DAMION DISCOVERY APPLICATION ADMINISTRATION REFERENCE GUIDE

DAMION DISCOVERY APPLICATION ADMINISTRATION REFERENCE GUIDE

TABLE OF CONTENTS Chapter 1: Code Tables...1-1 Understanding Code Tables...1-2 Deactivating Codes...1-7 Code Table Descriptions...1-9 Chapter 2: System Security...2-1 Viewing the System Hierarchy... 2-2 Working with Security Roles...2-10 Creating and Maintaining Users...2-23 Overview of the DAMION Session Window...2-39 Creating and Working with Teams...2-42 Chapter 3: Miscellaneous Administrative Functions...3-1 Setting Up Archive Templates... 3-2 Creating a Customized Index...3-14

Chapter 1: Code Tables Chapter 1: Code Tables Customizing Discovery using Code Tables A basic design concept of DAMION Discovery is the use of user definable code tables that allow for the customization of the application. Code tables are created and maintained by the Discovery Application Administrator. Chapter Objectives In this chapter, the following topics will be discussed: A. Understanding Code Tables B. Creating Code Tables C. Deactivating Codes D. Code Table Descriptions v. 4.3 1-1

DAMION Discovery Application Administration Reference Guide Where do we begin? Before learning to create and update code tables, you need to understand the information included in the tables. Topic A Understanding Code Tables Code tables are created when the system is first installed, and they may be edited as required. The information entered into each table becomes a pop-up menu or what is also known as a List of Values with the application. When a user is creating or updating a record in the database, various fields throughout Discovery will be List of Values fields from which the user can select. List of Values fields not only allow for customization, but also provide the ability to limit the information that a user may enter. For example, by creating a List of Values for the Office field, you have not only customized your application, but you have also limited the user from entering an incorrect Office name. Below is a description of the minimum information contained in each code table. Some tables may have additional fields that are specific to that table. Code (Type) The code is a shortcut that can be used when entering data into a record. For example, the shortcut for a Microsoft Word Document may be DOC. Description The description provides a text description of what the code means. In the above example, the description of the code DOC would be Microsoft Word Document. v. 4.3 1-2

Chapter 1: Code Tables Active An active code is one that is being used by your office. An active code will be displayed in the List of Values drop-down menu. Sequence The Sequence field establishes the order in which codes will be displayed within the List of Values. By default, the codes in the table will be displayed alphabetically. However, it may be desirable to override this order placing the codes used most frequently at the top of the list. Update If the Update field displays a checkmark, this indicates that the Discovery Application Administrator will have the ability to make changes to the code. Expiry An inactive code is one that is no longer being used by your office. Inactive codes are not deleted from the Code Table, but will not be displayed in the List of Values drop-down menu. When a code is made inactive, the date that action was taken will appear in the Expiry field on the Code Table. v. 4.3 1-3

DAMION Discovery Application Administration Reference Guide Topic B Creating Code Tables There are multiple code tables in the DAMION Discovery module. This reference guide assumes that your organization has determined what to include in each Code Table. Task B-1: Creating Code Tables Before you begin: This task assumes that you have logged onto your system network, logged into DAMION Discovery and are viewing the Launch Pad. 1. Access the Item Types window a. From the menu bar located on the Launch Pad, select Maintenance Item Type. Press ALT + M I 2. Enter the Item Type a. In the Item Type field, enter the code that will be used. This is an 8 character alphanumeric field. v. 4.3 1-4

Chapter 1: Code Tables 3. Enter the Item Type description a. In the Description field, enter the text description associated with the item type. This is a 50 character alphanumeric field. 4. Observe the Active field By default, there is a checkmark in the Active field indicating that the Item Type code is active. 5. In the Sequence field, enter the order or sequence number in which the code will appear It is useful to place the codes used most often at the top of the list. If you leave this field blank, Discovery will place the code in the list alphabetically. 6. Observe the Update checkbox A checkmark in the Update field indicates that a DAMION Administrator can update this code. 7. Observe the Expiry field The Expiry field will indicate the date the code was made inactive. When the Active checkmark is removed, the Expiry field will automatically be populated with the current date. 8. Continue to enter all codes a. Repeat steps #2 - #7 until all codes have been entered. v. 4.3 1-5

DAMION Discovery Application Administration Reference Guide 9. Save the changes 10. Exit back to the Launch Pad v. 4.3 1-6

Chapter 1: Code Tables Topic C Deactivating Codes If a code that has been entered into the system is no longer needed, that code can be deactivated. When a code is deactivated, it will no longer appear in the List of Values accessed by the user, but can still be used for query and reporting purposes. Once a code has been deactivated, Discovery will automatically populate the Expiry field with the current date. Task C-1: Deactivating a Code from an existing Code Table Before you begin: This task assumes that you have logged into the DAMION Discovery module, and are viewing the Launch Pad. 1. Access the appropriate Code Table The menu bar and keyboard options will vary depending on which code table you are accessing. 2. Deactivate the appropriate code Once the checkmark has been removed, the Expiry field will be populated with the current date. 3. Save the changes v. 4.3 1-7

DAMION Discovery Application Administration Reference Guide 4. Exit back to the Launch Pad v. 4.3 1-8

Chapter 1: Code Tables Topic D Code Table Descriptions The following table provides a description of each Maintenance Code Table included in the DAMION Discovery module including the table name, an example of the information stored within the table, a short description of what the table represents and the screen location in DAMION in which the code is used. Table Name Examples Description Screen Locations Archive Log Archive Complete Archive Item Added Archive Item Removed Maintain a running log of activities associated with the Archive record Archive Maintenance window/archive Log block Archive Storage Network Storage File Specify the location where the Archive records will be stored Archive Maintenance window/archive block Collection Log Item Added Item Removed Collection Modified Sent Package Record events associated with the Collection record Collection Maintenance window/collection Log block v. 4.3 1-9

DAMION Discovery Application Administration Reference Guide Table Name Examples Description Screen Locations Item Type Microsoft Word Document Jpeg File Bitmap Image Wave Audio File Specify the type of Archive or Collection Item Archive Item Maintenance window/archive Item block Collection Item Maintenance window/collection Item block Module Discovery Collection Discovery Archive Adult Case Worksheet Civil File Entry Adult Agency Report Log Lists the modules and/or windows to which the record may be linked Module Link Maintenance window Package Disposition Sent Received Returned Undelivered Notified Enter a disposition for a package being tracked Package Tracking Maintenance window/package Tracking block Package Expense Type United States Postal Service Federal Express Courier Costs Printing Media Costs Enter expenses associated with the package Package Tracking Maintenance window/package Expense block 1-10 v. 4.3

