Workflow: Delete Records

You can delete records from a case using one of the following modules:

  • The Case Management Module

  • The Administration Module

The following sections describe how to delete records that have been added to a case. You will need to locate the records to delete, delete the records and perform index maintenance to ensure the changes have been applied throughout the database.

Delete Records in Case Management

CAUTION! Documents or pages may be deleted without a confirmation message. Be certain of your actions before proceeding.

The Edit Case wizard in Case Management provides a summary and details for the records in your database on the Database Records tab. To delete records in a particular case, complete the following:

  1. On the Dashboard, click the Case Management module.

  2. In the navigation panel, click the Cases tab.

  3. Locate the case you would like to edit. Double-click on the case to open the Edit Case wizard.

  4. Click the Database Records tab.

  5. Click the List All Records button to see records in the Documents list, or click Build Search to view specific records. For details on searching, see Overview: Search.

  6. Select the record to delete and click Remove to delete that record.

  7. When finished, continue with both index maintenance procedures: Rebuild Indexes and Flush an Index.

NOTE: The index maintenance steps must be performed after deleting records to ensure the changes have been applied throughout the database.

Delete Pages or Records in Administration

You can also delete records in the Administration module as shown below.

CAUTION! Documents or pages may be deleted without a confirmation message. Be certain of your actions before proceeding.

To delete pages or documents:

  1. On the Dashboard, click the Administration module.

  2. In the navigation panel, select Case Management arrow.

  3. Click the Case Management option.

  4. Select the Client ID and the Case.

  5. Select the Database Records tab in Administration and List All Records.

  6. Review the Documents list and identify the document(s) or page(s) to be deleted. You can delete:

    • A document and all of its pages

    • A page or range of pages within a document

    • A range of documents

    • A set of documents based on a search (documents in the search results)

  7. Read the following notes, then continue with the steps in the following table, depending on what is to be deleted.

NOTES:

  • When finished deleting records, it is recommended that you rebuild and flush your index. The index maintenance steps must be performed after deleting records to ensure the changes have been applied throughout the database. See Index Maintenance.

  • The time required to complete the deletion process depends on the amount of data being deleted. If Administration appears to be idle, simply wait for the process to complete.

  • When you delete pages in a document (not the document itself), the associated records are deleted, as well as the “pointers” to page images. Thus, the Image tab for the pages will state “Image could not be found.” Extracted Text, etc. tabs will still contain the page content.

  • When documents or pages are deleted, any associated work product (redactions, sticky notes, etc.) is also deleted.

  • Deleting documents or pages does not delete the actual image files (or any other files).

  • Deleting documents or pages from your case requires it to be re-indexed for searching purposes. Ensure that you re-index the case as soon as possible after these procedures. (Some of the following options allow you to re-index as part of the process.)

 

Document/Page Delete Methods

To delete...

Complete these steps in the Documents list in the Database Records tab.

A document and its pages

Click, then right-click the document and select Delete document. The document and its pages are deleted immediately.

A specific document page

Click, then right-click the page and select Delete page. The page is deleted immediately.

A range of documents

To delete a consecutive set of documents (including all pages):

  1. Click, then right-click the first document to be deleted and select Delete document range.

  2. You can modify the Starting Doc entry or select a different image key if needed.

  3. Enter the Ending Doc image key to be deleted, or click Select and choose needed image key.

  4. Select Delete Documents and Pages.

  5. To re-index the case later, select Skip Full Text Index Updating. Otherwise, the case will be re-indexed as the documents are deleted.

NOTE: Re-indexing now may cause processing delays, depending on the size of documents, number of documents, and your system resources. If you do not skip indexing, you can click Cancel to stop the process if needed. Documents deleted to that point will be removed from your case.

  1. Click Start.

  2. In response to the confirmation message, click OK.

  3. When finished, click Cancel.

  4. If you selected the “Skip Index” option in step 4, after the process completes, a message will ask you if you want to rebuild the index. Click Yes to re-index the case, or No to wait until another time.

A range of pages

To delete all pages within a range of documents (not the documents themselves):

  1. Click, then right-click the first document containing pages to be deleted, then select Delete document range.

  2. You can modify the Starting Doc entry or select a different image key if needed.

  3. Enter the Ending Doc image key to be deleted, or click Select and choose the needed image key.

  4. Select Delete Pages Only.

  5. Click Start.

  6. In response to the confirmation message, click OK.

  7. When finished, click Cancel.

Documents or pages based on a search

To delete all documents or pages in a search-results set:

  1. Click Build Search and define/run the needed search.

  2. Review the search results and ensure these are the documents or document pages to be deleted.

  3. Right-click a document in the list and select Delete Document(s) in Search.

  4. Select the needed option:

    • Delete Pages/Images only: Pages only will be deleted (not the documents themselves).

    • Delete Documents and Pages/Images: Documents, including all pages, will be deleted.

  5. If you chose the “Delete Documents” option in step 4, select the Skip Full Text Index Updating option if you want to bypass indexing at this time. See A range of documents .

  6. Click Start.

  7. In response to the confirmation message, click OK.

  8. When finished, click Cancel.

  9. If you selected the “Skip Index” option in step 5, after the process completes, a message will ask you if you want to rebuild the index. Click Yes to re-index the case now, or No to wait until another time.

 

Rebuild Indexes

Rebuilding an index is the process of recreating it “from scratch." The following indexes can be rebuilt for IPRO cases:

  • Full-text (Words and phrases in the indexed fields. All text fields are indexed by default.)

  • Transcripts associated with a case

  • Sticky Notes or Embedded Text added to images

To fully rebuild one or more indexes:

  1. Getting started:

    1. Select an appropriate time to rebuild your indexes.

      Depending on the size of the database, system capabilities, and other factors, global functions may consume significant system resources and time. It is recommended that you carry out major global functions during “off hours” to minimize the impact to the system and your users.

    2. If users might be logged on, alert them that performance may be affected while you rebuild the indexes. You may also require that users log off, depending on the size and complexity of your databases.

  2. On the Local Dashboard, expand the Utilities menu in the top, far-left corner of the screen. Select the Case Utilities button from that menu to open the application in a new window.

  3. In the Case Utilities workspace, select the case(s) for which indexes are to be rebuilt.

  4. On the Rebuild Index tab, select the indexes to be rebuilt, then click Rebuild. Observe status on the bottom of the workspace.

Flush an Index

Over time, database changes cause indexes to become fragmented. Flushing an index condenses/optimizes the index for improved performance.

To flush one or more case indexes:

  1. Getting started:

    1. Select an appropriate time to rebuild your indexes.

      Depending on the size of the database, system capabilities, and other factors, global functions may consume significant system resources and time. It is recommended that you carry out major global functions during “off hours” to minimize the impact to the system and your users.

    2. If users might be logged on, alert them that performance may be affected while you flush the indexes. You may also require that users log off, depending on the size and complexity of your databases.

  2. On the Local Dashboard, expand the Utilities menu in the top, far-left corner of the screen. Select the Case Utilities button from that menu.

  3. In the Case Utilities workspace, select the case(s) for which indexes are to be flushed.

  4. Click the Flush Index tab and choose the needed indexes:

    • Document Full Text Index

    • Sticky Notes Index

    • Embedded Text Index

  5. Click Flush and observe status on the bottom of the workspace.

 

Related Topics

Overview: Case Folders and Files

Add, Edit, or Delete Case Instructions, Alerts, and Non-Discovery Documents