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Work with system fields

System fields are default fields that are included in the Ringtail installation. Ringtail uses system fields for content extraction, case processing, and other processing functions.

Generally, administrators can only search system fields and edit the security settings of system fields. However, you can edit custodian values in the Custodian system field.

For information about the different field types in Ringtail, see Field types.

Set security for system fields

Use the following procedure to view and set security for system fields.

1.On the Case Home page, under Case Setup, click System Fields.

2.Click the name of a system field.

3.If necessary, in the navigation pane, click Security.

4.By default, the security setting for all system fields is set to Deny. Depending on which groups you want to set security for, do the following:

oTo change the security for a user group, hover over the row for the group, and then select an option.

oTo change the security for all user groups, select an option in the heading row. Then click OK.

The following security settings are available.

Edit custodian values

You can add, edit, and delete custodian values in the Custodian system field.

Use the following procedure to edit custodian values.

1.On the Case Home page, under Case Setup, click System Fields.

2.Click the Custodian field.

3.Select from the following:

oTo add a custodian value, click Add. Type a unique custodian Name, and then click Save.

oTo edit a custodian name, click a name. Type a unique name, and then press Enter.

oTo delete a custodian value, select the check box next to the custodian value. Click Delete, and then click OK.

Note: You cannot delete custodian values that are coded to documents.

View documents coded to a system field

Use the following procedure to view the documents that are coded to a system field.

1.On the Case Home page, under Case Setup, click System Fields.

On the System Fields page, the number of documents that are coded to the system field appears in the Documents column.

Note: The counts do not respect document security, so if your group does not have access to all documents, you may see fewer documents on the Documents page than indicated by the number in the column.

2.Click a number in the Documents column.

Note: If you do not have permissions to access the system field, the number is not a link.

The documents open on the Documents page.