Tagging is a feature that allows administrators to define custom categories which can be used to group messages. For example, one could define a tag for inappropriate language and apply it to any messages desired using a variety of methods. Legal holds are a more specific type of tag that force messages under the tag to be retained on the system forever (until the legal-hold is deleted). Legal holds will appear in a drop-down or table along-side tags throughout the product anywhere tags are listed.
Sensitive or privileged information in an email may have to be redacted for legal or security purposes before an email, or a list of emails is printed or forwarded to any user. Users can tag a set of emails and then redact the desired information.
Any use of tags on the system requires the “comment and tag administration” permission. This includes creating, editing, or viewing tags, viewing what tags are on a message or what messages are under a tag, and adding comments to a message that apply to a certain tag. The tagging feature is meant to be used collaboratively by legal or HR teams. Any user with the “comment and tag administration” privilege will be able to see the full history of all comments and tags created by any user on the system. A tag created by one user will be usable by everyone.
Example – Searching within the Results of a Search
A request has come in to collect all the email between your company and Stark Industries. You set up a search From/To *@stark.com and run it.
Unfortunately, this returns some 200,000 emails which are then exported as raw emails and given to the researcher who complains that there are too many emails. After discussing the issue, a set of users and a time limit is added to the search.
Limited to three names and start date, the number of emails was now down to about 86,000. The researcher still wanted a smaller number but would get back to you with more specifics.
At this point, you could tag all these results, and later search the tag with further query terms. To create a tag, go to the Email Viewing tab (1), and select All Tags (2). Give the tag a name (3), click Add Tag (4).
Give the tag a useful description (5), and Create Tag (6).
Once the tag is created, re-run the search, select all results (1), click the Tag option (2), select the tag (3), and hit OK (4). All the found emails will be tagged.
With the tag in place, when the researcher comes up with a subset search, you can use the tag as one of the search terms.