Use the Domain Grid Tab

Selected view > Domain Grid tab

For a given view of documents (for example, a Data Set, a view in Project Data, or a search results view), you can click the Domain Grid tab to investigate how many emails were sent from a given domain to another domain. The Grid shows you the Top 50 combinations of FROM: (each sending domain is shown across the top in the column) and TO: (each receiving domain is shown in a row along the left side of the grid).

A total count appears for each FROM: column entry and each TO: row entry shown in the Grid. This total represents the actual document count for a given column entry or a given row entry.

To build the entries in the Grid and calculate the total for each, the software checks field information as follows:

  • For FROM:, the software checks the sentdomains field information.

  • For TO: , the software checks the rcvddomains field information.

An entry is eligible for the Grid as long as there is a populated sentdomains field, and there is information in the rcvddomains field.

Note: If the view has zero documents, no data is displayed.

When the view has documents and you initially view the generated Grid, you will see that communication between the same domain is highlighted in a light gray in the appropriate cell. If you hover over an entry, the entry will turn a slightly darker gray.

You can make selections as follows:

  • You can click a single cell in the Grid, which highlights the cell representing a given From and To domain combination in blue, as well as the cell representing the reverse direction for the given domain combination. This accommodates the communication in both directions (e.g., From A To B and From B To A).

  • You can click multiple cells to gather information you want.

  • You can select a header row to select the entire row, or select a header column to select the entire column.

To deselect a given cell, click the cell again. (Deselecting a cell only affects the clicked cell, not the reverse direction cell.)

To deselect all selected items, click Deselect All.

You can see how many items you have explicitly selected by viewing the Selected: <count> information:

  • count is always the count of the cells that you have explicitly selected from the Top 50 entries (the sum of the individual cells that have been highlighted).

If nothing is selected, the Deselect All option will be disabled, and you will see 0 for the selected count (for example, Selected: 0.

For your convenience, the Grid supports vertical and horizontal scroll bars. It also provides a resize bar to let you adjust the display of Grid versus document list entries.

Domain Grid Toolbar Information and Actions

You can perform the following main actions:

  • View: Top 50 – This indicates that the Grid displays the top 50 entries. You can view more entries if you generate a report for download.
  • Sort: By Count | A-Z (default is By Count) – This option enables you to view the entries in by count in descending order (the default) or alphabetically in ascending order. When viewing the count information in the Grid, you will see column/row headings with values in the range 1-999, values up to 99k (with two decimals, including zeros to pad to 2 places when appropriate), or, if a cell is greater than 99k, you will see >99k. For individual cells in the Grid, you will see values in the range 1-999, 1.0k to 9.9k (with one decimal, including a zero to pad to one decimal place when appropriate), 10k to 99k, or, if a cell is greater than 99k, you will see >99k. Note that when you switch between Sort types, your selections will be reset to 0.

  • Oldest report: timestamp – The full date and time (in the local time zone) of the most recent report generated or updated for this view.

  • Generate Report (requires Document Reports permission) – This button enables you to generate a Domain Grid report as an XLSX file (DR_domain_grid_report-<timestamp>-<projectname>.xslx). Once the report has been generated, you can download it from the Work Basket task (for example, Generating the Domain Grid Report for dataset1). The report is not filtered based on your grid selections; it is a complete report.

Note: The download report has a cap of 10,000 From: entries (columns) and up to 10,000 To: entries (rows). If the generated report reaches the cap, a Warning icon appears for the Work Basket task. Clicking this icon displays a message and enables you to download the report with the limited data based on the 10,000 cap.

  • Update – Click this button to regenerate the Grid.

Control the Document List when Changing Grid Selections

When you initially select the Domain Grid tab, the document list that appears is for the entire view. As you make selection changes in the Grid, you have the following document list options to control the contents of the document list:

  • Generate Document List – When you make a selection change in the Grid, this button enables you to generate a new document list for that Grid selection. While a document list is being generated, you will see a Generating Document List message that appears over the Grid and the document list. You cannot manipulate the Grid or the current document list while a new document list is being generated.
  • Undo Selection Changes – When you make a selection change in the Grid, this button enables you to revert the selection to return to the last generated document list with the associated selections (so you should see your previous selections and what you last filtered with Generate Document List).

Note that the initial document list is not limited to consideration of the Top 50 entries. It will reflect all applicable documents, based on the entries in the downloadable report.

Also note that when you open the Document Viewer, your current selections and document list will be retained, and you should see your document list filtered based on your selections and generated document list. When you leave the Document Viewer, you should also return to your current filtered document list with your selections.