Chapter 1: Code Tables Table Name Examples Description Screen Locations Package Status Package Created Package Sent Package Delivered Enter and maintain a status for each package created Package Maintenance window/package block Package Tracking Event Type Package Shipped Package Returned Package Received Track any events associated with the package Package Tracking Maintenance window/package Tracking block Privilege Type Attorney/Client Physician/Patient Right to Privacy Associate a privilege type to a Collection type Collection Item Maintenance window/collection Item block Prosecutor Office Code Main Office Remote Office 1 Remote Office 2 Specify to which Prosecutor s office the record belongs Archive Maintenance window/archive block Collection Maintenance window/collection block Template Module Code Archive Item Navigator Archive Item Query Archive Item Maintenance Specify which windows are associated to which Archive Template Archive Template window/template Module block v. 4.3 1-11

Chapter 2: System Security Chapter 2: System Security Defining Security Roles The purpose of security within DAMION is to provide your organization with the ability to establish various levels of access to information stored in the database. This information must be safe from access by the public, yet be available to internal and external users as requested, and that access to approved users must be fully customizable at both the group and user level. Chapter Objectives In this chapter, the following topics will be discussed: A. Viewing the System Hierarchy B. Working with Security Roles C. Creating and Maintaining Users D. Overview of the DAMION Session Window E. Creating and Working with Teams v. 4.3 2-1

DAMION Discovery Application Administration Reference Guide Where do we begin? DAMION Discovery can be used in conjunction with the Criminal Adult or Juvenile modules of DAMION Prosecutor or, as a standalone module. Given the appropriate security roles, users working within the DAMION Prosecutor module can navigate directly to Discovery windows by simply clicking on a button. For a user to gain access to the DAMION Prosecutor module or the Discovery module, the Application Administrator must assign a valid user name and password. At the same time, the Administrator also attaches various privileges to each user giving them the ability to gain access to certain windows within the appropriate modules. Teams are groups of users formed to restrict access to sensitive information. Once a team has been created and populated with the appropriate users, any record created can be assigned to a team. Only those team members will have access to the record. Topic A Viewing the System Hierarchy Roles are virtual containers that hold a group(s) of privileges to various windows throughout DAMION. Once a role has been established, it can be granted to individuals allowing them access to various parts of DAMION in a controlled fashion. DAMION s security resembles a family tree. A circle ( ) is used to identify a User, a triangle ( ) to identify a Role and a square ( ) to identify a Window. A user is the parent of a role and/or a window; a role is both the parent of a window and the child of a user. A window is a child of a role and/or a user. It is possible to grant access to a window directly to a user. It is also possible to grant a role to another role. A window cannot be granted another window and a user cannot be granted another user. 2-2 v. 4.3

Chapter 2: System Security User Navigator Window The User Navigator window is used to grant or revoke role and window privileges for users and therefore querying is limited to users only. The Query block, which is located in the upper portion of the window, is used to enter search criteria to locate a particular user. The results will be displayed in the lower portion of the window in a tree-like format. The first level of the tree displays the user(s) and each user branch can be expanded to display the roles and/or windows assigned to that user. The User Navigator window is accessed by selecting Utilities Role Administration User Navigator from the menu bar located on the DAMION Launch Pad. Once the appropriate user has been successfully queried, a right click in the lower results portion of the window will access the following menu options: Assign a Role: Allows the Administrator to assign a role to the selected user Assign a Window: Allows the Administrator to assign a window to the selected user Revoke Privilege: Allows the Administrator to revoke a privilege from the selected user Expand All: Opens all of the branches of the results tree Collapse All: Closes all of the branches of the results tree v. 4.3 2-3

DAMION Discovery Application Administration Reference Guide Refresh: Executes the query again, refreshing the view Role Navigator Window The Role Navigator window is used to build roles and therefore querying is limited to roles only. The Query block, located in the upper portion of the window, is used to enter the appropriate search criteria to locate a particular role. The lower portion of the window will display the results of the query entered in a tree-like format. The first level of the results tree displays the roles and each role branch may be expanded to display the roles, users and windows that are assigned to the selected role. A role for a user may be explicitly disabled to prevent that individual from using a certain collection of privileges when it is no longer appropriate (such as when the individual changes jobs). In addition, a role can be dropped completely from the database, making it no longer available to any user. The Role Navigator window is accessed by selecting Utilities Role Administration Role Navigator from the menu bar located on the DAMION Launch Pad. 2-4 v. 4.3

Chapter 2: System Security Once a role has been successfully queried, a right click in the results area will access the following menu options: Create a Role: Allows the Administrator to create a new role Delete Role from the System: Allows the Administrator to delete the selected role if it is at the first level of the tree Assign a Role: Allows the Administrator to assign a role to the selected role Assign a Window: Allows the Administrator to assign a window to the selected role Assign a User: Allows the Administrator to assign a user to the selected role Revoke Role/Window: Allows the Administrator to revoke either a role or window from the selected role Expand All: Opens all of the branches of the results tree Collapse All: Closes all of the branches of the results tree Refresh: Executes the query again, refreshing the view v. 4.3 2-5

DAMION Discovery Application Administration Reference Guide System Role Navigator Window The System Role Navigator window is used to easily view all of the relationships between roles, windows or users. For example, when querying on a user, this window will display all of the roles attached to the user and all of the windows attached to each role, as well as any windows directly attached to the user. A box to the left of your query results will contain a plus (+) sign, which indicates that the results tree is minimized. A minus ( - ) sign indicates that the results tree is maximized. The results will always initially be displayed as minimized. The System Role Navigator window is accessed by selecting Utilities Role Administration System Navigator from the menu bar located on the DAMION Launch Pad. Once the query has been successfully executed, a right click in the results portion of the window will access the following menu options: Expand All: Opens all of the branches of the results tree Collapse All: Closes all of the branches of the results tree Refresh: Executes the query again, refreshing the view There will be times that you will need to view the security hierarchy. One of the most frequently used queries would show what roles or windows a user has been assigned. 2-6 v. 4.3

Chapter 2: System Security Task A-1: Viewing the System Hierarchy Before you begin: This task assumes that you have logged into DAMION, and are viewing the Launch Pad. 1. Open the System Role Navigator window a. From the menu bar located on the Launch Pad, select Utilities Role Administration System Navigator. Press ALT + U R S 2. Observe the Query block The default selection for the Start With option will be User. The default selection for the Direction option will be Child. Depending upon your needs, the Start With and Direction criteria can be changed by clicking on the appropriate radio button. 3. Access the Valid Values for User window a. Double click in the User field. Press F9 v. 4.3 2-7

DAMION Discovery Application Administration Reference Guide 4. Select the appropriate user a. Click to highlight the appropriate user, and then click on the OK button. Use the up and down arrow keys on the keyboard to highlight the appropriate user, and then press Enter 5. Execute the query 6. Expand your query results a. Right click in the results area and then select the Expand All option, or click on the plus (+) sign to the left of the query results. 2-8 v. 4.3

