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The application data models feature extends the application to allow you to track, manage, and analyze data about entities beyond just documents.
A data model is a representational model of interconnected information that you want to track or analyze. A data model consists of a set of entities, such as documents, collections, or custodians, and the connections between those entities. The connections between interrelated entities allow you to answer complex questions about the data within the data model.
Depending on your requirements, you can create a data model to manage many of the internal processes of your organization. For example:
●A data model for evidence and collection tracking can answer questions such as, “Which custodians do we still need to collect evidence from?”
●A data model for Freedom of Information Act (FOIA) review can answer questions such as, “Which documents have been produced for a particular FOIA request?”
●A data model for case fact management can answer questions such as, “What is the timeline of facts for a case?”
●A data model for project and task management can answer questions such as, “Which projects are running past their deadline?”
The following figure shows an example of a data model for collection tracking.
In this example, the data model includes entities for custodian, collection, evidence, and document. Each entity includes a list of fields that describe the properties of the entity. For example, the evidence entity includes entity fields for description, serial number, storage location, and date processed. The custodian entity has a many-to-many connection to the collection entity. The collection entity has a one-to-many connection to the evidence entity, and the evidence entity has a one-to-many connection to the document entity. (For information about the different connection types, see About entity connection types.)
Administrators create and manage data models.
Note: The data models feature can be used in cases in which document security is disabled. For more information about document security, see Disable and enable document security.
To create and manage data models, perform the following high-level steps:
1.Create a data model. For information, see Create data models.
2.Add entities to the data model. For information, see Add entities to a data model.
3.For each entity in the data model, do the following:
a.Set security for the default entity fields. For information, see Set security for entity fields.
b.Create custom entity fields for the entity. For information, see Create entity fields.
c.Add the custom entity fields to a coding template. For information, see Create coding templates for entities.
d.Add the custom entity fields to column templates. For information, see Create column templates for entities.
e.If you create multiple column templates, set the default column templates that appear in the List pane and the Related pane. For information, see Set default column templates for entities.
4.Add connections between entities. For information, see Add connections between entities.
5.Allow groups to access the data models feature on the Documents page. For information, see Enable the data models feature.
Note: To migrate existing portal data, such as people and organizations, into the new data model schema, a system administrator must click the Migrate Portal Data button on the Portal Home page. The button disappears after the migration is finished. Depending on the size of the case, the data migration may take up to several hours to complete.