eDiscovery Exception Report - Common Uses

Common Uses

When a document fails to be content indexed successfully, the search engine provides a description of what went wrong. The eDiscovery Exception Report can display these error descriptions and additional information, which you can use to diagnose and fix content indexing failures. This information can help you ensure that all required documents are available for eDiscovery and compliance searches.

There are three basic steps involved when solving eDiscovery exception issues. The procedures below provide instructions for how to use the eDiscovery Exception Report to complete each step of this task.

Steps for Analyzing Exceptions eDiscovery Exception Report Use Cases
  1. View results of content indexing operations and types of data extraction errors.
  1. Locate the excluded documents.
  1. Contact the custodian, or owner of the data to fix the error.

View Percentage of Exceptions

For eDiscovery

  1. From the Web Console, navigate to the eDiscovery Exception Report.
  2. Click the Search Engine you want to view.
  3. The default view appears for the selected search engine, showing the percentage of documents that were Successful, met with an Exception, and Skipped during content indexing.

View Extraction Error Descriptions

To see which errors are preventing documents from being indexed successfully, use the eDiscovery Exception Report to view all document extraction errors for failed items of a particular search engine.

  1. From the Web Console, navigate to the eDiscovery Exception Report.
  2. Click the Search Engine you want to view.
  3. Click the Exception section of the pie chart.
  4. The pie chart automatically updates, and an Error list appears for the selected data.

    You can click either the pie chart section or the description in the graph key to make your selection. It might take a few seconds for the pie chart to update, depending on the amount of data in your report.

You can select an Export Option to convert this list into a more portable format. You can also use the additional Settings to further refine your selections.

List All Documents with Extraction Errors

Use the eDiscovery Exception Report to view information for all the documents that have failed to be content indexed by a particular search engine.

  1. From the Web Console, navigate to the eDiscovery Exception Report.
  2. Click the Search Engine you want to view.
  3. Click the Exception section of the pie chart.
  4. The pie chart automatically updates, and an Error list appears for the selected data.

    You can click either the pie chart section or the description in the graph key to make your selection. It might take a few seconds for the pie chart to update, depending on the amount of data in your report.

  5. Click Listing.

    A list of documents that failed to be content indexed appears.

    This list provides the Name (full path), Date Modified, and Size of each excepted document for the selected client. You can sort the information in the listing view by clicking the column headings.

You can select an Export Option to convert this list into a more portable format. You can also use the additional Settings to further refine your selections.

List Documents that Met with an Exception for a Specific Client

Most content extraction errors happen because of issues at the client level. For example, a particular client might be set to encrypt all email messages. Search engines cannot extract data from encrypted documents, so these emails would fail to be content indexed, and thus unavailable for eDiscovery and compliance searches. With the information provided by the eDiscovery Exception Report, you can view extraction errors at the client level and take the appropriate steps to remedy the issue.

To locate and remedy content extraction issues, use the eDiscovery Exception Report to list extraction errors for a specific client.

  1. From the Web Console, navigate to the eDiscovery Exception Report.
  2. Click the Search Engine you want to view.
  3. Click the Exception section of the pie chart.
  4. The pie chart automatically updates, and an Error list appears for the selected data.

    You can click either the pie chart section or the description in the graph key to make your selection. It might take a few seconds for the pie chart to update, depending on the amount of data in your report.

  5. In the Refine Your Selection menu, select a client name from the Client list.
  6. The pie chart automatically updates for the selected data.

    You can also type a client name into the search box below the Client list to select a particular client.

  7. Click the Error section of the pie chart that you want to analyze. For example, click "Password protected or encrypted."
  8. Read Error Handling for more information about content indexing errors.

    The pie chart automatically updates, and a Data Type list appears for the selected data.

  9. Click Listing.

    A list of documents that failed to be content indexed appears.

    This list provides the Name (full path), Date Modified, and Size of each excepted document for the selected client. You can sort the information in the listing view by clicking the column headings.

You can select an Export Option to convert this list into a more portable format. You can also use the additional Settings to further refine your selections.

View Additional Information for Files/Emails

More information might be necessary to determine who should be contacted to fix a particular content indexing error. The eDiscovery Exception Report can be used to view additional document information for files and emails—such as file type, email metadata, client information, and more—to help you analyze and solve content extraction errors.

To analyze document extraction errors, use the eDiscovery Exception Report to view additional information about the files or emails that failed during content indexing.

  1. From the Web Console, navigate to the eDiscovery Exception Report.
  2. Click the Search Engine you want to view.
  3. Click the Exception section of the pie chart.
  4. The pie chart automatically updates, and an Error list appears for the selected data.

    You can click either the pie chart section or the description in the graph key to make your selection. It might take a few seconds for the pie chart to update, depending on the amount of data in your report.

  5. Click the Error section of the pie chart that you want to analyze. For example, click "Password protected or encrypted."
  6. Read Error Handling for more information about content indexing errors.

    The pie chart automatically updates, and a Data Type list appears for the selected data.

  7. Click either the Email or File section of the pie chart to view all documents of that data type.

    The pie chart automatically updates, depending on your selection:

    Email Options

    1. From the Data Type view, click the Email section of the pie chart.

      The pie chart automatically updates, and a Custodian list appears for the selected data.

    2. Click a Custodian from the pie chart.

      The pie chart automatically updates, and a Client list appears for the selected data.

    3. Click a Client from the pie chart.
    4. The pie chart automatically updates, and a Jobs list appears for the selected data.

    5. Click a Job from the pie chart.
    6. The Listing view appears for the selected data and displays each document's Name (full path), Date Modified, and Size. You can sort the information in the listing view by clicking the column headings.

    You can click Listing at any step in this procedure to view a list of the failed items at that particular refinement level.

    You can select an Export Option to convert this list into a more portable format. You can also use the additional Settings to further refine your selections.

    File Options

      1. From the Data Type view, click the File section of the pie chart.

        The pie chart automatically updates, and a File Type list appears for the selected data.

      2. Click a File Type from the pie chart. For example, click the PDF file extension.

        The pie chart automatically updates, and a Client list appears for the selected data.

      3. Click a Client from the pie chart.
      4. The pie chart automatically updates, and a Jobs list appears for the selected data.

      5. Click a Job from the pie chart.
      6. The Listing view appears for the selected data and displays each document's Name (full path), Date Modified, and Size. You can sort the information in the listing view by clicking the column headings.

    You can click Listing at any step in this procedure to view a list of the failed items at that particular refinement level.

    You can select an Export Option to convert this list into a more portable format. You can also use the additional Settings to further refine your selections.