INDICA Documentation¶

Welcome to the >INDICA documentation.

This manual can be used as a reference guide when working with INDICA. Different documentation is available depending on the version of INDICA you’re working with. You can select documentation for the version you’re using in the bottom left corner.

The manual is split up in 3 different sections:

User Manual
Manager Manual
Administrator Manual

For the best understanding of all the options, settings, and features it is advised to read all sections.

System Requirements¶

Before installing INDICA, please make sure that the system that will run INDICA meets the minimal specifications. Please refer to our knowledge base to see the requirements.

Prior to installation, INDICA will check if the system is suitable for installation.

Installation¶

Installing and setting up INDICA is very easy. INDICA comes pre-packaged with almost everything it needs to be installed. For ease of use, an installation script is provided. Some manual steps need to be taken before the installation script can be used.

Gain SSH access to the target machine. This can be done with command-line SSH, PuTTY, or equivalent.
Elevate your rights to root-level access.
Create the appliance directory called “net” in the root of the filesystem “/”
Run the download command as recieved from INDICA support.
Extract the downloaded package using “tar -zxvf [filename]”.
Run the installation script: “/net/bin/install.sh”.

The install script will ask some questions and guide you through the installation.

A more detailed guide can be found here.

Activation¶

When installation is done, please connect to the web interface of your appliance. This can be found on “http://[ip]”. The IP address here is the appliance IP. The IP of the appliance is shown in the console.

When connected, you will be presented with the welcome page:

Simply click the “Phone Home” button. Your appliance will connect to the INDICA API and retrieve an appliance serial. When the serial has been recieved, you will be redirected to the second step in the activation process:

When this step is presented, please send an email (or create a support ticket) to INDICA Support containing the information displayed on the screen. INDICA will then provide you with a unique activation key to activate your appliance.

Admin Page Overview ¶

Table of Contents

Admin Page Overview

This panel shows the status of the system services, the indexer and spider status, system information and the enabled modules.

Services ¶

In this panel a number of system services and their status is shown. On a single-node install, all services are running on the same machine. With cloud setups, it’s possible to host some services on different nodes.

Most services can be stopped, started or restarted from this overview.

Index node
This displays the status of the Solr service on the Index node. When stopped, the index is not hosted anymore.
Query node
This displays the status of the Solr service on the Query node. When stopped, the index is not hosted anymore.
Spiders
This displays the status of the Spider service. The spider is responsible for discovering new and/or changed data in the connected sources. Stopping the spider here will disable the spider for all cases on the appliance. The spider can also be disabled per-case in the “Cases” overview.
Processing
This displays the status of the Apache Tika service. Apache Tika is responsible for parsing document content to plain text for storing in the index.
Redis
Redis is needed to make the web front-end work. When this is disabled, most parts of the front-end will not work. Therefore, it can only be restarted.
Supervisor
Supervisor is needed to enable running of jobs on basis of a queue. Without supervisor, some functions will not work properly.
Unoconv
Unoconv is responsible for converting eligible documents to PDF format so they can be previewed properly and nicely.
Document processing status
This displays the overall status of the document processing.

Indexer Progress ¶

The Indexer Progress will display the general status of the Indexer.

It displays the following statistics:

Progress
Percentage of collection index progress.
Collection
Name of the collection that is currently being indexed.
Time passed
Time passed since starting indexation on this collection.
Time remaining
Estimate on the time needed to fully index the current collection.
Total number
Number of items in this collection that need to be indexed.
Items processed
Number of items in this collection that have been indexed.

Spider Status ¶

Shows the current status of the spider.

Modules ¶

Modules show what modules are enabled for your appliance. This is dependent on the license key you received during activation.

The following modules are availabe:

Search
Standard search module.
Email integration
POP3/IMAP access to archive email box, store it archive and add it to the index. Rights are preserved.
Datatabs
Add databases to the indexing service and control the ordering and rights on the different sources.
Archive Integration
Enabled Store archive items on a separate storage location, and set rules and criteria for file archiving.
Visuals
Enable visuals.
eDiscovery
Store all searches, md5 hashes are calculated over all items, forensic reporting is activated.
Compliance
Compliance module.
GDPR
Store all searches, md5 hashes are calculated over all items, forensic and GDPR reporting are activated.
Classification
Automatic classification on top of Indica.

System Status ¶

System status displays some basic system statistics and the appliances current workload.

It displays the following statistics:

Uptime
Current uptime of the appliance.
Software Version
Current software version.
Users
Number of users in the system.
Queries
Total number of queries ran on the appliance. This includes system queries as well.
IP
Current IP address of the appliance.
Harddisk
Current disk usage of the appliance.

Note

External mounts are not taken into account.
Load
Current workload on the appliance.

System Settings ¶

Table of Contents

Users ¶

Overview of the User administration page. Here it’s possible to create, edit, and delete users. You can also reset their password from this page.

Note

When Active Directory integration is enabled, the users and managers are administrated through the Active Directory.

Users List ¶

The listview provides administrators with some useful information and features. In the table the following columns are present:

Username
Username of the user.
User E-mail
E-mail address of the user.
Cases
List of cases that the user has access to, separated by the pipe (“|”) symbol.
Created At
Creation timestamp of the user.
Actions
- Yellow key button: Reset a user’s password.
- Blue paper button: Edit a user.
- Red trashbin button: Delete a user.

Creating a user ¶

Creating a user is done by clicking the green “Add New” button. A popup will open:

Simply fill in the following details, and click “Add User” when done.

Username
Username for the new user. Must be unique. Is used for authentication.
Full Name
Full name of the user. Is used for nicer displaying names of the user.
E-mail
E-mail address of the user.
Password (2x)
Choose a password for the user. Pick a strong password, as it can give access to documents.
Choose user role(s)
Choose role(s) for the new user. There are four roles available:
- Admin: Gives unlimited access to all cases, their data, and their management portals. Also grants access to administrator settings.
- User: Basic user. Usually used for case reviewers etc. Restricted access.
- Manage: Same as ‘User’ but with access to case management (setup, sources, settings, etc.).
- Workflow: Role to give users access to the Workflow. When a lot of users need access to a workflow, this may be used to provide easier access setup in workflow configuration.
Case(s)
Choose the case(s) that the user should have access to.

Editing a user ¶

Editing a user is done by clicking the blue paper button in the “Actions” column of the “Users List”. A popup will open:

Here you can edit the settings of the user. When done, click “Edit user” to save the changes.

Deleting a user ¶

Deleting a user is done by clicking the red trashbin button in the “Actions” column of the “Users List”.

A confirmation popup will open. Click “Delete” to permanently delete the user. This action cannot be undone.

Resetting a user’s password ¶

Resetting a user’s password is done by clicking the yellow key button in the “Actions” column of the “Users List”. A popup will open:

Simply pick a new password, confirm it, and click “Reset Password”. The user can now authenticate using the new password.

Note

The user will not be notified by INDICA that their password has changed.

Resetting the admin password ¶

When the password of the only Admin account has been lost, there is a way to reset the password.

To do this, SSH access and root-level permissions on the appliance are needed. When logged in into the appliance, navigate to the following directory:

cd /net/www

Then, run the following command:

php artisan user:resetpw

The command will ask for the username and then for a new password.

Note

When typing the new password, nothing will be displayed.

You should now be able to authenticate in the front-end with the new password.

Cases ¶

Overview of the Case administration page. Here it’s possible to create, edit, archive and restore cases.

Cases List ¶

The listview offers some settings and features. The checkboxes can be used to toggle functionality or settings on a case. The columns in the table are:

On
Whether the case is enabled or not. This setting can be toggled on the “Edit Case” page.
Backup
Whether the case will be backed up when backup settings are configured.
Spider?
Enable or disable the spider for this case.

Caution

Do not disable the spider during indexing.
Arch.
Whether the case is archived or not.
Class.
Enable or disable the Classification Module.
GDPR
Enable or disable the GDPR module.
Users
Name of the Active Directory group to grant “User”-level access to this case.
Managers
Name of the Active Directory group to grant “Manager”-level access to this case.
Actions
- Yellow boxes button: Click this button to archive the case.
- Blue paper button: Edit this case.
- Red trashbin button: Delete this case.
  
  Note
  
  Last case cannot be deleted.

Adding a case ¶

From this page, it’s possible to create a new case on the appliance. Simply click the “Add Case” button. You will be redirected to the following page:

Here you can fill in the following details:

Name
Name of the case.
Description
Description of the case.
Enabled
Whether the case is enabled or not. If unchecked, the case will not show up for users and managers.
AD Group for users
The Active Directory group that is used to grant users access to this case with “User”-level. When Active Directory integration has not been activated, “No AD connection” will be shown here.
AD Group for managers
The Active Directory group that is used to grant users access to this case with “Manager”-level. When Active Directory integration has not been activated, “No AD connection” will be shown here.
AD Group for no content
The Active Directory group that is used to grant users access to this case with “No Content”. This means that the users tied to this AD group are not allowed to see content from documents. When Active Directory integration has not been activated, “No AD connection” will be shown here.

Note

Users within the no content group are not allowed to view documents, however they are still allowed to see meta data. GDPR tokens within the meta data have been stripped and will only show ‘FOUND’ as a value.

When all details are filled in, click the “Create” button. A new case will be created. This may take several seconds.

Editing a case ¶

To edit a case, navigate to the “Cases List” and click the blue paper icon in the “Actions” Column. The following page will open:

From here, it’s possible to edit the case. See “Adding a case” for details about the fields. Click “Save Changes” when the desired changes have been made.

This page also shows the users that have access to this case and the created collections in this case.

Archiving a case ¶

To archive a case, navigate to the “Cases List” and click the yellow boxes icon in the “Actions” column. INDICA will now automatically archive this case. The case will be disabled and cannot be accessed anymore.

When the archiving is done, the case will be displayed in the “Cases Archive list”.

Note

This list displayes the archived cases by their Case ID as this is unique for every case.

From this list, the archived case can be downloaded in a .tar.gz format. The downloaded file will contain everything that is needed to later restore the case.

If the archived case is no longer needed, it can be deleted by clicking the red trashbin icon.

Caution

This action is irreversible and the data is lost permanently.

Restoring a case ¶

INDICA offers the possibility to restore a previously archived case. To do this, navigate to the “Cases List” page. Here a section is shown where you can upload INDICA .tar.gz files.

Click the “Choose File” button to select the .tar.gz archive. After choosing the correct file, the upload will start. When the upload is done, click the “Submit” button to restore the case from the archive. The case will now be restored and displayed in the “Cases List”.

Deleting a case ¶

Deleting a case is done from the “Cases List” page. In the “Actions” column, a red trashbin icon is displayed. When that icon is clicked, a confirmation box will pop up. This is to prohibit accidental deletion.

Caution

Deletion of a case is permanent and irreversible. This action cannot be undone.

There must always be one case in the system. The last case cannot be deleted.

Networking ¶

Overview of the Networking page.

On this page, several settings regarding networking can be configured:

Schedule bandwith throttling
Schedule how much bandwith the INDICA appliance may use at certain times/days.
Network interface
Basic settings for configuring the network interface
Mailer settings
Connect INDICA to a mail server so it can send out notifications
Proxy settings
Configure a proxy server
Zabbix monitoring
Configure zabbix monitoring
SSL Settings
Configure a Secure Socket Layer certificate for the web front-end.

Schedule bandwith throttling ¶

While indexing, the INDICA appliance can take up quite a bit of network bandwith. To make sure that the infrastructure will not be overloaded, you can schedule the maximum allowed bandwith to be used by the INDICA appliance.

There are two options for scheduling:

Daily Schedule
This schedule will apply every day. It allows you to set a throttle start time and stop time, and the maximum Mbps it may use.
Custom Schedule
This schedule allows you to select the days. It allows you to set a throttle start time and stop time, and the maximum Mbps it may use.

