filter the results by entering a partial text string.

To view which Folders other Users can access:

1. On the Folder Manager page, under Search other Folders, enter a Username.

The number of Folders that a User has access to and the number of those that are shared display, e.g. 3/10 indicates the User is sharing 3 of 10 Folders.

2. Click the User’s email address on the left to retrieve a list of those Folders.

To view details about a Folder:

1. On the Active Folders page, click the Folder name.

The Folder Details page displays all the Users and Groups that have access to it.

2. In the Comments textbox, enter any notes or comments.

3. To save your notes, click Update .


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6.7.3 Viewing a Folder’s Contents

• From the Folder menu, select a folder. Use the page arrows at the bottom of the page to

navigate to other pages.

6.7.4 Sharing Folders

A Folder can be shared by more than one User, enabling several Users to collaborate. The creator of

the Folder (who must be a Super Reviewer) can share it with Users or Groups.

Adding a User(s) or Group does not automatically grant the User(s) a new access level; Users will only

be able to see the messages in the Folder they normally would have access to.

Refer to the following sections for details on sharing folders.

6.7.5 Adding User Access to Folders from Folder Manager




4. At the top of the Folder Details page, click User+ .

A list of all Active Global Relay Archive Users displays.

5. Select the Users you are adding access.

6. At the top of the page, click Add+ .

7. Close the confirmation window.

8. To return to the Folder page, click the Up arrow.

6.7.6 Adding User Access to Folders from User Manager


2. Click Active.

3. Click the email address of the User for whom you want to grant access to all messages within

a Folder. Their User Profile page displays.

4. From the Access Rights drop-down icon, click Folder.

All of the Folders you created display.


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5. In the far right column, select the checkbox for each Folder you want to grant the selected

User access to and then click Add+.

6. In the confirmation page that displays, click Close Window.

The User Profile page appears listing the selected Folders in the Access Rights section.

6.7.7 Removing User Access to Folders




4. On the Folder Details page, select the User(s) you are removing.

5. At the top of the page, click Remove .

6. Click the Remove button to confirm this action and close the confirmation window.

The list of Users on the Folder page automatically refreshes.

6.7.8 Adding Group Access to Folders




4. At the top of the Folder Details page, in the action icons toolbar, click Group+ .


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5. Select the Group(s) you want to add and at the top of the page, click Add+ .

6. Close the confirmation window and click the Up arrow to return to the Folder page.

6.7.9 Removing Group Access to Folders



3. Select the Groups you want to remove.


5. In the confirmation dialog box that appears, click the Remove button and then close the

dialog box.

The list of Groups on the Folder page will refresh to reflect your changes.

6.7.10 Adding Messages to a Folder

Messages can only be added to Folders after a search is performed. Once the search is performed, you

can add messages from either the Results or Message pages to a Folder.

6.7.11 Adding Messages to a Folder from the Results Page

1. Select one of the following:

• A subset of messages by selecting the checkboxes at the end of the desired message rows.

• All messages on the page using the checkbox in the grey header row next to the Date

column.

2. From the drop-down menu beside Copy to Folder, select the appropriate folder.

3. Click Copy to Folder .

NOTES:

• When adding a message to a Folder, you are not moving it from its original location.

Rather, you are adding a link to that message in the Folder. The same message can be in multiple folders.


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• If a message has already been placed in a folder, and you copy it into an additional folder,

a folder icon with a plus sign appears to indicate the additional folder.

6.7.12 Adding Messages to a Folder from the Message Page

1. Go to the upper right side of the page and choose the correct Folder using the drop-down

menu below the Previous and Next icons.

2. Click the Copy to Folder link beside the drop-down.

3. In the Header area on the Message page, you will see the Folder has been added.

6.7.13 Removing Messages from Folders

Messages can be removed from a Folder using two methods: from within the Folder or from within a

message. Using the folder method, you can remove multiple messages at the same time.

To remove messages from a Folder within the Folder:

1. From the Folder menu, select the name of the Folder.

2. Select the messages you want to remove.

3. To select all messages, next to the Date column, select the gray bar.


NOTE: Selecting the checkbox on the gray bar next to the Date column only selects the messages

on the current page.

To remove a message from a Folder within a message:

1. From the gray header of a message, click the Folder link.

2. From the drop-down list, select Remove from Folder.


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6.7.14 Deleting Folders


2. At the top of the page, click Active .

3. In the Active Folders page, select the Folder you are deleting.

4. At the top of the page, click Delete/Unsubscribe .

NOTE: Before you delete a Folder, you must remove all Users, Groups, and Messages from it.

6.7.15 Searching Folders with Text Strings


2. Under Search My Folders, enter a search term (e.g. audit).

The search result displays a list of Folders with your search term in the Folder name.

6.7.16 Setting Default User (Personal) and Shared Folders


2. In the Default folder selection section, scroll past the list of system folders to the list of User

and Shared folders and select which folders you want selected by default on the Search page.

3. Click Update folders.


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7 Working with Reports

Generate the following distinct reports in Global Relay Archive to monitor your compliance

requirements:

Report

Available to

Description/Purpose

Accessed by

Compliance

Flagging Report

Compliance

Users by

default but

configurable in

Role Manager

A comprehensive overview of

all flagging activity that can

be generated on demand.

Reviewers can track their

progress while supervisors

can analyze how reviews are

being conducted.

This report contains links,

used to view more detail.

Clicking the Report icon on

the Results, Folders, or Labels

pages.

This report appears onscreen

where it can be viewed,

emailed, or printed.

Compliance Activity

Report

Compliance

Users by

default but

configurable in

Role Manager

A basic overview of flagging

activity.

Configured in Report Manager

where you can either set up a

schedule so it gets emailed

automatically or generate an

onscreen version on-demand,

which can be emailed or

printed.

Keyword Flagging

Report

Compliance

Users by

default but

configurable in

Role Manager

A comprehensive breakdown

of messages flagged by

keywords and random

sampling which you can use

to view flagging activity

and/or to analyze the

effectiveness of flagging

rules.







printed.

Supervisor Review

Report

Compliance

Users by

default but

configurable in

Role Manager

Reviewer activity is displayed

in a table, specifically the

number of messages flagged,

viewed (by user), reviewed

(by user), not reviewed (by

user), not reviewed (by any

user), reviewed (not by this

user), viewed (not flagged),

and reviewed (not flagged) by

selected reviewers.







printed.


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Report

Available to

Description/Purpose

Accessed by

Advanced Flagging

Rules Summary

Report

Compliance

Users by

default but

configurable in

Role Manager

Monitors the effectiveness of

Advanced Flagging Rules

within a specified date range

by listing each rule by name,

description, priority, active

period, when it was last

modified on the Advanced

Flagging Rules page, and the

number of messages that met

its flagging criteria, which are

links that display the

pertinent messages.







printed.

Advanced Flagging

Rules Change

Report

Compliance

Users by

default but

configurable in

Role Manager

Lists every change made to a

specified Advanced Flagging

Rule along with the date of

each change for review

purposes.







printed.

Advanced Flagging

Rules Keyword

Report

Compliance

Users by

default but

configurable in

Role Manager

Monitors the effectiveness of

keywords and phrases within

a specific keyword set during

a specified date range. This

report lists the selected

keyword set by name,

description, when it was last

modified, whom it was last

modified by, the Advanced

Flagging Rules that actively

used this set, and the specific

keywords and phrases that

actively matched at least one

message during the reporting

period.

NOTE: Advanced Flagging

Rules and keywords/phrases

that did not match at least

one message in the reporting

period are NOT listed in this

report.







printed.


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Report

Available to

Description/Purpose

Accessed by

Advanced Flagging

Rules Keyword

Change Report

Compliance

Users by

default but

configurable in

Role Manager

Lists every change made to a

specified keyword set using

Keyword Manager along with

the date of each change for

review purposes.







printed.

Group Membership

Report

Administrators

but

configurable in

Role Manager

A downloadable report in CSV

format that lists each Group

and all its members. It can

also list all Users not in any

Group.

Clicking the appropriate

Export button on the Search

page in Group Manager.

Group Access

Rights Report

Administrators

but

configurable in

Role Manager


format that lists each Group

and which Users can access

it.

Clicking the appropriate

Export button on the Search

page in Group Manager.

User Report

Administrators

but

configurable in

Role Manager


format that lists Users, Roles,

Aliases and login status.

Clicking the Export button on

the Search page in User

Manager.

NOTE: In Global Relay Archive, there is a limit of two of each Compliance Activity Group-based weekly

reports and Group-based monthly reports. We are working to remove these limits.

There is no limit on Group-based daily reports and non-Group-based reports.

7.1.1 Controlling Access to Reports and Data

Data security and privacy are maintained throughout all aspects of the reporting process.

Companies have complete control over which Users can access in terms of viewing, editing, or printing

reports, and what data they have access to on the reports.

To configure User access, use the Role Manager in Global Relay Archive or work with your Global Relay

Administrator.

7.1.2 Viewing a Message Audit Trail via a Compliance Report

When running a Compliance Report to view detailed flagging statistics about messages, you can view

the actual messages reflected in the statistics and open those messages.

When you open a message via a Compliance report, its Audit Trail also displays, so you can have

context about that message and why it appears on the report.


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To view a Message’s Audit Trail via an onscreen report:

1. From within a compliance report, click any number in the table that is above 0 and red to open

a new page listing the messages that comprise that total

2. To view more detail about a message, click its subject.

The message opens and its Audit Trail displays.

7.1.3 Emailing an Onscreen Report

1. In the top-right corner of any onscreen report, click Send.

2. In the Send dialog box, fill out the To, Subject, and Report on fields (separate multiple email

addresses with a comma). The report is automatically Bcc’d to your Global Relay Archive login email address.

NOTE: Recipients must have a Global Relay Archive account.

3. Click Continue.

7.1.4 Printing an Onscreen Report

1. In the top-right corner of any onscreen report, click Print.

2. Follow the prompts for your printer.

7.1.5 Exporting a Report to Excel or CSV Format

• In the top-right corner of any onscreen report, click Export to Excel or Export to CSV.

The file will download to your browser.


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7.2 Working with Compliance Flagging Reports

Use the Compliance Flagging Report to view detailed flagging statistics about the messages currently

displayed on the Results, Labels, or Folders pages. These statistics can serve as a Reviewer’s to-do

list, and supervisors can use them to identify and gauge reviewer workload.

When generated from the Folders or Labels pages, this report contains messages associated with the

displayed Folder or Label, provided you have access rights to those messages.

Some of the totals displayed on the Compliance Flagging Report pages are links, which you can click

to view the messages that comprise the report totals. You can then open a message to view its

contents or change its flag.

The Compliance Flagging Report contains the following detailed flagging statistics:

• Message direction: Total number of messages included in the report and their direction:

o Incoming: Messages sent from addresses outside of your defined primary and secondary domains

o Outgoing/External: Messages sent from addresses within your defined domains where

at least one recipient is outside of these domains, or messages sent from addresses outside of your defined domains where at least one recipient address also resides outside of these domains

o Internal: Messages sent between addresses within your defined domains, i.e. addresses

where the sender and all recipients are within the defined domains

• Flagged for Review: Number and percentage of messages that were flagged for review by each flagging method: Advanced Flagging Rule, Random Sample, Keyword, or Manually

• Currently Flagged for Review: Number of messages flagged for review broken down by

whether they have been viewed (Viewed, Action Required) or not (Flagged)

• Reviewed: Number of currently reviewed messages by flagging method

• Viewed by: Number of flagged and not flagged messages viewed by the reviewer

• Non-Compliant: Number of messages marked non-compliant and whether their cases have been Closed

• Classified: Number of classified messages by type: Restricted, Privileged, or Personal


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7.2.1 Generating a Compliance Flagging Report

1. On the Results, Labels, or Folder page, click Report .

2. In the Info dialog box, click Continue.

3. To view un-reviewed or non-compliant messages, in the Currently, Flagged for Review or

Miscellaneous sections, click one of the numbers/links (must be greater than 0).