Select Documents in a Document List

The documents list uses a per-document checkbox to support selection of individual documents and a top checkbox to support selection of all documents in the view:

  • (per-document checkbox) — Use the checkbox to the left of a document name to select that document. To clear the selection of a document on a page of the list, clear the per-document checkbox. Use the per-document checkbox to select one or more documents on a given page for an intended action.
  • (top-level checkbox) — Use the checkbox that appears at the top of the list to select all documents in the current selection across all pages for a tab). To clear the selection of all documents in the view, clear the top checkbox. Note that if you want to Tag an entire selection from the Grid, select the top-level checkbox for the document list and use the Document menu Add Tags... option. (The Document menu offers other operations as well, such as Remove Tags... and Add To... or Remove From....) Tagging that applies to an entire seleciton will be reflected in the Tags column. If you select one or more but not all documents in a given list, the top checkbox changes to to indicate that one or more items have been selected, but not all items (for example, if you selected 17 of 18 documents on a page, you would see Selected: 17 on this page).

Document Information

The documents list for a selection in the Grid provides information about each document:

  • Doc Number – A three-part number representing the Document Number in the format C.V.N, where C =A Data Collection (Data Set) number, unique per Organization, V =A Data Collection Checkpoint Value, unique per Data Collection, and N = A document number, unique within the Data Collection Checkpoint. When searching for a Document Number using the docnum metadata field, specify the entire value, since wildcards are not supported for this field. You can also use a range search. Example: docnum::[3.101.50000~~3.101.60000].
  • Family/Thread – Enables you to identify whether a document is part of a Family and/or Thread:
    • identifies a document that is part of a family (message attachment group or document attachment group). You can click this icon to open the family inline.
    • identifies a document that is part of an email thread. You can click this icon to open the email thread inline.
  • Tags – One or more Tags that have been applied to the document. Each Tag has a color assigned to it. You can select a Tag from the list to apply it. You can see a number of Tags (as colored checkmarks) applied to the document in the Tag column; to see a complete list of Tags, hover over the icon, which shows you the full list of applied Tags.
  • Name – This column displays key information about the file. The information displayed depends on the type of file:
    • The icon indicates that the file is a document found on disk. If an Author is available, the author's name is identified, followed by the Filename of the document. Note that embedded documents extracted during import are assigned a filename in the format <parentfilename>_OLE_<value>.<ext>. Embedded documents include Microsoft Excel files and text files. For example, for an Excel (xls) file that is the first OLE child linked to a Word document named spreadsheet.doc, the OLE filename would be spreadsheet.doc_OLE_1.xls.
    • The icon indicates that the file is an email. The sender of the email is identified in the From: field, followed by the Subject line of the email. This applies to email messages, calendar items, as well as journal entries and tasks. (Note that embedded images are not extracted for MSGs, EMLs, or eDocs during import by default, but are identified in the embeddedchildren metadata field with a value of image.)
    • The icon indicates a directory, if directories have not already been excluded from the Project Data. Your eDiscovery Administrator can take advantage of default exclusion queries in the Analytic Settings to exclude items such as directories, NIST files, and archive files from Project Data. If directories are included in the Project Data, then this field identifies the name of the directory.

Note: A document's file extension will not always reflect the document's real file type. For example, a mydoc.txt file may actually be an MBOX from which emails are extracted. You can rely on the Digital Reef software to detect the correct file type, which you can verify in the document metadata.

  • To – For emails, this is derived from the display name, if available (for example, Joe Jones), or the email address of the email sender and recipient (for example, jjones@someco.com). Each recipient is separated by a comma or semicolon, depending on the source data.
  • Size – Shows the document size on disk.
  • Date – For document lists derived from Project Data, this column displays the primary date information based on the file type of the source file, displayed in the format yyyy-MM-dd-HH-mm-ss. The value in this field is propagated from parent files to their child files (and the children will have that primary date only, not their own). You can sort on this column in order to see families grouped. This field displays information associated with the dateprimary field, which determines the primary date as described in Work with a Document List.

Optional columns that can be displayed for a document list:

The following columns are hidden by default for a document list, but you can change your column selections to display them, and you can change the column order by dragging a column to the desired position:

  • Sent – The sent display date for emails in the format yyyy-MM-dd-HH-mm-ss (for example, 2000-02-17-06-17-13). You can sort on this column in order to see families grouped.
  • Received – The received date for emails in the format yyyy-MM-dd-HH-mm-ss. You can sort on this column in order to see families grouped.

Document Menu Options

For a selected document, use the Document drop-down menu to see a list of document options.

Note: For operations that require you to select a target Folder or other view, be aware that the available target options change based on your context. For example, if you are removing documents from a Folder, you cannot create a new Folder.