Chapter 2: System Security 7. Review the information as needed a. Click on the up and down arrows located on the right side of the window to scroll through the results. Use the up and down arrow keys on the keyboard to scroll through the results. 8. Exit back to the Launch Pad v. 4.3 2-9

DAMION Discovery Application Administration Reference Guide Topic B Working with Security Roles Security can be achieved through many different ways including: The user access or restriction of the various DAMION modules By the agency to which the user is assigned The creation and granting of roles The creation and assignment of teams Each user, regardless of agency access, team security or DAMION module assignment, must be granted the privileges to open any window used in day-today activities. Depending on the privilege, a user may be allowed to enter new data, modify existing data, delete existing data or be limited to simply viewing data. DAMION uses Oracle role concepts to manage its user s privileges. Every time an attempt is made to open a window, DAMION checks to see if the user has been granted privileges to that window. If the user has not been granted privileges to the window in question, he or she is informed that they have insufficient privileges. Role Creation Issuing individual privileges to each user is very time consuming for an Administrator. For that reason, DAMION allows for the creation of new roles. Roles are granted individual privileges belonging to a subset of windows found in the application. For example, if an Administrator wanted to create one role to be granted to users who need access to the DAMION Administrative tasks, a role called PROSECUTOR ADMIN could be created with all necessary window privileges associated. 2-10 v. 4.3

Chapter 2: System Security Task B-1: Creating a New Role Before you begin: This task assumes that you have logged into DAMION, and are viewing the Launch Pad. 1. Access the Role Navigator window a. From the menu bar located on the Launch Pad, select Utilities Role Administration Role Navigator. Press ALT + U R R 2. Access the Create a Role window a. Right click in the lower portion of the window, and then click on the Create a Role option. v. 4.3 2-11

DAMION Discovery Application Administration Reference Guide 3. Name the role a. In the Role Name field, type the name of the role you are creating and then click on the OK button. In the Role Name field, type the name of the role you are creating and then press Enter 4. Observe the Role Navigator window The role you created will be displayed. 5. Creating any additional roles a. Repeat steps #2 - #4 until all roles have been created. 6. Leave this window open to assign privileges to the newly created role 2-12 v. 4.3

Chapter 2: System Security Assigning Privileges to a Role Once all of the roles have been created, you must assign privileges to those roles. Task B-2: Assigning Role Privileges to a Role Before you begin: This task assumes that you have completed Task B-1, and are viewing the Role Navigator window. 1. If necessary, select the role to which you would like to assign privileges a. Click to highlight the appropriate role. Use the up and down arrow keys on the keyboard to highlight the appropriate role. 2. Access the Valid value for Role window a. Right click on the appropriate role, and then select the Assign a Role option. v. 4.3 2-13

DAMION Discovery Application Administration Reference Guide 3. Assign the appropriate role(s) a. Click to highlight the appropriate role, and then click on the OK button. Use the up and down arrow keys on the keyboard to highlight the appropriate role, and then press Enter The Select All button will select all of the roles listed. The use of the CTRL and the SHIFT keys on the keyboard will allow you to select multiple roles. 4. Observe the Role Navigator window If you expand the results tree for the role you created, you will see the role privileges that you added. 2-14 v. 4.3

Chapter 2: System Security 5. Leave this window open to assign window privileges to the role Task B-3: Assigning Window Privileges to the Role Before you begin: This task assumes that you have completed Tasks B-1 and B-2, and are viewing the Role Navigator window. 1. Select the appropriate role a. Click to highlight the role to which you would like to assign a window(s). Use the up and down arrow keys on the keyboard to highlight the role to which you would like to assign a window(s). v. 4.3 2-15

DAMION Discovery Application Administration Reference Guide 2. Access the Valid values for Window window a. Right click on the role, and then select the Assign a Window option. 3. Assign the appropriate window(s) a. Click to highlight the appropriate window name, and then click on the OK button. Use the up and down arrow keys on the keyboard to highlight the appropriate window name, and then press Enter The Select All button will select all of the windows listed. The use of the CTRL and the SHIFT keys on the keyboard allows you to select multiple windows. 2-16 v. 4.3

Chapter 2: System Security 4. Observe the Role Navigator window The windows that you added will be displayed in the results tree. 5. Leave this window open to assign a user to the role v. 4.3 2-17

DAMION Discovery Application Administration Reference Guide Assigning a User to a Role Usually a role will be assigned to a user from the User Maintenance window when a new user record is created. If the user record has already been created, a new role can be assigned to that user from the Role Navigator window. Task B-4: Assigning a User to a Role Before you begin: This task assumes that you have completed Tasks B-1 through B-3, and are viewing the Role Navigator window. 1. Select the role to which you would like to assign a user(s) a. Click to highlight the appropriate role. Use the up and down arrow keys on the keyboard to highlight the appropriate role. 2. Access the Valid values for User window a. Right click on the appropriate role, and then select the Assign a User option. 2-18 v. 4.3

Chapter 2: System Security 3. Select the appropriate user(s) a. Click to highlight the appropriate user, and then click on the OK button. Use the up and down arrow keys on the keyboard to highlight the appropriate user, and then press Enter The Select All button will select all users listed. The use of the CTRL and the SHIFT keys on the keyboard allow you to select multiple users. v. 4.3 2-19

DAMION Discovery Application Administration Reference Guide 4. Observe the Role Navigator window The name of the user will not be displayed on the Role Navigator window. The Role Navigator window will only display roles. To view what role/window privileges have been assigned to a user; access either the User Navigator or the System Navigator windows. 5. Leave this window open to revoke a privilege from a role Revoking Role and Window Privileges from a Role Occasionally, it may be necessary to revoke role and/or window privileges from a role. If you revoke a role or window privilege from a role, then any user who has been assigned that role will no longer have that role or window privilege available to them. Task B-5: Revoking Role and/or Window Privileges from a Role Before you begin: This task assumes that you have completed Tasks B-1 through B-4, and are viewing the Role Navigator window. 1. Select the role from which you wish to revoke a privilege a. Click to highlight the appropriate role. Use the up and down arrow keys on the keyboard to highlight the appropriate role. 2-20 v. 4.3

Chapter 2: System Security 2. If necessary, expand the role to view the role and/or window privileges assigned a. Click on the plus (+) sign to the left of the role. 3. Select the privilege that you wish to revoke from the role a. Use the up and down arrows located along the right side of the window until you locate the appropriate privilege. b. Click to highlight the privilege. Use the up and down arrow keys on the keyboard to highlight the appropriate privilege. 4. Revoke the selected privilege a. Right click on the privilege and then select the Revoke Role/Window option. v. 4.3 2-21

