Description

Hotwords are predefined words or phrases that can be selected for use in Enterprise Vault (EV) Compliance Accelerator (CA)/Surveillance (VAS) Searches, and can be grouped into Hotword Sets for easier administration and selection in Searches. Hotwords and Hotword Sets can be defined at the Application level for use by all Departments, or can be defined at the Department level for use only by that specific Department.

Note that Hotwords added under Application can only be added to Hotword Sets under Application. Hotwords added in a Department can only be added to Hotword Sets in that Department. Departments cannot share Hotwords and/or Hotword Sets with other Departments. Hotwords and/or Hotword Sets that need to be used by all Departments should be created under Application and then selected in Department Searches by changing the Pick Hotwords dropdown from Hotwords (in this department) to Global Hotwords or Global Hotword Sets as needed.

Deleting Hotwords

A Hotword that has no further use can be deleted, which automatically removes it from all Hotword Sets to which it belongs. The following Permissions are required:
- Application Permission Modify & Delete Hotwords to delete Application Hotwords. Users with the Application Role of App Rule Admin have this Permission.
- Department Permission Modify & Delete Hotwords to delete Department Hotwords. Users with the Department Role of Rule Admin have this Permission.

To delete a Hotword:

1. Do one of the following:
1.1. To delete an Application Hotword, click on Application, then click Hotwords.
1.2. To delete a Department Hotword, click on Departments, click the required Department in the left pane, then click Hotwords.
2. Click All Hotwords.
3. In the Hotwords box, click the Hotword to be deleted. A range of adjacent Hotwords can be selected by holding down the Shift key while clicking the first and last Hotword in the range. To select multiple non-adjacent Hotwords, hold down the Ctrl key while clicking each required Hotword.
4. Click Delete.
5. Click Save.

Some points about deleting Hotwords

- Selecting a Hotword in a Hotword Set and clicking the Remove button only removes the Hotword from the Set - it does not delete the Hotword from All Hotwords.

- Selecting a Hotword from All Hotwords and clicking the Delete button removes the Hotword from being selectable when adding Hotwords to a Set and when selecting Hotwords in a Search from the Hotwords selection (either Global or in the Department, depending on where the Hotword was initially created). If a Hotword is deleted from All Hotwords but is still listed in a Hotword Set, it will be used in the Search if the Hotword Set is selected.

- To delete a Hotword so it is not used in Searches, first remove it from all Hotword Sets, then delete it from All Hotwords. Note the Hotword itself will still be retained in the database for historical purposes, but will not be used. If the same Hotword is re-added at a later date (to All Hotwords and/or to a Hotword Set), then the Hotword already listed in the database will be re-used.

- If there are one or more Hotwords that were deleted but are still being listed in Searches, this could be because they were deleted and then re-added. In rare occasions, the CA/VAS UI may not refresh its cache and may still list the Hotword after being deleted under All Hotwords.

To determine if a deleted Hotword is still associated to a Hotword Set, please edit the Hotword as indicated towards the end of the following SQL query and run the query against the Customer database:

DECLARE @ComplianceSystemCase int = 2;
SELECT
CASE WHEN CONVERT(nvarchar, tih.CaseID) = CONVERT(nvarchar, @ComplianceSystemCase) THEN N'' ELSE ISNULL(CONVERT(nvarchar, tih.CaseID), '') END AS CaseID
, CASE WHEN tih.CaseID = @ComplianceSystemCase THEN N'(Application)' ELSE ISNULL(tc1.Name, '(Hotword deleted from All Hotwords)') END AS [Department]
, ISNULL(CONVERT(nvarchar(25), thc.HotwordCategoryID), '') AS HotwordCategoryID
, CASE WHEN CONVERT(nvarchar, tih.CaseID) = CONVERT(nvarchar, @ComplianceSystemCase) THEN N'(Application)' ELSE ISNULL(CONVERT(nvarchar, tc2.CaseID), '') END AS HotwordSetCaseID
, CASE WHEN tih.CaseID = @ComplianceSystemCase THEN N'(Application)' ELSE ISNULL(tc2.Name, '(Hotword deleted from All Hotwords)') END AS HotwordSetDepartment
, CASE WHEN thc.Name IS NULL AND CONVERT(nvarchar, tih.CaseID) = CONVERT(nvarchar, @ComplianceSystemCase) THEN 'All Hotwords (Application)'
    WHEN thc.Name IS NULL AND CONVERT(nvarchar, tih.CaseID) != CONVERT(nvarchar, @ComplianceSystemCase) THEN 'All Hotwords (Department)'
    WHEN thc.HotwordCategoryID IS NULL THEN ''
    ELSE thc.Name END AS HotwordSetName
, th.HotwordID
, th.WordText
FROM tblHotword AS th (NOLOCK)
LEFT JOIN tblIntHotwordToHotwordCategory AS tihthc (NOLOCK) ON th.HotwordID = tihthc.HotwordID
LEFT JOIN tblHotwordCategory AS thc (NOLOCK) ON tihthc.HotwordCategoryID = thc.HotwordCategoryID
LEFT JOIN tblIntHotword tih (NOLOCK) ON th.HotwordID = tih.HotwordID
LEFT JOIN tblCase AS tc1 (NOLOCK) ON tih.CaseID = tc1.CaseID
LEFT JOIN tblCase AS tc2 (NOLOCK) ON thc.CaseID = tc2.CaseID
WHERE th.WordText LIKE '%HotWordName%' -- Edit Hotword here (do not delete the percent signs)
--WHERE th.HotwordID IN (A, B, C) -- Use this line for specific HotwordIDs
ORDER BY [Department], HotwordSetDepartment, HotwordSetName, th.WordText, th.HotwordID DESC;

