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Discovery Archive User Guide

The Discovery Archive is a fully managed web-based service that allows your company to proactively respond to litigation requests and ensure adherence to company communication policies. Designated individuals

Designated individuals in your company can use Discovery Archive to search through current and legacy emails, permanently store material for litigation purposes, and export materials for review by outside parties. In addition, Collaborative Discovery (accessed from the E-Discovery tab) includes all the Matter Management features in Discovery Archive that

In addition, Collaborative Discovery (accessed from the E-Discovery tab) includes all the Matter Management features in Discovery Archive allowing multiple reviewers to interact and collaborate on litigation Matters during the E-Discovery process.

The following User Guide provides additional information about Discovery Archive and instructions for using its key features.

You can also download the Discovery Archive User Guide in PDF format.

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Introduction: Login to Discovery Archive

When your company signs up for Discovery Archive, you are provided with a username and password. With these credentials, you can log in to Discovery Archive and start setting up accounts for individual users.

All Discovery Archive users should exercise caution when accessing their accounts from public computers to maintain the confidentiality of company emails, especially individuals assigned to Administrator or Reviewer roles.

If your company signed up for Discovery Archive and you have not yet received your credentials, please
contact your administrator.

To Login to Discovery Archive

1. Navigate to your Discovery Archive URL

2. Select a Security option

  • Public or Shared Computer – Default Option Selected
    • Prompts for a username & password each time
    • Automatically logs out after 2o Minutes of inactivity
  • Private Computer 
    • Credentials are stored for 1 year in your browser’s local profile cache
      • Allowing you to bypass the login screen
      • Clear this setting by logging out of the Discovery Archive

3. Enter your Username and Password

If you have problems accessing your account, please check with your administrator first.

If you continue to have difficulty logging in, please contact your Technical Support Staff through your administrator.

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About Discovery Archive Roles

There are three roles available in the Discovery Archive:

Click on a role to learn more

Each role has a unique set of permissions and features accessible from the menu options.

In addition to these available roles, Administrators can also create External Reviewer accounts.

External Reviewer accounts allow Non-Discovery Archive users to review emails within Matters assigned to them. Please see the Archive Administration User Guide for more information about creating External Reviewer accounts.

Administrator Role

Available Menu Options: Investigations, E-Discovery, Administration, Alerts, and Dashboard

The Discovery Archive Administrator role is for system administrators that need to configure Discovery Archive or for HR personnel that need to monitor employee email usage.

Given the sensitive nature of the information available to Administrators, we highly recommend
they take special care to protect their login credentials.

Administrators can receive email notifications each time a message is flagged in the Alerts area. See About the Alerts Tab for more information.

In order for Administrators to monitor the email usage of all employees, they must be given permission to “Monitor All Accounts” when being assigned the Administrator role.

See Assign the Administrator Role for instructions on how to assign an Administrator

It is possible to restrict Administrator access, for information on how to do this, please see the Archiving Administrator User Guide.

Reviewer Role

Available Options: Investigations, E-Discovery, Administration (for Preferences Only), and Alerts

  • Reviewers can use the Administration tab to change their own password and personal time zone.

Reviewers typically monitor other employees’ emails for material that does not follow company communication policies. An Administrator or HR representative typically reviews the email of Reviewers, so that no employees are exempt from following company communication policies.

Administrators assign individuals the role of Reviewer in the Administration Console, located outside the Discovery Archive interface. See Assign the Reviewer Role for more information.

Organizations should take special care in selecting the appropriate employees for the Reviewer role, since Reviewers can see other employees’ emails. It is also important to ensure that Reviewers do not share their user name and password with anyone.

Within Discovery Archive, Reviewers can execute two types of searches:

  1. Open-ended investigative searches against one or all user archives assigned to them.
  2. Targeted e-discovery searches against one or more archives in the E-Discovery tab.

Reviewers can perform the following functions:

  • Search for emails that pertain to a Matter
  • Save and assign searches to other Reviewers
  • Export emails and place emails on legal hold
  • Export emails

Account Role

Available Options: Investigations and Administration (for Preferences Only)

  • Account users can use the Administration tab to change their own password and personal time zone.

Discovery Archive users start with the general Account role. These users can access Discovery Archive to view their own historical emails only via the Investigations tab.

Personal Archive is the preferred access method for users to view historical emails, even if users can access Discovery Archive, as the Personal Archive allows users to tag and restore archived emails into their own inbox.

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Assign the Administrator Role

Only System Administrators and Role Managers have access to the Archive Administration console. 

1. Select the Administration tab – This should open a new window 

2. Select Role Management > Assign Accounts 

3. Select a user from the list

4. Select Administrator in the Role dropdown

  • Tick the Monitor All Accounts checkbox to allow the user to monitor all user accounts

5. Tick the Discovery Administrator checkbox in the Group Privileges

6. Click Save

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Assign the Reviewer Role

Only System Administrators and Role Managers have access to the Archive Administration console. 