DAMION Discovery Application Administration Reference Guide 5. Observe the window The following message will appear asking you if you are sure that you want to revoke the privilege. 6. Acknowledge the message a. Click on the Yes button to revoke the privilege. 7. Observe the Role Navigator window The role or window that you revoked will no longer appear in the window. This role or window privilege will no longer be available to any user assigned to this role. 8. Exit back to the Launch Pad 2-22 v. 4.3

Chapter 2: System Security Topic C Creating and Maintaining Users The User Maintenance window will be used by the DAMION Application Administrator for the entry and maintenance of DAMION users. Access to the User Maintenance window will be determined by role security. Administrators will have privileges that allow them to deactivate users or change the passwords for all users. In addition, given the appropriate security access privileges, users will be able to change their own passwords from the User Preference window. DAMION users will need to have a User Name and Password in order to access the application. Information about users is entered into the User Maintenance window, and once saved, this action creates a record for each user. The user record includes their login ID and their name. In addition, there are fields to enter the user s phone number, department, assigned office, working office, and if applicable, the date on which their privileges were revoked. Each user must be given an Assigned Office. The office to which they are assigned becomes the owner of any report or case that the user enters. If an organization has multiple office locations, there will be an assigned office for each location. A user, who has an assigned office of MAIN, for example, will be able to access and update cases belonging to that office, based on their security clearance. A user who has the assigned office of REMOTE OFFICE 1 may only have access privileges to cases that were created by the MAIN office, but will not be able to update these cases. Because users may temporarily move from one office to another, they are also given a working office. A working office is the office from which the user is currently working. If a user moves temporarily from the MAIN office to the REMOTE OFFICE 1, they can change their working office to REMOTE OFFICE 1. Any cases they create will be assigned to the REMOTE OFFICE 1. Given the appropriate security clearance, the user will be able to update those cases. v. 4.3 2-23

DAMION Discovery Application Administration Reference Guide The User Maintenance window is accessed by selecting Utilities User Administration System User from the menu bar located on the DAMION Launch Pad. The User Maintenance window is divided into the following two blocks: User User Office User Block The User block is located in the upper portion of the window. This block is used to enter and create the user accounts in DAMION. Information such as the User Name, Actual Name, Department, Assigned Office, Working Office, etc., may be entered in this block: The following two buttons are located in the lower right corner of the block: The User Role button will access the User Navigator window. Once the Administrator has created a user account, they can access the User Navigator window to assign the appropriate roles and/or windows to which the user will have access. The Change Password button will access the Change Password window. From this window, the Administrator will have the ability to change the user s password. 2-24 v. 4.3

Chapter 2: System Security User Office Block The User Office block, which is located in the lower portion of the User Maintenance window, will allow the Administrator to grant the user access to cases belonging to additional offices in the user s jurisdiction. An unlimited number of additional offices may be entered in this block; up to four will be displayed at one time. Task C-1: Creating Users Before you begin: This task assumes that you have logged into DAMION, and are viewing the Launch Pad. 1. Open the User Maintenance window a. From the menu bar located on the Launch Pad, select Utilities User Administration System User. Press ALT + U U S 2. In the User Name field, enter the appropriate user name This is a 30 character alphanumeric field that is automatically entered in uppercase. The user name cannot begin with a space or a numeric character. The user name is typically the first initial and last name of the user, without a space between the first initial and last name, but your office can decide the format you wish to use. 3. In the Name field, enter the user s name This is a 75 character alphanumeric field used to enter the individual s first and last name. v. 4.3 2-25

DAMION Discovery Application Administration Reference Guide 4. In the Phone field, enter the user s phone number This is a 15 character alphanumeric field. You will need to enter the dashes, parenthesis or hyphens if you would like the number to appear that way. DAMION does not enter them automatically in this Phone field. 5. In the Email field, enter the user s email address This is a 100 character alphanumeric field with no default format. 6. In the Department field, enter the appropriate department code to which the user is assigned 7. In the Assigned Office field, enter the user s assigned office code 8. In the Working Office field, enter the user s working office code 9. In the Web Access field, indicate whether the user will have access to the Web version of DAMION a. Click on the down arrow to the right of the Web Access field, and then click on the appropriate value. Use the up and down arrow keys on the keyboard to highlight the appropriate value, and then press Enter 2-26 v. 4.3

Chapter 2: System Security 10. In the Client/Server Access checkbox, indicate whether the user will have client/server access to DAMION 11. If the user entered is a Prosecutor, in the Prosecutor field, enter the appropriate Prosecutor code The Prosecutor code must already be established in the Prosecutor Code window to be available in the List of Values. 12. If the user entered is an Advocate, in the Advocate field, enter the appropriate Advocate code The Advocate code must already be established in the Advocate Maintenance Codes window to be available in the List of Values. 13. If the user is a Judge, in the Judge field, enter the appropriate Judge code The Judge code must already be established in the Judge Codes window to be available in the List of Values. 14. If the user is a Staff Member, in the Staff Member field, enter the appropriate Staff Member code The Staff Member code must already be established in the Staff Code window to be available in the List of Values. v. 4.3 2-27

DAMION Discovery Application Administration Reference Guide 15. If the user is an Officer, in the Officer field, enter the user s officer identification number The Officer ID number must already be established in the Officer Maintenance window to be entered in the Officer field. a. If you know the appropriate officer s identification number, enter the number directly into this field. b. Go to step #20. c. If you are unsure of the appropriate officer s identification number, go to step #16 for instructions on searching for and selecting the officer. 16. Access the Officer Query window a. Double click in the Officer field. Press F9 17. Enter the appropriate search criteria a. Enter search criteria into one or more fields located in the Officer Query block. 18. Execute the query 2-28 v. 4.3

Chapter 2: System Security 19. Select the appropriate officer a. In the Officer Query Results block, click to highlight the appropriate officer, and then click on the Select button. In the Officer Query Results block, use the up and down arrow keys on the keyboard to highlight the appropriate officer, and then press Enter 20. In the Notification field, indicate the appropriate notification method for this user a. Click on the down arrow to the right of the Notification field, and then click on the appropriate value. Use the up and down arrow keys on the keyboard to highlight the appropriate value, and then press Enter The following Notification method choices are available: Launchpad Only: Selecting this method will display the notification pop up only when the user accesses the Launch Pad. Never: Selecting this method will instruct DAMION to never automatically display notifications. All Windows: Selecting this method will display the pop up window on all windows the user accesses. v. 4.3 2-29

DAMION Discovery Application Administration Reference Guide 21. Observe the Active checkbox By default, a checkmark will appear in this checkbox indicating that the user account is active. 22. Observe the Revoked Date field If a user is deactivated, by removing the checkmark from the Active checkbox, the Revoked Date field will automatically default to the date on which the action was taken. 23. In the Comment field, enter any additional information or comments regarding this user 24. Save the changes 25. Observe the window The following message will appear indicating that the user entered has been activated. 2-30 v. 4.3