A review of the output should list any associated Hotword Set. To keep a copy of the output, re-run the query with output to spreadsheet (Right-click in the results of each output section | Select All | Right-click in the results again | Copy With Headers | Paste into a new spreadsheet in Excel).

To determine if a 'deleted' Hotword is still associated to an item being analysed for Hotword Analysis where the Analysis has not completed, please edit the HotwordID as indicated towards the end of the following SQL query and run the query against the Customer database:

SELECT
tihs.HotwordID
, th.WordText
, tihas.HWAnalysisStatus
, ts1.Name AS 'HotwordAnalysisStatus'
, tihs.DiscoveredItemID
, tidi.KVSSavesetID
, CASE tidi.CaptureType
WHEN 1 THEN 'Search'
WHEN 2 THEN 'Random Sampling'
WHEN 3 THEN 'Ad-hoc Search'
WHEN 4 THEN 'Research Folder Search'
WHEN 6 THEN 'Guaranteed Sample Search'
WHEN 10 THEN 'SearchDuplicate'
WHEN 99 THEN 'Policy'
ELSE 'Not Defined' END AS 'Capture Type'
, tis.SearchID
, tis.RunDate
, tihs.TotalOccurrences, tihs.SubjectCount, tihs.ContentCount, tihs.AttachmentHWXML
, ISNULL(CONVERT(nvarchar(25), tihas.HWAnalysisStatus), '') AS HWAnalysisStatus, ISNULL(ts1.Name, '') AS HW_Analysis_Status,  ts1.ResourceID AS HW_Analysis_Status_Description
, ISNULL(CONVERT(nvarchar(25), tihas.HWAnalysisErrorCode), '') AS HWAnalysisErrorCode, ISNULL(tihas.HWAnalysisError, '') AS HWAnalysisError
, ISNULL(CONVERT(nvarchar(25), tihas.RetryCount), '') AS RetryCount, ISNULL(CONVERT(nvarchar(100), tihas.LastUpdated, 121), '') AS LastUpdated
FROM tblIntHotwordStatistics AS tihs (NOLOCK)
JOIN tblHotword AS th (NOLOCK) ON tihs.HotwordID = th.HotwordID
JOIN tblIntHotwordAnalysisStatus AS tihas (NOLOCK) ON tihs.DiscoveredItemID = tihas.DiscoveredItemID
JOIN tblIntDiscoveredItems AS tidi (NOLOCK) ON tihs.DiscoveredItemID = tidi.DiscoveredItemID
LEFT JOIN tblDiscoveredItemToSearch AS tdits (NOLOCK) ON tihs.DiscoveredItemID = tdits.DiscoveredItemID
LEFT JOIN tblIntSearches AS tis ON tdits.SearchID = tis.SearchID
LEFT JOIN tblStatus AS ts1 ON tihas.HWAnalysisStatus = ts1.StatusID
WHERE tihs.HotwordID = 2 -- Edit HotwordID here
ORDER BY tihs.HotwordID, tihs.DiscoveredItemID, tis.SearchID;

A review of the output should list any associated Hotword Set. To keep a copy of the output, re-run the query with output to spreadsheet (Right-click in the results of each output section | Select All | Right-click in the results again | Copy With Headers | Paste into a new spreadsheet in Excel).

Note that a Hotword may not be able to be deleted if it is listed in the output. Please contact Technical Support for assistance with clearing the Hotword from tblIntHotwordAnalysisStatus.