Conducting Supervision

Narrowing the data set

After you have built a lexicon of keywords, you can use it in searches to narrow the volume of results, which you then randomly sample by percentage or number of communications.

Before searching, you can deselect locations or previously included to narrow down the data pool.

If your keyword list is short, you can manually enter the words in a Message, Document, or Federated Search. If your keyword list is long, you can use Advanced Search:

  • Choose a subheading (Email, Attachment, or Document) and click Add Rule.
  • Choose a criteria from the Search directory dropdown. In this case, choose Subject, followed by Matches Word List.
  • Upload your previously created word list.

For more information on searching, see About Searching.


Supervision is applied to documents that:

  • Meet the search criteria
  • Were created since the previous sampling
  • Come after the expiration of the sampling interval

Sampled documents are tagged "For Review" and displayed in the Results tab. Therefore, when new samples are taken, documents already marked "For Review" are skipped.

Also, if needed, you can force a Supervision event mid-interval whereby the sampling is applied to all documents created since the previous event. In this case, the sampling interval expiration is disregarded.

Example Supervision Parameters

Here are some sample parameters you can apply to your organization, depending on its size.

  • X to monitor
  • Weekly samples
  • Word list of 30 words
  • Randomly apply keywords to 15% of all emails in your organization.
  • Repeat on another 15% chunk of emails, targeting key staff, such as portfolio managers, traders, sales people, and executives.
  • Randomly flag another 30% of emails.
  • Search the remaining 40% of emails for phrases, such as “great performance” or “guaranteed performance.”
Using multiple percentages and searches will require you to use multiple tabs.