Work with system fields

System fields are default fields that are included in the application installation. The application uses system fields for content extraction, case processing, and other processing functions.

Generally, administrators can only search system fields and edit the security settings of system fields. However, you can edit custodian values in the Custodian system field.

For information about the different field types in the application, see Field types.

Set security for system fields

To view and set security for system fields:

On the Case Home page, under Case Setup, click System Fields.

Click the name of a system field.

If necessary, in the navigation pane, click Security.

By default, the security setting for all system fields is set to Deny. Depending on which groups you want to set security for, do the following:

To change the security for a user group, hover over the row for the group, and then select an option.

To change the security for all user groups, select an option in the heading row. Then click OK.

The following security settings are available.

Permission	Description
Deny	Denies the group access to the system field.
Allow	Allows the group access to the system field.
Write	Allows the group to edit the system field. Note: The Write setting is disabled for some system fields.

Edit custodian values

You can add, edit, and delete custodian values in the Custodian system field.

To edit custodian values:

On the Case Home page, under Case Setup, click System Fields.

Click the Custodian field.

Select from the following:

To add a custodian value, click Add. Type a unique custodian Name, and then click Save.

To edit a custodian name, click a name. Type a unique name, and then press Enter.

To delete a custodian value, select the check box next to the custodian value. Click Delete, and then click OK.

Note: You cannot delete custodian values that are coded to documents.

View documents coded to a system field

To view the documents that are coded to a system field:

On the Case Home page, under Case Setup, click System Fields.

On the System Fields page, the number of documents that are coded to the system field appears in the Documents column.

Note: The counts do not respect document security, so if your group does not have access to all documents, you may see fewer documents on the Documents page than indicated by the number in the column.

Click a number in the Documents column.

Note: If you do not have permissions to access the system field, the number is not a link.

The documents open on the Documents page.

Grant access to translation fields

To allow groups to use the following translation fields, you must grant access to them.

To view and set security for translation fields:

On the Case Home page, under Case Setup, click System Fields.

Filter the list to the following translation fields:

Translation Languages: For each document record, this field indicates which language the document was translated into. 

Translations Requests: Indicates the number of times a document has been translated.

Translation Status: Allows groups to search for the status of translated documents, as follows:

Has branded redaction: Indicates if a document has a branded redaction.

Note: Documents that have branded redactions are not translated.

No content: Indicates that no content was available to be translated.

Translated: Indicates that the translation was successful.

Translation error: Indicates that an error was encountered.

Set the security for groups, as necessary.

Grant access to audio fields

To view and set security for audio fields:

On the Case Home page, under Case Setup, click System Fields.

Filter the list to the following audio fields:

Audio Language Model: This pick list field includes the available language models. The application populates this field after a user submits an audio transcription.

Note: The application disables this field for groups by default, and you cannot grant groups write access to this field.

Audio Speech Duration: This field indicates the length of speech transcribed in the audio file in minutes.

Audio Transcription Status: This pick list field indicates the audio transcription status and includes the following items: Submitted, Transcription error, Transcription successful.

[Meta] Multimedia Duration: This field indicates the entire length of the audio file in minutes.

Set the security for groups, as necessary.