Creating departments

Within Compliance Accelerator, you can organize monitored employees into departments that reflect the structure of your company. You can add either a new top-level department or a nested department (a child department of an existing department).

The minimum information that is needed to create a department is its name and owner. The owner can be any employee that you have added to the system, but is typically the main system administrator for Compliance Accelerator.

You must have the Create Departments permission to add a new department. By default, users with the application role of App User Admin have this permission.

To create a department

  1. Click the Departments tab in the Compliance Accelerator client.

  2. In the Departments pane at the left, do one of the following:

    • To create a top-level department, click All Departments and then click Create at the top of the window.

    • To create a department that is the child of an existing department, click that department and then click the Properties tab. Then click New Department Here at the top of the window.

      If Compliance Accelerator lists a lot of departments, you can filter the list with the fields at the top of the pane. As well as filtering the departments by name, you can choose whether to list any exception employees, folders, and reviewers that are associated with them.

  3. In the Name box, type a unique name for the department.

    The name can contain spaces and non-ASCII characters.

  4. In the Status box, choose whether to make the department open or closed.

    If you choose Closed, no monitoring of employees in the department occurs, and the department name does not appear in the start page of the application. However, employees who are also monitored in other departments continue to be monitored in those departments.

  5. In the Owner box, select the display name and Windows user account of the principal administrator for the department.

    Each department has an owner, who must have a Windows logon but does not need any special Windows or Compliance Accelerator privileges. By default, Compliance Accelerator grants the permissions that are associated with the User Admin role to department owners. These permissions are as follows:

    • Grant Users Access

    • Add Monitored Employees

    • Configure Department Properties

    • View Reports

  6. If you want to create a nested department that is a child of an existing one, ensure that the Parent Department box shows the correct department.

  7. If you have set up one or more department attributes, enter the required attribute values in the Identity Attributes area.

  8. Check or uncheck the following options in the Options area:

    Can contain departments

    Specifies whether you can create nested departments under this department.

    Can contain monitored employees

    Specifies whether you can add monitored employees to this department. You may want to uncheck this option in cases where you need to set up a department hierarchy, where the top-level departments do not contain any monitored employees, but the nested departments do.

  9. In the Export details area, specify the default options to use when you export items for offline review. The options are as follows:

    Item ID padding

    Specifies the number of digits to use in the export number for each item. The default is 6.

    Item ID prefix

    Specifies the text to use as a prefix for the export number for each item. You may want to use letters to identify the export in accordance with legal or company naming convention.

    Show Example

    Displays a preview of the complete ID.

    Output folder

    Specifies the folder on the Compliance Accelerator server in which to store the exported items.

    To export items to another computer, specify the UNC path to a share, as in \\my_computer\exports. However, if you want to export the items as a Personal Folder (.pst) file, we recommend that you specify the NTFS path; for example, Z:\exports. Windows does not support exporting to a .pst file through a UNC path.

  10. In the Search details area, specify the policy that Compliance Accelerator must follow when it adds the results of a search to the department review set. The options are as follows:

    Default percentage sample for new searches

    Specifies the minimum percentage of the items that a search returns to add to the review set. When you create a search, you can qualify this option further by specifying the minimum number of items that are required per employee.


    Stops the department administrators from changing the sample rate for new searches.

    Searchable Vault stores

    Lets you select the vault stores whose archives are to be available for searching in the department. Department administrators with the appropriate permissions can customize the list of archives for searches in their departments.

  11. If you have installed the Journaling Connector, click the Monitoring tab. Then set the general policy with which to capture the items of each employee and add them to the review set every day. The options are as follows:

    Disable monitoring of all employees in this department

    Specifies whether to stop monitoring of all employees in the department. Reviewers and department administrators can still access the department. Employees who are also monitored in other departments continue to be monitored in those departments.

    If you select this option, you disable all the other options on the Monitoring tab.

    Cap the total number of messages in this department

    Lets you set a limit on the number of items that Compliance Accelerator captures and adds to the review set. If you are legally required to monitor a certain percentage of each employee's items, setting a limit may prevent you from meeting this requirement.

    Capping applies only to the items that you capture with the Journaling Connector, and not to the items that you find when conducting searches. Nor does it apply to the items that the Automatic Classification Engine has tagged for inclusion in the review set.

    Message Type/Review Requirement/Capping

    For each type of item, specifies as a percentage value the number of each employee's items to capture and add to the review set. Enter 0 for the item types that you do not use.

    The types of Microsoft Exchange, fax, and Lotus Domino items are as follows:

    • Internal. Selects the items where the author and all recipients are internal to your organization.

    • External Inbound. Selects the items where the author is external to your organization and at least one recipient is internal.

    • External Outbound. Selects the items where the author is internal to your organization and at least one recipient is external.

    You can set monitoring policy at the employee level and group level as well as at the department level. Therefore, the values that are shown here may not apply to some employees. In that case, Compliance Accelerator honors the highest percentage for each item type. To set the values at the employee level or group level, use the Monitored Employees facility.

  12. Click Save.

More Information

Adding monitored employees and groups to departments

About the Compliance Accelerator permissions

Editing the properties of departments

Deleting departments

Grouping departments into partitions

Using attributes to classify departments