People Profiles

This article explains how to navigate and understand the People Profile page within the Entity Profiles tab. It covers the key sections on the page, including profile information, associated organizations, additional information fields, and the Name Normalization Output. You'll also learn how to view and edit specific details related to a person's profile, such as their name, function, and contact information.

WHO CAN DO THIS:

These permissions control the various functions described on this page:

View People Profiles: Required to access the Entity Profiles tab and view people profiles. When disabled, this tab and the ability to view or click into people or organization details is hidden. However, color coding by function remains viewable within reports and LHA Viewers.
Edit Entity Profiles: Allows access to the Edit options on the People Profile page, including updating name details, associated organizations, and additional information fields. When disabled, it hides all edit options on the People Profile page.
Create Entity Profiles: Controls access to the "Create New" menu item under the Action button on the People List page, allowing users to add a new profile for this workspace. When disabled, this menu item is hidden.
Bulk Edit Entity Profiles: Allows access to the Bulk Update options on the Actions menu for selected or all persons in the People List. When disabled, the Bulk Update options are hidden.

People Profile Page

You can access a person's profile page by clicking on the Display Name in the People List on the Entity Profiles page.

Once on the People Profile page, the primary information displayed includes the following:

Profile Information

Profile Name: Displayed at the top of the page is the profile name, associated with this person's profile page.
Total Documents: Displays the total number of documents where this person appears in the email headers or as a mention. You can click this number to view the set of documents.
Set: This dropdown allows you to filter the profile page by a specific set. By default, "All" is selected, including information from all overlaid documents across all sets. This is the recommended view for most use cases.

Name and Organizations

Name: The first, middle, last name, and professional suffix for this person. Initially, this information is automatically populated by the Name Normalization and Entity Analysis algorithm, using the most common name variation found in the headers. Once the profile is created, the display name fields can be manually updated by clicking the Edit button.
Associated Organizations: Lists the organizations this person is associated with, based on the domains in their email addresses. Organization names are clickable and will navigate you to the associated organization’s profile page. Associated organizations are automatically identified and cannot be edited directly on this page.

Additional Information

This section displays additional information about this person. The fields in this section can be manually modified by clicking the Edit button. These fields are blank by default, and the information must be manually entered:

Function: Describes a person’s role, particularly related to privilege review. Each profile can only be assigned one function. By default, this field is "not set." Functions can be assigned manually or automatically through auto-classification rules.
Key: Displays a star icon if this person is flagged as a key person. Marking someone as "key" allows for easy filtering. This field is "No" by default and must be manually toggled to "Yes."
Custodian: Toggle "Yes" if this person is a named custodian. This field is "No" by default and must be manually toggled to "Yes." This flag is not tied to any custodian field in the workspace; it is manually updated by users editing People Profiles.
Primary Organization: The primary organization this person belongs to. Check the Associated Organizations section above for a list of organizations identified for this person.
Title: The person’s title.
Department: The department this person belongs to.
Primary Email: The primary email address for this person.
Phone Number: The phone number for this person.
Country: The country where this person is located.
Address: The address for this person.
City: The city where this person is located.
State: The state where this person is located.
Zip Code: The zip code where this person is located.

Custom Fields

Any custom fields created for this workspace are displayed here. Field values can be manually modified in Edit mode.

Name Normalization Output

Headers Tab

The Headers tab displays names and email addresses identified in email headers by the Name Normalization and Entity Analysis algorithm. The algorithm identifies this information in the top-level and subsumed message headers across all email documents in a set. New email addresses can also be manually added to this section in Edit mode.

Name: The name identified in an email header as belonging to this person. The name may be identified in the To, From, CC, or BCC fields (in the top-level or subsumed message headers). If a name variant and email address are identified side-by-side in the same email header, they will appear together on the same row.
Email: The email address identified in an email header as belonging to this person. The email address may be identified in the To, From, CC, or BCC fields (in the top-level or subsumed message headers). If a name variant and email address are identified side-by-side in the same email header, they will appear together on the same row.
Timeframe: The document time frame where this name/email address was found. The Sent Date field mapped in the Configuration Setup determines the time frame for a header row.
Total: The total number of documents where this name/email address was found in the header. You can click to view this set of documents.