INDICA Documentation¶

Admin Manual Overview¶

INDICA aims to provide you with a powerful data discovery & document review tool in an intuitive and user-friendly manner. For you to better set-up and manage your data-related activities in INDICA, it is important to familiarize yourself with its main administrative features. This manual outlines INDICA’s administrative capabilities and walks you through how you can best use it as system administrator.

Note that this manual is created based on our demo environment, your actual interface might differ slightly from the screenshots below;

There are different types of INDICA systems. The INDICA Enterprise Search System will label ‘Cases’ as ‘Tenants’.

Admin Panel Overview¶

The INDICA admin panel consists of two main operating interfaces, which are ‘Admin’ and ‘Manage Cases’. You can find the navigation tabs on the top right side of the interface. Click on the tab and you will be navigated to the corresponding interface. This manual only contains knowledge of ‘Admin’ interface, please refer to ‘Case Management’ documents for more information on case management.

Admin: System settings, user settings, case set-up.
Manage Cases: Case specific settings, case logs and case report.

On the top of INDICA Admin interface you can find a list of tabs which will navigate you to the corresponding function pages, including the Home page, System settings, Search & Index settings and Datasources settings. Click on the tab and your will be directed to the targeted page.

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Home Page¶

The Home Page provides you with a general overview status of service, indexer, spider, module and system. As administrator, you can monitor and control your system services on this page. On the upper left side, you can find a panel where you can start/stop/restart the essential services:

Index node on localhost: the index process. When stopped, the appliance will not display any documents.

For distributed Cloud environments, this will show the location of the index node. You will not be able to stop/start/restart it. Setup of the Cloud environment can be done through System/General settings.
Query node on localhost: When stopped, the appliance will not display any documents.

For distributed Cloud environments, this will show the location of the query node. You will not be able to stop/start/restart it. Setup of the Cloud environment can be done through System/General settings.
Spiders: the spiders will find (new) information and documents.
Processing: the parsers and converters, including OCR engine.

On the top-right side, you can find the current indexer progress with collection name, time stats and numbers. And on the bottom left, all the enabled modules and some information are shown.

Normally, all modules are activated except for the Forensic Module. The Forensic Module is a special expert module needed for eDiscovery. If you are using INDICA for eDiscovery and the Forensic Module is not activated, check your activation key in System/Software & Support. The first part should be 410 or greater. Otherwise you can send an email to support@indica.nl and your questions about activation will be answered.

On the bottom-right side, you can see some information regarding the system itself.

System¶

Overview¶

System settings allow you to manage user access, set-up/edit/delete cases, as well as customize general settings.

Users¶

In this section, you will be able to get an overview of all user information, search for and add new users, edit/delete existing users. Reset user passwords is only available if you are using the internal user database (System/General Settings).

Note that in case you use AD, please refer to chapter 4.2.4- Open and Active Directory Settings. If you use internal database, please refer to chapter 4.2.7- General Settings.

1. Add new users

To add new users, simply click the ‘Add New +’ button on the top left side of the page, fill in the user information and choose a role for this user. Check the user information filled in, then click ‘Create new account’ to complete the process. New user information will be shown instantly at the User page once this action is completed.

- Admin: this role will grant user administrative rights, this user will be able to change INDICA settings, manage users and cases.

- Manager: this role will grant user the right to access INDICA case backend and manage cases.

- User: this role will only grant user the rights to access INDICA frontend and review certain cases assigned by administrators.

2. Edit user information and assign cases

Click the ‘Edit’ button on the right side of the page to edit information of existing users. Here you have the options to edit user name, full name and email. You can also change the role of this user by ticking the boxes below, as well as edit this user’s access to certain cases. You can assign a case to this user by selecting one or more cases, use ‘CTRL’ button on your keyboard to select multiple cases. Click on ‘Save Changes’ to complete this action and all changes will be instantly reflected on the User page.

