Name normalization setup basics

This guide contains workflows to provide you with basic information for setting up name normalization. For information on working with entities and aliases refer to the documentation site and the training webinars.

Name normalization setup

The setup for running name normalization is comprised of three components:

  1. Saved search

  2. Analytics profile

  3. Structured analytics set

1. Saved search setup

Use the following conditions and fields to create the saved search used for name normalization. You don’t need to set a sort order on this search.

Search Name

There is no recommendation for the saved search name. Follow your team’s normal protocol for naming searches.

Conditions

  • From is set*

  • Parent Document ID is not set**

  • Include Families

*You can use any condition here which means “document is an email”. Other common choices are based on the Relativity Native File Type or file extension.

**Generally, the Parent ID field is empty for parent emails. However, there may be situations where it is populated with its own control number. In that case, you may omit this condition and name normalization will ignore emails that are attachments.

Fields

Any fields are acceptable. As a QC step, we recommend including the fields that will be mapped on the analytics profile as there may be fields that are named similarly that could lead to errors

  • Email From

  • Email To

  • Email CC

  • Email BCC

Note: Name Normalization also looks through the body of the email, but it’s not necessary to expose the extracted text field as one of the fields on the saved search.

2. Analytics profile setup

The analytics profile is where you map the fields containing input information for name normalization. Note that while you can use the same profile that you use for email threading, name normalization only considers the Email From, Email To, Email CC, and Email BCC fields from the Analytics Profile.

Map the fields as follows:

Profile field name

Mapped document object field
Email from field Email From
Email to field Email To
Email cc field Email CC
Email bcc field Email BCC
Email subject field Email Subject
Email date sent field Email Date/Time Sent
Parent document ID field Parent Document ID
Attachment name field File Name
Conversation ID field Do not map

3. Structured analytics set

Here are the steps and choices for creating a structured analytics set.

Structured Analytics Set Information

  • Name—enter a name for the structured analytics set.

  • Prefix—keep the default prefix or add your own prefix. Shorter prefixes, even just two characters, such as “E1,” take up less space in your views.

  • Operations to run—select Name normalization.

  • Data source—select the saved search you created above.

Name normalization fields

  • Analytics profile—select the profile you created above.

  • Use email header fields—select Yes.

  • Languages—select any language used in email headers in your extracted text. We recommend that you always include English, even for data sets in other languages.

Optional Settings

  • Analytics server—choose the appropriate Analytics server.

  • Enable additional domain filtering—select Yes. This gives you more options for how to sort and filter domain names extracted from the email fields.