Process eDiscovery data to CloudNine Review using this simple, easy-to-follow workflow in CloudNine Discovery Portal.
CloudNine Discovery Portal is the gateway to uploading, processing and reviewing your data in CloudNine Review. Follow these simple steps and your data will be available in CloudNine Review in no time.
Video: CloudNine Discovery Portal: File System to CloudNine Review (Raw data) Workflow
Step 1: File System - CloudNine Review - Unprocessed (raw) Data
Step 2: Upload to CloudNine Review: Case and Custodian
Step 3: Select Data for Upload
Step 1: File System - CloudNine Review - Unprocessed eDiscovery Data
When you launch CloudNine Discovery Portal you are presented with several workflows. If you have raw (unprocessed) eDiscovery data or processed data with corresponding load files, the File System - CloudNine Review workflow is used.
- Double-click the CloudNine Discovery Portal shortcut to launch CloudNine Discovery Portal. The Welcome to CloudNine Discovery Portal screen appears.
- On the Welcome (Home) screen, under Select Data From: choose the first option, File System (e.g. File Share, Hard Drive, Forensic Image, etc).
- When File System is selected, the Review Data Using: options become available. By default, CloudNine Review is selected. Verify the Select Data From: File System and Review Data Using: CloudNine Review is selected, then click Continue.
- At this time you are prompted to log in to CloudNine. Enter your Email address and Password used to log in to CloudNine Review, then click Continue.
- The Verify Your Identity using Auth0 Guardian app popup appears. Select the option you have in place for CloudNine Review multi-factor authentication method and verify. See Creating Your Multi- Factor Authentication to learn more about multi-factor authentication.
- Once your identity is verified, the What kind of data are you uploading? overlay appears. Two options exist:
- Native/Raw data: Data that has not undergone any processing to expand container files, extract metadata, extract native files, or extract text files. This is eDiscovery data in its original collected format.
- Production/Processed data: Data has had processing and contains the corresponding .DAT load files for metadata along with links to the native and text files. If images exist, a .LFP or .OPT file is available for image uploads.
Step 2: Upload to CloudNine Review: Case Selection and Custodian
After launching CloudNine Discovery Portal, connecting to CloudNine Review, and choosing the data upload type, Native/Raw Data, the next screen is Upload to CloudNine Review: Case Selection and Custodian. On this screen, you will select an existing CloudNine Review case (project), and enter a Custodian name to upload the data. A new CloudNine Review case (project) can also be created here.
Overview: Upload to CloudNine Review
Upload to CloudNine Review - Existing Case
Create a New CloudNine Review Case
Overview: Upload to CloudNine Review
- Custodian Name (Required): Enter a Custodian name to use as a reference for the upload. The maximum number of characters is 100. How you name the Custodian is based on the naming policy you have in place for CloudNine Review and how the data you have received is organized.
- Search Cases...: Use this option to quickly locate the CloudNine Review case (project) you are looking for. The search is fuzzy and begins returning case names that relate to the character(s) entered in the search box.
- Create Case: If the case does not already exist in CloudNine Review, you can Create a Case through CloudNine Discovery Portal. The case is temporary and not actually created in CloudNine Review until data is received.
- Case Name (Required): List of CloudNine Review cases you have Admin rights to access and load data.
- Selected: When the case is selected it is highlighted, and a checkmark appears in the Selected column.
- Next: Advances you to the next screen, Step 3: Select Data for Upload.
Upload to CloudNine Review - Existing Case
Now that you are familiar with the Upload to CloudNine Review screen, you can proceed with entering a Custodian name and selecting the Case the data will be loaded to.
- Enter the Custodian name. The Custodian name should follow the custodian naming policy you have implemented for uploading data to CloudNine Review.
- Scroll through the Case Name list, and left-click to highlight and select the CloudNine Review case the data will be imported to.
- Use the Search Cases... option to search for the case name you are looking for quickly. The search is fuzzy and updates the list as you type in the search box.
- Create Case: Use this option if the case is not listed and you have verified the case is a new case and does not exist in CloudNine Review.
- Once you have inputted a Custodian name and selected the CloudNine Review Case, click Next to advance to Step 3: Select Data for Upload.
👥 You must have Admin rights in the CloudNine Review case (project) you wish to upload to. If you do not have Admin rights, the case does not appear in the Case Name list.👥
Create a New Case in CloudNine Review
It is possible to create a CloudNine Review case through CloudNine Discovery Portal.