Chapter 2: System Security 26. Acknowledge the message a. Click on the OK button to acknowledge the message. Press Enter to acknowledge the message. 27. Leave this window open to grant the user the appropriate roles and/or windows Task C-2: Granting Role, Window and Additional Office Privileges Before you begin: This task assumes that you have completed Task C-1, and are viewing the User Maintenance window. 1. Access the User Navigator window a. Click on the User Role button. Press ALT + U v. 4.3 2-31

DAMION Discovery Application Administration Reference Guide 2. Assign the appropriate role and/or window privileges to the user a. Refer to the tasks outlined in Tasks B-2 and B-3 of this chapter for instructions on assigning role and/or window privileges. 3. Exit back to the User Maintenance window 4. Navigate to the User Office block to assign access privileges to other offices a. Click in the Office Code field located in the User Office block. Press CTRL + PAGE DOWN OR PAGE DOWN 5. From the Office Code field, access the Valid values for Office Code window a. Double click in the Office Code field. Press F9 2-32 v. 4.3

Chapter 2: System Security 6. Select the appropriate office code(s) to which the user should have access privileges a. Click to highlight the appropriate office code, and then click on the OK button. Use the up and down arrow keys on the keyboard to highlight the appropriate office code, and then press Enter The Select All button is available to select all offices listed. The use of the CTRL and the SHIFT keys on the keyboard will allow you to select multiple offices. 7. Observe the User Office block The appropriate Jurisdiction and Description information for each office code selected will be displayed. 8. Save the changes v. 4.3 2-33

DAMION Discovery Application Administration Reference Guide 9. Exit back to the Launch Pad Deactivating a User Sometimes it is necessary to deactivate a user s login in the DAMION system. For example, when a user leaves the organization. Users are never deleted from DAMION; only their access is deactivated. Task C-3: Deactivating a User Before you begin: This task assumes that you have logged into DAMION, and are viewing the Launch Pad. 1. Open the User Maintenance window a. From the menu bar located on the Launch Pad, select Utilities User Administration System User. Press ALT + U U S 2-34 v. 4.3

Chapter 2: System Security 2. Observe the User Maintenance window The window will open in data entry mode. To select the user you wish to deactivate, place the window into query mode. 3. Enter the appropriate search criteria a. Enter search criteria into one or more fields located in the User block. 4. Execute the query 5. In the Active checkbox, remove the checkmark to deactivate the user account 6. Save the changes 7. Observe the User Maintenance window The following pop up window will appear indicating that the user has been deactivated. v. 4.3 2-35

DAMION Discovery Application Administration Reference Guide 8. Acknowledge the message a. Click on the OK button to acknowledge the message. Press Enter to acknowledge the message. 9. Observe the Revoked Date field The Revoked Date field will default to the current date. 10. Exit back to the Launch Pad Creating a New User Password By default, when a new user account has been created, the password will be the same as the user name entered. Sometimes it may be necessary for the Administrator to change a password for a user. For example, if a user forgets their password. 2-36 v. 4.3

Chapter 2: System Security Task C-4: Creating a New User Password Before you begin: This task assumes that you have logged into DAMION, and are viewing the Launch Pad. 1. Open the User Maintenance window a. From the menu bar located on the Launch Pad, select Utilities User Administration System User. Press ALT + U U S 2. Observe the User Maintenance window The window will open in data entry mode. To retrieve the appropriate user, place the window into query mode. 3. Enter the appropriate search criteria a. Enter search criteria into one or more fields located in the User block. 4. Execute the query 5. Access the Change Password window a. Click on the Change Password button. Press ALT + P v. 4.3 2-37

DAMION Discovery Application Administration Reference Guide 6. In the Admin Password field, enter your Administrator password The password will display as a series of asterisks. 7. In the New User Password field, enter the new user password The password will display as a series of asterisks. 8. In the Verification field, reenter the new user password for verification purposes The password will display as a series of asterisks. 9. Save the changes a. Click on the OK button. Press Enter 10. Observe the window The following message will appear indicating that the user s password has been changed. The user must log out of and back into DAMION for the new password to take effect. 11. Acknowledge the message a. Click on the OK button. Press Enter 12. Exit back to the Launch Pad 2-38 v. 4.3

Chapter 2: System Security Topic D Overview of the DAMION Session Window The Damion Session window allows the DAMION Application Administrator to view who is currently logged into DAMION and also allows for the termination of a user s session if necessary. The Damion Session window is accessed by selecting Utilities User Administration Session from the menu bar located on the DAMION Launch Pad. The Damion Session window is divided into the following two blocks: Session Query Session Session Query Block The Session Query block is located at the top of the Damion Session window. This block is used to enter the appropriate search criteria to locate the user(s) currently logged into DAMION. v. 4.3 2-39

DAMION Discovery Application Administration Reference Guide Session Block The Session block, which is located in the lower portion of the window, will display all users that are currently logged into a session of DAMION based on the search criteria entered in the Session Query block. The following button is located in the lower right corner of this block: Task D-1: Terminating a DAMION Session The Terminate button will terminate the session for the user highlighted in the Session block. For example, if a user session displayed in this block is currently locked, the Administrator can terminate the session by clicking on this button. Before you begin: This task assumes that you have logged into DAMION, and are viewing the Launch Pad. 1. Open the Damion Session window a. From the menu bar located on the Launch Pad, select Utilities User Administration Session. Press ALT + U U E 2. In the User field, enter the appropriate user you are searching for 3. Execute the query 4. Observe the Session block The Session block will display the current DAMION sessions open by this user. 2-40 v. 4.3

Chapter 2: System Security 5. If necessary, terminate the user s session a. In the Session block, click to highlight the appropriate user session, and then click on the Terminate button. In the Session block, use the up and down arrow keys on the keyboard to highlight the appropriate user session and then press ALT + T 6. Observe the window The following message will appear asking if you are sure that you want to terminate the session. 7. Acknowledge the message a. Click on the Yes button to terminate the user s session. b. Click on the No button if you do not wish to terminate the user s session. 8. Exit back to the Launch Pad v. 4.3 2-41