Setting a daily schedule ¶

First, click the “Change schedule” button. You will be presented with the following options:

Then, pick a time for the throttle to start and to stop. Lastly, enter a value for the maximum Mbps the appliance may use.

Click “Save changes” to apply the schedule. The schedule should now be active.

Setting a custom schedule ¶

First, click the “Change schedule” button. You will be presented with the following options:

Now click the days you want the schedule to be active. Then, pick a time for the throttle to start and to stop. Lastly, enter a value for the maximum Mbps the appliance may use.

Click “Save changes” to apply the schedule. The schedule should now be active.

Network interface ¶

In most cases, the network will be configured by DHCP. In case that is not true in your setup, this panel allows you to set the correct network settings.

Here you can configure the following settings:

IP address
Subnetmask
Gateway
DNS Nameserver

Note

When the checkbox “Set by DHCP?” is checked, these settings cannot be changed.

Mailer settings ¶

Here you can configure INDICA to connect to a mail server so it can send out emails.

It needs the following information:

Mail address
SMTP server
SMTP port
Mail user
Mail password

After entering the correct information, click “Save Changes” to apply the changes.

Proxy settings ¶

This panel contains the Proxy settings.

Note

To use credentials, enter the settings in the following format:

http(s)://[user]:[password]@[proxyserver]:[port]

Zabbix monitoring ¶

Here you can enter the settings for Zabbix monitoring.

It needs:

Zabbix Server (IP address)
Zabbix Hostname (usually ‘indica’)

SSL Settings ¶

SSL Settings allows you to use SSL to secure the client-server traffic of the web-based frontend.

SSL can be set up in three ways:

Use a self-signed certificate
Submit a CSR (Certificate Signing Request)
Upload own certificate and keyfiles

Use a self-signed certificate ¶

When clicking the button “New Self-Signed Certificate”, you will be prompted to fill in some information:

After filling in the fields, click “Submit”. The certificate is now active.

Important

Modern browsers may still notify to the user that the connection may not be secure when a self-signed certificate is used.

Submitting a CSR ¶

When clicking the button “New CSR”, you will be prompted to fill in some information:

After filling in the fields, click “Submit”.

Upload own certificate and keyfiles ¶

INDICA also provides the option to use your organisation’s own certificate and keyfiles. They can be uploaded after clicking the “Upload files” button. It wil then prompt the following files:

Upload the corresponding files, and then click “Submit” to activate.

Security ¶

Security Settings allows different ways to authenticate users. It is possible to setup an integration with an Active Directory (AD) and OpenLDAP, as well as Single Sign On (SSO). There is also a setting to disable reading the ACL from shares. This means that every user in INDICA can see all documents, regardless of Whether or not they are allowed to see the document on the original data source.

Enabling Active Directory integration ¶

Active Directory integration allows for user and group management in the existing AD/LDAP environment. To make use of it, an account which can be used to ‘bind’ to the AD/LDAP is needed. Then, fill in the following information:

Check the ‘Use AD integration’ box
Enter the hostname or IP. Usually, IP works better due to resolving the name.
Enter the correct port
Enter the Workgroup Name (NETBIOS)
Enter the Domain Name (realm)
Enter the Bind Username (with NETBIOS/realm notation)
Enter the password of the Bind User
(optional; if needed) Check the box ‘Authenticate against AD Forest’

Then, click on ‘Test Connection’. If everything is setup and entered correctly, INDICA should report back all the AD groups it can find. If this is the case, click ‘Save Changes’ to store and apply the settings.

Now, the existing AD structure can be used to map existing AD groups to INDICA cases.

This is done by setting up two groups per INDICA case:

A User-level access group.
A Manager-level access group.

These two groups can then be linked to the corresponding INDICA case in the Case Settings. When all groups are set up, users can be added to or removed from the group at will. Edits to the groups in the AD/LDAP environment will be reflected in INDICA immediately.

Enabling Single Sign-on ¶

Single Sign-on(SSO) allows users to access the INDICA interface without having to bother with a username and password. INDICA will automatically sign in users if they are already authenticated.

SSO needs the following information:

Domain Controller
Domain Controller 2 (optional)
Workgroup Name (NETBIOS)
Domain Name (realm)
Second UPN Realm (only enter if specifically needed)
Appliance Name
Join Account (only used once)
Join Password (only used once)

When using SSO, some actions may be required on different parts of the infrastructure (outside the INDICA appliance). Use the following list to make sure everything is set-up properly:

NTP service available on DC1.
Appliance name needs to be added to DNS.
Join account has sufficient rights.

When everything is set-up properly, users should be able to access the INDICA interface without having to authenticate themselves.

Software & Support ¶

The Software & Support section helps managing the current license, software versions, and support connection.

Activation Key ¶

Here you can view and edit the software key that is used to activate your INDICA appliance.

Note

Please keep in mind that the keys are not interchangable between appliances, as they are tied to the hardware as well. In case a new appliance needs to be activated, contact INDICA support to assist you.

Software version ¶

This panel allows you to check the current software version.

It shows you the current version number, as well as the version numbers of all the packages as well. It is possible to update packages by hand, and if needed, roll back to previous versions. This can only be done if there was a previous version installed on the appliance.

With the ‘Select package’ option, a package can be uploaded to the appliance. INDICA will automatically recognise the type of package uploaded, and it’s version and add the package to the overview if it has a newer version than currently active.

Clicking the switch in the ‘Previous’ column rolls back the version of active package.

Updates ¶

This panel allows you to toggle automatic updates on or off. You can also specify Whether offline packages should be used or not.

Remote Connection ¶

This option allows appliance administrators to toggle remote connections. The remote connections are used by INDICA engineers to remotely troubleshoot and support your appliance. It is advised to leave this setting turned on.

Here you can also copy the public SSH key of the appliance, and force a remote connection to the INDICA server.

General Settings ¶

This section of the settings allow you to configure a few things:

Use internal user DB
When not connected to an external authentication service, it is possible to use the internal authentication database.
Solr Index Node
Location of the Solr index node. Only to be edited when running in a cluster Be careful, as changing this setting may lead to an unstable/broken cluster
Solr Query Node
Location of the Solr query node. Only to be edited when running in a cluster Be careful, as changing this setting may lead to an unstable/broken cluster
Tika Location Full URI
If Apache Tika is hosted externally, then edit this value to point the indexer to the correct location
Enable logging API
Enable logging API so logging can be used with external programs/services

Warning

This might be a security issue! Case information will be accessible externally

Backup Settings ¶

This page allows you to setup the backup location. It needs the following information:

UNC path of the backup location
Location where INDICA can read and write it’s backups to
Backup username
Username for INDICA to authenticate on the backup location
Backup password
Password of the corresponding user that INDICA can use to authenticate on the backup location

Look and Feel ¶

INDICA allows you to apply your custom Look and Feel to the appliance. This can be done on two levels:

Appliance level
This is configured in the admin interface and applies to the admin section
Case level
This is configured in the case management interface and applies to that case only This allowes for customised look and feel in different cases

The settings allow you to change the following:

Application front-end language
Supported languages: Dutch, English, French, German
Logo
PNG format, 250x50 pixels, max 20kb
Fonts, interface and text colors
Allows changing the colors and fonts of the main interface
GDPR fonts and colors
Allows changing the colors and fonts of the GDPR interface

When hovering the mouse over the color pickers, a preview is shown:

All values can be changed individually, and reset to default if needed.

Search & Index Settings¶

Indexer Settings¶

The Indexer settings allow you to change the way documents are previewed. The following settings are provided:

Use inline document viewer (looks much nicer)
The inline document viewer will generate a fast, and usable preview of the documents in the index. This way you do not need to open a separate program to actually see the contents and layout of the document. Disabling this feature will result in a plain text preview of the document content.
Create document previews during index time
The inline document viewer can create documents views on the fly, but this will result in a display delay of a couple of seconds. It is also possible to pre create a document view of all documents during index time. Average disk usage is 1 Mb per document. If you enable this feature, please make sure your appliance has enough disk space.

Note

Re-indexation is advised when this setting is changed.

Datasources Settings¶

Archive Settings¶

In the Datasources page you can enable/disable the archiving function and choose where to locate your archived files. Email archiving is automatically set up when configuring email connectivity. The default archiving location is on the internal storage, this can be changed to an external CIFS or SMB source. Automatic archiving can also be enabled in this page. All archived cases will be list down on Cases page.

Archive Location¶

To archive to an external location, please enter the location in UNC format with forward slashes: //server/share_name and its corresponding username and password. Please make sure the archiving credentials contain a user that has “write and create” rights on the share. If you want to archive to other shared storage than CIFS or SMB, please contact your reseller. When setting up an external source with incorrect credentials, the appliance will default the archiving to local storage.

Archive Settings¶

Choose whether to automatically archive the files by selecting ‘yes’ or ‘no’. INDICA will archive files older than the chosen years (default: 7). If you allow INDICA to move the files, they will be removed from the original location and moved to the archive location.

Manager Page Overview ¶

Table of Contents

Manager Page Overview

This panel shows the status of the system services, the indexer and spider status, system information and the enabled modules.

Services ¶

This panel shows the services viewable for case managers.

Indexer
This displays whether the the indexer is enabled or not. Here it’s also possible to stop or restart the indexer.
Processing status
This displays whether the indexer is busy (active) processing or not.
Clean index
It’s possible to clean the index within a case.

Caution

If you decide to clean the index please keep in mind that the whole case will need to be reindexed and that all progress you’ve done so far will be lost. This action is irreversible, so be cautious when using this feature.

Progress Status ¶

This panel displays the general status of the indexer within the case you’re viewing.

It displays the following statistics:

Progress
Percentage of collection index progress.
Collection
Name of the collection that is currently being indexed.
Time passed
Time passed since starting indexation on this collection.
Time remaining
Estimate on the time needed to fully index the current collection.
Total number
Number of items in this collection that need to be indexed.
Items processed
Number of items in this collection that have been indexed.

Checks & Balances ¶

Shows whether the indexed documents adds up correctly. There are three different statuses that can be shown:

Everything adds up correctly
This means that the sum of documents in the case match with what the indexer found.
There are missing documents
This means that the sum of documents in the case do not match with what the indexer found. In this case there are missing documents and you can investigate these by clicking the link provided.
Sum of docs in workflow is different from total in index
This means that the sum of documents in the case do not match with what the indexer found.

Important

Please keep in mind that while the case is still indexing the checks & balances status will vary. After the indexation process of your case is completely done, everything will usually add up correctly.

Index Stats ¶

Index stats displays some basic information about the indexed source(s).

Number of documents
Shows the number of indexed documents.
Counted number of documents
This only shows up when there are missing documents and displays the total count of documents.
Missing documents
This only shows up when there are missing documents and provides a link to see the missing documents.
Not indexed documents
This only shows up when there are documents that aren’t indexed. Shows the number of not indexed documents.
Size of source
Shows the size of the source(s) connected in MB.
Mail parents
Shows the total number of indexed mail parents.
Document parents
Shows the total number of indexed documents.

System Status ¶

System status displays some basic system statistics and the appliances current workload.

It displays the following statistics:

Uptime Current
Uptime of the appliance.
Software Version
Current software version.
Users
Number of users in the system.
Queries
Total number of queries ran on the appliance. This includes system queries as well.
IP Current
IP address of the appliance.
Harddisk Current
Disk usage of the appliance.

Note

External mounts are not taken into account.
Load
Current workload on the appliance.

Workflow ¶

If workflow is enabled, this panel shows the workflow states and how many documents are in the different available states. The image below is an example of our standard workflow, but this might look different depending on how the workflow within your case is set up.

Tag Info ¶

Within this panel an overview is given of the available tags and how many documents are tagged with the specified tag. If there are tagged documents you can also download a CSV list (up until max 50K documents within that tag).

Shares ¶

This panel shows an overview of the connected shares.

