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Email Archival  >  Email Archival Roles  >  Reviewer Groups

Reviewer Groups

Archive users who are a member of a Reviewer Group have the ability to search and read emails or instant messages that are within the scope of that Reviewer Group, and to create Discovery or Recovery archives (see Search-Based Recovery Archives and Discovery Archives) and Retention Holds (see Query-Based Retention Holds).

Any AMS user can be designated as an Archive Reviewer.

NOTE

To become an Archive Reviewer the user does not need to have a personal email archive that is part of a retention policy.

Only Super Admins or root account users can created, edit or delete Reviewer Groups. Administrators can view the Reviewer Group’s Mailbox Scope and list of Reviewers.

When creating Reviewer Groups, the Group’s Mailbox Scope is a feature that restricts the emails each Reviewer Group is able to access. The Mailbox Scope can be defined in terms of Users, User Sets, Mailing Lists and Servers, and any combination thereof.

For example, you could specify that reviewers John Doe and Jill Smith can view all email sent and received by the Sales User Set and three additional users who used to belong to the Sales department.

Email message Reviewer Groups also have the Advanced Options feature, which allows the scope to be further narrowed by an Archive query, such as a date range. To do this, you must use the same query language that is used to perform advanced searches in the archive. For more information, see Reviewer Group Email Scope Advanced Options.

NOTE

All actions taken by administrators regarding reviewer groups (adding them, editing them, changing the scope of data available to them) are included in the audit trail. To access the audit report, go to Audit Reports > Reviewer Groups

ClosedCreate a Reviewer Group:
  1. From the AMS Admin Console, using a super-admin or root account, click Historical Mail > Reviewer Groups.

    2. The Reviewer Groups screen appears.

  2. Click the Create Reviewer Group link that appears under the list of Reviewer Groups.

    3. The Reviewer Group Name screen appears.

  3. In the Name field, enter a descriptive name for the group. The name entered must be different from the names of other reviewer groups.

NOTE

Reviewer Group names can be no longer than 37 characters. The system will not allow you to create groups with longer names, nor will it allow you to edit the names of existing groups to a name longer than 37 characters.

  1. Click the Next button and the Reviewer Scope screen appears.
  2. The scope of the Reviewer Group identifies the sub-set of emails or instant messages the reviewer can access for their search. The scope can be defined by User Sets, Mailing Lists, Servers and individual Users, and any combination thereof.

    3. Click the appropriate tab to include messages by User Sets, Mailing Lists, Servers, or individually by Users.

  1. If you select the User Sets tab, check user set(s) to select.
  2. If you select the Mailing Lists or Users tab, in the Search box type an email address or name and search for the results. A percent sign (%) will show all users or lists. Then check the listed mailing list(s) or user(s) to select.
  3. If you select the Servers tab, check server(s) to select.

    Click Add button to copy the selected item(s) to the selection pane.

    Repeat selecting tabs and items, clicking Add after each, until all selections are listed in the right-hand pane.

    To remove items from the selection pane, check the box beside the item and click Remove.

  1. If an Email type was selected, to further limit the messages available to the Archive Reviewer, such as email messages within a date range, or on a specific topic, click the Advanced options link.

    2. Reviewer Groups advanced options

    In the Query Text box, enter a query. This query is combined using the AND operator with the results of the above User selection.

    Either paste the desired query string from Email Archival’s Search Company Archives > Advanced Query Language text field, or see Reviewer Group Email Scope Advanced Options for more information on building the query.

  2. Click Next.

    3. The Select Reviewers screen appears.

  3. You can select reviewers either from a list of individual users or mailing lists.
  1. Select either the Mailing Lists or Users tab.
  2. In the Search box type an email address or name and search for the results. A percent sign (%) will show all users or lists.
  3. Check the box beside the mailing list(s) or user(s) to select.
  4. Click Add to copy the selection to the Selected Reviewers pane. Repeat until all desired users and/or mailings lists are displayed in the right-hand pane.

NOTE

If you select a mailing list as the Reviewer who can access the scoped messages, the distribution list membership will be re-evaluated at the time the Reviewer Search is performed and, if necessary, changed based on the latest sync from the Active Directory environment. Therefore, users able to access those scoped messages will change as the members of the mailing list changes.

  1. Click Next.
  2. The Confirm screen appears showing a summary of the Reviewer Group created.
  3. Click Submit.

    4. The newly created group appears in the list on the Reviewer Groups page.

    From the Reviewer Groups page you can edit review groups by clicking the Edit button adjacent to the Review Group’s name. Similarly, you can delete review groups by clicking the Delete button.

ClosedEdit a Reviewer Group:
  1. Because editing a Reviewer Group sometimes invalidates its associated Discovery Archives, please ensure that all associated Discovery Archives have been downloaded prior to editing the Reviewer Group.
  2. From the AMS Admin Console, using a super-admin or root account, click Historical Mail > Reviewer Groups.

    3. The Reviewer Groups screen appears.

  3. Locate the Reviewer Group to be edited, and then click the Edit button in the row. ……………

    4. The edit process takes you through the same four pages as the creation process.

  4. On the Reviewer Group Name page, only the Name of the group can be changed. Once a Reviewer Group is created to view emails or instant messages, this value cannot be changed. Click Next.
  5. On the Review Scope page, add or delete users, user sets, mailing lists or servers from the scope of messages this Reviewer Group is allowed to see. Click Next.
  6. On the Select Reviewers page, add or remove reviewers from the list. Click Next.
  7. On the Confirm page, review the changes you have made. Click Submit.
ClosedDelete a Reviewer Group:
  1. From the AMS Admin Console, using a super-admin or root account, click Historical Mail > Reviewer Groups.

    2. The Reviewer Groups screen appears.

  2. Locate the Reviewer Group to be deleted, and then click the Delete button in the row.

    3. A confirmation pane appears.

  1. If this Reviewer Group has Retention Holds still associated with it, the confirmation pane will display the number of holds and show only the Cancel button.

    2. Click the Cancel button. Delete all the associated Retention Holds, and then return to this task. See Delete a Retention Hold.

  2. If the Reviewer Group does not have any associated Retention Holds the Delete button will display on the confirmation pane. Click the Delete button to remove the Reviewer Group.
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