3. Delete user

To delete existing users, simply click on the ‘Delete’ button on the targeted user panel. All changes will be instantly reflected on the User page.

4. Reset password (for internal databases only)

Click on the ‘New PW’ button on the right side of the page and a pop-up window will be shown to you for password reset. To complete the process, simply fill in the new password and click ‘Submit’. If you use AD and want to reset a password, please change it according to your internal procedures.

Cases¶

In this page, you can see the overview information of all cases in your INDICA environment. You have the option to add new cases, edit/delete/archive existing cases, restore archived cases and search for a certain case in the search panel. Also, you can enable backup per case and if you have an activation key that starts with 402 or greater, you can enable the GDPR module here. Read about GDPR in the GDPR manual. Disabling the spider option will prevent new items to be discovered. Usually this is done after initial indexation of a case.

1. Add new case

To add a new case in INDICA, simply click on the ‘+’ button and you will be redirected to the page below. Fill in the case information and assign user/manager groups in the AD panels. Users will have the access to INDICA eDiscovery front end while Managers will also have the access to INDICA eDiscovery manage backend. Click ‘Enabled’ to activate or deactivate the case and click ‘Create’ to complete this process. All changes will be instantly reflected in the Cases page. In case you apply internal databases, please leave the ‘Select AD Group for Users’ and ‘Select AD Group for Managers’ sections at default.

2. Edit case information

To edit information of an existing case, click on the ‘Edit’ button on the case and it will redirect you to the page below. Fill in/change the information on the page and click ‘Save Changes’ to complete the process. It also shows the user information in this case and the data collections in this case.

3. Delete case

To delete or archive an existing case, click on the ‘Delete’ or ‘Archive’ button on the case. The changes will be instantly reflected on the Cases page and all archived cases will be shown on the ‘Cases Archive list’.

Noted that deleted cases cannot be restored. Archived cases cannot be accessed by front-end users.

4. Restore case

To restore an archived case, you can simply drag and drop the archived file in the section below and click ‘Submit’. You can also choose the file you want to restore by clicking ‘Choose file’. Note that you can only use INDICA tar.gz archives for this function and we advise you to restore to the same version of INDICA.

Networking¶

Networking settings are normally auto-configured during INDICA installation, we advise you to leave this page as default. In case you want to change the network settings, please refer to the content below.

1. Network interface

The network settings of the appliance can be changed here. In this section, you can choose either to configure the network manually or to have it set using DHCP. Change the setting and press ‘Save changes’.

2. Mailer settings

In this widget, the mailer can be configured so that the appliance has a way to send mails regarding updates, notifications and password resets.

3. Zabbix monitoring

Zabbix plugin settings can be set here. Enter your Zabbix instance IP address and the case-sensitive name of the appliance. Then, in your Zabbix instance, add a host with the same case-sensitive name for monitoring basic metrics of the appliance.

4. SSL settings

To force the appliance to use an SSL certificate for extra security, check the box and press ‘Save changes’. The appliance can be activated using a self-signed SSL certificate. The appliance can also generate a CSR and you can upload your own certificates if needed. Please contact your reseller to configure the appliance for a specific SSL certificate.

Open and Active Directory Settings¶

Active Directory settings can be edited in this page. If you are using Windows security groups, you can directly integrate your AD server here and click ‘Save changes’. Otherwise please go to ‘General settings’, turn on ’Use internal User DB’. By entering a Windows Domain Controller or LDAP server, the appliance can authenticate against the directory and use the user credentials for login and security. We advise you to have your AD settings information ready before installation.

If no directory connection is configured, everyone with access to the appliance will be able to access everything.

It will also use the directory connection for e-mail rights, e-mail addresses where possible and groups for the datatabs.

By checking the box and entering all the settings, real single sign-on can be achieved. The application will try to use the PC’s credentials to log on to the directory. If this is not possible, username and password need to be entered manually.