7.3 Working with Compliance Activity Reports

The Compliance Activity Report shows the compliance and flagging work performed on all messages or

on specific Groups during a specific time frame. You can automatically generate the report and have it

emailed to a specific list of people.


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The Compliance Activity Report contains the following detailed flagging statistics:

• Group/User: The Group with its members (Users) listed

• Archived Messages: The total number and percentage of messages (flagged and not

flagged) included in the report. This includes messages flagged by AFR.

• Flagged: The total number of flagged messages (by Advanced, Sample, Keyword, and Manual

flagging) and the percentage of flagged messages out of total messages

• Flagged for Review: The number of messages that have been flagged for review

• Viewed, Action Required: The number of flagged messages viewed, but not reviewed

• Reviewed: The number of messages that have been reviewed (by Advanced, Sample,

Keyword, and Manual flagging)

• Non-Compliant: The number of messages marked non-compliant that are still open

• Escalated: The number of messages marked as escalated to a superior reviewer

• Closed: The number of messages marked non-compliant that have been marked Closed

• Classified: The total number of classified messages, which includes all messages marked

Restricted, Privileged, or Personal

7.3.1 Generating a Compliance Activity Report

1. From the Tools menu, select Report Manager.

2. Click the New icon and then select Compliance Activity Report.

3. Enter a unique name for the report and, if necessary, a description.

4. Under Allow these Users to view and run report, select the appropriate Users.

All options include you by default.

• If you select Selected Users, enter each User’s email address or Username and click Add.

5. Under Include these system folders, select the folders you want in the report.


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6. To generate reports broken down by system folder in addition to having an aggregated total of all messages, select Show system folders.

7. Under Report Statistics for, select whether you want to report on All Messages or Messages

for selected Groups.

• If you select Messages for selected Groups, select the Groups that you want included in the report.

• To view statistics broken down by sub-Groups and/or by Users, select Show sub-Groups

and/or Show Users accordingly.

NOTE: You can select a maximum of two Groups for Group-based weekly and monthly

reports. There is no limit for Group-based daily and non-Group based reports.

8. To automatically generate and email this report to other Users, select Automatically email

this report and set up the following information:

• Under Automatically email this report, select whether you want the report emailed Daily,

Weekly, or Monthly.

• If necessary, select the number of days you want to delay the report from being

generated. This delay gives reviewers time to process assigned messages before their statistics are reported.

• Under Send reports to these addresses, enter the User’s email address and click Add.

• If you want a message to accompany the report every time it is sent, enter a message in the Include a note with this email field.

9. Click Update.

10. To generate an onscreen report:

i. Click View report

ii. Set a date range.

iii. Click Continue.

The Report displays in a new window where you can view, email, or print it.

NOTE: In the event the onscreen version of the report times out, you will be prompted to have the report emailed to you by clicking the Email report button.


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7.3.2 Generating an Email Version of the On-Demand Compliance Activity

Report

In addition to generating an onscreen version of this report – which can be time consuming or even

time out depending on your configuration or the amount of data being analyzed – you can generate

this report in the background. Once it has finished processing, an email is sent to specified users with

a link that opens the report.

NOTES:

• Each email address you enter for a recipient must be associated with an account for Global

Relay Archive, or the recipient will not be able to view the report.

• The emailed link that opens the report is only active for seven days.

To generate an email version of this report:

1. In Report Manager, open an existing Compliance Activity Report or create a new one.

2. Set up the information as you would to view the report onscreen, and then click Email report.

3. Set the report date range.

4. Enter an email address for a recipient and click Add.

Repeat this step for each recipient.

5. Click Continue.

The report will start processing, and once completed, recipients will receive an email with a link to view the report.

7.4 Working with Keyword Flagging Reports

Use the Keyword Flagging Report to monitor the effectiveness of your keyword and random sampling

flagging rules by reviewing the number of messages flagged by each flagging method and the results

for specific keywords.

You can analyze all messages or messages associated with specific Groups, as set up in Group

Manager, during a specified time frame.

You can generate this report on-demand or set it to be auto-generated and emailed to a specified

distribution list.


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Specifically, the Keyword Flagging Report contains the following detailed flagging statistics:

• Flagged by random sampling: The total number of messages flagged by your random

sampling configuration within the report date range, broken down by message type

• Flagged by Keyword/phrase: The total number of messages flagged by your keywords

within the report date range, broken down by message type

• Flagging Keywords & phrases: All of your keywords and phrases listed with the number of

messages flagged due to them, broken down by message type

• Added: Any additions or deletions to your keyword list during the report date range are noted

by the date the keyword was added or removed

7.4.1 Generating a Keyword Flagging Report


2. Click the New icon and then select Keyword Flagging Report.

3. Enter a name for the report and, if necessary, a description.

4. Under Allow these Users to view and run report, select the appropriate Users.


• If you select Selected Users, enter each User’s email address or Username and click Add.

5. Under Include these system folders, select the folders you want in the report.

6. To generate reports broken down by system folder in addition to having an aggregated total of

all messages, select Show system folders.

7. Under Report Statistics for, select whether you want to report on All Messages or Messages

for selected Groups.


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8. To automatically generate and email this report to other Users, select Automatically email this report and set up the following information:


Weekly, or Monthly

• If necessary, select the number of days you want to delay the report from being generated. This delay provides Reviewers with time to process assigned messages before

their statistics are reported.

• Under Send reports to these addresses, enter the User’s email address and click Add.


9. Click Update.

10. To generate a report, click View report, set a date range, and then click Continue.

The Report appears in a new window where you can view, email, or print it.

11. In the top right corner, click Close to return to the Keyword Flagging Report page.

7.4.2 Generating a Keyword Flagging Report On-Demand


2. On the Report Manager page, click the name of the report you want to generate.

7.5 Working with Supervisor Review Reports

With the Supervisor Review report, reviewer activity – in terms of the number of messages viewed (by

user), flagged, reviewed/not-viewed by selected reviewers – is captured and displayed in a table.

This report is a valuable tool during proof of review audits.

Optionally, messages viewed or reviewed but not flagged can also be calculated and included.

This report can be generated on-demand, appearing onscreen where it can be printed or emailed. It

can also be scheduled to automatically run and be emailed to specific recipients.

The following table lists the column headings and their descriptions when you generate a Supervisor

Review Report:

Column heading

Description

(1) Flagged

The number of flagged messages a User can review


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Column heading

Description

(2) Viewed (by User)

The number of reviewable flagged messages that the User has viewed

(3) Review (by User)

The number of reviewable flagged messages that the User has reviewed

(4) Not Reviewed (by

User)

The number of reviewable flagged messages that the User could review,

but has not reviewed yet

(5) Not Reviewed (by

any User)

The number of reviewable flagged messages that the User could review,

which have not been reviewed by anyone yet

(6) Reviewed (not by

this User)

The number of flagged messages that the User could review but has not

yet, and were reviewed by another User

(7) Viewed (Not

Flagged)

The number of messages that were viewed by the User, but were not

flagged for review

(8) Reviewed (Not

Flagged)

The number of messages that were reviewed by the User, but were not

flagged for review

7.5.1 Generating a Supervisor Review Report


2. Click the New icon and select Supervisor Review Report.


4. In the Include these reviewers section, select each reviewer whose statistics you want to view.

NOTE: To include the compliance reviewer’s own messages in the report, in Role Manager,

under Audit Trail, configure the View compliance events on messages you sent and View

compliance events on messages sent to you options. For more information, see the

Configuring Roles of this Guide.

5. In the Report Options section, select if you want to include messages not flagged but viewed

or reviewed by selected reviewers in the report statistics.


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6. If you want this report be automatically generated and emailed to specific Users, select

Automatically email this report and complete this information:

• Select the frequency you want the report emailed: Daily, Weekly, Monthly (select all

that apply).

• If necessary, select the number of days you want to delay the report from being generated. This delay gives reviewers time to process assigned messages before their

statistics are reported.

• In the Send reports to these addresses section, enter an email and if necessary a description and click Add for each person you want on the distribution list when the report is automatically generated.

• If you want a message to accompany the report each time it is distributed, enter it in the

Include a note with the email section.

7. Click Update.

8. To return to the Report Manager page, click the Up button .

7.5.2 Generating a Supervisor Review Report On-Demand

You can generate an existing Supervisor Review Report at any time so you can view, email, or print it.

NOTE: When you generate a report on-demand, it is not automatically emailed to its distribution list;

you have to set up the recipients manually.

To generate the Supervisor Review report:



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2. On the Report Manager page, click the name of the report you want to generate.

The Report Details page appears.

3. Click View report.

The report displays in a new browser window.

NOTE: If View report is dimmed and unresponsive, it means you made changes to the report

configuration. In this case, either:

• Click Undo edits to keep the existing configuration.

• Click Update to keep the changes, which also changes what gets auto-generated and emailed to the distribution list.

4. When viewing a report onscreen, click any number in the table that is above 0 and blue to

open a new page listing the messages that comprise that total.

5. Click Send or Print in the top right corner and follow the appropriate prompts to email or

print the report.

6. When you are done working with this report, close the report window.

Clicking Logout will completely log you out of Global Relay Archive.

7.5.3 Generating an Email Version of the On-Demand Supervisor Review

Report

In addition to generating an onscreen version of this report – which can be time consuming or even

time out depending on your configuration or the amount of data being analyzed – you can generate

this report in the background. Once it has finished processing, an email is sent to you with a link that

opens the report.

NOTE: Only the creator of the report can open and view it using their login credentials. The email link

that opens the report will NOT work for anyone else and is active for seven days.

To generate an email version of this report:


2. Open an existing Supervisor Review report or create a new one.

3. Set up the information as you would to view the report onscreen, and then click Email report.


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4. Set the report date range.

5. Enter an email address for a recipient and click Add.

Repeat this step for each recipient.

6. Click Continue.

The report will start processing, and once completed, you will receive an email with a link to view the report.

7.6 Working with Advanced Flagging Rules Summary Reports

Use the Advanced Flagging Rules Summary Report to monitor the effectiveness of Advanced Flagging

Rules within a specified date range.

For a specified reporting period, this report lists each rule by name, description, priority, active period,

when it was last modified on the Advanced Flagging Rules page, and the number of messages that

met its flagging criteria, which are links that display the pertinent messages.

The Advanced Flagging Rules Summary Report contains the following detailed flagging statistics:


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• Report Totals

o Message Matches: The number of messages that met the criteria of the selected Advanced Flagging Rules during the reporting period.

o Unique Messages Flagged: The number of messages that have been flagged by one of

the selected Advanced Flagging Rules during the reporting period. A message can be flagged by a maximum of two rules, one compliance flag (Flagged for Review) and/or one classification flag (i.e. Restricted, Privileged, or Personal).

o Archived Messages: The number of messages in Global Relay Archive during the reporting period.