DAMION Discovery Application Administration Reference Guide Topic E Creating and Working with Teams The implementation of Team Security offers the ability to protect sensitive data by restricting its access to only those members of a given team. Team Administration is accomplished through the Team Navigator and the Team Member Navigator windows. Each team must have at least one administrator. The user that creates the team, by default, becomes a member with administrative privileges. Other users are added to the team, where a user can be a user or another team. When a team is made a member of another team, all users in the granted team are given access rights to files assigned to the new team. Other team members can also be given administrative rights. Although all members of a team are given access to the tagged files, only an administrator of a team can assign the team to a particular file. On very high profile cases, an administrator can also flag a team as Protected. If a team name is Protected, this restricts not only access to the tagged file, but also restricts others from viewing the team members. When a team is assigned to a record, all related records are assigned that team as well. For example, if a Case Worksheet is assigned a team, all attached Defendants, Action Events, Victims, etc., will automatically inherit the team. Once the teams have been established and populated with users, the actual security of a file can be done from numerous windows within DAMION. Team Navigator Window The Team Navigator window is used to view and create teams. In the Query block, located at the top of the Team Navigator window, the Team Name field can be used to search for a specific team. The Protected checkbox will allow you to search specifically for Protected teams. 2-42 v. 4.3

Chapter 2: System Security The Team Navigator window is accessed by selecting Utilities Team Administration Team Navigator from the menu bar located on the Launch Pad. A right click in the lower portion of the window will access the following menu options: Create a Team: Allows the Administrator to create a new team. Delete Team: Allows the Administrator to delete the selected team. Assign a User: Allows the Administrator to assign a user to the selected team. Remove Team Member: Allows the Administrator to remove a member from the selected team. Toggle Admin Privileges: Allows the Administrator to add or remove administrative rights for the selected user. Toggle Team Protection: Allows the Administrator to activate or deactivate team protection for the selected team. Expand All: Open all of the branches of the results tree. v. 4.3 2-43

DAMION Discovery Application Administration Reference Guide Collapse All: Closes all of the branches of the results tree. Refresh: Executes the query again, refreshing the view. Team Member Navigator Window The Team Member Navigator window is used to view and create team members. The Query block, located at the top of the window, is used to search for the appropriate team member. The Team Member Navigator window is accessed by selecting Utilities Team Administration User Navigator from the menu bar located on the Launch Pad. A right click in the lower portion of the window will access the following menu options: Assign To Team: Allows the Administrator to assign another user to the team. Remove From Team: Allows the Administrator to remove the selected team member from the team. Toggle Admin Privileges: Allows the Administrator to add or remove the administrative rights from the selected team member. 2-44 v. 4.3

Chapter 2: System Security Expand All: Opens all of the branches of the results tree. Collapse All: Closes all of the branches of the results tree. Refresh: Executes the query again, refreshing the view. Task E-1: Creating a New Team Before you begin: This task assumes that you have logged into DAMION, and are viewing the Launch Pad. 1. Open the Team Navigator window a. From the menu bar located on the Launch Pad, select Utilities Team Administration Team Navigator. Press ALT + U T T 2. Access the Create a Team window a. Right click in the lower portion of the window, and then click on the Create a Team option. v. 4.3 2-45

DAMION Discovery Application Administration Reference Guide 3. In the Team Name field, enter the appropriate team name This is a 30 character alphanumeric field. 4. Create the team a. Click on the OK button to create the team. Press Enter to create the team. 5. Observe the Team Navigator window The team you created will be displayed in the results portion of the window. 2-46 v. 4.3

Chapter 2: System Security 6. Create any addition team names a. Repeat steps #2 - #5 until all applicable teams have been created. 7. Leave this window open to add members to a team Adding Users to a Team Once your Team has been created in the system, you must add users to the newly created team. v. 4.3 2-47

DAMION Discovery Application Administration Reference Guide Task E-2: Adding Users to a Team Before you begin: This task assumes that you have complete Task E-1, and are viewing the Team Navigator window. 1. If necessary, select the appropriate team to which you would like to add a user(s) a. Click to highlight the appropriate team name. Use the up and down arrow keys on the keyboard to highlight the appropriate team name. 2. Access the Valid values for User window a. Right click on the appropriate team name, and then select the Assign a User option. 2-48 v. 4.3

Chapter 2: System Security 3. Select the appropriate user(s) a. Click to highlight the appropriate user, and then click on the OK button. Use the up and down arrow keys on the keyboard to highlight the appropriate user, and then press Enter The Select All button will select all of the users listed. The use of the CTRL and the SHIFT keys on the keyboard will allow you to select multiple users. 4. Review the users assigned to the team a. Click on the plus (+) sign to the left of the team name to review the users assigned. Notice that your own user name will be displayed in the last as a Team Member with administrative privileges. v. 4.3 2-49

DAMION Discovery Application Administration Reference Guide 5. Exit back to the Launch Pad Viewing Team Members Sometimes, it may be necessary to find out what users are assigned to which teams. This can be accomplished by using the Team Member Navigator window. Task E-3: Viewing Team Members Before you begin: This task assumes that you have logged into DAMION, and are viewing the Launch Pad. 1. Open the Team Member Navigator window a. From the menu bar located on the Launch Pad, select Utilities Team Administration User Navigator. Press ALT + U T U 2-50 v. 4.3

Chapter 2: System Security 2. In the Member Name field, enter the appropriate team member on which you are searching 3. Execute the query 4. Expand your query results a. Click on the plus (+) sign to the left of the user name to expand the results tree. 5. Observe the window The results tree will display all team names to which the user retrieved has been added as a member. 6. Exit back to the Launch Pad v. 4.3 2-51

DAMION Discovery Application Administration Reference Guide Removing a User from a Team If it becomes necessary to remove a user from a team, the Administrator can accomplish this from either the Team Member Navigator or the Team Navigator windows. Task E-4: Removing a User from a Team Before you begin: This task assumes that you have logged into DAMION, and are viewing the Launch Pad. 1. Open the Team Navigator window a. From the menu bar located on the Launch Pad, select Utilities Team Administration Team Navigator. Press ALT + U T T 2. In the Team Name field, enter search criteria on the appropriate team name 3. Execute the query 4. Expand the results tree a. Click on the plus (+) sign to the left of the team name to expand the results tree. 5. Remove the team member from this team a. Right click on the appropriate team member s name, and then select the Remove Team Member option. 2-52 v. 4.3

Chapter 2: System Security 6. Observe the window The following pop up message will appear asking if you are sure you want to remove this team member. 7. Acknowledge the message a. Click on the Yes button to remove the team member. b. Click on the No button if you do not want to remove team member. 8. Observe the Team Navigator window The team member you selected will no longer appear in the list. v. 4.3 2-53

DAMION Discovery Application Administration Reference Guide 9. Exit back to the Launch Pad Deleting a Team from the System If a team is no longer needed or needs to be recreated for some reason, the team may be deleted from the system. If you delete a team from the system, then any user who has been assigned to that team will no longer have the corresponding team privileges available to them. 2-54 v. 4.3

