Adding and importing collections

Collections are comprised of different elements, depending on whether the underlying content management system is IBM® FileNet® P8 or IBM Content Manager Enterprise Edition. In FileNet P8 environments, a collection is comprised of one or more object classes. In Content Manager EE environments, a collection is comprised of one or more item types. No item type or object class can exist in more than one collection; an item type or object class is unique to a collection. Before your users can search collections, you must add or import collections on the Collections pane of the Administration page.

About this task

Your company might have only one collection, or it might have multiple collections. There are many reasons for having multiple collections, for example:
  • You need multiple collections if you have content with different properties. For example, files typically have creation dates, file names, and authors. Email typically has recipients, subjects, bodies, and attachments.
  • If your company uses Lotus® Domino® and acquires another company that uses Microsoft Exchange, the result is two collections: a Lotus Domino email collection and a Microsoft Exchange email collection.
  • Your company might choose to keep journaled email separate from email that is archived from user mailboxes.
  • If your company changes the way in which it archives content (for example, it adds fields), this creates old and new collections.
Important: Your ability to perform tasks depends on the roles that were assigned to you. Only icons and menu options for tasks that are associated with your roles are visible to you. Be aware that this topic might include information that is not relevant to your roles.
Note: HTML export of Lotus Connections documents uses more disk space because style sheets are copied for each exported document. You will need substantially more disk space for HTML exports.

To add or import collections:

Procedure

  1. On the Administration page, click Collections in the Navigation pane.
  2. Add a collection by clicking the Add a new collection icon. Alternatively, import a collection definition by clicking the Import a new collection icon and specifying an XML file that contains the collection definition.
    Important:
    • Export all existing collections before you import a collection. This way, if there is a problem with the import, you can recover any of the collections that might be affected.
    • When you import collections, ensure that the collection XML being imported does not include an ID that already exists, unless you definitely want to replace the existing collection. If you import a collection with an ID that already exists, the imported collections will overwrite the search collection definition that already exists with the same ID.
    Tips:
    • Before you import the definition of a new collection, use an XML validator to verify that the syntax is correct in the XML file that you plan to import. Validate the XML file by using the XML Schema Definition (XSD), search_mapping.xsd. The search_mapping.xsd file resides in the resources subdirectory of the eDiscovery Manager installation directory.
    • Be aware that the Browse button in the Import window is not controlled by the browser's language preference. It is controlled by the operating system locale. If the operating system locale is different than the language preference of your browser, the Browse button is displayed in a different language than the rest of the Import window.
  3. Specify the name and type of the collection.
    Restriction: Collection names cannot contain the following characters: < (less than), > (greater than), or & (ampersand).

    For Type, select one of the following choices.

    Custom
    Content of any object class or item type. Use this collection type for content that does not fit into any of the other collection types.
    For example, use the Custom type for collections of the following kinds:
    • Content Manager EE document model items
    • FileNet P8 multi-part documents
    • Content that was archived by IBM CommonStore for SAP
    • Files that were not archived by IBM Content Collector
    Files - Content Collector
    Files that were archived by Content Collector.
    IBM Connections - Content Collector
    IBM Connections files that were archived by IBM Content Collector
    Lotus Domino email - CommonStore
    Lotus Domino email that was archived by IBM CommonStore for Lotus Domino.
    Lotus Domino email (bundled) - Content Collector
    Lotus Domino email that was archived by Content Collector to the bundled data model. Content Collector versions 2.1 and later support the bundled data model, in which email attachments are stored with the associated email.
    Lotus Domino email (compound) - Content Collector
    Lotus Domino email that was archived by Content Collector to the compound data model. Content Collector versions 2.1.1 and later support the compound data model, in which email attachments are stored separately from the associated email.
    Lotus Domino email - FileNet Email Manager
    Lotus Domino email that was archived by IBM FileNet Email Manager.
    Lotus Domino email (Content Search Services compound) - Content Collector
    Lotus Domino email that was archived by using the Content Search Services compound email model of Content Collector.
    Microsoft Exchange email - CommonStore
    Microsoft Exchange email that was archived by IBM CommonStore for Exchange Server.
    Microsoft Exchange email (bundled) - Content Collector
    Microsoft Exchange email that was archived by Content Collector to the bundled data model. Content Collector versions 2.1 and later support the bundled data model, in which email attachments are stored with the associated email.
    Microsoft Exchange email (compound) - Content Collector
    Microsoft Exchange email that was archived by Content Collector to the compound data model. Content Collector versions 2.1.1 and later support the compound data model, in which email attachments are stored separately from the associated email.
    Microsoft Exchange email - FileNet Email Manager
    Microsoft Exchange email that was archived by IBM FileNet Email Manager.
    Microsoft Exchange email (Content Search Services compound) - Content Collector
    Microsoft Exchange email that was archived by using the Content Search Services compound email model of Content Collector.
    Microsoft SharePoint - Content Collector
    Microsoft SharePoint files that were archived by Content Collector.
    SMTP email
    SMTP email in MIME (Multi-purpose Internet Mail Extensions) format.
    SMTP email (compound) - Content Collector
    SMTP email that was archived by Content Collector to the compound data model. Content Collector versions 2.1.1 and later support the compound data model, in which email attachments are stored separately from the associated email.
    SMTP email (Content Search Services compound) - Content Collector
    SMTP email in MIME (Multi-purpose Internet Mail Extensions) format that was archived by using the Content Search Services compound email model of Content Collector.
    Important: Content Collector does not support having content that is indexed by IBM Content Search Services in the same object store as content that is indexed by IBM Legacy Content Search Engine. This means that you can use eDiscovery Manager to simultaneously search across collections that are indexed by IBM Content Search Services and collections that are indexed by IBM Legacy Content Search Engine, but only if the collections are in different object stores.
  4. Configure other characteristics of the collection:
  5. Save the collection by clicking the Save the collections icon.
  6. Optional: Export the collection by clicking the Export the collection icon and specifying the name of the XML file to which to save the collection definition.
  7. Optional: Delete the collection by clicking the Delete the collection icon.
    Recommendation: In general, after you add a collection, you should not delete it because cases, search templates, folders, and saved searches have dependencies on collection names. However, if you decide to delete a collection, then before you can delete that collection, you must delete all cases and all search templates that ever referenced that collection. (When you delete a case, all folders, content references, saved searches, and audit records that are associated with the case are removed too. Content is not deleted from the content archive.) As long as a case exists to which you once saved content from a particular collection, you cannot delete that collection. Similarly, as long as a search template exists that was used to search a particular collection, you cannot delete that collection.
    Remember: Cases reference collections by the use of search templates. When users select a particular search template, they search the collections that are associated with that template. By saving search results from those collections to case folders, they create references from the cases to the collections. These references persist even if the content is later removed from the folders.

Results

Your changes are immediately visible to you. Your changes will take effect for all new eDiscovery Manager web client sessions and for all new tasks. Existing eDiscovery Manager sessions and currently running tasks will continue to operate under the configuration settings that were in place when the users of those sessions logged into the eDiscovery Manager web client.