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You can view and edit the people and organizations that are associated with documents using the People and Organizations page.
Note: If the Enable domain extraction case option is selected, you can also view email domains and the email addresses of the people associated with each domain. The email domains are extracted using the process described in the Email domain extraction topic.
For information about how to grant group leaders access to this page, see Grant administrative access. To access certain features, such as Update documents, you must set the group security for People\Organizations to write on the Security > Objects > Document Fields page. For more information, see Work with security for objects.
Use the following procedure to view the People and Organizations page.
1.On the Case Home page, under Case Setup, click People and Organizations.
A document count appears in the To, From, CC, and BCC columns.
Tip: You can click a link to view the documents on the Documents page.
2.To view organizations, in the View by list, select Organizations.
Generally, the application automatically extracts the names of people and organizations from documents as part of the document import process. You can edit the names and descriptions of people and organizations records.
For information about how to add people or organization names and relationships, see Add people or organization names and relationships. You cannot delete people names, organization names, or relationships.
Editing a record will cause the application to update the properties of the documents associated with the record.
Use the following procedure to update a people or organizations record.
1.On the Case Home page, under Case Setup, click People and Organizations.
2.Click the Name of a person or organization.
3.On the Properties page, edit the Name and Description.
3.Click Save.
4.On the People and Organizations page, click the Update documents button in the row for a person or organization to update the properties of the documents associated with the person or organization.
You can download a spreadsheet (.csv file) of the people and organization data in a case.
Use the following procedure to download a report of the people and organization data.
1.On the Case Home page, under Case Setup, click People and Organizations.
2.Optionally, filter the list to display the people or organizations that you want to include in the report.
3.Click Download report, and then click OK.
This section describes the rules that the application uses to extract organizations and domain names found in email addresses when you select the Enable domain extraction case option. For more information about this case option, see Enable domain extraction. The application populates the Organization field with the extracted organization or domain name.
The rules are executed in the order that they appear in the following table.
Type of email address |
Rule |
Examples of extracted organization or domain |
Bloomberg email address |
If the person value includes “<someone@bloomberg.net>”, extract the organization from inside the parentheses immediately preceding the Bloomberg email address. Do not use “bloomberg.net” as the organization. Note that “@bloomberg.net” must be an exact match, or the next rule for the @ sign applies. |
●For “Some Name (Some Org)” <someone@bloomberg.net>, the application extracts the following organization: Some Org. ●For “Richard (Rick) Jones (Big Bank)” <rjones@bloomberg.net>, the application extracts the following organization: Big Bank. ●For “Richard (Rick) Jones (Big Bank (ASIA))” <rjones@bloomberg.net>, the application extracts the following organization: Big Bank (ASIA). ●For Richard Jones (2103|Big Bank|rjones@bloomberg.net)” <rjones@bloomberg.net>, the application extracts the following organization: Big Bank. |
Email address using the @ sign, organization, and domain name, as in SomeName@org.domain |
If the person value includes a string that looks like an email address, extract the organization from after the @ sign. The extracted name starts at the first @ sign until the next character that is not a letter, number, period, or hyphen; or the next period or hyphen that immediately follows another period or hyphen. A domain must include at least one period and at least one letter. The application removes leading or trailing periods and hyphens. The application also removes subdomains, except as specified in the examples in this table. |
The following examples demonstrate how exceptions are handled. ●The domain part must be at least two characters long. For example, no domain is extracted for rjones@bigbank.c. ●Consecutive periods are not allowed. For example, no domain is extracted for rjones@bigbank..com. ●The address must have both the organization and domain parts. For example, no domain is extracted for rjones@bigbank. ●Consecutive dashes are not allowed. For example, no domain is extracted for rjones@big--bank.com. ●At least one domain part must have a character in it. Using all numbers is not allowed. For example, no domain is extracted for rjones@198.23.329. ●The last domain part must not contain a dash. For example, no domain is extracted for rjones@bigbank.com-org. ●Characters are removed for domains that end characters that are not letters. For example, for rjones@big-bank.com94209 the application extracts the domain big-bank.com. ●If a domain starts with a period, the application removes the period. For example, for rjones@.bigbank.com, the application extracts the domain bigbank.com. ●For domains that have three characters and start with uk, the last character is removed. For example, for rjones@bigbank.co.ukh, the application extracts the domain bigbank.co.uk . ●No domain can have more than four parts. For example, for rjones@school.district.k12.ny.us, the application extracts the following domain: district.k12.ny.us. ●Only the following domain patterns can have four domain parts: oThe second part is “state”, the third part is two characters long, and the last part is "us". For example, for rjones@dot.state.ny.us the application extracts the following domain: dot.state.ny.us. oThe second part is three characters long, the third part is two characters long, and the last part is "us". For example, for rjones@rev.gov.ny.us the application extracts the following domain: rev.gov.ny.us. ●Only the following domain patterns can have three domain parts: oThe last two domain parts are two characters long. For example, for rjones@bigbank.co.uk the application extracts the following domain: bigbank.co.uk. oThe last domain part is three characters long, and the second domain part is “us” or “uk”. For example, for rjones@bigbank.us.com the application extracts the following domain: bigbank.us.com. oThe last domain part is two characters long, and the second domain part is one of the following: “com”, “net”, “org”, “gov”, “edu”, “int”, or “mil". For example, for rjones@bigbank.org.uk, the application extracts the following domain: bigbank.org.uk. ●The application extracts only one domain per person. For example, for a single People value of "rjones@bigbank.com, ksmith@littlebank.com", the application extracts the first valid domain, bigbank.com. ●Other than the previous exceptions, only two domain parts are allowed. For example, for rjones@us.denver.bigbank.com the application extracts the following domain: bigbank.com. |
| Microsoft Exchange email addresses | If the person value includes a Microsoft Exchange address including “/o=”, extract the organization from after the first instance of “/o=”. | Must contain /o=. “Rick Jones”<”/o=BigBank/ou=managers/cn=recipients/cn=rjones”> extracts to BigBank |