• Report

o Rule Name: The last name assigned to the rule during the specified reporting period.

o <Rule Name> (Deleted): The Advanced Flagging Rules that have been deleted during or after the reporting period.

o Active Period: Displays how long an Advanced Flagging Rule has been active during the

reporting period.

o Last Modified: The last date within the reporting period that a rule was modified via a

change made directly on the Advanced Flagging Rule page, instead of a change made using Group Manager, User Manager (Aliases) or Keyword Manager.

o Message Matches: The number of messages that met the criteria of the Advanced Flagging Rule.

NOTES:

• The information that displays on this report pertains to the reporting period you set up.

Changes made before or after the date range you established are not reflected in this report.

• For specific details on report headings, consult the legend after the table of Rule names.

• The specific start date you can select depends on several factors, including when your firm

implemented Global Relay Archive. However, the earliest start date you can select for

generating this report is May 16, 2014.

7.6.1 Generating an Advanced Flagging Rules Summary Report


2. Click the New icon and select Advanced Flagging Rules Summary Report.



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4. In the Allow these users to view and run report section, select the appropriate Users.


• If you select Selected Users, enter each user's email address or Username and click Add.




Weekly, or Monthly.


generated. This delay provides Reviewers with time to process assigned messages before their statistics are reported.

• Under Send reports to these addresses, enter the User's email address and click Add.

• If you want a message to accompany the report every time it is sent, enter a message in

the Include a note with this email field.

6. Click Update.



8. In the top-right corner, click Close to return to the previous page.

7.7 Working with Advanced Flagging Rules Change Reports Use the Advanced Flagging Rules Change Report to review or audit changes made to a specific rule.

Changes are tracked once the rule is first activated.

This report lists every change made to a specified Advanced Flagging Rule along with the date of each

change.

The Advanced Flagging Rules Change Report contains the following detailed statistics:

• Date Modified: The last date within the reporting period that a rule was modified via a

change made directly on the Advanced Flagging Rule page, instead of a change made using Group Manager, User Manager (Aliases), or Keyword Manager.

• Last modified by: The user who made the last change to the rule on the Advanced Flagging

Rule page during the reporting period. Users who change groups, aliases, or keyword sets are

not reflected.

• Message Matches: The number of messages that met the criteria of all selected Advanced

Flagging Rules during the reporting period.


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• Actions:

o Added Criteria / Deleted Criteria / Modified Criteria / Modified Summary: Any change to a rule made on the Advanced Flagging Rule page.

o Modified Criteria (Indirect): Any change made on the Keyword Manager, Group

Manager, User Manager (Alias) pages, which affects the rule. For specific details, generate the Advanced Flagging Rules Keyword Change Report.

o Modified Operator: Any change made in “Match” or “Does not match” criteria.

o Modified Option: Any change made in “include aliases" or “exclude aliases” criteria.

NOTES:

• The information that displays on this report pertains to the reporting period you set up.

Changes made before or after the date range you established are not reflected.

• Only Advanced Flagging Rules that were active during the reporting period are tracked.

• For specific details on report headings, consult the legend after the table of Rule names.

• Changes made to Keyword sets using Keyword Manager display by default, and you can select

to display changes made using Group Manager or User Manager (Alias) that affected an Advanced Flagging Rule.

• Changes made using Keyword Manager, Group Manager, or User Manager (Alias) that affect

rule criteria are listed as “Indirect” and do not display the specific change.

However, for details about changes made to a Keyword set, generate the Advanced Flagging

Rule Keyword Change Report.


implemented Global Relay Archive. However, the earliest start date you can select for generating this report is May 16, 2014.

7.7.1 Generating an Advanced Flagging Rules Change Report


2. Click the New icon and select Advanced Flagging Rules Change Report.






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5. In the Include the selected Advanced Flagging Rule section drop-down menu, select which rule

you want included in the report.

6. To include changes made using Group Manager or User Manager (Aliases) that affect the

specified rule, select the Include group membership and alias changes checkbox.




Weekly, or Monthly.





8. Click Update.




7.8 Working with Advanced Flagging Rules Keyword Reports

Use the Advanced Flagging Rules Keyword Report to monitor the effectiveness of keywords and

phrases in specific keyword sets used by Advanced Flagging Rules during a specified date range.

For a specific reporting period, this report lists the following details for the specified keyword set:

• Name

• Description

• When it was last modified

• Whom it was last modified by

• The number and names of Advanced Flagging Rules that used the keyword set and had

message matches.

• The keywords and phrases in the keyword set that had message matches, the number of

matches, and the associated Advance Flagging Rules which triggered the matches.


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NOTE: The Advanced Flagging Rules, keywords, and phrases that had no message matches during the reporting period are not listed in this report.

The Advanced Flagging Rules Keyword Report also contains the following detailed statistics for the

reporting period:

• Advanced Flagging Rules Message Matches: The total number of message matches for

each keyword or phrase used by a specific Advanced Flagging Rule.

• Total Number of Message Matches (Keywords and Phrases): The total number of

message matches, among all the Advanced Flagging Rules using the keyword set, for each keyword and phrase in the keyword set.

• Total Number of Message Matches (Advanced Flagging Rules): The total number of

message matches for the keyword set used in each Advanced Flagging Rule.

• Total Number of Message Matches: The total number of message matches, among all the

Advanced Flagging Rules, for the keyword set.

NOTES:

• The Advanced Flagging Rule must use the selected keyword set and must have at least one message match during the specified reporting period to be listed in this report.

• Keywords and phrases must have at least one message match during the specified reporting period to be listed in this report.



generating this report is April, 2014.

7.8.1 Generating an Advanced Flagging Rules Keyword Report


2. Click the New icon and select Advanced Flagging Rules Keyword Report.



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5. In the Include the selected Keyword set section drop-down menu, select which Keyword set





Weekly, or Monthly.

• If necessary, select the number of days you want to delay the report from being generated. This delay provides Reviewers with time to process assigned messages before

their statistics are reported.


• If you want a message to accompany the report every time it is sent, enter a message in

the Include a note with this email field.

7. Click Update.




7.9 Working with Advanced Flagging Rules Keyword Change

Reports

Use the Advanced Flagging Rules Keyword Change Report to review changes made to a Keyword set.

This report lists every change made to a specified keyword set using Keyword Manager along with the

date of each change for audit purposes.


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The Advanced Flagging Rules Keyword Change Report contains the following detailed statistics:

• Keyword Set Name: The last name associated with the keyword set during the specified

reporting period.

• Last Modified: The last date that a Keyword Set was modified during the reporting period.

• Modified by: The user who made the last change on the Keyword Set page during the

reporting period.

• Number of Rules: The number of Advanced Flagging Rules using the keyword set.

• Message Matches: The number of messages flagged by the keyword set.

• Keywords and Phrases: A list of the keywords and phrases used in the keyword set.

• Actions: Any addition or deletion made to the keyword set.

NOTES:



generating this report is May 16, 2014.

• Only keyword sets used by active Advanced Flagging Rules are tracked during the specified reporting period.

• Changes made to a keyword set are recorded twice in the audit trail: removed and added.

7.9.1 Generating an Advanced Flagging Rules Keyword Change Report


2. Click the New icon and select Advanced Flagging Rules Keyword Change Report.






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5. In the Include the selected Keyword set section drop-down menu, select which Keyword set





Weekly, or Monthly.





7. Click Update.




7.10 Working with User and Group Reports

You can generate the following downloadable User and Group reports (in CSV format) with their

associated details:

• User Report:

o Username

o First and last name

o Role

o Login status

o Alias(es)

• Group Access Report:

o Group name

o Group description

o User access rights to the Group

• Group Membership Report:


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o Group name

o Group description

o Members of the Group

7.10.1 Generating a User Report

You can generate this report to list all Users or just Primary Users. This report is an ideal tool when

reconciling Users with their Roles and Aliases.

To generate a User Report:


2. Scroll to the Export User Report section.

3. If you want the report to only list Primary Users, deselect the Include Active Directory

Secondary and External Users checkbox.

4. Click Export.

5. Follow the prompts to open or save this report.

7.10.2 Generating a Group Membership Report

If your organization requires all Users to belong to a functional or review Group, you can quickly

identify Users who do not belong to any Group and vastly expedite the Group assignment process.

Locate all Users who do not belong to any Group by generating the Group Membership report with the

new List Active Directory Users not in any Group checkbox selected.

To generate the Group Membership Report:

1. From the Tools menu, select Group Manager.


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2. In the Export Group Report section, under Group Membership, select List Active Directory

Users not in any Group.

3. Click Export.


When you open the report, each Group is listed with its members.

5. Scroll to the end of this list to see the Users who do not belong to any Group, listed under the

UNGROUPED USER heading.

7.10.3 Generating Group Access Rights Reports

To identify which Users have access to each Group and reconcile Group management more quickly,

you can generate and download the Group Access Report, a CSV file.

This file lists for each Group, the Users who can access that Group and their Role, including Users who

inherited access via a sub-Group.

To generate and download the Group Access Rights CSV file:


2. Under Group Access Rights, click Export.


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When you open this file, you will see each Group listed with all the Users who can access it and their Roles.

7.10.4 Automating Group Reports

Global Relay can automate the generation of the Group Membership report and the Group Access

Rights report, so either report can be emailed to a specific set of email addresses at a specified time

daily. When automated, the Group Membership report lists all Users not in any Group.

To have either of these reports automated, contact Global Relay Support at 866.484.6630.


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8 Working with Users, Groups, and Roles

From the User Manager and Group Manager tools, System Administrators, User Administrators, and

Super Reviewers can modify and configure User and Groups within Global Relay Archive. The following

sections describe how to manage Users and Groups:

• Managing Users

• Managing Groups

8.1 Managing Users

As a Super Reviewer or Administrator, you can use User Manager to modify User details including the

Access rights, Role, Group membership, and other information. You can view a list of all active Users

in the system by accessing the Active Directory.

8.1.1 Adding Users


2. Under Add a New User, enter the Username, First Name, Last Name, and Password for the

new User.


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NOTE: Passwords must be between 8 to 24 characters long and include at least two of these

three guidelines: A mix of upper and lower case letters, at least one number, and at least one

of these four special characters: ? -_ !

Never share your Global Relay Archive password with anyone.

3. From the User Role drop-down menu, select a Role.

4. Optionally, use the Group drop-down menu to assign the User to a Group.

NOTE: When a User is created, the User’s own Username is added to the User’s Access Rights

section by default. The User’s Username includes a checkbox that can be checked to remove

the User from their access rights. To remove access rights from a User, see Removing Access

Rights from a User.

8.1.2 Using the Active Directory


2. Near the top of the page, click Active .

The Active Directory displays the following information about each User:

• Username

• First Name, Last Name

• User Role

• Group Membership

• Number of Folders the User has access to

If the User belongs to more than one Group, indicated by the word “Multiple” and an inverted

triangle in the Group column, click Multiple to display the Group memberships.


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To reassign Roles with User Manager:

1. Select the User(s) you want to modify.

2. From the drop-down list at the top of the page, select a Role.

3. Click Apply.

A confirmation page displays.

8.1.3 Modifying User Details

To modify a User’s information, click an individual Username in the Active Directory to access the

User’s profile page.

Alternatively, you can narrow your search for a User instead of going through the entire directory.

