Create a Review Pass and Batches

Define Basic Details

For best results, make sure you have completed planning as explained in Before You Begin, then complete the following steps:

  1. On the Dashboard, click the Administration module.

    The Administration module displays.

  2. In the left navigation panel, expand the Batch Management menu and click Create/Manage Review Batches.

  3. In the Create/Manage Review Batches workspace, select the Client and Case for which the review pass is being created.

  4. Click Create Review Pass, then click the new review pass in the list.

  5. If needed, in the Review Pass field, under the Review Pass Details tab, change the default name (“Review Pass n,” where n is a number).

  6. To fully configure the review pass, ensure the Status is Open. (If batches should not be available immediately, change the status to Closed. In this case, finish review pass configuration later, when you are ready to open the review pass.)

  7. If instructions exist for the batch (in a separate file such as a Microsoft Word or PDF file), select the instruction file:

    1. Next to the Instructions field, click .

    2. In the resulting dialog box, if the needed file is not .DOC, .DOCX, or .TXT, change the File of Type selection to All files.

    3. Navigate to and select the needed file. These instructions will be available to reviewers in Review’s Batch Instructions folder as long as they have access to the network location.

    4. Click Open.

  8. A link to the instruction file is included in the Batch Instructions folder in Review. For more information on this folder, see Overview: Case Folders and Files.

  9. Complete one of the following steps to define tag groups/tags and fields for the review pass:

    • To use a coding form, go to step 9.

    • To configure the review pass manually, skip to step 10.

  10. To use a coding form to define tag groups/tags and fields for the review pass:

    1. Select the Use Coding Form option and the needed coding form.

    2. Optional: To have a document’s review status change automatically to “Reviewed” when a reviewer meets all coding form rules (and applies all required tags), select Automatically set documents to Reviewed if coding rules are met.

    3. TIP: Make sure reviewers know what the rules are and how the batch status will be marked.

  11. Continue with the following procedures as needed to define all aspects of the review pass and create its batches:

Set Fields for the Review Pass

After defining basic details (Define Basic Details), if you are not using a coding form, select the fields to be available to reviewers in Review’s Documents pane (Record View or Case View, Search Results, etc. tab) as follows:

  1. In the Create/Manage Review Batches workspace (see Define Basic Details for navigation instructions), ensure the needed client, case, and review pass are selected.

  2. Click the Fields tab.

    Note: If you've elected to use a coding form, the Fields tab will not display in the Create/Manage Review Batches workspace. You can remove the coding form at any time by clicking on the Review Pass Details tab, then deselecting the check box beside Use Coding Form.

  3. For each field to be included, click the option box in the Available Fields list, or click Select All to make all fields available. The field in question is removed from the Available Fields list and added to the Displayed Fields list.

  4. To change field order, in the Displayed Fields list, click the name (not the option box) of a field to be moved. Click the Up/Down buttons until the field is in the needed location.

  5. When finished, click Apply.

  6. Continue with other procedures in this section to define the review pass.

Assign Reviewers

NOTES:

  • Super Administrators are not assigned to batches (either as part of a group or as an individual user). Super Administrators have the ability to open any available batch in any case. When this occurs, the batch is assigned to the Super Administrator.

  • For a review pass that is using a coding form, if users/groups are defined for the coding form itself, the review pass assignments will override those of the coding form.

Assign groups

After defining basic details (Define Basic Details), assign a review group(s) to your review pass as follows:

  1. In the Create/Manage Review Batches workspace (see Define Basic Details for navigation instructions), ensure the needed client, case, and review pass are selected.

  2. Click the Groups and Users tab.

  3. In the Groups section of the tab, click .

  4. Select the group(s) that will be reviewing the case. Click Select All to choose all groups.

  5. Click OK.

  6. Continue with the following reviewer-related procedures as needed. When finished, continue with other procedures in this section to define the review pass.

Assign individual users

After defining basic details (Define Basic Details), if you need to assign individual users to your review pass (in addition to or instead of assigning groups), complete the following steps:

  1. In the Create/Manage Review Batches workspace (see Define Basic Details for navigation instructions), ensure the needed client, case, and review pass are selected.

  2. Click the Groups and Users tab.

  3. In the Users section of the tab, click .

  4. Select the users who will be reviewing the case. Click Select All to choose all users.

  5. Click OK.

Set role/privileges at the review pass level

Review Control System Access Using Groups, Users, Roles, and Privileges to understand role and privilege settings.

NOTE: A reviewer will typically be assigned as the member of a group or as an individual user, not both. In the unusual case that a user is assigned as both, any role/privileges assigned at the Review User level will take precedence over role/privileges assigned at the Review Group level.

After defining basic details (Define Basic Details), assign a role/privileges for a review pass as follows:

  1. In the Create/Manage Review Batches workspace (see Define Basic Details for navigation instructions), ensure the needed client, case, and review pass are selected.

  2. On the Groups and Users tab, click the group or user that is to have a role/privileges in conjunction with the selected review pass.