It’s also possible to view a report of a share by clicking the button report. This will bring you to a new page with a report about that source. (See part of an example in the image below)

File Distribution Info ¶

Within the table in this panel an overview is given over the different types of documents. This also shows the count of documents found within that type and how big the size is of all those documents from that type.

File Processing Info ¶

Within the table in this panel an overview is given over the different types of processed documents. This also shows the total count and you’re able to download a CSV file with a list of the processed documents (up until max 500K).

Case Manager Exporting ¶

Table of Contents

Case Manager Exporting
- Create Export
- Downloading an export

Exporting query results to CSV or XLS(X) makes it possible to use INDICA to create lists that can be used for several actions. It allows case managers to export counts, tags, tokens, etc. These can be used to create statistics and dashboarding. This also opens up the possibility to export file lists and to take (automated) actions based on the export.

Create Export ¶

Creating an export job is done by filling in the following fields:

Name
Name of the export. This name will be used as filename.
Query
Query that will be used to create the export.
Fields

List of all fields that need to be exported.

The order of the filled in fields will be reflected in the export.
Output Type
Choose in what format the export will be made. A choice can be made between CSV, XLS, XLSX, ZIP and Loadfile.

When all fields have been filled in, simply click the “Export” button to start the export. A notification will be displayed that the export is running.

When the export is done, another notification will be displayed. Upon refreshing the page, the export will be shown in “Download Exports”

Downloading an export ¶

When an export is made and finished, it will be displayed in the “Download exports” field. All previous exports will be kept here, available for download.

Simply click the name of the export to begin downloading. When an export is no longer needed, click the “X” button to remove it.

This panel also shows you the name of the export, the query that was used to create the export, the number of records that are exported, and the timestamp when it was exported.

Case Manager Saved Queries ¶

Table of Contents

Case Manager Saved Queries
- Saved Queries Actions

Saved Queries can be found underneath the Process menu item within the manage interface. Within this page an overview will be shown of the current saved queries within the case. These are the queries added by hand and the queries added by users. Queries added by users are green colored by default and have a user icon in front of the query name. Queries added here by hand are the color black by default and have a database icon in front of the query name.

Saved Queries Actions ¶

There are a few possible actions within this page:

Add New

Clicking on this button will redirect you to a page where you can add a new query.
Delete List

Delete the saved queries list. Use this with caution, because this deletes all saved queries.
Import List

Import saved queries e.g. from another case. The import only accepts JSON.
Export List

Exports your saved queries list. A JSON file will be downloaded.
Get Totals

Clicking on this button will add an extra column to your table, which will show the amount of documents per query (including duplicates). The button itself will show the total amount of documents found in all queries.

Case Manager Scheduled Queries ¶

Table of Contents

Case Manager Scheduled Queries
- Scheduled Query Table
- Adding Scheduled Query

Scheduled Queries is a new feature since INDICA 11.0.0 and can be found underneath the Process menu item within the manage interface. Within this page an overview will be shown of the current (in)active scheduled queries within the case. It’s possible to have a custom scheduled queries or a scheduled “query” on a business rule.

Scheduled Query Table ¶

Within the table it’s possible to do a few things:

Activate / Deactivate queries

By clicking the switch at the “Active” column, it’s possible to activate or deactivate the scheduled query. How often the scheduled query runs is shown next to switch.
Actions

Within the table it’s possible to edit or delete an existing query by clicking the corresponding icons.

Adding Scheduled Query ¶

A scheduled query can be added by clicking on the green Add New button. This will open up a modal with a form to fill in.

Active

Whether you want the scheduled query to be active or not.
Type

There are two possibilities here. You can either choose a business rule or go for a custom query.
Name

Pick a name for your scheduled query so you can identify it.
Query / Business Rule

This option depends on what you picked by Type. Type in your custom query or choose a business rule out of the list.
Action

Pick which action you want the scheduled query to perform. You can choose tag or export.
Parameters

This option depends on what you picked by Action. You can either select the tag(s) you wish the scheduled query to tag, or type in the fields you wish to export.
Recurrence

How often you want the scheduled query to tag documents or export your fields.

Caution

Please keep in mind that it’s highly advised not to schedule heavy queries too often.

Case Manager Tags ¶

Table of Contents

Case Manager Tags
- Tags
- Export
- Tag by CSV

Case managers have different actions they can do with tags in the manage interface. Tags can be found underneath the Process menu item within the manage interface. In this page you can do the following things:

Add tags
Delete tags
Export (selected) tags
Upload a CSV file to tag documents by CSV

Tags ¶

Adding tags is easy. Just enter a tag name in the input field and click on create. The tag will show up in the list underneath (see image below for an example).

You can also move tags around by clicking on the tag and dragging it to a different place. This will change the order of tags. It’s also possible to have nested tags. To do this, click a tag, drag it on top and a bit to the right of another tag. You will see a preview of the tags placement whenever moving tags around.

Caution

Keep in mind that changing the order of tags when you already have tagged documents in your case, will give some problems with the already tagged documents.

To delete a tag, click on the ‘X’ to the right of the tag. This will delete the tag from the list immediately.

There’s also a possibility to lock the tags. When you’re done creating tags and moving them around, it’s recommended to lock the tags, as this will ensure their placement. This way, when you (or another case manager) comes to the overview, you don’t drag any tags by accident.

Important

If GDPR is enabled on your case, some standard tags will show up for you to use. You can delete these if you wish to do so.

Export ¶

It’s also possible to export documents with specific tags. Just click on the tags you wish to export, this will highlight the items in the list. After you’ve selected your items, you can click on the ‘Export tags’ button to start the export.

Exporting might take a while, especially when you have a lot of tagged documents. After exporting is done you can click on the download icons to download the file(s).

Tag by CSV ¶

With INDICA it’s also possible to tag documents by CSV. The CSV file should contain a header row and at least two columns. After you’ve chosen your file, click on the ‘Run Job’ button to start the process.

Case Manager Workflow ¶

Table of Contents

Case Manager Workflow

The workflow can be found within the manage interface underneath the Process menu item. Here you can see an overview of existing workflows and create, edit or delete workflows.

Create workflow ¶

To create a workflow click the Create new workflow button. This will bring you to a new page where you can do the following actions:

Edit Workflow Name

To edit the workflow name, click the pen icon next to the workflow name. Edit the name and press enter to finalize the changes. Please do not forget to click the Save Workflow button to save your changes.
Enable Workflow

To enable the workflow, check the box next to ‘Enable workflow’. If this box is unchecked, the workflow will not show up to users. Please do not forget to click the Save Workflow button to save your changes.
Save Workflow

Make sure you save your changes by clicking the Save Workflow button, otherwise your changes will not be saved.
Cancel

Cancel all changes you made.
Add State

To add a workflow state, click the Add State button. Fill in a name for the state and an email address if necessary and click on the Save button next to the input fields. This will add a new state to your workflow. See all options within the chapter ‘State options’ below.

The first state in a workflow will always be the state where all documents without a defined state will be included.

State options ¶

After a new state is added there are a few possibilities you can do with the new state.

Assign colors

Assigning colors to your states will make the overview a little easier to read. These colors are also used in the icons next to the state within the front-end.
Access

Select a group that has access to the state. Without a group selected the state will not be accessible to users.
Add bucket

Add bucket(s) to your state. Buckets are assignable to a specific user.
Add forward

Add a forward from one state to another. It’s possible to add it to the next workflow state in the ‘list’, or add a forward to a state further down.
Move state

It’s possible to move state in the ‘list’ of states. Just click the icon with the arrows pointing up and down to drag the state above or below another state.

Visual representation workflow ¶

While adding states and buckets, assigning colors and forwards an overview will pop up at the bottom of the page. This is a visual representation of your current workflow.

Round shape

A round shape is a visual representation of a state. A state can have an arrow from either another state or another bucket. Both of them will have the text ‘forward’ next to the line of the forward arrow. If the state has a background color, a color has been assigned to that state.
Square shape

A square shape is a visual representation of a bucket. An arrow will point from a state to a bucket with the text assign next to line of the assign arrow. A bucket can also have a background color, but they inherit the color of the state they’re placed in.

Reporting¶

Reporting tool allows you to keep up to date with your data landscape without opening the INDICA appliance. You can setup and receive automated emails from your appliance.

Note

Keep in mind, every user receives reports which are generated based on their rights.

Report rules¶

To create an automated report you first have to setup query rules which the report will consist of.

You have an option to create few types of rules based on Business Rules, and Custom Queries. You also have to choose which fields to include in the report.

Custom Queries follow the same rules as the main search engine of INDICA. You can find what is available in Querying

Reports (Report groups)¶

Once you are satisfied with the report rules you have set, you can combine different rules to include them in the report email.

Once you click to add a new report, you have decide what rulesets to include in the email. To select multiple rules hold CTRL and click the left mouse button.

By following the reporting wizard you will also get to choose how to schedule the emails.

Note

Please keep in mind that delivery times and delays may be influenced by your mail server and hardware

Important

It is also important to know that in case it is not a cloud instance of INDICA, emails will be sent out from your mail server. To see how to configure your mail server go to Networking or ask your administrator

Case Settings ¶

Table of Contents

General Settings ¶

The “General Settings” page allows you to tune some settings like hits per page, enable comments, datechanger, etc.

Use first folder as Facet or Custodian name?
This feature is especially useful for eDiscovery investigations. Enabling this option allows you to place data items that belong to a custodian in a separate folder. INDICA will recognise this folder as a custodian and adds filtering capabilities on custodian in the facet bar.
Enable OCR?
Toggling this setting will enable/disable the Optical Character Recognition processing. Disabling this setting will result in a higher indexing speed, but it will not fully index the content of scanned documents. The index will be incomplete as it will not contain the content of non-text based data items.

Tip

It is possible to process OCR data on a later moment.
Pre-create document views?
This option allows you to pre-create document views. This will result in nicer document previews and faster loading times.
Only index email meta data?
When this option is enabled, only the metadata of emails is processed. The email content will not be included in the index.
Use nice document viewer?
Enabling this option allows you to preview documents in a nicer document previewer.
Disable this option to remove ACL from shares
When this option is disabled, the Access Control Lists of shares will not be taken into account when indexing. This means that all INDICA users can see all indexed documents, regardless of Whether or not they can see the documents on the source.
Enable NLP library?
When this option is enabled, INDICA will use it’s NLP algorithm to extract NLP keywords from documents.
How many hits should be shown per page?
Number of hits per page. Can be changed to “Show None” to allow metadata investigations.
Enable Downloads?
Whether or not downloading of documents from the user interface is allowed.
Enable Comments?
Whether or not the “Comments” section in the previewer will be shown. This allows users to attach comments to documents.
Enable Stemming?
When Stemming is enabled, the indexer will trim down verbs to their stem for indexing.
Enable datechanger?
Datechanger enables the user to alter the date of a document. This is especially useful when a document is scanned in from paper. The file creation date will not necessarily reflect the original (paper) document date. The datechanger can change the document date in the index.

Display Settings ¶

Content Settings ¶

These content settings are correlated to the viewable content for the specified user group within the case.

Allow users to see content
Enabled by default. Disabling this setting will revoke access for the users of the case to preview the content of documents.
Allow managers to see content
Enabled by default. Disabling this setting will revoke access for the managers of the case to preview the content of documents.
Allow admins to see content
Enabled by default. Disabling this setting will revoke access for the admins of the case to preview the content of documents.

Disabling any of these settings means that these groups will not be able to download and preview documents, but are still able to see meta data. GDPR tokens within the meta data have been stripped and will only show ‘FOUND’ as a value.

Note

Please keep in mind that it’s possible that an AD connection has been set up. AD settings will overwrite these content settings.

Result list Settings ¶

The following option can be changed on this page:

Allow user to toggle between list and table style
When enabled, a button will appear on the search page that allows the user to switch between list-style results and table-style results. The table-style results can be used for a custom overview of query results, as the displayed information can be chosen by the user. This feature is very powerful, but less easy to use.

