Manage Coding Forms

To create coding forms for a case:

1. Open the Coding Forms window from Case Settings. For further instructions see Manage Review Case Settings.

2. Click the button to create a new coding form.

   

3. Enter a Name for the form and complete the following steps as needed.

4. Permissions: If the form should be restricted to certain user groups:

   1. Click the hyperlink Add/Remove Groups to open the Group Security dialog.

   2. Select needed groups and click OK.

      Tip: To make a coding form available to all groups that are currently defined for the case, click Select All. The form will be unavailable for groups added after this selection (unless you add them).

5. Fields: Select the fields to be displayed on the Record View pane:

   1. Expand the Fields section of the Coding Form configuration area.

      

   2. To select all fields, click .

   3. To select individual fields, double-click the fields in the Available Fields list.

   4. To select multiple items, click a field name, then Shift+click or Ctrl+click additional fields to choose a contiguous or non-contiguous set, respectively. When needed fields have been selected, click .

6. Field order: When needed fields have been selected, organize them in a way to best meet your users’ needs:

   1. In the Selected Fields area, click a field to be reordered.

   2. Click Up or Down until the field is in the desired location.

   3. Repeat these steps to reorder other fields.

7. Tags:

   1. Expand the Tags section of the Coding Form configuration area, then click .

      

   2. Select the tag groups and tags to be included.

      Note: If a tag group has the Exclusive rule, all tags in the group must be selected.

   3. Click OK in the Select Tags dialog box.

8. Tag group order: When needed tags have been added, organize them in a way to best meet your users’ needs:

   1. In the Tags area, click a tag group to be reordered.
   2. Click or until the tag group is in the desired location.
   3. Repeat these steps to reorder other tag groups.

9. Rules: See Define Coding Form Rules for details on setting rules as part of your coding form definition.

10. When finished, click .

11. Repeat this procedure to configure other coding forms.

Basic “if-then” rules can be defined regarding tags, tag groups, fields, and/or review status to enforce record editing and/or tagging requirements.

For example:

• If a particular tag is set, then a particular field (such as a Comments field) cannot be empty.

• If tags from all required tag groups have been applied, then the status of a review pass will be automatically changed from Not Reviewed to Reviewed

Before you add rules to a coding form, plan the rules and rule sequence to ensure that they will correctly enforce the needed review activities and be conducted in the correct order.

To define a coding form rule:

1. Complete the needed steps in Create New Coding Forms to access Coding Forms configuration and define fields and/or tags for the coding form.

2. Expand the Rules section of the Coding Form configuration area, then click Add. Complete the Edit Coding Form Rule dialog box as described in the following steps.

3. Name: Enter a name that describes the rule’s purpose. Complete step 4 or 5, depending on the type of rule being defined.

4. Review Rule: This rule automates changing the review status of documents when all required tags have been applied. To define this type of rule:

   1. For Type, select Review Rule.

   2. In the review pass list, select the review pass to which the rule will apply.

   3. Click OK.

      

5. Form Rule: Form rules are enforced when a user edits fields in Record View or applies tags. A user cannot select a new document for editing/tagging until all rules are met. Form rules help enforce needed review actions and promote consistency amongst users.

   For the Type, select Form Rule. Create the rule statement by completing the following steps from left to right in the dialog box.

   IF statement:

   1. Select the item type—Field, Tag, or Tag Group that is the subject of the “if” portion of the rule.

   2. Select the specific field, tag(s), or tag group(s). Note: Only the fields and tag groups/tags that have been added to the form will be available.

   3. If multiple tags or tag groups are selected, choose the way in which they should be considered: All of these must match the condition or Any of these must match the condition.

   4. Select the needed condition. For example, for tags or tag groups, the conditions are Tagged or Not Tagged.

   THEN statement:

   1. Select the item type—Field, Tag, or Tag Group to which the “then” portion of the rule applies.

   2. Select the specific field, tag(s), or tag group(s).

   3. If multiple tags or tag groups are selected, choose the way in which they should be considered: All of these must match the condition or Any of these must match the condition.

   4. Select the required condition. For example, for fields, the conditions are must Be Empty or Not Be Empty.

   5. Read the rule statement to ensure it is as intended; make changes if needed.

   6. If the rule should not yet be active, clear the Enable option.

   7. When finished, click OK.

The following example shows a rule in the Rules area of the Coding Form configuration area. In this example, if the document is tagged Responsive, then a Confidentiality tag must be applied.



6. Repeat these steps to create other rules.

7. When all rules are defined, review the order of rules in the Rules tab of the Coding Form dialog box. Rules are enforced in order from top to bottom.

8. If the order of rules should be changed:

   1. Select a rule to be reordered.

   2. Click Up or Down until the rule is in the desired location.

   3. Repeat these steps to reorder other rules.

9. When the coding form definition is complete, click Save.

To change the order of coding forms, or to revise or delete an existing coding form.

1. Review Manage Review Case Settings for instructions on opening the case settings options.

2. Click the Coding Forms tab.

3. To re-order coding forms (as they are listed in both Case Administration and in the list in (OPEN DISCOVERY Record View), drag each form to be moved to its desired location in the coding form list.

   Note: To sort the coding forms list, click to display the sort menu and choose an option.

4. To delete the selected coding form, click , then click Yes in response to the confirmation message.

5. To revise the selected coding form, click , and make changes as follows:

   1. Fields: Add, remove, or reorder the fields in the form.

   2. Tags: Add, remove, or reorder tags in the form.

   3. Rules: Add, remove, edit, or reorder tag rules in the form.

6. Edit or delete a rule by hovering over the row with the relevant rule and clicking either the or button that appears to the left. See Create New Coding Forms for details on coding form options.

7. When finished, click .

8. Notify users of the changes that have been made.

The Document Viewer contains a panel to the right; the panel is divided into separate areas for the coding form (top) and the tag palette (bottom). You can resize these areas to allow them to maintain different proportions as required. Within the panel there is a horizontal bar that separates the two areas; the bar can be dragged vertically to allocate more or less space to either the top portion (coding form) or the bottom portion (tag palette) of the panel.

To resize the coding form / tag palette panel, mouse over the horizontal bar within the panel. When the mouse pointer changes to the double arrow, drag the bar either up or down, depending on how you want to size the two areas.