Create New People Profile

IN THIS ARTICLE:

This article guides you through the process of manually creating a new People Profile using the "Create New" option under the ACTIONS menu on the People List page. This feature allows you to create profiles outside of a Name Normalization and Entity Analysis (NN & EA) run and does not require the person to be found in or linked to specific documents in the workspace.

For more information on the ACTIONS menu, please see the People List ACTIONS Menu article.

WHO CAN PERFORM:

To create a new People Profile, the following permissions are required:

  • View People Profiles:

    This permission is required for the entity profile permissions listed below. Disabling it will hide the Entity Profiles tab and prevent users from accessing people or organization details. However, color coding by function will remain visible within reports and viewers.

  • Create Entity Profiles:

    This permission grants access to the "Create New" menu item under the Actions button on the People List page, which allows users to add a new profile for this workspace. If this permission is disabled, the "Create New" option will be hidden.

How to Create a New Profile:

To create a new profile:

  1. Navigate to the People List page:

    From the Entity Profiles tab, you will see the list of existing profiles.

  2. Click the People Profile button:

    On the right side of the screen, click the People Profile button and select Create New Profile from the dropdown.

  3. Fill out the New People Profile page:

    The New People Profile page will open, allowing you to input details for the new profile.

New People Profile Page

The New People Profile page contains multiple sections where you can enter detailed information about the person. Below are the key fields to fill out:

Name and Organizations

This section includes information about the person's name and associated organizations:

  • First Name: Enter the person’s first name (required).
  • Middle Name: Enter the person’s middle name or initial (optional).
  • Last Name: Enter the person’s last name(required).
  • Professional Suffix: Enter any professional suffix, such as Esq., JD, or PhD (optional).
  • Associated Organizations: This field automatically lists the organizations associated with the person, based on their email addresses. It is automatically populated and cannot be edited.

Additional Information

This section includes various fields that can be manually updated:

  • Function: Select the person’s role, especially related to privilege review (e.g., Client, In-House Counsel).
  • Key Person: Toggle "on" to mark this person as a key figure in discussions.
  • Named Custodian: Toggle "on" to flag this person as a custodian.
  • Primary Organization: Enter the name of the primary organization the person is associated with.
  • Title: Enter the person’s job title.
  • Department: Enter the department this person belongs to.
  • Primary Email: Enter the primary email address for this person.
  • Phone Number: Enter the person’s phone number.
  • Country: Select the person’s country.
  • Address: Enter the person's physical address.
  • City: Enter the city for the person's address.
  • State: Enter the state for the person's address.
  • Zip Code: Enter the zip code for the person's address.

Headers

The Headers section is used to associate email addresses with the new profile. You must enter at least one valid email address to create the profile. This section displays any email addresses manually added, as well as email variants identified during a Name Normalization and Entity Analysis run.

  • Name: Displays the name variants found during the analysis. This field will remain blank for manually added email addresses until the address is identified in a Name Normalization and Entity Analysis run.
  • Email: Displays the corresponding email variants found or manually added.
  • Timeframe: Shows the document timeframe where this name/email address was identified. This field will remain blank for manually added email addresses until the address is processed in a Name Normalization and Entity Analysis run.
  • Total: Displays the total number of documents associated with this name and email variant. Clicking on the number will show the related documents. For manually added email addresses, this will show 0 until documents are identified in a future Name Normalization and Entity Analysis run.

To add a new email address:

  1. Enter the Email Address: Type the email address into the text box labeled Enter an Email Address.
  2. Click Add: Once the email address is entered, click the Add button next to the textbox. This action will add the new email address to the grid.

Note: The email address must be unique and cannot already exist in another profile. A newly added email will initially contain 0 documents and will not display any name or timeframe information until associated documents are processed in subsequent NN & EA runs.


Creating the Profile

  1. Enter the Required and Optional Fields: Fill out the necessary information in the New People Profile page, including the required fields like First Name, Last Name, and at least one email address in the Headers section.
  2. Click Create: Once all required information is entered, click the Create button at the top-right corner of the page to create the profile.

Post-Creation Steps:

  • New Profile in People List: After clicking Create, the newly created profile will appear in the People List. Initially, it won’t have any associated documents.
  • Association After NN & EA Run: If the email address added in the profile is found during a future Name Normalization and Entity Analysis (NN & EA) run, it will automatically populate the name, timeframe, and document count fields.
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