Example of list-style preview:

Example of table-style preview:

Detail View Settings ¶

This panel allows you to change the following options:

Show Tagging
This option enables and disables the options to tag documents in the front-end. It is not possible to alter tags when this option is disabled.
Show data lineage
This option enables and disables the options to show data lineage button in the front-end. The data lineage feature gives the user the possibility to select text and click on the lineage button. This will fire off a query with the selected text and the results will open automatically in the new “Data Lineage” tab. This feature makes it easier to find the so-called ‘single source of truth’ when dealing with duplicate information.

List Style Settings ¶

These options allow for customizing the information in the list-style results.

The following options can be changed:

Show date?
Enable or disable the displaying of the date from result item.
Show file size?
Enable or disable the displaying of the file size from result item.
Show ID?
Enable or disable the displaying of the document ID from result item.
Show path?
Enable or disable the displaying of the file path from result item.
Show summary?
Enable or disable the displaying of the document summary from result item.
Show similar?
Enable or disable the displaying of the “Similar Documents” button from result item.
Show duplicates?
Enable or disable the displaying of the “Duplicates” button from result item.

Search Settings ¶

The search settings allow you to manipulate the search results. This can be done by defining synonyms, stopwords, and editing the boosting settings.

Stopword List ¶

During indexing, it is possible to exclude a list of stopwords from the index. Those words are generally words without informational value, like “a”, “and”, “this”, “the”, etc.

Words can be added by typing them in the text field and then pressing the “Add” button.

INDICA comes with a default lists of stopwords, which can be changed here as well.

Synonym List ¶

It is also possible to define synonyms. This allows you to automatically broaden search results that contain words. Synonyms can be added in the text field and then clicking the “Add” button.

Synonyms need to be added as a comma-separated list, for example: “hello,hi,hey”.

Boosting ¶

Boosting can be done by adding a boost query, or by adding a boost function.

Boost Query ¶

The Boost Query specifies an additional query clause that will be added to the user’s main query to influence the score.

INDICA provides the relevance level of matching documents based on the results found. To boost a query, use the caret, “^”, symbol with a boost factor (a number) at the end of the query you are searching. The higher the boost factor, the more relevant the query will be. Boosting allows you to control the relevance of a document by boosting its query. For example, if you are searching for

jakarta apache

And you want the term “jakarta” to be more relevant, boost it using the ^ symbol along with the boost factor next to the query. You would type:

jakarta^4 apache

This will make documents with the term jakarta appear more relevant. You can also boost Phrase Terms as in the example:

“jakarta apache”^4 “Indica search”

By default, the boost factor for each term or phrase is 1. Although the boost factor must be positive, it can be less than 1 (e.g. 0.2).

Boost Function ¶

A Boost Function can also be added here. This feature is for advanced users. Please refer to the official documentation for help.

API Settings ¶

INDICA supports two types of API’s. The polling API and the high level API.

Polling API ¶

The INDICA Polling API service for external systems is a secure API that enables external systems to query the INDICA index in a limited way. It is designed for asynchronous communication initiated by the INDICA appliance (polling for instructions). The API is only able to transfer meta information, no actual content of document object can ever be transmitted to the external system asking for information.

The external system creates a queue of queries according to its needs in its own external API end point (the command set) to be run against the INDICA index. The INDICA pull API then returns the results back to the external systems designated API endpoint. Query results can return metadata from the index with addition to GDPR issues and for authorized users links to preview in the INDICA system itself.

This API is designed for on-premise INDICA systems and Internet-facing applications.

Setting up your Application ¶

For the API to work, your application requires a very basic job system. A single Basic Auth or preferably OAuth protected endpoint(GET) that returns a query of commands/queries for INDICA to process. And a single protected endpoint(POST) which receives the results from INDICA.

Endpoint paths are configurable and you can create it according to your system limits/needs, but it should reside on two of the endpoints (not more) and explicitly POST endpoint has to match the specified pattern.

Required Endpoints¶
Type	Path	Ext. App. JSON structure	Description
GET	/api/indica/jobs	Job GET Endpoint JSON	Response body has to match one of the job type structures
POST	/api/indica/jobs/{job_id}	Job Result JSON	These will be result that you will receive from INDICA once specific job type is done.

INDICA also accepts more job types than the ones shown in the examples above. API endpoints stay the same on your system, but required request end response JSON structures change based on every type.

Job Types¶
Type	Job Queue JSON	Response JSON	Description
document_query	Document Query JSON	Document Query Response JSON	Document query returns hit counts and meta fields you requested
subject_details	Subject Details Request JSON	Document Query Response JSON	Returns the same values as Document Query. The only difference is that the query is generated by INDICA
document_export	Export Documents JSON	Document Export Response JSON	Tag export prepares a package on specified tags and uploads it to a specified vendor with specified security measures
gdpr_query	GDPR Query JSON	GDPR Query Response JSON	Returns GDPR issues on all or specific assets.

Batched result responses ¶

All responses can be batched if the job request includes “batch” : 1 and batch_size fields in the JSON. batch_size has to be an integer of what is the maximum character count in the resulting JSON will be. Batched results have one extra JSON key (“batch_id”) and an extra status - “inprogress”. In which “batch_id” represents the order in a batch and status tells if the batch is still “inprogress” or is “processed”.

Batch Response JSON

Setting up a polling job on the INDICA appliance ¶

For job polling system to work correctly it is required to follow strict guidelines.

Settings configuration currently resides in Settings > API Settings inside the case management.

To create a new polling job, press the “Add new API polling job” button.

Polling jobs will run according to your settings:

Result data type
Can be changed based on what data you want to be returned to the external source. Currently, there is “Document query” - which returns document fields that you select further down in “Return fields”, and there is also a choice to return “GDPR issues”. Structure of returned data is described below;
Run query in user scope
Option specifies if the query should include only the data which adheres to a specific user’s rights (could be API user with your setup in your AD);
User
Setting of a user who’s scope will be used;
Time between polling
Is used to specify how often the system will check if there are new jobs in the GET endpoint, and run them. Running jobs too often might degrade the performance of your system;
Endpoint Authentication type
Specifies what type of authentication external endpoints use;
Job Queue GET endpoint
Specifies endpoint from which jobs list in a JSON format will be retrieved;
Result POST endpoint
Specifies endpoint to which the queried Document field(s) or GDPR issues will be sent;
Require acknowledge
Specifies if acknowledgment of received jobs should be given. It is strongly recommended to use acknowledgment since it negates duplicate jobs when polling time is shorter, or queries are more difficult. It guarantees that the same job doesn’t get picked up twice or more;
Job acknowledgment endpoint
Specifies an endpoint to which acknowledgment will be done.

PowerBI Connection ¶

With INDICA, it is possible to connect PowerBI and use the modeling capabilities of PowerBI to create your own dashboarding.

Setting up an API connection between INDICA and PowerBI requires some setup. The steps needed to take are:

Creating an OAuth client
Creating a personal access token
Connecting PowerBI to INDICA
Creating request URLs

In the following sections, the above steps will be described in detail.

Creating an OAuth client ¶

First, navigate to the API Settings page under ‘Manage’ > ‘Settings’ > ‘API Settings’. You will be presented with the following page:

Here, we can create a new OAuth client by clicking the “Create New Client” button. A popup will open:

The following information is required:

Name
Choose a descriptive name so you will recognise it later on.
Redirect URL
If you don’t know what to fill in as redirect URL, you can use https://127.0.0.1, this will be a placeholder.

After filling in all fields, click “Create” to create the OAuth client.

The settings page should look like this:

Creating a Personal Access Token ¶

The next step is creating a Personal Access Token. This token will be used by PowerBI to let INDICA know that it has access to the data. The access token will give unlimited access to the data within INDICA; be careful with it. Do not share it with untrusted parties.

A new token can be created by clicking the “Create New Token” button. A popup will open:

The following information is required:

Name
Choose a descriptive name so you will recognise it later on.
Scopes
Scopes define the kind of information is retrievable by the API connection.

The following 5 scopes are available to the user:

admin.directory.users
This scope gives the user the ability to: Read and modify users.
admin.directory.cases
This scope gives the user the ability to: Read and modify cases.
api-raw
This is the most powerful scope, this scope allows the user to send an receive raw SOLR data.
api-docs
This scope gives the user access to the documents in the index.
api-facets
This scope gives the user access to the facets.

For the PowerBI connection, we will be using the scope “api-raw”. After checking the box for api-raw click “Create” to generate your Personal Access Token.

You will now be presented with your personal access token. Make sure to save this token somewhere safe. It will be needed later on.

Warning

This is the only time you will be presented with this token. When the popup is closed, there is no way to retrieve it. Make sure to store this somewhere safe.

When done, click the “Close” button to close the popup.

The settings page should look like this:

Connecting PowerBI to INDICA ¶

When above steps are completed, the connection between INDICA and PowerBI can be made. Open PowerBI and click the button “Transform data”.

When clicked, the Power Query Editor will open.

Click “New Source” in the menubar on the top (marked by the green arrow). Choose “Web” from the list of available options. A popup will open:

In this popup, choose the “Advanced” option. The popup will now look like this:

The following fields are required:

URL parts
HTTP request header parameter

Adding the access token to the request

INDICA will not return any data when the access token is not set correctly. To configure PowerBI to include the access token, type the word Authorization in the field on the left under “HTTP request header parameters”. Then, in the field on the right, type in the word Bearer followed by a space, and then the complete Personal Access Token.

The popup should now look like this:

When everything is filled in, click “OK”.

If a question pops up asking “Select which level to apply these sessings to”, pick the option that ends with /api/solr. Then, click “Connect”. Your connection with PowerBI should now be made.

In some occasions, PowerBI will return an error stating that it is unable to connect:

This happens because INDICA will return data in CSV format, while PowerBI expects JSON. Click “Edit” when the above error is displayed.

Then the following popup will open:

Under “Open file as”, select the option for “Csv Document”. PowerBI will now recognise the output that INDICA generates. Finally, click “OK” to confirm. You should now be presented with a preview of the selected data.

The INDICA and PowerBI connection is now ready for use.

Creating request URLs ¶

The URL can be created by combining serveral parameters:

The URL or IP of the INDICA appliance (called URL in the example);
The ID of the case on the INDICA appliance (called GROUP_ID in the example);
The query you want to use (called QUERY in the example);
A list of the fields to retrieve (called FIELD_LIST in the example);
The number of rows that will be retrieved (called NUM_ROWS in the example).

Above parameters may be placed in the following format:

http(s)://URL/api/solr?group_id=GROUP_ID&q=QUERY&fl=FIELD_LIST&wt=csv&rows=NUM_ROWS

Note that depending on the appliance, either http or https needs to be used. A working example of this would be:

http://10.66.34.201/api/solr?group_id=1603627437&q=*:*&fl=tags,date,type&wt=csv&rows=100000

Note

For no query, use *:* as query

When the URL has been prepared, you can copy and paste it in the “URL parts” field in PowerBI.