When creating a new case through CloudNine Discovery Portal:
- In CloudNine Review, verify the case does not exist. It may be that you do not have the correct permissions to upload data to the case. When importing to an existing case (project) you must have admin rights to that project.
- Confirm you have access rights to create a case in CloudNine Review. To create a new case you must have admin or user rights.
- Maintain the Case naming policies you have implemented for CloudNine Review.
- A CloudNine Review case created through CloudNine Discovery Portal is temporary, the case is created in CloudNine Review when the upload process completes and the data is received by CloudNine Review.
- On the Upload to CloudNine Review screen, click the Create Case button on the right.
- The Create new case overlay appears.
- Case Name (Required): Enter a name for the CloudNine Review case; based on your CloudNine Review case naming policy.
- Time zone: If the default time zone is not correct, use the drop-down to change the time zone for the case.
- Click Create to create the case.
The case is now found under the Case Name list and is selected by default. The case appears italicized as it is only temporary and will not be created until the data is received by CloudNine Review.
- Enter a Custodian name, verify the Case is selected, then click Next to proceed to Step 3: Select Data for Upload screen.
Step 3: Select Data for Upload
In the Select Data for Upload screen, you choose the data to upload to CloudNine Review.
- Select folders/files to upload using either the Drag and Drop or Browse selection options.
- Drag and Drop functionality to drag any number of files and folders into the area marked Drag files & folders here to add files.
- Select the Browse... drop-down and select either Add files... or Add folders... to navigate in Windows explorer to locate the files/folders you wish to upload to CloudNine Review. Once selected, choose Open (files) or Select Folder (folders) in the bottom right corner.
- Discovery Portal lists all files found through file selection or selected folders. You can continue to add files via drag/drop or browse file/folder selection methods until you have selected all files you wish to upload.
- To view the entire path and filename, hover your cursor pointer over the file.
- Removing a file: Remove unwanted files by selecting the file from the list and clicking the trashcan icon. This file is removed from the list and will not be included in the upload.
3. Once you have selected the files, click Next to advance to Step 4: Pre-Upload Filtering.
Step 4: Pre-Upload Filtering
The Pre-Upload Filtering screen gives you the option to inventory your data and gain insight into the data before actually uploading it. Once inventoried, you are able to cull data by folders, file type, specific files, or date range to exclude data from processing and uploading to CloudNine Review.
Overview of Pre-Upload Filtering
No (default) - I do not want to cull data prior to processing
Yes, I want to take an inventory of my data and determine if any filtering will be performed before the upload
💡 Use the Pre-Upload Filtering to obtain preliminary reports about the data. This information can be useful to determine priority order based on folder/directory structure and if any pre-upload exclusions (culling) may be implemented based on file type or date range filtering.
Overview of Pre-Upload Filtering
- Yes: Enabled a file type inventory is performed, based on file extension.
- Use Enhanced file type identification: This option inventories files based on the unique signature (file header) instead of the file extension.
- No: Selected by default, data will not be inventoried and culling options will not be available. All selected files are uploaded.
- Next: Takes you to the next screen. If you select Yes, the next screen is the Source selection overlay, then the Pre-upload filtering screen. If you chose No, you are directed to the Step 5: Confirm & Upload page.
No (default): I do not want to inventory and/or cull data prior to processing
Pre-Upload Filtering is an option available to you but is not necessary. If you are familiar with your data and do not wish to exclude anything bypass inventory and filtering and proceed to the final step.
- Under Do you want to cull data prior to processing, enable No (selected by default).
- In the bottom right, click Next to proceed to the Step 5: Confirm & Upload screen.
Yes, I want to inventory my data and determine if any filtering will be performed before the upload
The Pre-Upload Filtering feature in CloudNine Discovery Portal allows you to take an inventory of your data, and if desired cull (exclude) data based on folders/directories, file type, individual files, and date range filters. Filtering is run before the upload process begins. Any files meeting the exclusion criteria are omitted from upload and processing into CloudNine Review.
Inventory your Data
- On the Pre-Upload Filtering screen under Do you want to cull data prior to processing, select Yes - the defaulted option is to inventory by file extension.
- When Yes is selected, the default option is to inventory by file extension. While this is the quickest method for file type inventory, it may not be accurate as it relies solely on the file extension.
