Miami User Group
Miami User Group Email Threading Workflows and Discussion
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Email Threading
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Structured analytics set
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Saved searches 1.
2.
Parent emails in document set – Parent emails only – Email From: is set | AND | Parent Doc ID: is not set Document set to analyze – Parent emails and their attachments – Document is in: Parent Emails | Includes Family – Exclude docs with more than 30 MB text
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Fields for mapping
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Analytics profile
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Email header fields • • • • • •
Email From Email To Email CC Email BCC Email Subject Email Date Sent – Date and time
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Email metadata fields •
Attachment name – Only populate for attachments – File name and extension of the document
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Email metadata fields •
•
Conversation ID – Microsoft Conversation index number – Recommended to use if present – Inaccurate data in this field will cause problems with results Group ID – Used for the Email Threading Display field
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Email metadata fields •
Parent Document ID – Document identifier of parent email – Only needed for attachments
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Email threading results • •
Inclusive Email – The indicator of whether this email is inclusive. Inclusive Reason – This field lists the reason(s) that the message was marked inclusive.
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Common inclusive reasons 1. The last email in a thread 2. Attachments that are dropped 3. Change of text
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Email threading results •
•
Email Thread Group – The email thread - all of the replies, forwards, and attachments following from an initial sent email. Email Threading ID – Indicates which conversation an email belongs to, and where in that conversation it occurred.
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Email threading results •
•
Email Duplicate Spare – Identifies duplicative emails and places into relational groups – Considers: Email From, Subject, Sent Date, body, attachments – Doesn’t consider: To, CC, or BCC Email Duplicate ID
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Email threading results • Email Threading Display – Visualization of email action, indentation, author, subject – Blue bubble indicates an email is both inclusive and non-duplicative
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A Note on Near Duplicate ID: Run with Threading When run WITH email threading, emails are not examined for near duplicate identification. Documents in “Document Set to Analyze” that are not in “Emails in Document Set” are analyzed. All Docs – All Emails
Standalone Docs + Attachments *
© kCura LLC. All rights reserved.
A Note on Near Duplicate ID: Run By Itself
When run WITHOUT email threading, all documents are examined for near duplicate identification.
All documents in the “Document Set to Analyze” are analyzed. *
© kCura LLC. All rights reserved.
Email Threading Workflows
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Email Threading – Review Workflow 1. 2. 3. 4. 5. 6. 7. 8.
How do I read the results before setting up for review? Mimic an email client view Group threads together Find threads with missing emails Batch by email threads Cull non-inclusives and email duplicates Add additional documents later Use threads for QC
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How to read the results before setting up for review?
© kCura LLC. All rights reserved.
Mimic an email client view - Outlook vs. Relativity
© kCura LLC. All rights reserved.
Group threads together
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Find threads with missing emails
© kCura LLC. All rights reserved.
Batch by Thread
© kCura LLC. All rights reserved.
Cull for Review •
Culling non-inclusives and email duplicates
© kCura LLC. All rights reserved.
Add additional documents
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Add additional documents • Changes on existing documents: – Email Duplicate ID – Email Duplicate Spare
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• Doesn’t change on existing documents: – Inclusiveness – Email Thread Group – Email Threading ID
Quality control
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Email Threading Scenarios Let’s share workflow ideas
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Scenario #1: Productions Email threading has been run on data collected from several custodians. The case team has decided that they will only review inclusive, non-duplicate spare emails.
Questions: • When the responsive documents are ready to be produced, should the case team produce only the inclusive emails or the non-inclusive emails as well? • What other considerations should we bear in mind for this production scenario?
© kCura LLC. All rights reserved.
Scenario #2: Rolling Data Loads Email threading has been run on data collected from several custodians. The case team is in the process of reviewing documents. New data is to be received on a rolling basis. This data will need to be threaded together with existing data in the workspace. Questions: • Should a Full or Incremental Analysis be run on the new data? • What are the implications for each?
© kCura LLC. All rights reserved.
Scenario #3: Propagation Email threading has been run on data collected from several custodians. The case team has decided that they will only review inclusive, non-duplicate spare emails. They would like to know what field or fields can propagation be turned on in order to speed up the review process. Questions: • What are some of the questions you should ask the case team to determine the end goal they are attempting to accomplish by using propagation? • Should propagation be turned on for the Group Identifier field or the Email Thread Group? • What are the implications of turning on propagation for Email Thread Group? © kCura LLC. All rights reserved.
© kCura LLC. All rights reserved.
Email Threading
© kCura LLC. All rights reserved.
Structured analytics set
© kCura LLC. All rights reserved.
Saved searches 1.
2.
Parent emails in document set – Parent emails only – Email From: is set | AND | Parent Doc ID: is not set Document set to analyze – Parent emails and their attachments – Document is in: Parent Emails | Includes Family – Exclude docs with more than 30 MB text
© kCura LLC. All rights reserved.