Polling API Examples ¶

Job GET Endpoint JSON ¶

[
    {
      "job_id": "47ec1fe7db822300e5c4e1bb4b961972",
      "job_type": "document_query",
      "q": "\"David Vikander \"~0",
      "fq": "",
      "return_fields": [
        "file_name",
        "mime_type",
        "size"
      ],
      "status": "processed"
    },
    {
      "job_id": "47ec1fe7db822300e5c4e1bb4b961972",
      "job_type": "document_query",
      "q": "\"Dead Kennedys\"~0 OR \"test\"~0",
      "fq": "",
      "return_fields": [
        "file_name",
        "mime_type"
      ],
      "status": "processed"
    }
]

Job Result JSON ¶

{
    "job_id": "47ec1fe7db822300e5c4e1bb4b961972",
    "job_type": "document_query",
    "result_url": "http://192.168.2.128/search?q=%22David%20Vikander%22~0&page=1&fq={%22GDPR_Combined%22:[%22NAME%22]}&sort=score%20desc&mlt=0",
    "result_collection": {
      "count": 2,
      "entries": [
        {
          "file_name": "John_Doe.doc",
          "mime_type": "doc"
        },
        {
          "file_name": "John Doe.pst",
          "mime_type": "pst"
        }
      ]
    },
    "status": "processed",
    "error_message": "error"
}

Document Query JSON ¶

[
    {
      "job_id": "47ec1fe7db822300e5c4e1bb4b961972",
      "job_type": "document_query",
      "q": "\"David Vikander \"~0",
      "fq": [
        {
          "tags": [
            "2_todelete"
          ]
        }
      ],
      "return_fields": [
        "file_name",
        "mime_type",
        "size"
      ],
      "exporting": true,
      "status": "processed"
    },
    {
      "job_id": "47ec1fe7db822300e5c4e1bb4b961972",
      "job_type": "document_query",
      "q": "\"Dead Kennedys\"~0 OR \"test\"~0",
      "fq": "",
      "return_fields": [
        "file_name",
        "mime_type"
      ],
      "exporting": true,
      "status": "pending"
    }
]

Document Query Response JSON ¶

{
    "job_id": "47ec1fe7db822300e5c4e1bb4b961972",
    "job_type": "document_query",
    "result_url": "http://192.168.2.128/search/SCA0001052?q=a",
    "result_collection_urls": [
      {
        "name": "TestCollections",
        "url": "http://192.168.2.128/search/SCA0001052?module=TestCollections&q=a"
      },
      {
        "name": "Sites",
        "url": "http://192.168.2.128/search/SCA0001052?module=Sites&q=a"
      }
    ],
    "result_collection": {
      "count": 2,
      "entries": [
        {
          "file_name": "John_Doe.doc",
          "mime_type": "doc"
        },
        {
          "file_name": "John Doe.pst",
          "mime_type": "pst"
        }
      ]
    },
    "tags": [
      {
        "title": "To Delete",
        "value": "2_todelete"
      },
      {
        "title": "Unresolved",
        "value": "1_unresolved"
      }
    ],
    "status": "processed",
    "error_message": "error"
}

Subject Details Request JSON ¶

{
    "job_id": "SCA0001017",
    "job_type": "subject_details",
    "subject_details": {
      "name": "John Doe",
      "tel": "88123456789",
      "email": "jonh@example.com",
      "address": "Elm Street 13"
    },
    "status": "pending"
}

Export Documents JSON ¶

[
    {
      "job_id": "47ec1fe7db822300e5c4e1bb4b961972",
      "job_type": "document_export",
      "packaging": 1,
      "export_vendor": "box",
      "query_job_id": "56rsbs0e5css51972",
      "protection": "pass",
      "subject_email": "test@example.com",
      "status": "processed"
    },
    {
      "job_id": "8e6d5fe7db822300e5c4e1bb4b961947",
      "job_type": "document_export",
      "packaging": 1,
      "export_vendor": "box",
      "query_job_id": "56rsbs0e5css51972",
      "protection": "pass",
      "subject_email": "test@example.com",
      "status": "processed"
    }
]

Document Export Response JSON ¶

{
    "job_id": "47ec1fe7db822300e5c4e1bb4b961972",
    "job_type": "document_export",
    "package_url": "https://example.com",
    "status": "processed",
    "error_message": "error"
}

Batch Response JSON ¶

Response 1

[
    {
      "job_id": "47ec1fe7db822300e5c4e1bb4b961972",
      "job_type": "document_query",
      "batch_id": 0,
      "result_url": "indica.lan/query=JonhDoe",
      "result_collection": {
        "count": 2,
        "entries": [
          {
            "file_name": "John_Doe.doc",
            "mime_type": "doc"
          },
          {
            "file_name": "John Doe.pst",
            "mime_type": "pst"
          }
        ]
      },
      "status": "inprogress"
    }
]

Response 2

[
    {
      "job_id": "47ec1fe7db822300e5c4e1bb4b961972",
      "job_type": "document_query",
      "batch_id": 1,
      "result_url": "indica.lan/query=JonhDoe",
      "result_collection": {
        "count": 2,
        "entries": [
          {
            "file_name": "test.pst",
            "mime_type": "email"
          },
          {
            "file_name": "test.txt",
            "mime_type": "text"
          }
        ]
      },
      "status": "processed"
    }
]

Look & Feel ¶

Table of Contents

Look & Feel

Within INDICA it’s possible to change the interface to the needs of your company. Within the manage interface, go to “Settings” within the menu and click on “Look & Feel”. You will get to a page that looks like the following picture:

Logo ¶

It is possible to change the default INDICA logo to the logo of your company. This will change the logo in the menu at the top left. Just upload an image which meets te following requirements:

Image should be a PNG
Dimensions of max 250px x 50px
Max 20kb

Fonts, Interface & Text colors ¶

Within this panel it’s possible to change different colors and fonts within the interface. Just hover over one of the colors to see which part of the interface it will change. The red color within the screenshot indicates the part that will change.

See image below for an example:

Data Sources ¶

Table of Contents

Data Sources

INDICA supports several data sources out of the box. These sources are:

Collections
Datatabs
E-mail
Fileshares
Local
Queries
S3 Buckets
SharePoint
Box

Connecting a source is easy; for some sources no additional rights are required. In some cases it is needed to assign additional rights to a special ‘System user’ that INDICA uses to read the data. Typically, the needed rights are limited to read-only rights. By design, INDICA does not alter, move, or delete the source data.

Collections ¶

A collection allows you to group multiple sources in one collection. This makes it possible to have a collection that contains multiple data sources belonging to a department or person, or a type of data source. It allows you to group the data sources in such a way that it benefits the end user.

There is no limit on the number of collections in a case.

Caution

The name of the collection is stored in the index. Changing the name of a collection or deleting the collection may break your index. Please do not edit or delete collections after data has been indexed.

Adding a collection ¶

When adding a data source, INDICA will ask you to enter a collection name. An existing collection name can be entered to add the new source to the existing collection. If needed, a new collection name can also be picked. INDICA will then create a new collection and add the data source to it.

Editing a collection ¶

After creating a collection, it is possible to edit the collection as well. This can be done by clicking the paper icon (Edit) in the actions column. A new window will open:

On this page it’s possible to edit the name and description of the collection. Click “Save changes” when done.

Deleting a collection ¶

Deleting a collection can be done from the collections overview by clicking the red trash-bin icon (delete). Deleting a collection is irreversible, so use with caution.

Datatabs ¶

Datatabs are a really powerful tool in INDICA to give insight into the unstructured data. Datatabs make it possible to add a structured source to the index and combine the structured information to the unstructured data. This means that it is possible to load, for example, the database of customers into the index so links can be made from unstructured documents to the corresponding customers. INDICA will create the links between unstructured and structured datasources with the click of a button.

By default, it is possible to add the following sources:

CSV Files
Database Connection
Unit4 Financial Data Suite
Alure (Innolan)

DataTabs List ¶

The datatab list displays the existing datatabs, and allows for creating, updating and deleting datatabs.

CSV File ¶

To add a CSV file to the index, click the green “Add New” button in the data tabs list. A new window will open:

Simply enter a name for the datatab, and click the correct option for datatab type. By default, “Database Connection” is selected. Click “CSV File”, and then click “Next”.

The next step is for uploading a CSV file. Click the “Choose File” button and pick the file you want to upload. After that, click “Next”.

You will be presented with a number of options:

Select columns for list view
These columns will be presented in the previewer when a hit is found when clicking the “Analyze” button;
Select columns for detail view
These columns will be displayed in the search results list;
Select most distinguishing columns
Select the columns that are the most distinguishing;
Select facet columns
Select the column that will be used for creating a facet in the index.

Click “Next” when all settings have been filled in.

The last step provides you with the following options:

Select indexing recurrence
Choose how often this datatab will be indexed. It is possible to repeat the indexing step multiple times when needed. This allows to automatically update the index contents when the uploaded file is changed on disk.
Collection name
Choose an existing name to add this datasource to an existing collection. Choose a new name if a new collection should be created.

Click “Finish” when done. The CSV file will be added to the index if the spider is enabled.

Database Connection ¶

INDICA can connect directly with most common database types. This makes it possible to connect directly to a lot of services and appliances, as most appliances and applications rely on a database in the background.

To connect to a database, click the “Add New” button in the data tabs list.

A new window will open. Choose a name for the datatab, and select “Database Connection” in the list of options. When done, click “Next”.

A number of questions will be asked in step 2. These are:

Database Host
Typically the IP address of the database host;
DB Type
Choose between MySQL, Postgres, or MS SQL;
Database Port
The port on which the database is hosted. Default ports will be filled in when selecting database type, and can be changed;
Database Name
Name of the database;
Database User
User that can be used to authenticate;
Database Password
Password of the user in question.

To set up a connection, the user needs to be able to read the database and execute queries on the database.

When everything is filled in, click the “Test Connection” button. If everything is correctly set up and filled in, the test should be succesful.

Next, enter the query that will be executed on the database to get the necessary information. When filled in, click the “Save SQL” button. A message will be displayed at the top of the page containing the selected columns and the first row of values. If this is correct, go to the next step with the “Next” button.

You will be presented with a number of options:

Select columns for list view
These columns will be presented in the previewer when a hit is found when clicking the “Analyze” button;
Select columns for detail view
These columns will be displayed in the search results list;
Select most distinguishing columns
Select the columns that are the most distinguishing;
Select facet columns
Select the column that will be used for creating a facet in the index.

Click “Next” when all settings have been filled in.

The last step provides you with the following options:

Select indexing recurrence
Choose how often this datatab will be indexed. It is possible to repeat the indexing step multiple times when needed. This allows to automatically update the index contents when the database is changed.
Collection name
Choose an existing name to add this datasource to an existing collection. Choose a new name if a new collection should be created.

Click “Finish” when done. The retrieved information will be added to the index if the spider is enabled.

Unit4 Financial Data Suite ¶

It is also possible to connect INDICA directly to Unt4 Financial Data Suite.

To connect to Unit4 FDS, click the “Add New” button in the data tabs list.

A new window will open.

Choose a name for the datatab, and select “Unit4 FDS (Financial Data Suite)” in the list of options. When done, click “Next”.

A number of questions will be asked in step 2. These are:

Database Host
Typically the IP address of the database host;
Database Port
The port on which the database is hosted. Default port will be filled in, and can be changed;
Database Name
Name of the database;
Database User
User that can be used to authenticate;
Database Password
Password of the user in question.

When everything is filled in, click the “Test Connection” button. If everything is correctly set up and filled in, the test should be succesful.

Click “Next” when all settings have been filled in.

The last step provides you with the following options:

Select indexing recurrence
Choose how often this datatab will be indexed. It is possible to repeat the indexing step multiple times when needed. This allows to automatically update the index contents when the database is changed.
Collection name
Choose an existing name to add this datasource to an existing collection. Choose a new name if a new collection should be created.

Click “Finish” when done. The retrieved information will be added to the index if the spider is enabled.

Alure (Innolan)¶

INDICA can connect with Alure instances as well.

To connect to Alure, click the “Add New” button in the data tabs list.

A new window will open.

Choose a name for the datatab, and select “Alure (Innolan)” in the list of options. When done, click “Next”.

A number of questions will be asked in step 2. These are:

DataTab Name Alure Docs
Database Host
Database Port
Database Name Alure
Database Name Alure Docs
Database User
Database Password

When everything is filled in, click the “Test Connection” button. If everything is correctly set up and filled in, the test should be succesful.

Click “Next” when all settings have been filled in.

The last step provides you with the following options:

Select indexing recurrence
Choose how often this datatab will be indexed. It is possible to repeat the indexing step multiple times when needed. This allows to automatically update the index contents when the database is changed.
Collection name
Choose an existing name to add this datasource to an existing collection. Choose a new name if a new collection should be created.