The appliance name must be added to the domain’s DNS system, otherwise this won’t work properly.

Software & Support¶

For general information about INDICA software please refer to this page. Here you can see the current software version that is running on your server, choose to have automatic software updates or not, and make changes on the activation key. Contact https://support.indica.nl/support/home to obtain a new activation key. By entering this key, new functionality can be unlocked.

Look & Feel¶

In this section, you can customize the INDICA interface to fit with your corporate style. You can change the logo on the top left side into your own company logo and switch the interface colour into your company colour. Make changes on the frontend language settings is also possible on this page, INDICA supports English, French, German and Dutch as front-end language.

General Settings¶

If your company does not use Windows AD, please go to this page and enable use of the internal user database. This will allow the appliance to use its internal user database as main authentication source. When enabled, an external directory is not needed to allow authenticated users to use the appliance.

Indexing (backend) and query (frontend) can be set to run on the appliance itself (localhost) or have it be part of a distributed Cloud Environment. In case of Cloud setup, the (IP-)addresses of the respective nodes need to be entered here.

Backup Settings¶

On this page, you can set up a location to save the backups, you can also generate credentials to access the backup location.

Datasources¶

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.

1. 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.

2. 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.

eDiscovery Case Management¶

Overview¶

INDICA aims to provide you with a powerful data discovery & document review tool in an intuitive and user-friendly manner. For you to better set-up and manage your eDiscovery activities in INDICA, it is important to familiarize yourself with its main administrative features. This manual outlines INDICA’s eDiscovery administrative capabilities and walks you through how you can best manage cases as system administrator.

Note that this manual is written based on our demo environment, your actual interface might differ slightly from the screenshots below;

After you have created a case and set up user information correctly, go to ‘Manage Cases’ to set case settings, add your evidence and generate reports. On the top of the INDICA Manage Cases interface you can find a list of tabs which will allow you to navigate to the corresponding function pages, including the Home page, Settings, Datasources, Tags, Saved Queries, and Logs & Reports settings. Click on the tab and you will be directed to the targeted page.

Home Page¶

Home Page provides you with an overview of data activities and data status. As the case manager, you can enable/disable indexer, monitor eDiscovery progress, as well as generate reports directly from this page. On this page, you can find the statistics of the index that are shown for informational purposes. Item ‘parents’ are mails that are at the root of a thread, zip files that contain items, etc. Note that clicking ‘Clean Index’ will throw all data out of INDICA. When you add a new case, this page will be empty. Please check if the settings are correct before you move on.

Not-indexed documents are documents INDICA couldn’t read. Reasons for this are most likely rights issues, unknown encryption or corruption of files.

Settings¶

There are three sections in the Settings page where you can customize your INDICA eDiscovery (Look & Feel, General Settings and Search Settings), we will show you in the content below how you can better customize INDICA eDiscovery and make it work the best for you. Remember to click ‘Save Changes’ after your action, otherwise the system will not deploy any of the changes you made.

1. Look & Feel

In this section, you can customize INDICA eDiscovery to fit your corporate style. You can change the logo on the top left side into your own company logo and switch the interface colour into your company colour.

2. General Settings

Click on ‘General Settings’ and you will be directed to this page, here you can change different Indexer and usage settings.

Use first folder as Facet or Custodian name: enabling this allows you to have the first level folders as custodian name or filters on the frontend;
**Enable OCR:**enabling this will allow INDICA to extract information from images and image-PDFs; This action will increase indexing time.
Pre-create document views: we advise you to enable this to have a good document loading speed; this will also increase indexing time.
Only index email meta data: enabling this will fasten document loading, but only meta data will be shown at the frontend. Document contents will not be available;
Use nice document viewer: we advise you to enable this to have a nice view;
Disable this option to remove ACL from shares: enabling this will allow all users to have access to all files in INDICA;
Enable NLP library: we advise you to enable this to have better search results;
How many hits should be shown per page: you can decide how many hits will be shown per page in the frontend;
Enable comments: enable this if you want reviewers to leave comments in the frontend;
Enable Stemming: here you have the options to turn on/off stemming. Stemming can be enabled by choosing the language needed. The indexer will be restarted and a re-index is strongly advised.