To search for a User in the directory:


2. Under Search Active Directory, enter text in one or more fields and then click Search.

3. Click a Username to view the User’s details.


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8.1.4 Changing Access Rights

On the User Details page, you can change a User’s access rights.

NOTE: Super Reviewers cannot affect other Super Reviewers or Administrators. An Administrator

would need to make changes to these Users.

The following access rights are displayed in two sections of the page:

• User Access Rights: Lists all other Users in the system whose messages the User has

access.

• Group Access Rights: Lists any Groups in the system whose members’ messages the User

has access.

Typically, Standard Users will only have access to their own messages. A Reviewer, however, might

have access rights to one or more Groups and/or one or more Users.

For more information on modifying Users’ access rights, see Using the Active Directory in this

Guide.

8.1.5 Removing Access Rights from a User


2. Click Active Directory and select the User(s) you want to modify.

3. At the top right of the page, click Remove .

4. On the confirmation page, click the Remove button.

NOTE: If a User has the Super Reviewer Role from the Active Directory (rather than being assigned

a Super Reviewer directly from the Captured Directory), they are NOT automatically assigned access

to ALL messages, but would have access only to their own account.

8.1.6 Removing User’s Access Rights to Their Own Messages

You can remove a User’s Access Rights to their own messages so they can no longer view their own

messages nor have their own messages included in their search results.

Removing a User’s message Access Rights generates an event in the Event Log.

NOTE: In User Manager, under the Access Rights drop-down menu, you can select the User option to

re-add Access Rights to a User so they can view their own messages.

To remove a User’s Access Rights to their own messages:


2. Click Active .

3. Click the User from whom you want to remove Access Rights to their own messages.


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4. Under Access Rights, in the far right column, select the checkbox next to the User’s Username.

5. In the top-right corner, click Remove .

6. In the confirmation dialog box, click the Remove button.

The User will no longer have access rights to their own messages.

8.1.7 Granting a Super Reviewer Access to All Messages


2. Click Active .

3. Click the Username of the User you want to grant access to All Messages.

The Profile page for that User displays.

4. From the Access Rights drop-down menu, select User.

5. In the top row of the first page, in the right column beside All Messages, select the checkbox.

6. Click Add+.


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7. In the User Settings section, from the User Role drop-down menu, select Super Reviewer.

The page will update automatically.

8. If necessary, in the User Settings section, change or assign a password, and then click

Update.

To grant a Super Reviewer access to another User’s messages:


2. Click Active .

3. Click the Super Reviewer’s Username (i.e. email address).

4. From the Access Rights drop-down menu, select User.

5. Select the User(s) to grant access rights to.


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To grant a Super Reviewer access to all messages:


2. Click Active .

3. Click the Super Reviewer’s Username (i.e. email address).

4. Select All Mail.

5. Near the top of the page, click Add+ .


NOTE: If Add is grayed out, the Reviewer already has access to all messages.

8.1.8 Adding Access Rights to all Messages that a Group Member Modified

1. On the User’s account page, from the Access Rights drop-down menu, click Group.

2. Select the Group(s) to add by selecting the checkboxes at the end of the row(s).

3. Click Add .


8.1.9 Bulk Updating Access Rights Information

Global Relay can perform a bulk update of your Access Rights information, especially how a User is

mapped to other User accounts.

You must first provide Global Relay with a CSV file containing your access rights mapping, which

Global Relay will use to perform the bulk update.

Contact Global Relay Support at 866.484.6630 to find out how to create the required CSV file and to

start the bulk updating process.

8.1.10 Setting Up Access Rights for a Folder

You can create a shared folder and grant other Users access to the messages you place in that folder.

There are several restrictions to consider when working with folder-based access rights:

• You can only grant access to Users for whom you have Access Rights.

• You can only grant other Users access to folders that you created.


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• Users granted access to a folder can delete messages from that folder, but can only add messages to it if they have permission to modify the Access Rights of all Users who have

access to this folder.

• Users with access to this folder can view all the messages within it, regardless of their Access

Rights privileges to those messages outside of the folder.

To set up Access Rights for a folder:


2. Search for the first User to whom you want to grant access to a specific folder.

You must have access rights to the User to whom you are granting access.

3. Click their Username.

The User Details page opens.

4. From the Access Rights drop-down menu, click Folder.

A page listing of all of the folders you created opens.

5. Select the folder(s) you want to give access to and click Add.

6. In the confirmation page that appears, click Close Window.

The User Details page appears listing the selected folders in the Access Rights section.

To remove Access Rights for a folder:

• On the User Details page, select the folder and click Remove.

• On the Folders Details page, select the User and click Remove.

8.1.11 Modifying User Settings

Modify User information in the User Settings section of the User Details page, which includes:

• Resetting the password

• Changing the User’s Role

• Changing Time Zone, or Language


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• Changing the Display option for this User (# of Results per page)

• Setting the Spam filter

• Setting Default System Folders

To view a User’s current Group membership(s):

1. From the Active Directory, select a User.

2. Under User Settings, the number of Groups that the User belongs to will be displayed in the In

Group field.

NOTE: If the User belongs to more than one Group, the In Group field will be listed as

Multiple. Click on the arrow to view all Groups.

8.1.12 Associating Aliases with Users

Aliases are any alternative or secondary email addresses, Bloomberg, instant message or social media

handles used by the User. You can complete or expand a User’s profile by setting up their Aliases.

Associating an Alias will improve your ability to search the Archive for Users and better manage

Groups, Folders, and User access.

NOTE: We recommend using Aliases to manage name changes arising out of marital status changes

or to manage multiple, abbreviated email addresses such as [email protected],

[email protected], [email protected].

To associate an Alias to a User:


2. Click Active.

3. Click the email address of the User you want to link with Aliases.

Their User Profile page displays.

4. Click Alias+ .

5. In the dialog box that displays, enter the Alias (alternative Username, handle, or email

address) and then click Add.

Under User Details, an Alias category is added.


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NOTE: Aliases display when you start entering User information in searches.

8.1.13 Assigning or Changing User Roles

For all Users, including new Users added to the Active Directory using the DISABLED Role, you can

assign or change their User Role.

Note: Peer-to-peer Role editing is not permitted, so a Super Reviewer cannot change another Super

Reviewer’s Role.

To assign or change a User Role:


2. Click Active.

3. To assign or change a User Role, complete these steps:

i. Click the email address of the User whose role you want to change.

The User’s Profile page displays.

ii. In the User Settings section, from the User Role drop-down menu, select a Role.

The Role will update automatically.


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8.1.14 Creating Custom User Fields

You can create up to four custom User fields to capture additional User data not already tracked in

Global Relay Archive such as Employee ID, Department Number, and Social Security numbers.

Once you create a custom User field, you cannot delete it; however, you can change its label and use

the field to track different data.

NOTE: Custom User fields are company-wide, not Archive/domain-specific. If your company has

multiple archives, your custom User fields apply to all of them; Users belonging to more than one

Archive will have one set of company-wide custom User fields. If you need to capture custom User

field data at the Archive/domain level, contact Global Relay for options.

To create custom User fields:

1. From the Tools menu, select Custom Fields.

2. If this is the first time you’re creating a custom User field, read the introduction and click

Continue.

3. Enter the label for each custom User field you want to create. Labels can be up to 24

alphanumeric characters.

A field turns yellow when it contains new or edited data.

4. To save your changes, click Update.

5. To discard your changes, click Undo edits.

6. In the confirmation dialog box that appears, click Yes.


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8.1.15 Entering Custom User Field Data

Once custom User fields have been created, you can start entering data in them for all new or existing

Users at your company.

NOTE: To enter custom User field information, your Role must have the Edit custom User field values

option enabled in Role Manager. For access, contact your Administrator.

To enter or edit custom User field data for existing Users:


2. To display all active Users, click Active.

3. Click the row of the first User you want to edit.

A page opens with all of their details.

4. In the User Settings section, enter the custom User field data and click Update.

5. To edit the next User, click the Next icon .

To enter custom User field data for new Users:


2. In the Add a New User section, enter all User data.

The custom User fields appear between the Last Name and Password fields.

3. Click Add User.

8.1.16 Configuring Roles

For any User Role enabled for your organization, you can modify each User’s access rights.

NOTE: Certain features can only be applied to cloned Roles, and only Reviewer, Super Reviewer, and

Standard User Roles can be cloned.


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To configure Roles:

1. From the Tools menu, select Role Manager.

2. To configure one specific Role, select it from the drop-down menu in the top left corner.

Otherwise, all Roles display.

3. For each Role, enable or disable features based on your company’s directives.

Section

Feature

If Enabled,

Message access

Access search, results,

and message pages

Users can access the search page, results pages,

and message pages. When disabled, they are

directed to the User Manager.

Access message page

Users can access the message page. When disabled,

they can search for messages and see results, but

can’t view message details, only message header

information.

View message headers

search control

Users can search message header information.

Display message

direction search

controls

Users can search for messages based on the

direction they were sent (outgoing/external) or

received (incoming) and whether they were sent or

received from an account within the same domain

(internal).

Display Reuters search

controls

Users can search for Thomson Reuters message

types: RM Chat, File Transfer, Forms, and

Screenshots.

Display Bloomberg

search controls

Users can search for Bloomberg message types:

Instant Bloomberg (IB) and/or Bloomberg Mail.

Display Compliance

Dashboard

Users can use the Compliance Dashboard to search

for messages based on flagging status.

Display LinkedIn

search control

Users can search for LinkedIn message types.


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Section

Feature

If Enabled,

Display Twitter search

control

Users can search for Twitter message types.

Access Save Search

controls

Users can save searches to reuse.

Display Access Rights

search control

Users with access rights to other Users or Groups

can limit searches to only those Users and Groups.

Audit trail

View own message

audit trail

Users can view the message activity (e.g. searching,

recovering, forwarding, assigning priorities) they

performed on others’ messages as well as their own.

View message events

on others' messages


forwarding, assigning priorities) that other Users

performed on each others’ messages.

NOTE: A User can only view messages for those

Users to whom they are assigned access.

View others' message

events on your

messages


recovering, forwarding, assigning priorities)

performed on their messages by other Users.

View compliance

events on others'

messages

Users can view the compliance activity (flagging)

performed on other Users’ messages.

NOTE: A User can only view activity for those Users

to whom they are assigned access.

View compliance

events on messages

you sent

Users can view all compliance activity (flagging)

performed on messages they sent.

View compliance

events on messages

sent to you

Users can view all compliance activity (flagging)

performed on messages sent to them.

User management

Assign Sys Admin Role

Users can assign the Sys Admin Role to themselves

or other Users.


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Section

Feature

If Enabled,

Assign User Admin

Role

Users can assign the User Admin Role to themselves

or other Users.

Assign Super

Reviewer Role

Users can assign the Super Reviewer Role (or any

Role created by cloning the Super Reviewer Role) to

themselves or other Users.

Assign Reviewer Role

Users can assign the Reviewer Role (or any Role

created by cloning the Reviewer Role) to themselves

or other Users.

Assign e-Discovery

Role

Users can assign the e-Discovery Role to themselves

or other Users.

Assign Standard User

Role

Users can assign the Standard User Role (or any Role

created by cloning the Standard User Role) to

themselves or other Users.

Edit users assigned

Sys Admin Role

Users can modify settings for anyone assigned the

Sys Admin Role.

Edit users assigned

User Admin Role


User Admin Role.

Edit users assigned

Super Reviewer Role


Super Reviewer Role (or any Role created by cloning

the Super Reviewer Role).