- Use Enhanced file type identification: Enabled, this will provide a more accurate method of file inventory. It looks at the unique signature (header) of the file to identify the file type as opposed to relying on the file extension. With this feature selected, inventory time will take longer but the results of the file-type inventory will be more accurate.
- You have already selected Yes to inventory your data, now choose if you want to Use Enhanced file type identification (increases inventory time), then click Next at the bottom right to move to the Source Selection Progress overlay.
Source Selection Progress
The Source Selection Progress overlay indicates the inventory process has initialized. As files are retrieved, information about the inventory progress is displayed.
If at anytime the information appears to be inaccurate, or you decide you want to stop the inventory process click the Cancel Selection button on the bottom right to cancel the inventory progress. If you choose to cancel, you are returned to the initial Pre-Upload Filtering screen. At this time, you can go Back to select/remove data or simply choose a different inventory option. When the inventory process completes, the Pre-Upload Filtering Inventory Results screen appears.
Pre-Upload Filtering Inventory Results
Once the file inventory process completes, the Pre-Upload Filtering screen displays the results. At this time you can review the data and determine if you want to Cull (exclude) any data prior to uploading. There are three tabs on the Pre-Upload Filtering Screen:
- Folders/Directory: Select or deselect entire folders from your dataset. Folders containing files are selected by default.
- Date & File: On this tab, you can 1). Filter by file type, 2). Apply a date range, and/or 3). Select/deselect by individual file(s).
- Mailstore: Review PST files and their content. You will need to visit the Mailstore tab at least once after the inventory completes to retrieve Mailstore data.
The Folders/Directory tab displays the directory structure and folders identified during the inventory process. By default, all folders are selected to include in the upload.
- Tabs: The three tabs provide various culling options for Folder/Directory, Date & File, and Mailstore.
- Folder name: Displays the directory structure of the selected data. All folders found are listed, along with the number of files contained in the folder.
- Include: Indicates what folders are included for the uploaded. By default, all folders are checked to include during the import process. De-select (uncheck) an entire folder or subfolder to exclude from the upload.
💡 Want to start reviewing sooner? Consider uploading in "batches" by including/excluding specific folders based on size or priority. For example, if the directory is organized by custodians then you can prioritize which custodian to import first.
- Review Folder information and de-select (uncheck) any folders you do not want to include during the import.
- After excluding any folders/subfolders from the upload, click Next or select the Date & File tab.
Date & File
On the Date & File tab, you can choose to exclude files by File Type, Individual Files, or Date Range.
File Type and/or File Filtering
Overview Date & File Tab
- File type: Lists all file types identified during inventory. Click on the file type to expand and see the list of files. If you are unable to see the entire path and filename, hover over the file to display the remaining path and filename.
- Total Count/Size: The number of files and total filesize for that file type.
- Filtered Count/Size: When a date range filter is applied, this column indicates the number of files and total size for the file type that falls within the date range.
- Include Indicator: Indicates if files or file types are included. Indicators are:
- All file types and files will be included in the upload.
- Indicates some file types or files have been excluded.
- Indicates the file or entire file type is excluded.
- File Type Statistics: Provides a summary of the selected sources after any exclusions.
- Filesize Statistics: Provides statistics of the included file sizes.
- Export Report: Select Export Report and then choose either or both of the Available reports to export. There are two types of reports:
- Metadata Report: Creates a CSV of all files included for upload. The metadata includes File Path, File Name, File Extension, File Type, File Size, Created Date, Last Access Date, Last Modified Date, and Attributes.
- File Type Report: A PDF file with information on the file types that are selected for upload. The report includes a Description, # of Files, Total Size (GB), Oldest Creation Date, Newest Creation Date, Percentage of Total File Count, and Percentage of Total File Size.
- Select the report(s) and output location. When the reports are complete, use the Click Here option to open them.
- Filter by Date: If the scope of your project requires a date range filter, enter a Start and End date to upload data that falls within the selected date range. Data outside the date range are excluded from the upload.
- Clear: Clears the date range filter.
- Apply: Applies the date range filter.
- Selection includes: Provides a summary of the number of files and file types included with the upload. This is updated as files or file types are excluded.
File Type / File Filtering
The File Type column provides a list of all top-level file types identified during inventory. Here you can choose to exclude an entire file type or individual files. This feature is often used to exclude executable files and common system files.
If you are excluding file types, it is recommended that you use the Enhanced File Type Identification to ensure better accuracy when excluding specific file types.