3. Search Settings

In this page, you can add/delete stop words and synonyms which will affect the search results. INDICA will not analyze on the words on ‘stop word list’. Use the ‘boost query’ function to have certain search results appear above others or exclude certain results altogether.

Please refer to the content below for general search method, you can also use this for boosting queries:

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).

Datasources¶

1. Datasources Overview

After you have the previous steps set up correctly, you can go to ‘Datasources’ to add new evidence, edit information of existing evidence and delete certain evidence. INDICA supports various forms of evidence as shown below.

Data sources and file types that INDICA supports:

File shares;
Active Directory, Novel Directory, Open Directory, LDAP;
Websites/ WEBdav;
MySQL, MS SQL, PostgreSQL, Oracle, ODBC;
Mail servers: POP3, IMAP, MS Exchange (starting from 2003), Office 365, Amazon, WorkMail and more;
SharePoint (limited, depending on configuration);
Default connectors to DB;
Amazon S3 buckets;
E01/L01 evidence files;
UNIT4 – Alure;
MS Dynamics (in case of default setup, there is a possibility to make adjustments);
INDICA recognises over 400 file types: most common office formats and a lot of proprietary formats.

Noted that Most non- standard DB applications can be connected through direct DB connection. This might take up to a day to configure depending on the complexity of the environment.

2. Collections

Collections contain one or more data sources (for example shares, sites, email or data tabs). To edit/delete certain data collections, click on the corresponding button.

3. Fileshares

In this section, you can set Windows fileshares, SMB or CIFS, with or without authentication. Only read-rights are necessary for the share or the user connecting to the share.

Add new fileshares

To add a new fileshare source in INDICA, click on ‘Add New’. Fill in the information of targeted fileshare and access credentials of this fileshare. Click ‘Show as datatab’ if you want this evidence to appear as a tab in INDICA front end. Click ‘Check’ to examine if you have entered the credentials correctly so that INDICA can connect to this evidence. If the credentials are correct, click ‘Submit’ and the evidence will be instantly reflected on ‘Fileshares’ page.

Enter the information in the form of \usershare or \localhostusb$ when connecting to a USB drive.

We advise you to have a dedicated user or service account e.g. ‘INDICA’ for the connection to the shares. This user needs read rights to all the data that the INDICA appliance needs to access.

Check new fileshares added

To When the added data is fully processed, you can click ‘Info’ to see a visual summary of this evidence. The speed of data processing will depend on your data size, local network condition, OCR enabled/disabled and the condition of your hardware.

Edit/delete fileshares

To add or delete a certain evidence, click on the corresponding button on this page.

4. Sites

To index web sites or intranet sites, enter the information in the ‘sites’ section. Enter the name, the site and choose the spider interval (once, daily, weekly). If basic authentication is required, enter the site’s credentials.

Your reseller can set up form-based authentication for you if needed.

5. Email

Email integrations with security set on email owners can only work if Active Directory integration is turned on.

Email integration

After enabling the e-mail functionality, the e-mail connectivity can be chosen, either a POP archiving/catch all mailbox or EWS connections. In order to store the email archive on an external share, please set the share information in the Archiving section. If mail is enabled and there is no (Active) Directory integration enabled, a custom email domain can be set here too. Default is set to indica.lan.

POP3 Settings

Please fill in the server name, user name and password of the Catch all email box. The system will connect using the POP protocol, and store the email on the default archive location. You can choose to access it through a separate tab.

All email from the archive POP mailbox will be downloaded and removed from the mailbox. If needed, enter extra email aliases to the user in the list.