Fields for mapping
© kCura LLC. All rights reserved.
Analytics profile
© kCura LLC. All rights reserved.
Email header fields • • • • • •
Email From Email To Email CC Email BCC Email Subject Email Date Sent – Date and time
© kCura LLC. All rights reserved.
Email metadata fields •
Attachment name – Only populate for attachments – File name and extension of the document
© kCura LLC. All rights reserved.
Email metadata fields •
•
Conversation ID – Microsoft Conversation index number – Recommended to use if present – Inaccurate data in this field will cause problems with results Group ID – Used for the Email Threading Display field
© kCura LLC. All rights reserved.
Email metadata fields •
Parent Document ID – Document identifier of parent email – Only needed for attachments
© kCura LLC. All rights reserved.
Email threading results • •
Inclusive Email – The indicator of whether this email is inclusive. Inclusive Reason – This field lists the reason(s) that the message was marked inclusive.
© kCura LLC. All rights reserved.
Common inclusive reasons 1. The last email in a thread 2. Attachments that are dropped 3. Change of text
© kCura LLC. All rights reserved.
Email threading results •
•
Email Thread Group – The email thread - all of the replies, forwards, and attachments following from an initial sent email. Email Threading ID – Indicates which conversation an email belongs to, and where in that conversation it occurred.
© kCura LLC. All rights reserved.
Email threading results •
•
Email Duplicate Spare – Identifies duplicative emails and places into relational groups – Considers: Email From, Subject, Sent Date, body, attachments – Doesn’t consider: To, CC, or BCC Email Duplicate ID
© kCura LLC. All rights reserved.
Email threading results • Email Threading Display – Visualization of email action, indentation, author, subject – Blue bubble indicates an email is both inclusive and non-duplicative
© kCura LLC. All rights reserved.
A Note on Near Duplicate ID: Run with Threading When run WITH email threading, emails are not examined for near duplicate identification. Documents in “Document Set to Analyze” that are not in “Emails in Document Set” are analyzed. All Docs – All Emails
Standalone Docs + Attachments *
© kCura LLC. All rights reserved.
A Note on Near Duplicate ID: Run By Itself
When run WITHOUT email threading, all documents are examined for near duplicate identification.
All documents in the “Document Set to Analyze” are analyzed. *
© kCura LLC. All rights reserved.
Email Threading Workflows
© kCura LLC. All rights reserved.
Email Threading – Review Workflow 1. 2. 3. 4. 5. 6. 7. 8.
How do I read the results before setting up for review? Mimic an email client view Group threads together Find threads with missing emails Batch by email threads Cull non-inclusives and email duplicates Add additional documents later Use threads for QC
© kCura LLC. All rights reserved.
How to read the results before setting up for review?
© kCura LLC. All rights reserved.
Mimic an email client view - Outlook vs. Relativity
© kCura LLC. All rights reserved.
Group threads together
© kCura LLC. All rights reserved.
Find threads with missing emails
© kCura LLC. All rights reserved.
Batch by Thread
© kCura LLC. All rights reserved.
Cull for Review •
Culling non-inclusives and email duplicates
© kCura LLC. All rights reserved.
Add additional documents
© kCura LLC. All rights reserved.
Add additional documents • Changes on existing documents: – Email Duplicate ID – Email Duplicate Spare
© kCura LLC. All rights reserved.
• Doesn’t change on existing documents: – Inclusiveness – Email Thread Group – Email Threading ID
Quality control
© kCura LLC. All rights reserved.
Email Threading Scenarios Let’s share workflow ideas
© kCura LLC. All rights reserved.
Scenario #1: Productions Email threading has been run on data collected from several custodians. The case team has decided that they will only review inclusive, non-duplicate spare emails.
Questions: • When the responsive documents are ready to be produced, should the case team produce only the inclusive emails or the non-inclusive emails as well? • What other considerations should we bear in mind for this production scenario?
© kCura LLC. All rights reserved.
Scenario #2: Rolling Data Loads Email threading has been run on data collected from several custodians. The case team is in the process of reviewing documents. New data is to be received on a rolling basis. This data will need to be threaded together with existing data in the workspace. Questions: • Should a Full or Incremental Analysis be run on the new data? • What are the implications for each?
© kCura LLC. All rights reserved.
Scenario #3: Propagation Email threading has been run on data collected from several custodians. The case team has decided that they will only review inclusive, non-duplicate spare emails. They would like to know what field or fields can propagation be turned on in order to speed up the review process. Questions: • What are some of the questions you should ask the case team to determine the end goal they are attempting to accomplish by using propagation? • Should propagation be turned on for the Group Identifier field or the Email Thread Group? • What are the implications of turning on propagation for Email Thread Group? © kCura LLC. All rights reserved.