  • Add Tags – Launches the Tag dialog, from which you can select one or more Tags to apply to selected documents or to tag the entire Grid selection (by selected the top-level checkbox for all docs). You can also create a Tag and use it right away.
  • Remove Tags – Launches the Tag dialog, from which you can select Tags to remove.
  • Add to... – Enables you to add documents to a selected Custodian, MediaID, Batch, or Folder view in Project Data based on permissions. For more information, see Add to or Remove Documents from Select Project Data Views. For more information about managing Custodian views, see Manage Custodians and Data Assigned to Custodians.
  • Remove from... — Removes documents from the selected Custodian, MediaID, Batch, or Folder view in Project Data based on permissions. The documents are still available within the Project, they just no longer reside within that view. Removing documents from a given named Custodian (or MediaID or Batch) automatically reassigns the documents to the Unassigned view of that type. (Removing documents from an Unassigned view is not permitted; if you want to assign documents from Unassigned to another view such as a Custodian, perform an Add to operation to the appropriate view. For more information about managing Custodian views, see Manage Custodians and Data Assigned to Custodians.)
  • Find More like these – Uses a selected set of documents/emails in the current selection to search for similar content. This type of search finds documents that have the most content similarity to the documents submitted as the focus of the search. It assesses whole-document similarity and reports a Score and %Terms match.
  • Download as PDF – Enables you to download a single document, multiple selected documents on a page, or all documents in a Grid selection as a PDF to your local environment so that you can view the documents in PDF format. When you select this operation, you can select the Stamp Document Number option if you want to include a stamp with the document number (docnum) on the bottom right of each page in the PDF. If you select the top checkbox to save all documents as PDFs, a Warning popup informs you that the operation could take considerable time or render your browser unresponsive; as an alternative, you can create a new export stream to save the PDFs directly to an Export location. Whether you select one, multiple, or all documents to download, the Digital Reef prepares a ZIP file, named <projectname>_PDFs.zip by default. When the archive has been created, it can be downloaded from the Work Basket. Note that certain file types are ignored for PDF generation, including any selected directory folders not removed from your Project during setup by your administrator, disk images, file archives, mail archives, empty files, and files for which the native is not available. A WARNING_DETAILS_REPORT.csv file identifying the files that were skipped or failed PDF generation can be downloaded from the appropriate PDF-related Work Basket task (see About Downloading Documents as PDFs and Natives for more information).
  • Download Native – Enables you to download a single document, multiple selected documents on a page, or all documents to your local environment so that you can view the documents in their native format. Any selected directory folders not removed from your Project during setup by your administrator are ignored for the download. A WARNING_DETAILS_REPORT.csv file identifies any native files that were not downloaded. (See About Downloading Documents as PDFs and Natives for more information.) If you select the top checkbox for all documents, you will see a Warning popup that states the following: You are attempting to download all natives in this list. Depending on the size of the documents, this could take considerable time and/or render the browser unresponsive. Consider creating a new export stream to produce the natives directly to an export location instead. At this point, you must either confirm the operation by clicking Continue, or click Cancel instead. Whether you select one, multiple, or all documents to download, the software will prepare a ZIP file, by default named <projectname>_Documents.zip. When completed, the archive can be downloaded from the Work Basket.
  • Send to Discard Pile – Removes the selected documents Project Data and places a copy in the Discard Pile. A Work Basket task called Sending Documents to Discard Pile reports the results. Documents removed from Project Data can later be restored with their Project Data information (for example, Tags).

Selected Document Options

When you select a single document in a Project Data-based list and right-click (or use the click the ellipses at the far right), a document context menu appears with a list of options:

  • Open Document Inline – Launches the Document Viewer inline, within your current browser window.
  • Open Document in New Window – Launches the Document Viewer in a new browser window (or tab, depending on your browser options). This enables you to select any document in the paged Document List and see the full content of that document (or other views, such as Metadata or History). You can also launch multiple windows for different documents to perform side-by-side reviews of multiple documents. When you open the Document Viewer in a new browser window, you can select view modes in the top center portion of the screen, navigate documents by using the page controls at the bottom, and perform operations such as tagging.
  • Open Family Inline – Launches a Family-specific view of the Document Viewer for a given Family (MAG or DAG) inline, within your current browser window.
  • Open Family in New Window – Launches the Document Viewer for a Family (MAG or DAG) in a new browser window (or tab). This enables you to focus on the other family members of a selected parent email/document or email or embedded attachment. Family members are indented under their parent. MAGs are sorted by the email sent date.
  • Open Thread Inline – Launches a Thread-specific list in the Document Viewer inline, within your current browser window.
  • Open Thread in New Window – Launches a Thread-specific list in the Document Viewer in a new browser window (or tab). This enables you to focus on each message in the Thread and the associated attachments, if applicable.
  • Find Exact Duplicates of This... – Searches for documents that have exactly the same content and metadata as the selected document. An exact duplicate would have the same file MD5 value.
  • Find Content Duplications of This... – Searches for documents that have the same content as the selected document.
  • Find Near Duplicates of This... – Searches for documents whose content is almost the same as a selected document. Evaluation of what constitutes a near-duplicate document includes comparison of the overall term length, but not file type or format. A Threshold setting enables you to specify the level of content match for the operation. Find Near Duplicates minimally requires an Analytic Index.