EWS Accounts

Most modern mail servers have EWS API connectivity. To make full use of this, please enter the users and passwords. A special user can be created to spider all the email. Keep in mind that INDICA needs to create an Email archive, so enough storage should be added to the system.

Tags¶

After adding evidence, you can go to ‘Tags’ to create/edit/delete tags. To nest tags, simply drag and drop and indent them. Click on ‘Lock tags’ after changes are made so they cannot be changed by other users afterwards. If you have tagged certain documents and want to export them, go to the bottom of this page, click on the targeted tags and then click ‘Export’. Documents will be ready for download at this page after you click ‘Export’.

Please be cautious when changing existing tags settings, any changes made to the existing tags might cause unexpected results in the frontend.

Saved Queries¶

At this page, you can see all saved queries made in the INDICA front end, you can also add new ones by clicking ‘Add New +’. Import/export query list is also possible at this page. If you want to see how many hits are generated from your search terms (including duplicates), click ‘Get Totals’.

Logs & Reports¶

For Logs & Reports, there is a query log where you can see all searches done by the users and they are also available for download. In INDICA Logging, you can see all the work information done by INDICA.

User action trails can be found in ‘Audit Log’, including tagging, commenting and etc.

eDiscovery User Manual¶

Overview¶

INDICA aims to provide you with a powerful document review tool in a simple and user-friendly manner. For you to have a better user experience with INDICA eDiscovery, it is important to familiarize yourself with INDICA’s main features. This manual outlines INDICA’s capabilities and walks you through how you can best use INDICA for document review.

Login & Credentials

INDICA uses a web-based interface, you can easily login in with the information provided by your system administrator.

Confirm your credentials with the INDICA administrator.

We recommend you use Chrome as a default browser to access INDICA.

Main Tabs and Workflow¶

1. Main tabs

On the top of INDICA interface you can find a list of tabs contains the main document review page and all data collections loaded. Click on the tab and your will be navigated to the review page of corresponding documents.

2. Workflow

You can track your working progress in the workflow bar right below the main tabs. INDICA can show you the current status of your data and their corresponding volume.

Search and Query Panels¶

While conducting your document review in the main review page, you have a variety of flexible options to filter your data using the search panel, advanced query builder, timeline filter, filter panel or INDICA visual analytics. All searches can be saved for later review and repeated use.

1. Search Panel

Enter the keywords or queries you have in mind in the Search Panel, click the search button and INDICA will present you with all relevant documents in the main review page upon your request. The documents are ranked upon relevance by default, you also have the option to rank them by Date, Name or File Size.

2. Advanced Query Builder

To filter by advanced queries, click the Advanced Query Builder. Here you will have the options to group and run multiple queries with different rules. First, enter the queries you want to use for searching and click ‘Build’, then click on ‘Search’ to review the result of your queries. To rest your queries, click ‘Reset’.

3. Timeline Filter

INDICA designed a timeline filter bar on this page specially for your ease of use. By simply drag and drop the timeline bar you can easily review the documents in specific time period.

4. Filter Panel

On the left side on the main review page, you can find the filter bar which contains more detailed filters to limit your data. INDICA categorizes documents based on document type, tags that are assigned to the documents, email meta information (from, to, cc and bcc) and more. You can filter through your data using these categories and get the relevant results.

**5. Visual Filters **

INDICA built-in visual analytics provides you with various and powerful ways to filter and get insight of your data.

World Map

In the World Map section, you can get a straightforward overview of how documents were geographically communicated. The blue dots on the world map represents the presence of email communication, and the size of the dots represents the volume of communication. Hover above the blue dots you can see the meta data of the communication. The blue dots also work as visual filters, where you can simply click on one dot to review the corresponding documents.

Show Relations

Show History

In this section, you can easily detect the communication trend over the time. The size of the bar represents the volume of communication, and it also works as visual filters, where you can simply drag and select on the timeline to review the corresponding documents.