  3. To review existing role/privilege settings:

    1. Click the group or user of interest.

    2. In the applicable section (Groups or Users), click View > Access.

      Note: Make sure to select the down arrow to expand the menu beneath View. If you select the View button itself, you will not see the menu with the option to select Access.

    3. If you selected a group, note the user whose privileges are being displayed.

    4. Review the existing security settings in the User Access dialog box. Note individual settings, and at the top of the dialog box, note the statement on how privileges have been determined (shown in the following figure).

    5. If you selected a group, choose another user from the User Id list and review their settings. Repeat for other group members.

    6. When finished, click Close Window.

    7. Repeat these steps for all group members and/or all users assigned to the review pass.

  4. The privileges you review will be in effect unless you change them in the next step.

  5. If you need to change privileges for the review pass:

    1. Click the group or user whose privileges are to be set for the review pass.

    2. In the applicable section (Groups or Users), click Modify > Modify Role and Privileges.

      Note: Make sure to select the down arrow to expand the menu beneath Modify. If you select the Modify button itself, you will not see the menu with the option to select Modify Role and Privileges.

    3. Select a particular role, or select individual privileges that should be in effect for the selected group or user for this review pass.

    4. When finished, click OK.

    5. Repeat these steps for other groups or users assigned to the review pass.

  6. If you need to remove role/privilege settings made for the review pass (such that group or user-based settings will apply):

    1. Click the group or user whose review-pass privileges are to be removed.

    2. In the applicable section (Groups or Users), click Modify > Clear Role and Privileges.

      Note: Make sure to select the down arrow to expand the menu beneath Modify. If you select the Modify button itself, you will not see the menu with the option to select Clear Role and Privileges.

    3. Repeat these steps for other groups or users for which review-pass privileges are to be removed.

Assign Review Pass Tag Palette

After defining basic details (Define Basic Details), if you are not using a coding form, assign tag groups (and optionally specific tags) for your review pass as follows:

  1. In the Create/Manage Review Batches workspace (see Define Basic Details for navigation instructions), select the needed client, case, and review pass.

  2. Click the Tag Palette tab, then click Modify Tag Palette.
  3. In the Select Tags dialog box:

    • Click Select All to choose all tag groups and tags.

    • Click individual groups.

    • If needed, click individual tags within groups to customize the tag groups for this review pass. (The group to which a tag belongs will also be selected.)

  4. Click OK.

  5. Continue with other procedures in this section to define the review pass.

Create Batches

After you have defined all aspects of the review pass, complete the following steps:

  1. In the Create/Manage Review Batches workspace (see Define Basic Details for navigation instructions), select the needed client, case, and review pass.

  2. Click the Create Batches tab and complete steps 4, 5, or 6 to select the documents to batch.

    NOTE: Options will apply only to unbatched documents. For example, if you select the Entire Case option, all unbatched documents in the case will be batched. If you select Image Key Range, the range must comprise unbatched documents.

  3. To select all case documents for the review pass, click Entire case, then skip to step 7.

  4. To select a range of documents, select Image Key Range, then enter the starting and ending image key numbers in the corresponding Start Image Key/End Image Key fields. Or, click and select the needed image key(s).

  5. When finished, skip to step 7.

  6. To use search results for the review pass:

    1. Click the Advanced Search button, then Build Search.

    2. Define and run a search.

    3. Skip to step 7.

  7. To batch documents based on a field’s category(ies) instead of organizing them in numerical order by image key:

    1. Select the Batch by Category option.

    2. Select the needed field from the Category Field list.

    3. Optional: Batch documents based on a field’s category values by selecting the needed values in the Additional Options table. (If none are selected, then all values will be batched.)

    4. Go to the next step.

  8. TIP: To set different priorities for different category value(s), select only the value(s) corresponding to a certain priority, create batches for the value(s), then repeat the procedure for other values/priorities. Batch priority appears in Review to alert reviewers to the project status.

  9. Enter a Target Batch Size (if the size shown is not acceptable). Note that batch size can be from 10 - 1000 documents.

  10. Select the Batch Priority. This priority will be applied to every batch that is created. It can be used for batch management. Users can set their batch priority to one of four different levels: low, medium, high, or critical. Note that batch priority can be changed after batches are created.

  11. If batches are based on categories, skip to step 10. Otherwise, if needed, select the Include Family Documents option to batch related documents together. Note:

    • This option creates batches that include related documents.

    • The target batch size will be overridden if the size of a family exceeds the limit. Families are not broken apart.

  12. Click Create Batches. Administration creates batches for the review pass based on your selections.

  13. NOTE: The batching process may take significant time, depending on your system resources and how many documents are being batched. For example, to process 1 million documents may take two hours. If Administration appears to be in a non-responsive state, it is processing batches.

  14. When the process is completed, note the details in the “Finished” message and click OK.

Related Topics:

Overview: Managing Reviews

Edit or Remove a Review Pass

Manage Batches