Reveal Analytics Requirements

Updated on 19 Nov 2024
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Analytics Requirements

In order to leverage Reveal's data analytics features, there are a few minimum requirements that must be met. First, you must ingest at least 300 documents with usable text. Second, you must map and ingest the following metadata fields (please see chart below):

Reveal Field Name	Reveal Display Name	Requirement	Type / Purpose
Body Text (The body text used is based upon order <OCR / Loaded / Extracted>)		Required	- At least 300 documents with text are required. - The text is populated from the Extracted, OCR, or Loaded text set (in order, based on availability).
BEGDOC	Begin Number	Required	Control Number - The text identifier of the document.
BEGATTACH	Begin Number Attach	Required	Used to group email and attachments together; default to Control Number if empty. Note: For a Parent, the Group Identifier must equal the Control Number.
CUSTODIAN_NAME	Custodian	Required	Name of the person or entity producing the document; default value is “empty_custodian”.
MD5_HASH	Duplicate ID	Required	MD5Hash value, default to Control Number if empty.
ITEMID	Item ID	Required	ID - The numeric identifier of the document.
SUBJECT_OTHER*	Email Subject	Highly Recommended	- Required for faster processing time. - Email only, the message's "Subject" field.

* It is not required to populate the subject field with data, but doing so will speed up the data intake and processing.

Communications

The Communications data visualization in Reveal allows users to view and analyze thousands of messages quickly. Users can arrange clusters of messages, examine and update alias email addresses for communicators, and readily view the frequency and other attributes of messaging between them. These are the metadata fields required to implement communications analytics.

Reveal Field Name	Reveal Display Name
SENDER	From
RECIPIENT	To
CC_ADDRESSES	Cc
BCC	Bcc

Email Threading

Email Threading is a feature that determines unique messages belonging to the same email thread, marking the unique content of each message and selecting the sort order and hierarchy of the messages in each thread, reducing the time and complexity of the review.

Overview

The purpose of email threading is to:

Identify email messages and attachments in the dataset.
Identify duplicate email messages.
Find messages that belong to the same email thread.
Mark which messages contain unique content not present in any other message.
Determine the hierarchy and the sort order of messages within each thread.

Email threading relies on specific document metadata fields during processing, such as the From, To, and CC email headers. Before initial processing, it is essential to examine the data to be processed and properly configure the field map settings to make these metadata fields available to the processing engine.

Fields are assigned field categories by the schema, which then controls how the contents of those fields are treated.

Email Threading Field Mapping

Reveal Field Name	Reveal Display Name	Type / Purpose
Body Text (The body text used is based upon order <OCR / Loaded / Extracted>)		- At least 300 documents with text are required. - The text is populated from the Extracted, OCR, or Loaded text set (in that order, based on availability).
SUBJECT_OTHER	Email Subject	Required for faster processing time. Email only, Email's "Subject" field.
ATTACHMENT_LIST	Attachment List	“Attachment”
BCC	Bcc	Email only, Email's "BCC" field.
CC_ADDRESSES	Cc	Email only, Email's "CC" field.
SENT_DATE	Date Sent	All known (non-custom) DATE, TIME pairs are combined into a single field value when ingested for the histogram.
SENDER	From	Email only, Email's "From" field.
PARENT_ITEMID	Parent ID	BEGATTACH should be populated, as Parent ID is typically autopopulated from the contents of BEGATTACH.
RECIPIENT	To	Email only, Email's "To" field.

Duplicate Detection Methods

Duplicative Type System fields are created and updated with the assigned duplicative category.

Analytics uses two levels of duplicate detection. In decreasing order of strictness, they are:

Exact Duplicate Detection (EDD) –

Exact Duplicates are based on body text and duplicate ID (if applicable).

Two documents are considered exact duplicates of each other if they are identical on all fields specified above the mapping table. An exact duplicate group (EDG) consists of all documents in a data set that are duplicates of a designated pivot document.

Near Duplicate Detection (NDD) -

Near Duplicate compares the body text to determine if highly similar (80%) to the pivot document. A near duplicate group (NDG) is a group of documents where each document has high similarity to the pivot document of the NDG.

