Entities

The Entities subtab is part of the Entity Analysis tab in aiR for Data Breach Response. An entity is a unique individual identified by their name and associated Personal Information (PI), such as Social Security Number, date of birth, or full address. Entities are assigned a unique Entity ID and are composed of one or more records. For definitions of related terms like Record and Conflict Cluster, see Entity Analysis.

The Entities tab lists all identified entities such as names, organizations, and locations across the dataset with frequency and context. This is also where you can create an Entity Report. The Entity Report shows Total Entity Records, Total Entities, and information about each Entity.

Newly added Records will only appear in the Entity Report after Normalization has been run.

Review Entities

To review entities in your project:

1. Navigate to Entity Analysis and open the Entities tab. The Entities list displays all entities included in the project.
   
2. Click the Columns button to sort, filter, and rearrange the columns displayed in the entity list.
   
3. To filter results, type a value in the Filter box above any column.
   To use advanced filter options, click the Filter box and select Advanced. You can enter a value and search using operators and other conditions.

4. Add the PI Value or PI Count columns to view PI information for each entity.

5. Browse the entity list to assess frequency, relevance, and consistency across the dataset.

6. Click Export to File to download the entity list for notification planning and reporting.

Entity Report fields

Following is a list of standard fields that appear on the Entity Report:

Field	Description
Entity ID	Unique identifier for the Entity. Click the Entity ID to view Entity information.
Full Name	Entity Full Name normalized from the underlying entity records
First Name	Entity First Name normalized from the underlying entity records. The machine attempts to parse the First Name from the Full Name.
Last Name	Entity Last Name normalized from the underlying entity records. The machine attempts to parse the Last Name from the Full Name.
Middle Name(s)	Entity Middle Name normalized from the underlying entity records. The machine attempts to parse the Middle Name from the Full Name.
Title	Entity title (for example, Mr., Mrs., Dr.) normalized from the underlying entity records. The machine attempts to parse the Title from the Full Name.
Records	Number of Records that make up the Entity.
Total PI	Total number of PI values in the report for the entity
Merge Reason	Summary of why Records were merged. There can be more than one reason on a single entity. Merge Reasons include: Exact Name Match—this shows when all part of the name matched exactly for at least one pair of records in the merged entity Nickname Match—there is a name match between a known nickname-legal name pairing (ex: Tom and Thomas) Primary PI Match—this shows when two or more pieces of PI matched that are defined as Primary based on user selections in the Detector Settings Secondary PI Match—this shows when two or more pieces of PI matched that are defined as Secondary based on user selections in the Detector Settings Tertiary PI Match—this shows when two or more pieces of PI matched that are defined as Tertiary based on user selections in the Detector Settings. Tertiary PI will not merge without an additional reason from this list. Only one record; No Merge Reason—this shows when there is only one record in an entity, therefore no merging took place.
Source	Whether an entity was merged automatically during deduplication or by a user. Source will be System Generated for automatically merged entities, and User Generated for entities merged by a user.
Cluster ID	The unique identifier of the cluster in which the entity resides
Total Document Count	Number of documents in which an entity record is found
Total Unreviewed Document Count	Number of unreviewed documents where an entity record is found.
Total Reviewed Document Count	Number reviewed documents where an entity record is found.
Document Identifiers	Document IDs where entity records are located.
Address	A dynamic field that appears depending on your data. Address fields can be populated in two ways: Single Row per Entity (default) Primary Address Line 1-4, Zip Code, Country Secondary Address Line 1-4, Zip Code, Country Other Addresses Multiple Rows per Entity Address Line 1-4, Zip Code, Country
PI Type	A dynamic field that appears depending on your data. Every PI Type with at least one value tagged to an Entity will appear as a separate column on the Entity Report. These fields will appear after the standard Entity Report fields, and can include PI Types such as Social Security Number, Drivers License Number, Personal Email Address, Employee ID, and more. Original Value Fields—these fields will display the original value for each PI Type found in the data. NORMALIZED Field—these PI Type fields will include a name ending in “_Normalized”. aiR for Data Breach Response is designed to clean and standardize these fields automatically. For custom PI types, these values will not be different.

Entity information

You can view information about an entity by selecting the Entity ID. Entity Information shows an entity's Full Name, Entity ID, Email Address, and other PI.

You can view Merge Reasons and Merged by (system or user name) information for the entity in the Records section. The Records in the Records card are the same as in the Records subtab and can be used to QC Normalization results.

Save as List

Select entities from the document list and choose the Save as List mass action to generate a list of documents which contain the selected entities.

Download

Select Export to File to save an .xlsx or .csv file to your downloads folder. Any filtering applied to the report in the UI is maintained in the downloaded file.