Chapter 2: System Security Task E-5: Deleting a Team from the System Before you begin: This task assumes that you have logged into DAMION, and are viewing the Launch Pad. 1. Open the Team Navigator window a. From the menu bar located on the Launch Pad, select Utilities Team Administration Team Navigator. Press ALT + U T T 2. In the Team Name field, enter search criteria on the team name you wish to delete 3. Execute the query 4. Delete the selected team a. Right click on the appropriate team name, and then select the Delete Team option. v. 4.3 2-55

DAMION Discovery Application Administration Reference Guide 5. Observe the window The following pop up window will appear asking if you are sure that you want to delete this team. 6. Acknowledge the message a. Click on the Yes button to delete the team. b. Click on the No button if you do not wish to delete the team. 7. Observe the Team Navigator window The team you deleted will no longer appear on the window. 2-56 v. 4.3

Chapter 2: System Security 8. Exit back to the Launch Pad Toggle Admin Privileges and Team Protection By default, the user who created the team becomes an Administrator of that team. As the Administrator, the user will have the ability to assign Administrative privileges to another team member. Each team must always have at least one Administrator, so you will not be able to delete the last Administrator on the team. In order to enforce the Team Protection function, which is used to restrict users from viewing the members of a protected team, you will need to toggle Team Protection. v. 4.3 2-57

DAMION Discovery Application Administration Reference Guide Task E-6: Toggling Admin and Team Protection Functions Before you begin: This task assumes that you have logged into DAMION, and are viewing the Launch Pad. 1. Open the Team Navigator window a. From the menu bar located on the Launch Pad, select Utilities Team Administration Team Navigator. Press ALT + U T T 2. In the Team Name field, enter search criteria on the appropriate team name You must already be an Administrator on the team to toggle Admin Privileges and Team Protection. Be sure that you are searching for a team on which you are an Administrator. 3. Execute the query 4. Expand the results tree for the team retrieved a. Click on the plus sign (+) to the left of the team name. 5. Give Admin Privileges to a member of team other than yourself a. Right click on the appropriate team member s name, and then select the Toggle Admin Privileges option. 2-58 v. 4.3

Chapter 2: System Security 6. Observe the window The user selected will now have Admin Privileges. This will be indicated by the (Admin) displayed to the right of the team member s name. v. 4.3 2-59

DAMION Discovery Application Administration Reference Guide 7. To toggle of the Admin Privileges for a team member, repeat step #5 8. Toggle Team Protection Team Protection must be added to the team and not a team member, so you must highlight the Team Name to toggle Team Protection. a. Right click on the Team Name, and then select the Toggle Team Protection option. 9. Observe the window The team is not protected. This is indicated by the (Protected) displayed to the right of the team name. 2-60 v. 4.3

Chapter 2: System Security 10. To toggle off Team Protection, repeat step #8 11. Exit back to the Launch Pad v. 4.3 2-61

Chapter 3: Miscellaneous Administrative Functions Chapter 3: Miscellaneous Administrative Functions Miscellaneous Administration Functions within DAMION There are miscellaneous Administrative functions that can be used to customize certain areas within the DAMION system, Chapter Objectives In this chapter, the following topics will be discussed: A. Setting up Archive Templates B. Creating a Customized Index v. 4.3 3-1

DAMION Discovery Application Administration Reference Guide Where do we begin? There are three Archive windows that can be setup and customized by the Discovery Application Administrator. Two of these windows are located in the Criminal Adult module including the Archive Item Navigator and the Archive Item Maintenance windows. Three archive windows are located in the Discovery module including the Archive Item Navigator, Archive Item Maintenance and the Archive Item Query window. Topic A Setting Up Archive Templates The set up of Archive Templates allows the Discovery Application Administrator to customize the Archive windows to meet the specific needs of their organization. The Archive Template window is used by the Administrator to create Archive Templates for the end users. The Archive Template window is made up of three tabs: Template Validation LOV Preview 3-2 v. 4.3

Chapter 3: Miscellaneous Administrative Functions Template Tab The Template tab is the first tab on the Archive Template window. This tab is used to do most of the configuration work on the Template being created. The Template tab is divided into four blocks: Template Template Field Template Module Template Module Layout Template Block The Template block, which is located in the upper left corner of the tab, is where the Administrator names the template, specifies the sequence or order number in which the template will appear, deactivates templates, etc. Template Field Block The Template Field block is located along the left side of the tab, directly below the Template block. In this block, up to ten (10) fields may be configured for each Template created. The following button is located in the Template Field block: Template Module Block When creating a new template, the Initialize Fields button will populate the Template Fields block with 10 default fields. The fields include information including field number, a default label and data type, and the display checkbox is checked for all ten fields. The Template Module block is located on the right side of the window and is used to specify to which windows the template will pertain. Template Module Layout Block The Template Module Layout block is also located on the right side of the tab, directly below the Template Module block. In this block, the Administrator will specify the location in which the fields will be placed in the window. v.4.3 3-3

DAMION Discovery Application Administration Reference Guide The following button is located in the Archive Item block: Validation LOV Tab When entering a window name in the Template Module block for a new template, the Default Layout button will populate the Template Module Layout block with default information including field number, field length, and x and y coordinate information. The Validation LOV tab is the second tab on the Archive Template window. In this tab, the List of Values is set up for any field that has a data type of List of Values. All applicable values are entered by the Administrator. The Administrator can also specify the order in which the values will be listed and if necessary, deactivate a value. Preview Tab The Preview tab is the third tab on the Archive Template window. This tab is used to display a preview of how the window will look without having to exit the Archive Template window. Task A-1: Creating an Archive Template Before you begin: This task assumes that you have logged into the DAMION Discovery module, and are viewing the Launch Pad. 1. Access the Archive Template window a. From the menu bar located on the Launch Pad, select File Template Maintenance. Press ALT + F P 3-4 v. 4.3

Chapter 3: Miscellaneous Administrative Functions 2. Name the Template a. In the Name field, type the name of the Archive Template you are creating. This is a 30 character alphanumeric field. 3. Observe the Active checkbox By default, there will be a checkmark in the Active field indicating that the template is active in the system. If the checkmark is removed, the Expiry field will automatically be populated with the current date. 4. Enter the Sequence number a. In the Sequence field, type the sequence or order number in which you would like the template to appear in the list. If no sequence number is defined, Discovery will place the template in the list in the order in which it was entered. v.4.3 3-5

DAMION Discovery Application Administration Reference Guide 5. Observe the Update field By default, a checkmark will appear in the Update field indicating that the template may be updated. 6. Observe the Expiry field The Expiry field is used to display the date that the template was deactivated in the system. This field will default to the current date when the Active checkmark is removed. 7. Observe the Default checkbox The Default field is used to indicate which template is the default template for your organization. a. Click in the Default field for the appropriate template. Tab to the Default field for the appropriate template and press the SPACEBAR 8. Save the changes 9. Leave this window open to define the fields for your template 3-6 v. 4.3

