Creating and editing a category for searching for quotations from documents

To create or edit a category for searching for quotations from documents:

1. In the Management Console tree, select the Categories and policies node.
2. Perform one of the following steps:
   • To create a new category for searching for quotations from documents, click the New category button. Then, in the list of category types that opens, select Quotations from documents.
   • To edit an existing category for searching for quotations from documents, select one in the list of categories and policies and click the Settings button.

   A window with category settings appears.

3. Specify the category name in the Name field.
4. Click the Add button and select one or multiple documents from which you need to track quotations in messages and attachments.

   The application supports files that allow extraction of normalized text content (such as DOC, DOCX, ODT, ODP, PDF, PPT, PPTX, RTF, and TXT) and contain at least 1,000 characters. Length of normalized text (in characters) is the number of alphanumeric characters in a text, excluding whitespaces, punctuation marks, and special symbols. The length of text data extracted from files may differ from the number of characters calculated by other applications, such as Microsoft Word.

   We recommend that you load a maximum of 2 GB total volume of documents in a single category.

   The application stores no original documents (nor any parts of them) in the set of data of a category. It is impossible to restore or read original documents (or any parts of them) using the set of data created for a category.

5. To remove unnecessary documents from the list, check them and click the Delete button.
6. In the Comments field, specify additional information pertaining to the category, for example, a link to the document that regulates the information security rules in the organization.
7. Click the OK button.

The application starts creating the set of data of the category on the basis of documents that have been added to that category. If processing some documents has failed when creating the set of data, the application displays a list of those documents together with the details of processing errors. The new / edited category for searching for quotations from documents will be displayed in the list of categories and policies.

In order for the application to start using a new or modified category for searching for quotations from documents, you need to create a policy on the basis of the category.

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