File Type Filtering
- Review the file type list identified during the inventory process. By default, all files are checked to Include during the import.
- Clear (un-check) the file type to exclude all files identified for that file type. Notice the "include" box is now cleared and Selection Includes... is updated to reflect the change.
Individual File Filtering
- Click the expand button next to the file type to see a list of the individual files associated with that file type.
- If needed, hover your mouse over any file to see the entire path and filename.
- Clear (un-check) all files you wish to exclude from import, in the Include column the Include header changes to reflect files that have been excluded. At the bottom, the Selection includes.... updates to reflect the changes.
Date Range Filtering
The Filter by Date option on the right is used to include only files that fall within the specified date range.
💡 Use Data Analysis tools to export a Metadata report to review date fields and determine any date range filter to implement.
To specify a date range do the following:
- In the Start Date box click on any part of the mm/dd/yyyy and begin typing to enter a starting date or click the calendar icon to the right to open the calendar option. With the Calendar window open, navigate to select a date to use for the starting date.
- Click the Month/Year shown in the calendar header to scroll between years rather than months/days.
- Click Today at the bottom-right of the calendar window to set today's date as the starting date.
- Type the Start and End Dates, or use the Calendar option to select the dates. Once populated, click the Apply button to filter all files by the specified date range. Once applied, you will see a Filter Applied status. The Filtered Count/Size column is updated to reflect the number of files and sizes that fall inside of the date range and will be included during the upload.
- Use Clear to remove the applied date range filter. All files will be included for upload again unless excluded by file type or file filtering.
The following Filetypes are Not filterable (as shown in the Filtered Count/Size column). By default, these file types are included. You can manually deselect to remove from upload.
For PST mailstore files, the effects of the Date Filter can be reviewed on the Mailstore tab.
The Mailstore tab gives you the opportunity to review PST files found within your data set. On this tab, you will see a list of PSTs, the number of messages, and the total file size. When you expand the top mailstore folder you can see the folder organization of the mailstore.
If one or more PST files are found to be corrupt, you will be notified at this time and can troubleshoot the problem.
- Folder type (Folder Contents): Lists all PST mailstores in the dataset.
- Contents: The root mailstore displays the number of messages in the PST as well as the size of the data.
- Included/Excluded: Indicates if the folder and its contents will be included in the import. There are three status indicators:
- Included: Everything is included in the selection.
- Excluded folder: The entire email folder is excluded from the upload.
- Partial Include/Exclude: Some folders in the mailstore are selected for import or excluded.
- Expand / Collapse: Expand a PST mailstore to see the folder structure and organization of the mailstore. Collapse to return to the top folder.
- Folders: The folder organization of the PST.
- Next: Select and move to the Confirm & Upload page.
Review PST Folders
- On the Mailstore tab, review PSTs, Folders, and Content information. Identify and de-select any folder(s) that should be excluded from the import. If previously marked to exclude, simply click to include again.
Your data has been inventoried and you have gained insight into the data you will be uploading to CloudNine Review. Filter options are applied based on the scope of your project. Click Next to proceed to Step 5: Confirm & Upload.
Step 5: Confirm & Upload
The Confirm & Upload screen is your chance to review information about the data that will be uploaded.
- Uploading From: File System: Provides information about the number of files selected for upload and the size of the upload.
- Uploading to: Displays the CloudNine Review Case and Custodian Name the upload will go to.
- Selected Items - PST and Folders (visible if inventory performed): Provides a summary of the PST mailstores selected for upload.
- Selected Items - Other File Types (visible if inventory performed): This option provides a summary of the file types that will be included for import.
- Notes & Comments: Optionally, type information about the upload here.
- Start Upload: Initializes the upload.
- Verify Uploading From, Uploading To, and Selected Items information is correct. Enter optional Notes and Comments about the project.
- If changes are needed, go Back to make any necessary adjustments to your document selections and filters.
- Click Start Upload to begin. The upload process initializes and is monitored on the Global Monitor Console.
Global Monitor Console
The Global Monitor Screen is used to monitor the upload progress through CloudNine Discovery Portal. Once data is uploaded to CloudNine servers the status on the Global Monitoring Console will reflect that the upload is complete and the processing to CloudNine Review phase begins. You will receive status emails during processing, with a final email advising your data is ready in CloudNine Review. Click Global Monitor Console for additional information about the console.