Click “Finish” when done. The retrieved information will be added to the index if the spider is enabled.

DataTabs Order & Security ¶

Case managers can change the order and access rights of the datatabs.

Changing the order of datatabs in the navigation bar is as easy as clicking and dragging a datatab.

To set a security filter on a datatab, open the dropdown menu and select the AD group that should have access to the datatab.

E-mail ¶

Email can be connected in different ways, of which the most common way is a direct connection to the Webserver through the Exchange Web Services API. Other possibilities are direct reading of PST or OST files, or a connection with POP3 or IMAP boxes. To connect email sources, within the manage interface click on Sources and navigate to E-mail. Within this overview you’ll find a few different panels.

E-mail integration ¶

After enabling the e-mail functionality, the e-mail connectivity can be chosen, either a POP archiving/catch all mailbox or EWS connections (see corresponding chapters). In order to store the email archive on an external share, please set the share information in the Archiving section. Within this panel you have a few options:

Enable mail?
Whether you want to enable mail or not
Show mail datatab?
Whether you want the mail to show up in a datatab
Email tab name
The name for your datatab, if you’ve enabled the datatab option
Mail domain name
If mail is enabled and there is no (Active) Directory integration enabled, a custom email domain can be set here too. Default it’s set to indica.lan.
Show info
Gives a report overview. This only works when mail is enabled and everything is indexed.

Map email to user ¶

This panel gets the users from the connected AD. If you do not have an AD connected, this will not show any users. Select the user which you wish to add email aliases to.

EWS Accounts ¶

Most modern mailservers have EWS API connectivity. Choose expand if you want all shared mailboxes too. A special user can be created to spider all the emails.

Note

Keep in mind that INDICA needs to create an Email archive, so enough storage should be added to the system. To add a new EWS account click on the green Add new button within the EWS Accounts panel. A new row within the table will appear, which needs to be filled in:

Source
The location of the EWS source
User
The user that’s able to connect to the EWS source
Password
The password corresponding with the user
Folders
Which folders you wish to index (if unspecified, it will index all folders)
Expand
Whether you wish to expand (or not) upon the mail boxes being read (behind the @) than the one that has been read.
Archive
Whether you wish to enable or disable archiving. Archive is an option for mail servers that work according to the exchange guidelines to read mail on a separate archive server.

POP3 Settings ¶

The system will connect using the Post Office Protocol 3 (POP3), and store the email on the default archive location. You can choose to access it through a separate tab. All emails from the archive POP mailbox will be downloaded and removed from the mailbox (if chosen). If needed, enter extra email aliases to the user in the list. There are a few options you’ll have to fill in before you can connect using the POP protocol:

Enable POP3?
Whether to enable or disable the POP3 settings
Enable TLS/SSL?
Whether to enable or disable TLS/SSL.
POP3 Server
The server name of the POP3.
POP3 Port
The port of the POP3.
POP3 User
The POP3 username.
POP3 Password
The POP3 password corresponding with the user in the previous option.
Delete mails?
Whether you wish to delete the emails or not.

Fileshares ¶

INDICA can connect to several types of fileshares. It can connect to any fileshare that can be mounted using CIFS. INDICA also supports mounting DFS setups, however, in most cases a direct share/server path is required to properly read Access Control Lists.

Adding a fileshare ¶

To add a fileshare to INDICA, click the green “Add New” button in the fileshares list. A new window will open:

This window asks for the following information:

Name
Name of the fileshare;
Collection
Name of the collection to add the fileshare to. Pick an existing collection to add this share to it, or enter a new collection to create a new one;
Source
Full path to the share;
Username
Username of a user that INDICA can use to connect to the share. This is usually a special service account;
Password
Password of the user;
Show as datatab?
Whether this share will be displayed as a datatab in the navigation bar.

When all information is filled out, click the “Check” button to test if INDICA can find the fileshare and is able to authenticate. If everyhting is working, it returns “Succes”. Then click the “Submit” button to add the fileshare and begin the indexing process.

Note

INDICA will, by design, mount the added share read-only. This means that INDICA will not be able to modify the source data in any way.

Editing a fileshare ¶

To edit a fileshare, click the paper icon (Edit) in the actions column. A window will open:

This window is identical to the “Add fileshare” window, with the exception that all information is already filled in. Here you can edit the information needed, fill in the password of the user again, and save the changes by clicking “Submit”.

Deleting a fileshare ¶

Removing a fileshare can be done by clicking the red trash-bin icon (delete) in the “Actions” column of the table.

Warning

Removing a fileshare will remove all corresponding documents from the index. This is irreversible, and can only be undone by re-indexing the fileshare.

Local ¶

It is also possible to index a local source. This means that documents stored on the server can be added to the index as well. This allows for upload of documents to the server, and indexing the folder where they are stored.

Adding a local source ¶

Adding a local source to INDICA is easy. The only piece of information to be known is the full path of the folder on the appliance.

To add a local source, click the green “Add New” button. A window will open:

Fill in the following information:

Name
Pick a name for the local source;
Collection
Name of the collection to add the local source to. Pick an existing collection to add this source to it, or enter a new collection to create a new one;
Local Source
Full path of the folder on disk;
Show as datatab?
Whether this share will be displayed as a datatab in the navigation bar.

When all information is filled in, click the “Check” button. INDICA will check if the directory exists and if the proper permissions are in place. It should return “Success” if everyting is working. Click the “Submit” button to add the local source to the appliance. The indexing of the source will begin shortly.

Editing a local source ¶

To edit a local source, click the blue paper icon (Edit) in the actions column. A window will open:

This window is identical to the “Add Local Source” window, with the exception that all information is already filled in. Here you can edit the information needed, and save the changes by clicking “Submit”.

Deleting a local source ¶

Removing a local source can be done by clicking the red trash-bin icon (delete) in the “Actions” column of the table.

Warning

Removing a local source will remove all corresponding documents from the index. This is irreversible, and can only be undone by re-indexing the local source.

Queries ¶

Within INDICA it’s possible to add queries to your existing collections. This makes it easier to immediately filter on specific data within that collection. To add a query to a collection, within the manage interface, click on Sources in the menu and select Queries. This brings you to the following page:

Adding Queries ¶

To add a new query, click on the Add new button. This will open a window:

Here you can fill in the following information:

Name
Pick a name to identify your query with
Collection
Name of the collection to add the query to. Pick an existing collection to add this source to it, or enter a new collection to create a new one;
Query
Which query you wish to add
Show as datatab?
Whether this query will be displayed as a datatab in the navigation bar in the search interface.

Editing Queries ¶

To edit a query, click the blue pen with paper icon (Edit) in the actions column. This will open a window:

This window is identical to the “Add Queries” window, with the exception that all information is already filled in. Here you can edit the information needed, and save the changes by clicking “Submit”.

Deleting Queries ¶

Removing a query can be done by clicking the red trash-bin icon (delete) in the “Actions” column of the table.

S3 Buckets ¶

With INDICA it’s also possible to connect S3 Buckets as sources. To have users access data in the S3 Bucket, create an AD group with name S3_Bucket_[bucketname] and add the groups/users to it. You can add S3 buckets by going to the manage interface, clicking on Sources in the menu and navigating to S3 Buckets.

Adding S3 Buckets ¶

To add a new S3 bucket, click on the Add new button. This will open a window:

Here you can fill in the following information:

Name
Pick a name to identify your S3 Bucket with
Collection
Name of the collection to add the S3 Bucket to. Pick an existing collection to add this source to, or enter a new collection to create a new one.
Bucketname
Fill in the source path to your S3 bucket.
Username
Fill in the username for the S3 bucket.
Password
Fill in the password for the S3 bucket.
Show as datatab?
Whether this query will be displayed as a datatab in the navigation bar in the search interface.

Editing S3 Buckets ¶

To edit a S3 bucket, click the blue pen with paper icon (Edit) in the actions column. This will open a window:

This window is identical to the “Add Queries” window, with the exception that all information is already filled in (except the password field). Here you can edit the information needed, re-enter your password and save the changes by clicking “Submit”.

Deleting S3 Buckets ¶

Removing a S3 bucket can be done by clicking the red trash-bin icon (delete) in the “Actions” column of the table.

SharePoint ¶

INDICA can connect to SharePoint as well. It is possible to index online sites, on-premise sites, and online personal drives.

General Settings ¶

There are two ways to index files stored in sharepoint:

Sync Files
The INDICA appliance will periodically synchronise, download and index sharepoint files. A copy of the files will be kept on disk. Please be advised that sufficient disk space is needed for this option.
Do not store copies of files
Sharepoint files will be removed after indexing and are only accessible Online when indexing is done. Only indexed meta data will be kept. In some situations, previewing a document will fall back to plain text when a document is unavailable.

Pick one of the two options, and click te “Update” button for the changes to take effect.

Adding a sharepoint source ¶

Preparation ¶

When using Application permissions, some extra preparation needs to be done before adding the source. The steps needed to take can be found on the INDICA support knowledge-base .

Adding a source ¶

Adding a sharepoint source can be done by clicking the “Add New” button in the sharepoint sources list table. A new window will open:

The first step is picking what kind of sharepoint will be added as a data source. A choice can be made between:

Online sites;
On-premise sites;
Online personal drives.

Depending on the chosen option, the form will ask for specific information. The following paragraphs will describe the three options in more detail.

Online sites ¶

When “Online sites” has been chosen, the following information is needed:

Permission type

This can be Application, or user delegated.

When “Application” is chosen, INDICA will use pre-configured API permissions to connect to sharepoint as an application.

When “User delegated” is chosen, INDICA will inherit the current Microsoft session. This requires authenticating with the chosen user by Microsoft.
Name
Name of the sharepoint connection. This can be chosen freely.
Collection name
Name of the collection to add the local source to. Pick an existing collection to add this source to it, or enter a new collection to create a new one;
Tenant ID
Tenant ID is the ID used by Microsoft as a unique identifier of your organisation.
Client ID
Application ID of your registered application
Client Secret
Token that will be used to authenticate as an application by Microsoft.
Show as datatab?
Whether this source will be displayed as a datatab in the navigation bar.
Disabled
Allows you to enable or disable this source.

After filling out the required information, click the “Next” button. INDICA will now communicate with sharepoint and check if the settings are correct. If this is succesful, you will be presented with the following screen:

Here you have the possibility to select the sharepoint sites to index. It is also possible to select all sites with the “Select All” button. When the sites have been chosen, click “Finish” to add this source to INDICA. Downloading and indexation of the sites will begin shortly.

On-premise sites ¶

The needed information for on-premise sites is slightly different. If this option has been selected, the following information is needed:

Name
Name of the sharepoint connection. This can be chosen freely.
Collection name
Name of the collection to add the local source to. Pick an existing collection to add this source to it, or enter a new collection to create a new one;
Site URL
Full URL of the sharepoint instance;
Username
Username of the user that will be used for authenticating;
Password
Password of the corresponding user;
Show as datatab?
Whether this source will be displayed as a datatab in the navigation bar.
Disabled
Allows you to enable or disable this source.

After filling out the required information, click the “Next” button. INDICA will now communicate with sharepoint and check if the settings are correct. If this is succesful, you will be presented with the following screen:

Here you have the possibility to select the sharepoint sites to index. It is also possible to select all sites with the “Select All” button. When the sites have been chosen, click “Finish” to add this source to INDICA. Downloading and indexation of the sites will begin shortly.

Online personal drives ¶

The needed information for online personal drives is the same as for online sites. If this option has been selected, the following information is needed:

Permission type

This can be Application, or user delegated.

When “Application” is chosen, INDICA will use pre-configured API permissions to connect to sharepoint as an application.