Edit users assigned

Reviewer Role


Reviewer Role (or any Role created by cloning the

Reviewer Role).

Edit users assigned

e-Discovery Role

Users can modify settings for anyone assigned the e-

Discovery Role.

Edit users assigned

Standard User Role


Standard User Role (or any Role created by cloning

the Standard User Role).

Edit custom User field

values

Users can modify the custom User field contents of

any User they can access.


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Section

Feature

If Enabled,

View custom User field

values

Users can find and view the custom User field

contents of any User they can access.

Data export

Enable PST Export

Users can export messages in PST format.

Flagging rules

Access flagging rules

page

Users can view or set up the criteria for automatically

flagging general messages as they are imported into

the Archive.

Access random

sampling page

Users can view or set up the parameters for

randomly sampling messages as they are imported

into the Archive.

Access Keywords

Manager

Users can view or set up keyword sets to be used by

Advanced Flagging Rules.

Access Advanced

Flagging Rules

Manager

Users can view or set up a series of flagging rules

that can be applied to different Groups to enforce

different policies.

Event log

Access event log

Users can view system-wide changes to Roles,

Groups, and Users, including login/logoff information.

Role management

Access Role Manager

page

Users can access this page to view Role configuration

settings.

Edit Roles

Users can access this page to make configuration

changes to Roles.

4. To save your changes, click Update.


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5. To discard your changes, click Undo edits.

8.1.17 Viewing User Role Information

The Hidden Directory lists the User’s previous Role to make it more intuitive to find Users who were

never assigned a Role.

In the Active Directory, the last Role assigned to a User whose account is currently DISABLED

displays.

8.1.18 Assigning the e-Discovery Role

Assign the e-Discovery Role to Users who need to perform company-wide searches but do not have

clearance to use compliance tools. Users assigned this Role can perform their searches without having

access to data or tools that should not be available to them. This Role is ideal for organizations where

compliance and litigation are separate.

You configure Roles in Role Manager and assign Roles to Users in User Manager.

8.2 Working with Groups

Groups are an effective tool for organizing Users. By default, Sys Admins, User Admins, and Super

Reviewers can create Groups to perform these tasks:

• Divide Users into departments, branches, or offices

• Grant a User access to a specific set of Users

• Search a specific set of Users

• Compile Users or addresses into a Group for Advanced Flagging Rule scanning or exclusion

Users can be added or removed to a Group at any time by an Administrator or a Super Reviewer. You

can add an individual User or several Users to a Group at the same time. Users can also be in more

than one Group or have access to more than one Group.

You can assign Group access rights to specific Folders and Wizards.


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8.2.1 Creating a Group

A Group must be created before it can be populated or Users can be granted access. Only an

Administrator or a Super Reviewer can create and/or populate a Group.

To create a Group:

1. From Tools menu, select Group Manager.

2. Under Add a New Group, enter the name of the Group you want to create and optionally, a

description.

3. Click the Add Group button.

A confirmation message appears.

To display the Group Directory:

1. From Tools menu, select Group Manager.

2. To view all Groups:

• At the top of the page, click Groups.

• Leave the Search for Groups field empty and then click Search.

8.2.2 Adding Users to a Group

NOTE: If you have access rights to “All Messages”, you can add Users to a Group listed in your

current Message Access Rights on your Preferences page. Otherwise, depending on your Role, you

may be unable to add Users to Groups you have access rights to.

For more information, see Granting a Super Reviewer Access to All Messages.


2.

At the top of the page, click Groups

.

3.

Click the Group name.

4.

Near the top of the page, click User+

.

NOTE: Users can belong to multiple Groups at the same time.


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5. Select the Users you want to add to the Group.

6. Near the top of the page, click Add+ .

7. Close the confirmation window and click the Up arrow to return to the Group page.

8.2.3 Removing Users from a Group


2. Near the top of the page, click Groups .

3. Click a Group’s name.

4. Select the User(s) you want to remove from the Group.

5. Near the top of the page, click Remove .

8.2.4 Adding Addresses to Groups

You can add non-User addresses to a Group; non-User addresses are those addresses which are not

associated or mapped to an address in Global Relay Archive. However, you cannot add access to an

existing Users’ addresses if you do not have permission to edit roles. For more information, see

Configuring Roles.

Using Groups, you can better manage how or whether general Flagging Rules or Advanced Flagging

Rules apply to these addresses. You can also limit your searches to specific Groups of addresses.

For example, by creating a Group comprised solely of notification, automated reply, Bloomberg, or

SPAM email addresses, you can make that Group exempt from flagging.

Adding an address to a Group creates an event in the Event Log.

To add addresses to Groups:


2.

Click Groups

.

3.

Select a Group.

4.

Click Address+.

5. In the dialog box, enter the address you want to add.


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6. Click Add.

The address you entered is displayed below Group Members.

If an Address is added to a Group that already matches a User, that User will be added to the Group

instead (only if you have permission to add the User).

NOTE: An address will not be added to a Group if:

• It has already been added to the Group.

• You do not have permission to add addresses to this Group.

• The address belongs to a Hidden User (Hidden Users cannot be added to Groups).

8.2.5 Removing an Address from a Group


2.

Click Groups

.

3.

Select a Group.

4. Under Group Members, in the far right column, select the checkbox of an existing address.

5. Click Remove .

6. In the confirmation dialog box, click Close window.


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9 Using Compliance Tools

Global Relay Archive has a number of compliance tools that flag messages using keyword and random

sampling methods to assist you in meeting your company's compliance policy.

Specifically, in terms of automated message processing, screening, and flagging there are three

different tools you can set up.

NOTE: When a message is imported into Global Relay Archive, the flagging rules are applied in the

following order, and each message can be flagged only once. For example, if a message is flagged by

the General Flagging Rules, it cannot be flagged by Random Sample or Advanced Flagging Rules.

1. General Flagging Rules: You can establish a single keyword flagging rule and

keyword/exception list which is applied to all messages. Typically, this rule and list is

comprehensive enough to cover the supervisory requirements of many organizations.

2. Random Sample: You can set a percentage for the number of messages which are randomly

flagged for review.

3. Advanced Flagging Rules: You can create multiple sets of specialized flagging rules using comprehensive criteria, which you can tailor to meet the unique supervision requirements for

the different Groups and/or policies within your organization. You set the priority order for how multiple Advanced Flagging Rules are applied, so the most

relevant messages are flagged for the most important or applicable reason.

In addition, Label Manager is primarily an eDiscovery and compliance tool which you can use to

organize, tag, and categorize messages as you work through them.

9.1 Working with Flagging Rules

For financial firms, Global Relay typically inputs a basic list of keywords and phrases for flagging prior

to your training session. This list can be modified or made more specific by Administrators or Super

Reviewers.


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9.1.1 Adding Keywords and Phrases to Flagging Rules

1. From the Tools menu, select Flagging Rules.

2. In the Keywords and Phrases to Flag textbox, enter a word or phrase.

NOTE: Keywords and phrases are not case sensitive, but Global Relay Archive scans for exact

matches so you can add multiple variations of a word or phrase.

3. Click the Add button.

To view a complete list of keywords and phrases in the system:


2. Leave the Keywords and Phrases to Flag field blank.

3. Click the View All button.

An alphabetical list of keywords and phrases in the system displays.

To delete a word or phrase from the list, click Delete to the right of the keyword or phrase.

To modify an existing phrase (e.g. change from “guarantee” to “we guarantee”), enter the revised text

and click Update. The list will refresh and you can click the Up arrow to return to the Flagging Rules

page.

To see how many messages within the past seven days would have been flagged by a rule, click

Calculate.

There is no limit to the number of keywords/phrases you can be flagging at any time.

NOTE: When you add a new item to this list, you are flagging for it from the time it is added; you

cannot flag messages retroactively. If you need to look for a keyword/phrase retroactively, you can

simply conduct a keyword search from the main Search page. However, you can flag a keyword or

phrase for a limited time (e.g. over a weekend or for a month).

Global Relay can provide a Keyword/Phrase Guide to help structure your Flagging lexicon. This guide is

aimed mostly at financial firms with Compliance requirements.


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9.1.2 Excluding Keywords and Phrases from Flagging Rules

To better manage which messages get flagged, you can set up a list of phrases that are exempt from

Keyword Flagging Rules.

A common example is the keyword “error” causing all email messages to get flagged because a firm

has the following disclaimer: “If you received this message in error, notify us immediately and delete

the message without copying or forwarding it to another party.”

Adding “received this message in error” to the Phrases to Exclude list would ensure that messages

with that phrase are not flagged by Keyword Flagging Rules, although these messages could still be

flagged by random sample.

To set up Phrases to Exclude:


2. In the Phrases to Exclude section, enter a phrase you want exempted from your flagging rules.

NOTE: When entering phrases, consider these guidelines:

• Avoid using phrases longer than 4-6 words.

• Do not double-up on exclusions: if you have an exclusion for “this is not a guarantee” and

“not a guarantee,” neither will be excluded.

• If a message with an excluded phrase contains a different, defined keyword or phrase

elsewhere in the message, the message will still be flagged.

3. To view how many times a keyword or phrase has appeared in the Archive in the past seven

days and what its daily average is, click Calculate beside the keyword or phrase.

4. Click Exclude.

5. To view the list Phrases to Exclude, select View All.

6. To view how many times a keyword or phrase has appeared in the Archive in the past seven

days and what its daily average is, click Calculate beside the keyword or phrase.

7. If you edit any phrase, click Update beside it.

8. If you want to remove a phrase, click Delete beside it.

9.1.3 Creating General Flagging Rules for Other Exclusions

Preconditions determine whether a message is eligible for flagging. Messages meeting Precondition

criteria are exempt from Keyword Flagging Rules.

NOTE: Preconditions are eligible to be flagged by Random Sampling unless you contact Global Relay.

Some examples to consider setting up as your Preconditions include the following:

• Automated news blasts: e.g. [email protected], [email protected]

• Automated alerts: e.g. [email protected], [email protected]

• Public notifications: e.g. [email protected] or “Weekly Newsletter”

• Whole domains: Instead of identifying a specific email address, you could set up a whole

domain, e.g. fedex.com, ups.com, usps.com


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To set up Preconditions:


2. In the Flagging Rules Preconditions section, in the When flagging, ignore messages that

meet these criteria field, set up the following information:

i. From the drop-down list, select From/To/CC.

ii. Enter an email address in the text field.

iii. To create the precondition, click Add.

NOTE: Enter a partial email address or domain to exclude multiple email addresses from a similar

source, e.g. “no-reply@” or “newsletter@”.

9.1.4 Bulk Updating General Flagging Rules

Global Relay can perform a bulk update of your flagging rules set up on the Flagging Rules page,

including Keywords, Exceptions and Preconditions.

You must first provide Global Relay with a CSV file containing your flagging rules which Global Relay

will use to perform the bulk update.

Contact Global Relay Support at 866.484.6630 to find out how to create the required CSV file and to

start the bulk updating process.