Duplicate Detection Field Mapping

Reveal File Name	Reveal Display Name	Type / Purpose	Dup Group
Body Text (The body text used is based upon order <OCR / Loaded / Extracted>)		- At least 300 documents with text are required. - The text is populated from the Extracted, OCR, or Loaded text set (in that order, based on availability).	EDD, NDD
MD5_HASH	Duplicate ID	MD5Hash value, default to Control Number if empty.	EDD

Candy Bar

The candy bar is a graphic display of Originals, Near Duplicates, Exact Duplicates, and documents Not Analyzed (because they are encrypted, lacking text, or contain excessive text) in the current view. A user may select Originals to examine only that subset of documents. The table below provides the category mapping based on the system created dup type field (BD_DupType).

Candy Bar Category	Analytic System Dup Type field (BD_DupType)
Originals	unique
	exactorig
	exactorignearorig
	nearorig
Near Duplicates	neardup
Near Duplicates	exactorigneardup
Exact Duplicates	exactdup
Not Analyzed	excluded

Additional Recommended Fields

There are several fields used and mapped for the analytics process. The basic requirements to use analytics can vary, with each function requiring text or specific metadata fields. The following table lists other recommended fields.

Reveal File Name	Reveal Display Name	Requirement	Type / Purpose
ATTACHMENT_COUNT	Attachment Count	Recommended	Email only, number of attachments in the email.
AUTHOR	Author	Recommended	Last Author of the efile or attachments, if exists.
CONVERSATION_ID	Conversation ID	Recommended	“Conversation Index”
DOCUMENT_NAME	Document Name	Recommended	Filename of the efile or attachments.
FILE_EXTENSION	Extension	Recommended
MASTERDATETIME	Master Date Time	Recommended	- Date and Time the email was sent, or last modified date time for Attachments / EFiles. - It is important to include the “Time” part for this field.
SENT_TIME	Time Sent	Recommended	All known (non-custom) DATE, TIME pairs are combined into a single field value when ingested for the histogram.

The Complete Analytics Data Mapping

This table provides all fields required or recommended for use in analytics. These fields are mapped and used when data is included in the field.

Reveal File Name	Reveal Display Name	Requirement	Type / Purpose	Email Thread	Dup Group
Body Text (The body text used is based upon order <OCR / Loaded / Extracted>)		Required	- At least 300 documents with text are required. - The text is populated from the Extracted, OCR, or Loaded text set (in that order based on availability).	x	EDD, NDD
BEGATTACH	Begin Number Attach	Required	Used to group email and attachments together; default to Control Number if empty. Note: For a Parent, the Group Identifier must equal the Control Number.
BEGDOC	Begin Number	Required	Control Number - The text identifier of the document.
CUSTODIAN_NAME	Custodian	Required	Name of the person or entity producing the document; default value “empty_custodian”
ITEMID	Item ID	Required	ID - The numeric identifier of the document.	x
MD5_HASH	Duplicate ID	Required	MD5Hash value, default to Control Number if empty.		EDD
SUBJECT_OTHER	Email Subject	Highly Recommended	- Required for faster processing time. - Email only, Email's "Subject" field.	x
ATTACHMENT_LIST	Attachment List	Recommended	“Attachment”	x
BCC	Bcc	Recommended	Email only, Email's "BCC" field.	x
CC_ADDRESSES	Cc	Recommended	Email only, Email's "CC" field.	x
PARENT_ITEMID	Parent ID	Recommended		x
RECIPIENT	To	Recommended	Email only, Email's "To" field.	x
SENDER	From	Recommended	Email only, Email's "From" field.	x
SENT_DATE	Date Sent	Recommended	All known (non-custom) DATE, TIME pairs are combined into a single field value when ingested for the histogram.	x
ATTACHMENT_COUNT	Attachment Count	Recommended	Email only, number of attachments in the email.
AUTHOR	Author	Recommended	Last Author of the efile or attachments (if exist).
CONVERSATION_ID	Conversation ID	Recommended	“Conversation Index”
DOCUMENT_NAME	Document Name	Recommended	Filename of the efile or attachments.
FILE_EXTENSION	Extension	Recommended
MASTERDATETIME	Master Date Time	Recommended	- Date and Time the email was sent, or last modified date time for Attachments/EFiles. - It is important to include the “Time” part for this field.
SENT_TIME	Time Sent	Recommended	All known (non-custom) DATE, TIME pairs are combined into a single field value when ingested for the histogram.

What's Next

Reveal AI Document Sync Matrix

Table of contents

Analytics Requirements
Communications
Email Threading
Duplicate Detection Methods
Additional Recommended Fields
The Complete Analytics Data Mapping