1. Select the Administration tab – This should open a new window 

2. Select Role Management > Assign Accounts 

3. Select a user from the list

4. Select Reviewer in the Role drop-down

  • Tick the Monitor All Accounts checkbox to allow the user to monitor all user accounts

5. Click Add/Remove Monitored Accounts to manually select accounts for this reviewer to monitor

6. Click Save

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About the Investigations Tab

The Investigations tab in Discovery Archive provides access to a user’s own archived emails. In addition, Administrators and Reviewers can use the Investigations tab to access and review the archived emails of user accounts that they manage.

Some of the tasks Administrators and Reviewers can perform from this tab include:

  • Search managed accounts
  • Perform and save searches
  • Work with emails

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My Mailbox

All users can view and access their own archived emails in the My Mailbox node of the Investigations pane.

Users can view all their archived emails in the mailbox, including emails deleted from their inbox.

Once a user selects an email, a preview appears on the right side of the screen. This preview displays all content and any attachments included with the original email. This convenient feature allows users to review email content quickly and easily without having to open each email in a separate screen.

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Managed Accounts

The Managed Accounts node is available to users granted the Administrator and Reviewers roles, it is found in the Investigations tab.

  • Clicking on Managed Accounts > Accounts will show all the assigned accounts to a user.
  • Clicking on Managed Accounts > Saved Searches > New Searches will search across all archives assigns to a user.

Managed Accounts allow users to conduct initial, probative, or ad hoc investigations in an archive, however, a Matter should be created to track searches and reviews on a specific subject.

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From the Accounts page, you can search for users assigned to you.

Using Basic Search

  1. Click on Managed Accounts > Accounts
  2. Enter the user’s display name or email address > Enter
    • You can enter up to 1000 characters in the search field.

Using Advanced Search

  1. Click on Managed Accounts > Accounts
  2. Click on the double down arrow to the right of the search field
    • This will display the Advanced Search menu
  3. Enter any combination of the search criteria fields below
    • Email Address – enter either a partial or full email address
    • Role – select a user’s role from the drop down
    • First Name – enter either a partial or full first name
    • Last Name – enter either a partial or full last name 

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Performing Searches

Recommended Practices for Discovery Archive Search

Discovery Archive’s robust search functionality allows users to quickly and easily search for specific emails, groups of emails, domains, accounts, saved searches, or reports.

Basic search functionality is available regardless of the tab or menu tree you are working under.

Users assigned the Accounts role can perform searches only within their own archives, while Reviewers and Administrators have a wider variety of search options.

Discovery Archive includes Basic Search or Advanced Search. Depending on your administrative privileges and the area of Discovery Archive you are searching, you can use these features to search:

  • A single archive (Accounts in Managed Accounts)
  • All archives (New Search in Managed Accounts)
  • The archives for a subset of users (E-Discovery tab)

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Basic Search

  1. Click on Managed Accounts > Saved Searches > New Search
    • This will search all accounts managed by you
  2. Enter a search term > Enter
    • You can enter up to 1000 characters in the search field.

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Advanced Search

  1. Click on Managed Accounts > Accounts
  2. Click on the double down arrow to the right of the search field
    • This will display the Advanced Search menu
  3. Select the user archives you want to search
    • Select All to search the archives of all users
    • Select Selected to search the archives of chosen users
      • Click Add/Remove Custondian(s) to choose users
  4. Enter search terms and criteria – including which part of the message to search
  5. Click the plus sign (+) to add search clauses
    • Select Match All to ensure only mail that fits all search terms is shown
    • Select Match Any to show mail that matches at least one search term
  6. Click Search
    • Click the down arrow to the left of the search button to filter results by date

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Saving Searches

Discovery Archive users can create Saved Searches that retain the search criteria and results for future review. All users can create Saved Searches of emails in the My Mailbox node while only Administrators and Reviewers with the appropriate permissions can create Saved Searches in the Managed Accounts node.

Creating a Saved Search

  1. Perform a Basic Search or Advanced Search 
  2. Click Save Search in the top right
  3. Enter a name for the Saved Search
    • By default, the name of the saved search will populate the Tag Name field when the On-Going box is ticked
    • *Optional* 
      • Tick the On-Going box – saves new emails meeting the specified search criteria
      • Tick the Legal Hold box – emails saved to legal hold can not be deleted from the archive
        • The On-Going must be checked for this option to be available
      • Add Tags to the Saved Search – provides tag names for emails in a saved On-Going search

4. Click Ok

Discovery Archive places searches in the Standard Searches node if you did not select the On-Going checkbox when creating the search.

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Update a Saved Search

  1. Select a search in the On-Going Searches or Standard Searches node
  2. Click Update Saved Search at the top
  3. Update the information in the Save Search window
    • Enter Saved Search Name – Enter a new saved search name
    • On-Going Search – Select to make a Standard Search an On-Going search or to make an On-Going search a Standard Search

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in Email Archiving

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