9.1.5 Using Symbols and Characters in General Flagging Rules

Specific characters and symbols are treated synonymously when you apply Flagging Rules. The

following table outlines how symbols are mapped:

Symbol

Version name

Unicode

Single quote '

APOSTROPHE

LEFT SINGLE QUOTATION MARK

RIGHT SINGLE QUOTATION MARK

MODIFIER LETTER APOSTROPHE

NKO HIGH TONE APOSTROPHE

FULLWIDTH APOSTROPHE

U+0027

U+2018

U+2019

U+02BC

U+07F4

U+FF07


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Symbol

Version name

Unicode

Double quote "

QUOTATION MARK

LEFT DOUBLE QUOTATION MARK

RIGHT DOUBLE QUOTATION MARK

DOUBLE HIGH-REVERSED-9 QUOTATION MARK

HEAVY DOUBLE TURNED COMMA QUOTATION MARK ORNAMENT

HEAVY DOUBLE COMMA QUOTATION MARK ORNAMENT

REVERSED DOUBLE PRIME QUOTATION MARK

DOUBLE PRIME QUOTATION MARK

FULLWIDTH QUOTATION MARK

U+0022

U+201C

U+201D

U+201F

U+275D

U+275E

U+301D

U+301E

U+FF02

Dash -

HYPHEN-MINUS

HYPHEN

EN DASH

EM DASH

U+002D

U+2010

U+2013

U+2014

Slash /

SOLIDUS

FRACTION SLASH

U+002F

U+2044

Three dots ...

Enter 3 dots

HORIZONTAL ELLIPSIS

N/A

U+2026

Space

Space

NON-BREAKING SPACE (&nbsp)

N/A

U+00A0

9.2 Setting Up Advanced Flagging Rules

Advanced Flagging Rules and Keyword Manager are additional compliance flagging tools that can be

used in addition to General Flagging Rules.

NOTE: The different Flagging Rules are applied in this order, and once a message is flagged, it cannot

be flagged again:

1. General Flagging Rules

2. Random Sample

3. Advanced Flagging Rules, starting with the first priority

General Flagging Rules are a single, plain text list of words and phrases, with a single exclusion list

that is applied globally to all messages when captured by Global Relay Archive.

Advanced Flagging Rules are more sophisticated because you can configure them to use a wider set of

criteria, tailored for different Groups and/or policies.

Unlike General Flagging Rules, you can also use advanced operators - Boolean operators, wildcard

characters, and proximity or phrase operators - in Advanced Flagging Rules.


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Using Advanced Flagging Rules, you can:

• Configure your rules by policy or review Group.

• Set the priority order of all rules so messages are always flagged for the most important

reason.

• Apply a specific keyword set (lexicon), which you create using Keyword Manager, to each rule;

you can apply two keyword sets to each rule, one for keywords to flag and one specifically for

Phrases to Exclude. A keyword set can be used in multiple Advanced Flagging Rules.

• Incorporate the following advanced operators when setting up text-based screening criteria:

o Boolean Operators (AND / OR / NOT)

o Wildcard Characters (* or ?)

o Phrase Operators (“”)

o Proximity Operators (“word1 word2”~number) Number is the range of words between word1 and word2

• Further reduce the number of flagged messages by adding a sampling option when you create

the rule.

NOTES:

• Before attempting to disable or migrate your existing flagging rules, ensure you understand how to use the new Advanced Flagging Rules and Keyword Manager.

• To monitor the effectiveness of your Advanced Flagging Rules, generate the Advanced

Flagging Rules Summary Report.

• To view a list of changes made to your Advanced Flagging Rules, generate the Advanced

Flagging Rules Change Report.

9.2.1 Creating a New Advanced Flagging Rule

NOTES:

• Advanced Flagging Rules can dramatically affect the number of messages flagged. We recommend you contact Global Relay Training before creating any advanced rules.

• Because of how powerful and comprehensive Advanced Flagging Rules are, in general and in

terms of processing, we also recommend you use them specifically to address flagging conditions that cannot be addressed by general Flagging Rules. Where possible, we advise

using a general Flagging Rule instead if it meets your requirements.

You can create new Advanced Flagging Rules to meet specific flagging requirements.

If you have an Advanced Flagging Rule similar to a new rule you want to create, you can clone the

existing rule and then edit it. For more information, see the Cloning an Advanced Flagging Rule

section.

To create a new Advanced Flagging Rule:

1. From the Tools menu, select Advanced Flagging Rules.

2. In the top left corner, click New+ .


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3. In the Name field, enter a name for this Advanced Flagging Rule.

4. In the top right corner, click Update .

NOTE: You cannot set up criteria for this rule until you have saved its name.

5. If necessary, in the Description field, enter a description.

6. From the Apply the following action to messages that meet all the criteria below drop-down

menu, select the appropriate action.

The action you select displays at the top of the list.

7. From the Add criteria drop-down menu, select a criteria item and click Add criteria.

Except for Header criteria, you can add a criteria item only once for each rule.

NOTE: For a message to be flagged by this rule, it must meet all your criteria. Technically,

there is an AND operator between each criteria item you set up.


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Below the drop-down menu, the criteria you selected will appear and will have a green plus

sign beside it until you click Update to save your changes.

If you change your mind about adding a criteria item, click Remove.

8. Using the following table, set up your criteria.

NOTE: To measure the effectiveness of this rule, click Calculate to see how many messages

in the last seven days would be flagged by the rule and what the daily average is in that time.

If You Select

this Criteria

Set Up this Information

System folders

Select which System Folders you want to include in your criteria.

If you select Any System Folder, you cannot use the “does not match” operator.

From/To/Cc/Bcc

Enter a User’s complete first name, last name, or email address to include messages

they sent or received. Auto-complete is enabled.

You can set up Boolean operators (AND / OR / NOT), wildcard characters (* or ?),

phrase (“”) and proximity operators(~).

Select Aliases to include secondary addresses or message types that have been

mapped to that User.

From/To/Cc/Bcc

(Group)

Select a Group to include for messages sent or received by members in that Group.


mapped to Users in the selected Group.

From


they sent or received. Auto-complete is enabled.


phrase (“”) and proximity operators (~).


mapped to the User.

From

(Group)

Select a Group to include messages sent by members in that Group.



For example, if you created a Group of non-User emails that you want to exempt

from this flagging activity, from the operator drop-down menu, select does not

match.

For more information, see the Adding Addresses to Groups section.


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If You Select

this Criteria


To/Cc/Bcc


they received. Auto-complete is enabled.




mapped to the User.

To/Cc/Bcc

(Group)

Select a Group to include messages received by members in that Group.



Message

direction

Select which message directions you want to include:

Incoming: Inbound to your organization via Primary or Secondary domains

Outgoing: Outbound from your organization via Primary or Secondary domains

Internal: Sent and received between your Primary or Secondary domains

External: Sent and received from a domain other than your Primary or Secondary

domains

Subject

Enter the message subject line text you want to include in your criteria.



Attachment type

Select an attachment type.

To factor all the attachment types, leave the default: Any Type.

Selecting Word, Excel, or PowerPoint includes all related file extensions.

If the attachment type you want to include is not on this list, try to use Attachment

name criteria.

Attachment

name

Enter attachment names you want to include in your criteria.



Keywords

Select a keyword set to include in your criteria. Messages containing any of the

keywords defined in this keyword set will be flagged, unless the term is excluded

based on the selected Phrases to exclude criteria.

You create keyword sets using Keyword Manager. For more information see the

Using Keyword Manager section.

Phrases to

exclude

Select a keyword set that contains keywords and phrases that you want excluded

from your search. The keywords or phrases defined in this keyword set will not be

considered as flagging criteria. A message containing excluded phrases can still be

flagged based on other criteria.

You create keyword sets using Keyword Manager. For more information, see Using

Keyword Manager section.


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If You Select

this Criteria


Header

Set up the specific metadata contained within the message header. In the left field,

enter the Header tag either in whole or partially, and in the right Header field, enter

a value for that tag.

NOTE: Header fields do not support Boolean operators (AND / OR / NOT), wildcard

characters (* or ?), phrase (“”) and proximity operators (~).

Random sample

Set a percentage for the number of messages which are randomly flagged.

This percentage will work in conjunction with the rest of the criteria you set up for

this rule. It is a separate calculation and not connected to Random Sample

percentages set up in General Flagging Rules.

Classified flag

Select the type of classified flag you want to include in your criteria.

NOTE: If, in the Apply the following action to messages that meet all the criteria

below drop-down menu, you selected Restricted, Privileged, or Personal, you

cannot select Classified flag. You cannot flag a message twice with classified flags.

Messages can be flagged by one Classified flag and one Compliance flag.

Compliance flag

Select whether you want messages marked Flagged for Review included in your

criteria.

NOTE: If, in the Apply the following action to messages that meet all the criteria

below drop-down menu, you selected Flagged for Review, you cannot select

Compliance flag. You cannot flag a message twice with Compliance flags.

Messages can be flagged by one Compliance flag and one Classified flag.

9. Repeat steps 7 and 8 to add all the criteria you want included in this rule.

NOTE: We strongly recommend you click Calculate to test your rule and determine if it returns

an appropriate number of messages before you make it active.

10. If you want to start using this Advanced Flagging Rule immediately after saving it, click the

Make this rule active checkbox.

11. In the top right corner, click Update.

NOTE: If you leave or refresh an Advanced Flagging Rule page without clicking Update, your

changes will not be saved.

12. In the Confirmation dialog box that displays, click Yes.

If you selected the Make this rule active checkbox, all new messages will be screened with this

rule. Also, this rule is added after your existing rules and assigned the lowest priority.

13. To change the priority of this rule, see the Setting the Priority of Advanced Flagging

Rules section.

9.2.2 Cloning an Advanced Flagging Rule

If you have an Advanced Flagging Rule that is similar to a new rule you want to create, you can clone

it and then edit it.

By default, the cloned Advanced Flagging Rule is set as inactive.


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To clone an Advanced Flagging Rule:


2. In the far right column beside the rule you want to clone, select the checkbox.

3. In the top left corner, click Clone .

The Details page displays and the new rule is named “Copy of” the rule you cloned.

4. If necessary, enter a new name.

5. Complete setting up this rule.

For more information, see Creating a New Advanced Flagging Rule.

9.2.3 Deleting an Advanced Flagging Rule

If an Advanced Flagging Rule is no longer required, you can delete it. If a rule is active, you will have

to de-activate it because only inactive rules can be deleted.

NOTE: If you think you might need to use the rule again, you should deactivate it, not delete it.

To delete an Advanced Flagging Rule:


2. Check the Status column to ensure the rule is Inactive.

3. If the rule is Active, to deactivate it:

i. Click the name to open its detail page.

ii. Deselect the Make this rule active checkbox.

The orange unsaved changes icon displays to the left of the checkbox.

iii. In the top right corner, click Update .

iv. In the top left corner, click Up, or from the Tools menu, select Advanced Flagging

Rules.

4. In the far right column of the rule you want to delete, select the checkbox.

5. In the top right corner, click Delete .

6. In the confirmation dialog box that displays, click Yes.

9.2.4 Setting the Priority of Advanced Flagging Rules

Advanced Flagging Rules are applied based on their priority order, and once a message is flagged, it

cannot be flagged again. On the Message page, which Advanced Flagging Rule flagged the message is

indicated.

When you first add a rule, it is assigned the lowest priority.


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For example, rules based on compliance policy typically take precedent over HR rules and random

sampling rules. In this case, rules based on compliance policies should have a higher priority.

To set the priority of Advanced Flagging Rules:


2. In the far right column, select the Advanced Flagging Rule you want to prioritize.

You can select only one rule.

3. Click Priority Up or Priority Down until the rule has the priority ranking you want.

9.3 Using Keyword Manager

Using Keyword Manager, you can create, update, clone, import, and export keyword sets (also known

as lexicons). Keyword sets are lists of keywords and phrases that are used exclusively by Advanced

Flagging Rules.