Email Map

The Email Map connects all entities and visualizes their email communication, you can also choose to see the email communication in certain time period by filtering in the History Chart below.

Noted that due to the large amount of communication, the Email Map can be very crowded. We recommend you use this function after initial search or filter to get the best experience.

**6. Saved Searches **

On the right side of the visual filters you can find the Saved Searches function, where you can name and save all your searches/filtered results for repeated use. INDICA will run continuously on your data index to provide you with the most updated results whenever you access the saved searches.

7. Advanced search functions ??

Document Review¶

After applying key words and filters, you are ready for the document review. INDICA provides you with flexible choices of viewer modes, from the main review page to the individual document review page. You will be able to choose from the viewer format that best suits your preferences, including extracted text, PDF, original and etc. INDICA also designed a Analyze function in the individual document review page to help you review in a more intelligent manner.

1. Main Review Page

The main review page displays the workspace documents with a ‘Toggle View’ option. Prior to deploying the ‘Toggle View’ option, you will be able to see the list of documents with limited meta information such as the document name, date of communication, size of document, document ID and document location. Clicking on the ‘Toggle View’, INDICA will show you a preview of the documents including the email domain, subject, limited content of the email body and an image of the attachments. You will also have to option to directly download the document or search for similar documents in Toggle view.

2. Extracted Text Mode (not sure it’s the name, ASK STEPHAN)

When you click and open a document for review, INDICA will by default show you the extracted text in an ‘easy for the eye’ format, you can quickly browse the document content in this mode. If you have applied any key words at this stage, they will be automatically highlighted in the document.

3. PDF Mode

The PDF mode allows reviewers to open the document in their local PDF reviewers, where they can easily review and preserve it.

4. Original Mode

To see the document in its native format, click on ‘Original’ and INDICA will automatically present it to you.

5. Analyze Function

INDICA specially designed the ‘Analyze Function’ within the document review page, where you can highlight a certain part of the email, click ‘ANALYZE’ and search for relevant information through all file shares stored in your INDICA workspace. The system will automatically list down all relevant documents where you can simply click for review, this function will fasten your review work as well as find more relevant information across your data.

Tagging¶

Tagging function is available in both main review page and the individual review page. All tags are customizable by your INDICA administrator on a case-to-case base

**1. Tagging in Main Review Page **

On the main review page, you will have the option to mass-tag/remove tags on all documents or the documents on a single page. After deploying the keywords or filters, you can tag all listed documents simply by clicking the ‘Select All’ button, add tags and save them. To remove the tags, click the ‘Remove tags’ button.

**2. Tagging in the Individual Document Review Page **

When reviewing an individual document, you can assign multiple tags to it by clicking the ‘+ tags’ button and then the ‘Save’ button.

THINGS TO ADD AFTER ASKING STEPHAN:

Early case assessment

Production & report

INDICA Documentation¶

Admin Manual Overview¶

Login & Credentials¶

Admin Panel Overview¶

Home Page¶

System¶

Overview¶

Users¶

Cases¶

Networking¶

Open and Active Directory Settings¶

Software & Support¶

Look & Feel¶

General Settings¶

Backup Settings¶

Datasources¶

eDiscovery Case Management¶

Login & Credentials¶

Overview¶

Home Page¶

Settings¶

Datasources¶

Tags¶

Saved Queries¶

Logs & Reports¶

GDPR Case Management¶

Login & Credentials¶

Overview¶

Definitions¶

Home Page¶

Settings¶

Datasources¶

Tags¶

Saved Queries¶

Logs & Reports¶

GDPR User Manual¶

Definitions¶

Login & Credentials¶

GDPR Dashboard Overview¶

Overview Tab¶

Landscape Tab¶

Issue Tab¶

Object Review¶

Tags¶

Privacy Data Tab¶

eDiscovery User Manual¶

Overview¶

Main Tabs and Workflow¶

Search and Query Panels¶

Document Review¶

Tagging¶