When “User delegated” is chosen, INDICA will inherit the current Microsoft session. This requires authenticating with the chosen user by Microsoft.
Name
Name of the sharepoint connection. This can be chosen freely.
Collection name
Name of the collection to add the local source to. Pick an existing collection to add this source to it, or enter a new collection to create a new one;
Tenant ID
Tenant ID is the ID used by Microsoft as a unique identifier of your organisation.
Client ID
Application ID of your registered application
Client Secret
Token that will be used to authenticate as an application by Microsoft.
Show as datatab?
Whether this source will be displayed as a datatab in the navigation bar.
Disabled
Allows you to enable or disable this source.

After filling out the required information, click the “Next” button. INDICA will now communicate with sharepoint and check if the settings are correct. If this is succesful, you will be presented with the following screen:

Here you can pick the personal sites of the users from the dropdown list. It is also possible to paste a list (new-line separated) with the usernames of the personal sites that need to be indexed. Alternatively, you can click the “Select All” button to select all the users.

When done selecting users, click “Finish” to save the source to the appliance. The indexation of the personal sites will begin shortly.

Editing a sharepoint source ¶

Editing a sharepoint source can be done by clicking the blue “paper” icon (edit) in the “Actions” column of the table. A new window will open with all the information already filled in. If needed, the information can be changed and saved right away. If changes need to be made to the list of sites or users, it is possible to go to the next step and edit the list of users/sites. Click “Finish” to save the new settings.

Deleting a sharepoint source ¶

Deleting a SharePoint source can be done by clicking the red ‘trashbin’ icon in the “Actions” column of the table. It will ask for a confirmation before deleting the source.

Warning

Removing a SharePoint source will remove all corresponding documents from the index. This is irreversible, and can only be undone by re-indexing the SharePoint source.

Box ¶

INDICA can connect to Box.com sources as well. To set up your Box connector, head over to the manage interface, click on Sources and navigate to Box.

Adding a box source ¶

Box Preparation ¶

Before you can add a Box source to INDICA, you’ll need to prepare your Box app first. The steps needed to take can be found on the INDICA support knowledge-base under box connector .

Connecting Box to INDICA ¶

After walking through the steps in Box Preparation you can connect your Box to INDICA. Adding a box connector can be done by clicking on the Add Box Connector button. This will open a new window:

Here, you can fill in the following information:

Name
Name of the Box connection. This can be chosen freely.
Collection
Name of the collection to add the Box to. Pick an existing collection to add this source to it, or enter a new collection to create a new one.
Configuration Type
You can pick between two options here. This will change your form depending on which one you pick.
Upload config

Config File
Choose between your files or drop your config file here.

Manual

Client ID
Fill in your Box Client ID.

Client Secret
Fill in your Box Client Secret.

Enteprise ID
Fill in your Box Enteprise ID.

Public Key ID
Fill in your Box Public Key ID.

Private Key File
Choose the file from your computer where your private key file is located.

Private Key Passphrase
Fill in your private key passphrase.
API limit
Fill in the limit for the API here.
Datatab
Whether this source will be displayed as a datatab in the navigation bar.
Selected users
Select the users you wish to index the files from. The users can be fetched once the credentials are filled in correctly.

Editing a box source ¶

Editing a box source can be done by clicking the blue “paper” icon (edit) in the “Actions” column of the table.

Deleting a box source ¶

Deleting a box source can be done by clicking the red ‘trash bin’ icon in the “Actions” column of the table.

Manager Setup ¶

Table of Contents

Manager Setup
- Export
- Import

With INDICA it’s possible to export and import your case settings. This can be useful if you want to reuse some of the settings in any of your new cases for a quick setup. The following settings are available for exporting and importing:

GDPR Settings (if GDPR is enabled)
GDPR Bag of Words (if GDPR is enabled)
Saved Queries
Tags
Workflow

Export ¶

Within this panel it’s possible to export your settings. Choose a name for your file and select the settings you wish to export. For your Saved Queries, Tags and Workflows it’s also possible to select specific items from the list instead of export all of them. Select the settings you wish to export and click on the “Start Export” button. This will download a .json file with your settings.

Import ¶

To import settings in your new case, upload your exported settings .json file. The file will be processed and gives you the option to review the imported file. From here on you can choose to import all settings within the file, or only import a selected few. This makes it easier to reuse settings you need only for that case.

Caution

An important thing to keep in mind, is that tags will be overwritten. This means that any tags existing in your case will be overwritten by the import file (if you choose to import the tags from the file, of course). All the other settings will be appended.

Login and Credentials¶

When navigating to your INDICA platform, you can log in using the information provided by your system administrator. Confirm your credentials with the INDICA administrator. We recommend you use either one of these browsers to access INDICA:

Chrome
Safari
Mozilla Firefox

Caution

We specifically do not recommend you to use Internet Explorer.

See image below for an example of the login page.

In case you experience any troubles when logging in or displayed data significantly differs from your previous experiences, please log off and clear your browser cookies or alternatively open INDICA in an Incognito window.

Switching Cases¶

Switching between different cases is easy in INDICA. Just click on the username@casename at the right most item in the menu at the top to switch to the case you need to work on. See the image below for an example.

Note

Depending on your rights, you might not see the “Admin” and “Manage” menu items.

Filtering and Daterange ¶

Table of Contents

Filtering and Daterange

AND/OR filter ¶

Since INDICA v11.0.0 it’s possible to choose at the top of the sidebar for a switch with the options ‘AND’ and ‘OR’. This means that you can select multiple filters within one category.

Tip

Please keep in mind that you should not think of AND / OR in the strict definition of the words, but the meaning of them in queries.

Eg. Let’s say you decide to select two filters in the category Type: image and pdf.

OR When selecting the image and pdf filters with the OR active, the search will give results for both image documents and pdf documents.
AND When trying to select both types with the AND filter, you’ll notice that this is not possible. Trying to do this would result in documents that are both an image document and a pdf document, which is not possible.

Daterange ¶

If you’ve used INDICA before, the daterange graph might look slightly different than before. This is because the “Apply” button is gone. Now, when you click and drag your mouse over the timeline, it immediately sets the filter the moment you let go of your mouse. To clear the date range filter, click on the clear button next to the timeline, or the yellow badge with the ‘yyyymmdd’ text underneath the search bar.

Previewer¶

Here you can find many of the tools that INDICA has to offer. Main purpose is to audit the documents.

Breadcrumbs¶

Breadcrumbs show the system path of the source document is located. You can also click on breadcrumbs to create a filter query of the specific path.

Switching Views¶

Depending on the document type preview has multiple ways of displaying different content. To switch between these views you have to click on one of the sidebar buttons in the previewer sidebar.

Data Lineage (Tab)¶

A new feature in INDICA is the possibility to find the so-called single source of truth when dealing with duplicate information. When this feature is enabled in the manage interface you can select a part of text within documents. A button “Show data lineage” will show up, see example below:

Clicking on this button will open a new tab in the previewer called “Data Lineage”. This will give an overview of the query results for the previously selected text. Within this view you can click on the titles of documents to open them in another browser tab.

Note

Due to the way iframes work the button will show up at the top of the preview. This means that selecting text in (for example) some e-mails the button will show up at the top of the preview.

PDF Controls¶

When you open a PDF some extra control option will appear.

Allows to collapse and hide thumbnails on the left side
Lets you rotate the document clockwise or counterclockwise
Lets you zoom in/out
Resets the zoom level

Document Actions¶

Documents will have different actions you can take, each of them will be described in detail below.

“Download original” - downloads the file original non redacted copy of the file.
“Download OCR” - downloads the OCR’ed file (if available)
“Analyze” - a smart action that analyzes the document contents and searches for related items in the index.
Tagging - Allows to tag individual documents. Read more: Tagging individual items
Redacting - Allows you to redact the document before exporting it. Read more: Redacting.

Redacting¶

Redacting allows to hide parts of the document and download the redacted version.

You can start redacting by first enabling Redact Mode with “Enable Redact Mode” switch. Once Redacting is enabled you can drag your cursor to mark areas to hide. All the newly created selection will show up bellow the action buttons. You are able to delete them if you click the “recycling bin” icon.

Once redacting is done you can take few actions:

You can save the document, so when the document is opened next time you also see the redacted version.

Note

Original non redacted version of the document is still kept and available for preview

You can delete the redacted version of the document.
You can download the redacted version of the document.

Date-changer¶

Allows changing creation date for any of the documents. This is especially useful when a document has been digitalised, and has lost its original creation date.

Searching in documents¶

It’s also possible to search within the preview of the document. Searching in a document will highlight the keywords within the document.

The highlighted keywords will be yellow. The current highlighted keywords, which starts with the first match, will be orange. Clicking on the up- and down buttons next to the search bar will bring you to the next highlighted keyword. See image below for an example.

Querying ¶

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Querying

INDICA allows you easily create powerful queries. The creation of queries can be done in multiple ways:

Writing queries by hand
Using the advanced query builder

Writing queries ¶

INDICA provides a rich query language, giving its users a flexible and advanced way to search through large amounts of documents.

The search bar allows multiple ways of querying. It is possible to type in search terms and manipulate the way the query interpreter deals with the query.

INDICA allows the following query manipulations:

Terms and Phrases ¶

A query is broken up into terms and operators. There are two types of terms: Single Terms and Phrases.

A single term is a single word such as test or hello.

A phrase is a group of words surrounded by double quotes such as "hello test".

Boolean Operators ¶

Boolean operators allow terms to be combined through logic operators. INDICA supports the following operators:

AND

The AND operator matches documents where both terms exist anywhere in the text of a single document. The symbol && can be used in place of the word AND.

To search for documents that contain “jakarta apache” and “Indica search” use the query "jakarta apache" AND "INDICA search"
“+”

The + operator requires that the term after the + symbol exist somewhere in a field of a single document.

To search for documents that must contain “jakarta” and may contain “INDICA” use the query +jakarta INDICA
OR

The OR operator is the default conjunction operator.

This means that if there is no boolean operator between two terms, the OR operator is used.

The OR operator links two terms and finds a matching document if either of the terms exist in a document.

The symbol || can be used in place of the word OR.

To search for documents that contain either “jakarta apache” or just “jakarta” use the query "jakarta apache" jakarta or "jakarta apache" OR jakarta.
NOT

The NOT operator excludes documents that contain the term after NOT.

The symbol ! can be used in place of the word NOT.

To search for documents that contain “jakarta apache” but not “INDICA search” use the query "jakarta apache" NOT "INDICA search"

Note

The NOT operator cannot be used with just one term. For example, the following search will return no results: NOT "jakarta apache"
“-”

The - operator excludes documents that contain the term after the - symbol.

To search for documents that contain “jakarta apache” but not “INDICA search” use the query "jakarta apache" -"INDICA search"

Important

Boolean operators must be ALL CAPS

Grouping ¶

INDICA supports using parentheses to group clauses to form sub queries. This can be very useful if you want to control boolean logic for a query. To search for either “jakarta” or “apache” and “website” use the query (jakarta OR apache) AND website. This eliminates any confusion and makes sure you that “website” must exist and either term “jakarta” or “apache” may exist.

Range Searches ¶

Range Queries allow one to match documents whose field(s) values are between the lower and upper bound specified by the Range Query. Range Queries can be inclusive or exclusive of the upper and lower bounds. Sorting is done lexicographically.

Example: date:[2002-01-01 TO 2003-01-01]

This will find documents whose date fields have values between 2002-01-01 and 2003-01-01, inclusive.

To perform a Range Qearch and exclude the upper and lower bound, use { and } instead of [ and ]. The inclusive and exclusive range characters can also be mixed:

Example: date:{2002-01-01 TO 2003-01-01]

Wildcards ¶

Wildcard searches can be done with two operators:

“?”

A question mark will allow different characters at that specific position in the word.

Example: ?est

INDICA will return words like “rest”, “test”, “nest”
“*”

An asterisk places after (part of) the word, will enforce the presence of that (part of) the word in the results and then expand the word.