Keyword sets can be used with multiple Advanced Flagging Rules, so you can save time by referencing

keyword sets as opposed to manually entering keywords.

NOTES:

• Once you update a keyword set, the changes are immediately reflected in all associated

Advanced Flagging Rules.

• To view a list of changes made to keyword sets used by Advanced Flagging Rules, generate the Advanced Flagging Rules Keyword Change Report.

Unlike General Flagging Rules, you can use advanced operators - Boolean operators, wildcard

characters, and proximity or phrase operators – when creating keyword sets.

Each Advanced Flagging Rule can reference a keyword set in two ways:

• When used as Keywords criteria, a keyword set defines terms that should be flagged.

• When used as Phrases to exclude criteria, a keyword set defines which phrases are exempt

from being flagged.

A common example is the keyword “error” causing all email messages to get flagged because a firm has the following disclaimer: “If you received this message in error, notify us immediately and delete the message without copying or forwarding it to another party.” By including part of this disclaimer as a Phrase to exclude, you can reduce the number of

messages unnecessarily flagged.

To improve flagging precision, you can create keyword sets based on your various policies:

• Regulatory, for example:

o Insider trading

o Gifts and Entertainment

o Advertising

o Improper Sales Tactics


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• Human Resources, for example:

o Harassment

o Offensive Language/Pornography

o Job Shopping

For each keyword set, you can:

• Add or remove keywords and phrases (sorted alphabetically)

• Edit an existing keyword set (i.e. name, description, keywords or phrases)

• Calculate matches from the last seven days and their daily averages for each keyword or

phrase

• Import and export keyword sets in CSV format

• View the number of Advanced Flagging Rules for each keyword set

9.3.1 Creating or Editing a Keyword Set

You can create and edit keyword sets with advanced operators - Boolean operators, wildcard

characters, and proximity or phrase operators - to be used for different flagging rules.

When creating keywords and phrases, remember:

• Using Boolean operators (AND, OR, NOT), keyword searches encompass a message’s body,

subject, contact fields, header, and attachments.

• Wildcard characters (*,?) cannot be used with a phrase (“”) or proximity operators

(“”~number value), or as the leading character.

• By default, a message has to contain one of the keywords or phrases you enter to be

identified by this keyword set. Technically, there is an OR operator between keywords and

phrases fields in a keyword set.

• A phrase must be contained within quotations. Technically, there is an AND operator between

keywords within a keywords and phrases field.

NOTE: If you leave or refresh a keyword set page without clicking Update, your changes will not be

saved.


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To create or edit a keyword set:

1. From the Tools menu, select Keyword Manager.

2. In the top left corner, click New+ .

3. Under the Keyword Manager section, enter a name for your keyword set in the Name field,

and if necessary, enter a description in the Description field.

4. The name of your keyword set must be unique. If you are creating a keyword set to be used

as Phrases to exclude criteria in an Advanced Flagging Rule, make the name distinctive.

5. Under the Keyword Manager section, in the keywords and phrases field, enter keywords or

phrases. To enter a phrase, you must put quotation marks around your phrase criteria. You can enter up to 1000 characters in each keyword or phrase field.

NOTE: You are notified of unsaved changes by a Change icon next to the changed text

box. Also, a warning icon displays if your entry in the keywords and phrases field is

invalid. Hover over the warning icon to view the specific error.

6. Click Add.

After a keyword(s) or phrase(s) has been added, a green plus sign displays to the left of

the text box indicating unsaved additions to the keyword set.

7. To view the instances of keywords or phrases in the last seven days and their daily average,

click Calculate.

Your results will determine the effectiveness of each keyword and phrase field.

If you want to remove an unsaved keyword or phrase, click Remove. To remove a saved

keyword or phrase, click Delete.

8. Click Update .


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9.3.2 Viewing the List of Keyword Sets and Associated Advanced Flagging

Rules

You can view a list of all existing keyword sets that includes: Name, Description, Created by, Date

Created, Date Modified, and Rules (the number of Advanced Flagging Rules referencing each keyword

set).

You can also view which Advanced Flagging Rules use each keyword set.

To view the list of keyword sets and associated Advanced Flagging Rules:

1. From the Tools menu, click Keyword Manager.

If a keyword set is referenced by any Advanced Flagging Rules, in the Rules column, an arrow

displays next to the number.

2. To view which Advanced Flagging Rules use the keyword set, click the arrow.

A drop-down list of all the Advanced Flagging Rules using that keyword set displays.

3. To open the Details page for an Advanced Flagging Rule, click its link.

9.3.3 Cloning a Keyword Set

If you have a keyword set that is similar to a new keyword set you want to create, you can clone it

and then edit it. You should only clone a keyword set if you have minor changes to make to it.

Otherwise, create a new keyword set.

NOTE: If you make changes you do not want to save, click Undo edits.

To clone a keyword set:


2. In the far right column of the keyword set you want to clone, select the checkbox.


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3. In the top left corner, click Clone .

The Details page displays and the new rule is named “Copy of” the keyword set you cloned.

4. Make your changes to the cloned keyword set.

For more information, see the Creating or Editing a Keyword Set section.

5. Click Update .

9.3.4 Deleting a Keyword Set

If a keyword set is no longer required, you can delete it.

NOTE: If a keyword set is used by an Advanced Flagging Rule, you can modify it, but not delete it. To

delete a keyword set, in all referenced Advanced Flagging Rules, select a different keyword set or

remove the associated Keyword or Phrases to exclude criteria.

To delete a keyword set:


2. In the far right column of the keyword set you want to delete, select the checkbox.

3. In the top left corner, click Delete .

A confirmation dialog box displays.

4. In the confirmation dialog box that displays, click Continue.

9.3.5 Importing a List to a Keyword Set

If you have a keyword set in another software application or Archive or if you edit your keyword sets

in another program, you can import it as a new keyword set or append it to an existing keyword set.

Your import file must be in CSV format and must be under 5000 lines.

NOTE: You can import and export keyword lists to merge them. In this case, you might want to

consider cloning a keyword list.


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To import a keyword set:


2. Select a keyword set or create a new one.

3. In the top right corner, click Import .

4. In the dialog box, click Browse and select the CSV file you want to import.

5. Click Import File.

9.3.6 Exporting a Keyword Set

You can export a keyword set to copy it into an existing or new keyword set or to edit it offline in

another editor, such as Excel. Exported keyword sets are in CSV format.

NOTE: You can import and export keyword lists to merge them. In this case, you might want to

consider cloning a keyword list.

To export a keyword set to a CSV file:


2. Select a keyword set.

3. In the top right corner, click Export .

4. In the dialog that opens, follow the prompts to open or save the file.

9.4 Labeling Messages

Essentially, labels are systems of master folders called Labels with subfolders called Comments. A

Label is primarily a compliance and eDiscovery tool available to Reviewers and Super Reviewers.

Labels are created in the Label Manager and can be shared by compliance, HR, and legal teams.

Messages can be labeled individually or in bulk:

• By marking a message with a Wizard.

• By manually marking a message from the Results page or from the Message view.

Labels can include multiple Comments for categorization purposes. You can search for a Label (which

will include all Comments) or for one of the Label’s Comments. For search purposes, a Label should be


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thought of as a folder with Comments being subfolders. Use Labels and shared Folders to predefine

compliance and eDiscovery structures for collaborative review or discovery of messages.

Reviewers do not necessarily have access to all Users, so their restrictions will continue to apply within

the Label; a Reviewer will only see the Users’ messages they already have access to.

9.4.1 Creating Labels and Comments

NOTE: You must create a Label before you can create Comments in it.

To create a Label:

1. From the Labels menu, select Label Manager.

2. Under Add a New Label, enter a name for the Label and optionally, a description.

3. Click Add Label.

NOTE: To view a list of all Labels, including new Labels you just added, click the Active icon.


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To add Comments to a Label:

1. In the Label Manager page, click Active .

2. In the Active Labels list, click Comment+ .

3. In the pop-up window, enter a name for the Comment.

The new Comment displays in the Comments area of the page.

NOTE: Multiple Comments can be added to a Label and new Comments can be added at any

time after the Label is created.

To view a list of Active Labels:

1. In the main menu bar, select the Labels menu.

2. Active labels display in the menu.

9.4.2 Adding Labels and Comments to Messages

Messages are not actually identified with the Label but with the Comments within the Label. Before a

Label/Comment can be added to a message(s), you must search for the message, and it is from the

Results or Message pages that a message(s) gets marked with a Label/Comment.

9.4.3 Adding Labels/Comments to Messages from the Results Page

1. Select the message(s) you want to add labels to.

2. Click Label .

3. From the drop-down menus, select the appropriate Label and Comment.

4. Click Submit.

NOTE: You can also assign the message a Priority level or copy it to a Folder.


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9.4.4 Adding Labels/Comments to Messages from the Message Page

1. Click Label .

2. In the dialog box, use the drop-down menus to select the Label and Comment.

3. Click Submit.

NOTE: The Label icon will only be visible if you have already created a Label/Comment.

You can also assign the message a Priority level or copy it to a Folder.

9.4.5 Removing a Label/Comment from Messages from the Label/Comment

Page

1. From the Labels menu, select a Label.

2. Click a Comment to display the messages in that Comment subfolder.

3. Select the messages you want to remove.

4. Click Remove .

9.4.6 Removing a Label/Comment from Messages in the Message Page

1. In the gray email header, click the name of the Label.

2. From the drop-down menu, select Remove Label.

9.4.7 Sharing Labels

A label can be shared by more than one User who has access to Compliance Tools (e.g. Super

Reviewers or Reviewers).

To add a User or Group:


2. Click Active .

3. Select the name of the Label and then click one of the following:


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• User to add a User .

• Group to add a Group .

4. Select the User(s) or Group(s) you want to add to the Label.

5. Click Add .

9.4.8 Removing Users from a Label

1. From the Labels menu, select the Label Manager.

2. Click Active .

3. In the Active Labels list, click the Label Name.

4. Under the Active Labels list, select the User(s) you want to remove.

5. Click Remove .


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9.4.9 Deleting Labels


2. Click Active .

3. Select the Label you want to delete.

4. Click Delete/unsubscribe .

5. In the dialog box that appears, confirm the deletion.

NOTE: To delete a Label, all Comments must be removed from Messages first. If the Label is

shared with other Users, those Users must also be removed from the Label.

9.5 Reviewing Previously Reviewed Messages

Because your organization can have multiple reviewers, a message can be reviewed multiple times.

On the Message page, the Reviewed icon remains active to accommodate multiple reviews, and the

subsequent reviews are logged in the Audit Trail.

On the Results page, all subsequent reviews are captured in the Audit Trail.

To review previously reviewed messages:

1. On the Results page, select the messages to flag Reviewed.

NOTE: If you are on the Message page, you do not have to select anything.

2. Click Reviewed . The Audit Trail displays the multiple reviews.

9.6 Using Wizards

The Global Relay Archive Wizard Manager compliance tool is available to Reviewers and Super

Reviewers. A Wizard is a set of predefined steps that you want the system to take with a message or

set of messages. Wizards are an excellent way to handle bulk labeling, folder filing, and other actions

for a number of messages.