Chapter 3: Miscellaneous Administrative Functions Task A-2: Defining Fields in an Archive Template Before you begin: This task assumes that you have completed Task A-1, and are viewing the Archive Template window. 1. If necessary, navigate to the Template Field block a. Click in the Field # field located in the Template Field block. Press CTRL + PAGE DOWN OR PAGE DOWN 2. Populate the Template Fields block with 10 default fields a. Click the Initialize Fields button. 3. Verify that Field #1 is selected 4. Navigate to the Label field Press the TAB key to navigate to and highlight the default field label, TMPLT_FLD_1 5. Enter the field label a. In the Label field, type the label or name associated with the field. This is a 30 character alphanumeric field. 6. In the Data Type field, access the Valid values for Data Types are window 7. Indicate whether the field is a mandatory field v.4.3 3-7

DAMION Discovery Application Administration Reference Guide 8. Observe the Display field By default, a checkmark will appear in the Display field indicating that the field will be displayed in the appropriate window. Up to ten (10) fields may be configured for each template. If you do not configure all ten fields, it is useful to remove the checkmark from the Display field so that the un-configured fields are not displayed in the template. 9. In the Validation field, enter the appropriate validation code 10. In the Mask/Function field, enter the appropriate function or mask value 11. Enter a Default value a. If the field has a default value, type the appropriate information in the Default field. This is a 2000 character alphanumeric field. 12. If necessary, edit any additional fields a. Repeat steps #4 - #11 until all of the fields have been entered. 13. Save the changes 3-8 v. 4.3

Chapter 3: Miscellaneous Administrative Functions 14. Leave this window open to enter module and layout information for the fields Task A-3: Entering Module and Layout Information for the Template Field Before you begin: This task assumes that you have completed Task A-1 and A-2, and are viewing the Archive Template window. 1. Navigate to the Template Module block. a. Click in the Name field located in the Template Module block. Press CTRL + PAGE DOWN OR PAGE DOWN 2. Enter the window in which the template pertains v.4.3 3-9

DAMION Discovery Application Administration Reference Guide 3. Populate the Template Module Layout block with default information a. In the Template Module Layout block, click the Default Layout button. 4. Save the changes 5. If necessary, edit the field number, field length, x or y coordinate fields a. Click in the appropriate Field # field located in the Template Module Layout block. b. In the Length field, edit the field length. c. In the X Pos field, edit the X coordinate of the field position in inches. d. In the Y Pos field, edit the Y coordinate of the field position in inches. 6. Save the changes 7. Enter any additional windows to which the template pertains a. Repeat steps #1 and #2 until all windows are entered. 8. Continue to enter the layout for each field a. Repeat steps #3 - #6 until all fields have been positioned on the window. 9. Save the changes 3-10 v. 4.3

Chapter 3: Miscellaneous Administrative Functions 10. Leave the window open to enter the appropriate information for List of Values fields Task A-4: Entering Valid Values for List of Values Fields Before you begin: This task assumes that you have completed Task A-1 through A-3, and are viewing the Archive Template window. 1. Select the appropriate Template Field a. In the Template Field block, click to highlight the field for which you wish to enter List of Values codes. 2. Navigate to the Validation LOV tab a. Click on the Validation LOV tab. Press ALT + 2 v.4.3 3-11

DAMION Discovery Application Administration Reference Guide 3. Enter the appropriate value for the template field This is a 2000 character alpha numeric field with no default formatting. 4. Observe the Active field By default, a checkmark will appear in the Active field indicating that the value is currently active in the system. 5. Enter the appropriate sequence number a. In the Sequence field, enter the sequence or order number in which the value will appear in the list. If no sequence is defined, the values will be placed in the list in the order in which they were entered. 6. Observe the Expiry field The Expiry field displays the date that the value expired. The Expiry field will default to the current date when the checkmark is removed from the Active field. 7. Add any additional values a. Repeat steps #3 - #6 until all values have been entered. 8. Save the changes 3-12 v. 4.3

Chapter 3: Miscellaneous Administrative Functions 9. Exit back to the Launch Pad v.4.3 3-13

DAMION Discovery Application Administration Reference Guide Topic B Creating a Customized Index Once a Discovery package is assembled, the Indexing function may be used which gives the user the ability to create an accurate record of what information is included in the Package without having to manually create the index. This will avoid possible mistakes and omissions. Including an index with the delivered Package gives the person or firm receiving the Package an easy way to see exactly what information is included and for what case the information pertains to. There are two index buttons available in the Package Maintenance window. The first is the Summary Index button, which when selected, creates a summary of all packages created for a particular Collection. The second is an Index button which creates a file including specific details of the Package including the package name, the date on which the package was created, the user name of who created the package and the entire contents of the package. Additionally, a customized index can be created by a DAMION Application Administrator. When creating a custom index, you may consider using the Block Customization function. By using this function, you can add the Defendant field to the Package block in the Package Maintenance window. A template would also have to be created in the Document Library for the customized index to be generated. If a defendant field was added to the Package block in the Package Maintenance window using block customization, a user could then select the defendant to which the discovery package pertains. 3-14 v. 4.3

Chapter 3: Miscellaneous Administrative Functions If a Discovery Package template is created, a user can click on the Document button located in the Package block in the Package Maintenance window and the Document Generation window will appear. From the Document Name field located in the Generated Documents block, they could access the Valid values for Document Templates window and select the document that they wish to generate. Once the custom index is generated, the user could review, modify, and save the document. Once the user exits back to Package Maintenance window, the custom package index automatically becomes part of the contents of the package and will be listed in the Package Item block. Task B-1: Querying using the Block Customization Window Before you begin: This task assumes that you have logged into the DAMION Prosecutor module, and are viewing the Launch Pad. 1. Access the Block Customization window a. From the menu bar located on the Launch Pad, select Utilities Block Customization. Press ALT + U B 2. From the Window field, access the Valid values for Window window a. Double click in the Window field. Press F9 v.4.3 3-15

DAMION Discovery Application Administration Reference Guide 3. Select the Package Maintenance window a. Click to highlight Package Maintenance, and then click on the OK button. Use the up and down arrow keys on the keyboard to highlight Package Maintenance and then press Enter 4. From the Block field, access the Valid values for Window window a. Double click in the Block field. Press F9 3-16 v. 4.3

Chapter 3: Miscellaneous Administrative Functions 5. Select the Package block a. Click to highlight Package, and then click on the OK button. Use the up and down arrow keys on the keyboard to highlight Package and then press Enter 6. Execute the query 7. Observe the Block Customization window All fields that are available for block customization in the Package Maintenance window will be displayed in the Activity block. 8. Leave this window open to modify information using block customization v.4.3 3-17