Entity Profiles
IN THIS ARTICLE:
Entity Profiles are comprehensive records that aggregate information about people and organizations identified within a data set. These profiles are created and updated through the Name Normalization and Entity Analysis (NN&EA) algorithm, which analyzes various name variations and email addresses to identify and group them under a single entity. Once the analysis is complete, People and Organization Profiles are generated and displayed in the Entity Profiles tab at the workspace level, incorporating data from all relevant sets.
WHO CAN PERFORM:
To manage and view Entity Profiles, the following permissions are required:
- View Entity Profiles: Required to view the Entity Profiles tab and navigate the profiles within the workspace.
- Create Entity Profiles: Allows users to manually create new entity profiles. This permission is dependent on having the "View Entity Profiles" permission.
- Edit Entity Profiles: Required to make changes to existing entity profiles.
- Bulk Edit Entity Profiles: Enables users to apply changes to multiple profiles at once.
- Configure Display Name Preferences: Allows access to the "Name Display" settings under People Profiles in the Workspace settings (cog). This is necessary for configuring how names are displayed across profiles.
- Configure Custom Fields: Required to manage custom fields under People Profiles in the Workspace settings. This is essential for adding or editing fields associated with entity profiles.
- Configure Functions: Allows users to configure the functions associated with entity profiles.
- Configure Organization Types: Enables the configuration of organization types within profiles.
- Export Entity Report: Allows users to export a report of entity profiles for further analysis or record-keeping.
Entity Profiles Tab
The Entity Profiles tab is divided into two sub-tabs: People and Organizations. Information in these tabs is derived by running the NN&EA algorithm, which examines the data set to identify unique names and email addresses, associating them with a single entity profile. For instance, if the same person or organization appears in multiple data sets, the algorithm consolidates this information into one profile, ensuring that all related data is unified. Additionally, new profiles can be manually created outside of an NN&EA run and will appear in the Entity Profiles tab.
People Profiles
- Algorithm Process: The algorithm analyzes email headers, both top-level and subsumed headers down the thread, across all the emails in a set. It identifies unique names and email addresses present in headers, parses out first, middle, and last names, pairs names with email addresses, and determines which name variations and email addresses belong to the same person, assigning them to a single profile.
- Profile Creation: For example, the algorithm may determine that "Matt Smith," "Smith, Matt," and "Matthew T. Smith" are all the same person. A profile is created for this person, containing all of these name variations and email addresses identified for that person, linked to the associated documents. The most common name variant for this person becomes the profile's display name (this name can be manually updated after the profile is created).
- Profile Updates: When name variants and email addresses are identified in the headers of new documents during incremental or subsequent NN&EA runs, the algorithm will determine if these belong to existing profiles or if a new profile should be created. For example, if a Matt Smith profile was created while running NN&EA in set 1 and Matt Smith with the same name and email address is found in a new document while running NN&EA in set 2, the information in this new document will be added to the Matt Smith profile created from set 1, rather than creating a duplicate profile.
Organization Profiles
- Algorithm Process: Once all email addresses are identified across the email headers in a set, the algorithm identifies unique domain names (e.g., lighthouseglobal.com, atlassian.net) across all email addresses. An Organization Profile is created for each unique email domain and linked to the associated documents. All People Profiles that contain an email address with the organization domain are also associated with this Organization Profile.
- Profile Creation: The domain name is usually used as the organization's display name, which can be manually updated after the profile is created.
- Profile Updates: When email addresses are identified in the headers of new documents during incremental or subsequent NN&EA runs, the algorithm determines if these addresses belong to existing profiles or if a new organization profile should be created. For example, if an Enron organization profile was created from an email address with the Enron domain while running NN&EA in set 1, and the same Enron email is found in a new document while running NN&EA in set 2, the information in this new document will be added to the same Enron profile created from set 1, rather than creating a duplicate organization profile.
Objects in Relativity
People Profiles and Organization Profiles are stored as their respective objects in the Relativity workspace. The results can enhance review layouts, Lighthouse proprietary viewers, search results in Relativity, and privilege log generation.