Example: test*

INDICA will return words like “testing”, “testresult”, “testcase”

Fuzzy Searches ¶

A ‘tilde’ (~) after the term will imply that the term might be spelled in different ways. The similarity can be changed by adding a value between 0 and 1. A value closer to 1 will return words that are very similar. The value 0.5 cannot be used.

Word Distance Searches ¶

Distance searches use the ‘tilde’ ~ as well. It can be used in the following format:

"testing Europe"~10

This will search for the two terms “testing” and “Europe” with a maximum of 10 words in between. It will return results like:

Testing some pieces advanced software is done routinely in Europe

and

The developer is doing some testing in Europe

Boosting terms ¶

INDICA provides the relevance level of matching documents based on the terms found. To boost a term use the caret `^` symbol with a boost factor (a number) at the end of the term you are searching. The higher the boost factor, the more relevant the term will be.

Boosting allows you to control the relevance of a document by boosting its term. For example, if you are searching for jakarta apache and you want the term “jakarta” to be more relevant, boost it using the ^ symbol along with the boost factor next to the term. You would type: jakarta^4 apache. This will make documents with the term jakarta appear more relevant.

You can also boost Phrase Terms as in the example "jakarta apache"^4 "Indica search". By default, the boost factor for each term or phrase is 1. Although the boost factor must be positive, it can be less than 1 (e.g. 0.2)

Advanced query builder ¶

The advanced query builder is a visual tool to create powerful queries. The tool can be found when clicking the “Advanced Query” button next to the “Query to CSV” button.

A new panel will open:

A few options can be filled in here:

Match Type
The “Match Type” determines that either “All” or “Any” condition of the query needs to be true. Either all conditions in the query need to be true, or any condition needs to be true.
Add rule
It’s possible to filter on a few different items:
Type

Path

Tags

Info

Collection

Workflow

GDPR

Dupes

Size

Document ID

Content

File name

Date (yyyymmdd)
Select a filter within the input field left of the Add Rule button which you wish to query on, click on add rule to add this to the query.

The rule will be added underneath your latest rule. Here you can also choose per rule if you wish to add this as an ‘AND’ or ‘OR’ query. Clicking on the ‘X’ next to the item will delete the rule.
Add group
The Add Group button is only available at the top of the Advanced Query Builder next to the Add Rule button. This will add a new group underneath the existing group. Groups can be visually distinguished by the new ‘Match Type’ filter and the horizontal line underneath it.
Build
The query can always be previewed next to the buttons at the bottom. With the Build button however, you’re able to build the query in the search bar at the top. Please be aware that this building is necessary if you wish to save the query!
Search
Execute the search with the previewed query.

Note

The query needs to be build in order to save it correctly as a saved query!
Reset
Reset the whole query. This will empty both the search input field, search results and the advanced query preview.

Use the drop-down menu to select a field. Click “Add Rule” to add a new rule for that field.

In case multiple options are available for the selected field, a list will be shown. Use CTRL+click to select multiple options. A choice can also be made between “All” to query on all the selected conditions, or “OR” to query on any of the selected conditions.

Escaping special characters ¶

In some cases, the search term may use one of the Query Engine’s special characters. If that’s the case, the character needs to be ‘escaped’ so the engine will interpret the character as a literal character.

The following characters are special characters:

+ - && || ! ( ) { } [ ] ^ " ~ * ? : \

To escape these character place a backslash (”\”) before the special character.

Query to CSV¶

INDICA has a really powerful feature to export query results to CSV.

This can be done in two ways:

Export to CSV directly from the front-end based on the active query;
Export to CSV and XLS(X) on the management page.

Exporting to CSV from the front-end¶

On the front-end, there’s a button called “Query to CSV”.

When clicking this button, a box will open:

Here, you can select the fields that you would like to export:

Simply select the fields that you want to export. It is also possible to type in the first few characters of the field name to filter the list. When the desired fields are selected, click the “Download CSV” button.

INDICA will now begin gathering and ordering the required fields of all the files. After that, a CSV will be created on disk and downloaded.

Attention

Creating large exports (>50.000 files) can be really slow and may fail.
Creating and downloading larger exports may be done on the management page.
For system administrators, it is also possible to create exports via the command-line interface.

Exporting to CSV and XLS(X)¶

This can be done by case managers. See Manager Process Settings for more information.

Saved Queries¶

Save your queries for example to review the data in them at a later point in time, or to filter the data in your case. To save your query click on the button “Saved Queries” while you have an active query.

Once you’ve clicked the saved queries button, a modal will open with two menu options.

Save Current Query Save your current query. Add a name to identify the query later on. There’s also a possibility to add a description if you wish to do so. Adding a description is not required.
Open Saved Queries Here you can open your already saved queries. It gives an overview of the name and description of the query. If you hover over the saved query it will also show the terms and filters that the query has. Clicking on the item brings you to the search overview with the active query.

Selecting and de-selecting ¶

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Selecting and de-selecting

Apart from selecting documents by hand by clicking on the checkbox next to a document, it’s also possible to select and deselect multiple documents at once. Just above the search results there’s a button with an option to ‘Set Selection’.

This comes in handy, especially when using the workflow to move multiple documents at once, or for tagging multiple documents at the same time. Once you click ‘Set Selection’ there are three options:

Select documents on this page
Select all query results
Deselect all

Select documents on this page ¶

This option selects all the documents that are shown on the page at that point in time. The icons of the selected documents will turn green and the checkboxes will be checked. See example below.

Note

If you select the documents on a page, it will only select on that specific page. If you decide to go to the next page, the selection will be undone.

To have a quick overview of which documents are selected there’s also a small overview of the selected documents. See image example below.

Select all query results ¶

This option selects all the documents results from an executed query. The icons of the selected documents will turn orange and the checkboxes will be checked. See example below.

Deselect all ¶

The deselect all option will deselect all documents previously selected. The icons will turn back to their normal color and the checkboxes will be unchecked.

Sorting¶

Within the search overview there are a few easy sorting options.

Relevance

Sort the documents by relevance. Relevance is set during the indexation process. This filter is set by default at descending.
Date

Sort the documents by date. Ascending or descending.
Name

Sort the documents by name. Ascending or descending.
Size

Sort the documents by size. Ascending or descending.

Table & List View ¶

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Table & List View

Since version 11.0.0 of INDICA it’s possible to switch the document results between a list view (as you’re used to) and a table view. List view is the standard view when opening INDICA. If you want to switch between the two, you can click on the button for ‘table’ or ‘list’ just above the search results.

List view ¶

If you’ve used INDICA before, the list view is what you’re probably used to. Here you’ll see the data listed per item, the information provided per item is set up by case managers.

Table view ¶

The table view is new in our platform. The first time you click on the table view, it will only show the size and the title of the document. However, you can view whatever information of the document you want. Just click on the select bar and it will open a list of items you can view from documents. Clicking on the eye icon will open the previewer for you.

Table view (with flipped table)¶

If you have a lot of items selected in your table view, it might be hard to have a good overview of the item. There’s also a possibility to flip the table if needed. This will give a vertical overview per item, instead of the normal horizontal view. See image below for an example.

Tagging¶

Tagging function is available in both main search page and on every individual item that you preview. There are multiple ways you can start tagging:

Selecting items for tagging¶

Tag individual items by clicking on the checkbox (1).
Mass tag multiple items by selecting “Set selection” dropbox (2).

“Select documents on the page” - will select all the documents on the current page.
“Select all query results” - will select everything that was found based on current query.
“Deselect all” - deselects everything you have selected.

Tagging selected items¶

Once you have selected thee items you can take further actions.

First you select which tags you want to add/remove (1). Then you either Set the tags (2) or Delete the tags (3). It’s important to note that having a lot of selected items takes longer to process the set or delete actions. The process will run in the background and you will be notified once it is done.

Tagging individual items¶

Sometimes you might want to tag individual items when auditing. To tag individual items you can still use the mass tagging tools, but a more informed decision can be made if you open the document preview

Once you have opened the preview you can select tags (1) on the right side of the window. Once the tags are selected you can either “Tag document” (2) and stay on the same document, or “Tag and next” (3) to tag the document and move to the next one.

Visuals ¶

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Visuals
- Location
- Per Country
- Per type
- Email
- NLP Graph

INDICA offers a visual representation of your data. To access the visuals overview click on the “Visuals” button in the search overview.

There are a few tabs you can click on in the modal that pops up that will be discussed in the chapters below.

The graphs shown in the Location and Per Country tab also have a timeline underneath. Clicking and dragging your mouse over this timeline will set an extra filter on the graph. This updates the results in the graph to emails send in that specific time range.

Tip! To zoom the timeline back out again, double click on the timeline to reset

Location ¶

This tab shows a visual representation of email communication around the world. Clicking on an item within the graph will filter the search results to emails send from that specific IP address.

Per Country ¶

This tab shows a visual representation of email distribution per country.

Per type ¶

This tab shows a visual representation of the available data types in the dataset.

Email ¶

This tab shows a visual representation of email communication between different persons. There’s also a possibility to filter these from ‘ALL’ to ‘TO’, ‘CC’ or ‘BCC’. Hovering over items will show you the email addresses they’ve been in contact with.

Green lines Shows the node source(s). So the email account(s) that have send email(s) to that specific email address.
Red lines Shows the node target(s). So the email account(s) that specific email address has send email(s) to.

NLP Graph ¶

This tab shows the NLP graph. It is possible to visually see documents, their Natural Language keywords, and the connections between them. This enables you to quickly see and discover connections between documents, based on the content of the documents.

In the graph, the number of documents is limited to 20. The blue circles are documents, the green circles are the NLP keywords. The green circles with a red border do not have a connection or more documents - other than its parent.

The displayed documents can be manipulated by applying a query to your data and opening the graph again.

The plot can be manipulated by dragging and dropping the circles, or by dragging the background to pan around. Using the mouse wheel will zoom in and out.

In the top left corner, some controls are provided:

Draggable scrollbar

This increases and decreases the ‘gravity’ between nodes.
Filter icon

This will filter out all the nodes that do not connect to more than one document.
Wand icon

This enables automatic zooming. When nodes are not moving, it will zoom in and out automatically.
Magnifying glass

Clicking this button will zoom in or out so all nodes are visible.
Reset icon

Once one or more nodes are clicked, the selection can be reset with this button.

Double clicking a node will open the INDICA interface with a query applied to search for that node. This can be a keyword, or a document.

Filters are currently not applied to this graph.

Workflow ¶

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Workflow

If there’s an active workflow within your case you’ll see an extra item above your search bar. This item can be uncollapsed by clicking on it, giving you a full overview of the workflow.

The overview of the workflow shows the different states and assigned buckets to users. States might be accessible to multiple users (depending on the workflow settings), but buckets are user-specific. There are three reasons why you might not see the Workflow section in your workspace:

The section is collapsed on your screen, please press the Workflow button.
There is no workflow set up for your case.
You do not have access to the workflow.

States ¶

You can see if a state is accessible to you by the icon next to the state name. If the icon is a stack of layers, you can access this state. If the icon is a prohibition sign, you do not have access to that particular state.

Which state is the active state can be recognized by the green background on that state. Clicking on a state will set the state to active, which sets a filter on the data to the items in that state.

Buckets ¶

A workflow may have a state with (multiple) bucket(s). Unlike workflow states, buckets are user specific and are only accessible to that specific user. A case manager or other reviewers can set documents to your bucket for you to review.

Moving documents ¶

Moving documents from one state (or bucket) to another is quite simple in INDICA. Select the documents you wish you move. The button next to the different states will then change from ‘Select documents first’ to ‘Select next state’. Once you’ve selected a state or bucket, the button will turn blue and show ‘Set x documents to statename’. Once this button is clicked, the documents will be moved to your selected state. See image below for an example.

If you’ve selected a state which also has buckets, you will get a prompt in which you will be asked if you want to move the documents to the specific state, or if you wish to distribute the documents over the different buckets.