9.6.1 Creating and Defining a Wizard

1. From the Tools menu, select Wizard Manager.

2. Under Add a New Wizard, enter a Name and optionally a Description.

3. Click Add Wizard.


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4. To display a list of all the Active Wizards, click Active .

To define the actions you want the Wizard to take, click the Wizard Name in the left column to display

its details page where you can perform the following actions:

• Assigning the message to a Folder

• Assigning a Priority level

• Assigning a Flag

• Adding an explanatory Note

• Assigning a Label/Comment

• Selecting Users to send email notification to - you can choose to send either a simple status

notification or email the User the full message along with the status notification.

Only those Users who are Reviewers or Super Reviewers will actually have access to this or any other

Wizard.

NOTE: If you are using a Wizard on a large number of messages, you might not want to have the

email notification turned on.


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9.6.2 Assigning a Wizard to Messages

NOTE: You can assign a Wizard to multiple or single messages.

1. Search for all the messages to which you want to assign a Wizard.

2. On the Results page, select those messages.

3. Click Wizard .

4. From the drop-down menu, select the Wizard you want to apply to these messages.

NOTE: If you have already created a Wizard, you will only see the Wizard icon on the Results page.


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To assign a Wizard to a single message:

1. Open the message.

2. Click Wizard .

3. From the drop-down menu, select the Wizard you want to apply to the message.

The Wizard page displays.

4. Click to appropriate button for the action you want to perform:

• Click Current Message to apply the Wizard to the message you are currently viewing

• Click Submit and go to Next Message to apply the Wizard and open the next message.

• Click Results Page to apply the Wizard and return to the Results page.

NOTE: To find all messages marked with a Wizard, perform an Event search for Compliance Wizard.

All Wizard actions are recorded in the Audit Trail.


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9.6.3 Giving User Access Rights to Wizards


2. At the top of the page, click Active .

3. Click User+ .

4. Select which Users you want to grant access rights to the Wizard.

5. Click Add+ .

9.7 Using a Wizard to Assign Messages to Folders

You can use a Wizard to remove messages from a folder and copy them to another folder. In order to

provide more detail, you can also add comments to each copy or remove action. All comments and all

folder assignments (copy or removal) are captured in the Audit Trail.

To use a Wizard to assign messages to folders:

1. Find and select the messages you want to copy to or remove from a folder.


3. Open an existing wizard or create a new one.

4. If necessary, from the Copy to Folder drop-down menu, select which folder you want the

messages to be assigned. If you want to comment on this action, enter your comment in the field below.


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5. If necessary, from the Remove from Folder drop-down menu, select the folder from which you want the messages removed. If you want to comment on this action, enter your comment in the field below.

6. If necessary, set up other Wizard actions, including flagging the message.

7. In the top right corner, click Update.

9.7.1 Removing User Access Rights to Wizards


2. Click Active

3. Select the name of the Wizard you want to remove Users from.

4. Under User Access Rights, select the Users you want to remove.

5. Click Remove .

6. Close the confirmation dialog box.

9.7.2 Giving Group Access Rights to Wizards


2. Click Active .

3. Click the Wizard you want to modify.

4. Click Group+ .

5. Select the Group(s) you want to grant access rights to.

6. Click Add+ .



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9.7.3 Removing Group Access Rights to Wizards


2. Click Active .

3. Click the Wizard you want to modify.

4. Under Group Access Rights, select the Groups you want to remove.

5. Click Remove .



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10 Configuring Data Extraction

You might need to extract archived data from Global Relay Archive for any number of Compliance,

Litigation, Human Resources, or Data Recovery reasons.

While files are automatically extracted as PST files, Global Relay can also extract them as EML files or

MBOX files.

You control whether Restricted, Personal, or Privileged messages are included in an extract as well as

whether Bcc and distribution list information is also included.

There are two ways Global Relay can deliver your data extraction: FTPS or Courier (or both). Extraction

work is performed by accessing Global Relay Archive using your browser; Outlook or Mobile

access will not work for extracts. Extracting your data is a three step process:

• Preparing messages for extraction: You determine which messages you need extracted

and copy them to a folder.

• Requesting the PST file: You notify Global Relay with your data extraction request by

providing folder information and additional details.

Global Relay generates your extraction and delivers it using your specified delivery method.

• Opening the PST file: Once you receive the extraction from Global Relay, you or your

Auditor can work with it.

NOTE: Only Users assigned the appropriate access in Role Manager can request a PST File, typically a

System Administrator or Super Reviewer.

The timing for completion of your Data Extraction varies with the volume and complexity of the

extraction. For urgent Extractions, contact Global Relay directly, and we will use our best efforts to

expedite your request. Customers must be current with their Global Relay subscription payments

before this service can be performed.

10.1 Getting Support for Data Extraction

If you have questions about eDiscovery, Data Extractions, or would like to have Global Relay perform

your searches, contact us at 1.866.484.6630 or [email protected].

Global Relay is also available to provide guidance and answer your Audit, Extraction, and eDiscovery

questions. We will provide basic eDiscovery or online Audit setup without cost (up to one hour per

year). Alternatively, to have Global Relay perform the required searches on your behalf for an hourly

service fee, contact us at 1.866.484.6630 or [email protected].

10.2 Understanding the Associated Costs

Costs for data extraction are calculated per gigabyte (with a minimum), how the data is transferred

(FTPS, DVDs or hard-drive), and shipping.

Contact Global Relay to obtain an estimate.


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10.3 Preparing Messages for Extraction

The first step of this process is identifying the messages you want to extract by conducting a search

and then copying the results to a folder.

You might need to conduct a series of searches and copies to gather all of the messages you need.

Similarly, you might want to create and use more than one folder.

If applicable, include all data types in your search (e.g. Email, Bloomberg, Instant Messages, Thomson

Reuters, LinkedIn, Blackberry, etc.).

If you your search needs to cover all User addresses, include all possible email addresses for each

User, including Bloomberg or Instant Message Usernames.

Global Relay provides guidance and answers your Audit, Extraction and eDiscovery questions. We will

provide basic eDiscovery or online Audit setup without cost (up to one hour per year).

Alternatively, to have Global Relay perform the required searches and identify the required messages

on your behalf for an hourly service fee, contact us at 1.866.484.6630 or [email protected].

To prepare messages for extraction:

1. Log in to Global Relay Archive using your browser.

2. On the Search page, from the Display menu, select Unlimited Messages.

3. Enter any other search criteria.


The Results page appears.

5. To select all of the messages on the page, select the checkbox on the far right in the column

title bar.

6. If your results exceed one page, click the Select all xxx messages link that appears above

the right column of the results list.

7. Under the Copy to Folder drop-down menu, select New folder.

8. Enter a name for the folder and press Enter on your keyboard.

This folder name displays next to the Copy to Folder drop-down menu.

9. Click Copy to Folder.


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All selected messages are now linked (copied) to the folder you just created; they are not

removed from the Archive. Messages can be associated with multiple folders. This action is

recorded in the Audit Trail.

10. Repeat this procedure until you have copied all relevant messages to a folder.

10.4 Requesting a PST File

After preparing your messages to be extracted, the next step is to request the data extraction by

providing Global Relay with the folder information and additional details.

You can include messages flagged Restricted, Privileged, or Personal in the extraction, by selecting the

appropriate settings.

Message Audit Trails will not be associated with physical extraction of messages.

To create a PST File:

1. From the Folder menu, select the folder into which you copied messages.

The Folder page opens displaying all the messages you copied to it.

2. Click the Create PST icon .

3. On the page that appears, click Accept.

4. On the next page that appears, select which of the following categories of archived messages

to include in your extract:

• Restricted

• Privileged

• Personal


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5. If you want to include Bcc’d addresses and distribution information for the messages, select

Include Bcc/DL data.

6. Review the Confirmation Message as it contains a summary of your extract.

7. Click Accept.

The Contact Information page displays.

8. Enter your name, phone number, and email.

9. Select the purpose of your extraction and enter any requests or comments you have.

10. Select your delivery method:

• Select FTPS (Electric Download) to download your extraction from a secure FTPS site.

• Select Courier to have your extraction copied to a DVD or hard drive and sent to you.


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• Select FTPS and Courier to download your extraction from a secure FTPS site and to have your extraction copied to a DVD or hard drive and sent to you.

NOTE: All files sent by Global Relay by FTPS or courier are encrypted to protect your data.

11. If you selected Courier or FTPS and Courier, enter the following information:

• Courier by: Select DVD or USB HDD (hard drive) as the file format you want your extraction delivered in.

• Shipment Method: If you do not select Global Relay, you must enter your account

number.

• Shipment Type: Select Overnight or Ground.

• Your delivery address and recipient information

12. Review the disclaimer information and click Accept.

10.5 Opening a PST File

Once your extraction is delivered, you or an auditor can open it and work with it in Microsoft Outlook.

To open a PST file:

1. Save the file to your hard drive or on a server accessible to your hard drive.

2. Start Microsoft Outlook.

3. From the File menu, select Open and from the submenu, select Outlook Data File.

4. In the dialog box that displays, locate the file you saved, select it and click OK.

5. In Outlook, on the left side navigation bar, click the Folder to access the messages.


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11 Accessing Help and Support

You can access Online Help, PDF versions of the Global Relay Archive User Guide/New Feature Guide,

video tutorials, or you can submit a question or issue to Global Relay Technical Support online, by

phone or by email.

To access Online Help:

1. From the Help menu, select Online Help.

The Online Help home page displays.

2. Click the Online Help icon .

The Online Help page displays.

To access User guides:


The online help home page displays.

2. Click the Guides icon .

The Guides page displays.

3. Click the guide you want to open:

• Global Relay User Guide: This User Guide outlines all the features of system and explains how to use them. It is as current as the date/version number on its cover.

• Global Relay New Features Guide: This Guide contains details and procedures for the most recently added features. Use it to learn about the new functionality being introduced

NOTE: Adobe Acrobat Reader is required to view online resources.

To access video tutorials:


The online help home page displays.

2. Click the Videos icon . The Videos page displays.


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3. Click the video you want to watch.

To access FAQs:


The Online Help home page displays.

2. Click the FAQs icon .

The FAQs page displays.

To contact Global Relay Technical Support:

• By phone: 1.866.484.6630

• By email: [email protected]

or

[email protected]

• From within Global Relay Archive:

i. In Global Relay Archive, from the main menu bar, highlight Help and from the secondary

menu, select Contact Us.

ii. In the page that displays, enter your name, phone number, and extension along with as

much information as possible about your issue, comment, or question.

iii. Click Send.


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12 Legal Information

This material is provided for informational purposes only and is subject to change without notice.

Global Relay, by publishing this material, does not guarantee that any information contained herein is

and will remain accurate or that use of the information will ensure correct and faultless operation of

the relevant service or equipment. Global Relay makes no warranty, express or implied, with this

material or the information contained herein. Global Relay, its agents and employees, shall not be held

liable to or through any user for any loss or damage whatsoever resulting from reliance on the

information contained herein.

This material contains information proprietary to Global Relay and may not be reproduced, disclosed,

or used in whole or part without the express written permission of Global Relay.

Any Software, including but not limited to, the code, screen, page, structure, sequence, and

organization thereof, and Documentation are protected by national copyright laws and international

treaty provisions. This User Guide is subject to U.S. and other national export regulations.

Nothing in this material is intended, nor does it, alter the legal obligations, responsibilities or

relationship between yourself and Global Relay as set out in the contract existing between us.

Global Relay will not be liable for any compliance or technical information provided herein.

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