Work with Mass Actions

Overview

Enterprise allows users with appropriate permissions to perform any of the following mass actions based on selections made in the Results tab (see Work with Search Results) or the Review Grid.

ClosedSelect Documents for Mass Action

Use the following procedure to select multiple documents from the Search Results tab or the Review Grid in the same way all at once.

  1. Log in to Enterprise Review as an administrator.

  2. Complete the initial steps to open the Results tab (see Work with Search Results) or the Review Grid.

  3. Optional: Sort the documents in the Results tab or the Review Grid. (See Work with Grid Columns for details on sorting, filtering, and so on.)

  4. All documents: To perform a mass action on all documents in the current document set:

    1. Select the check box in the column heading row to select all the documents as shown in the following:

    2. Skip to step 6.

  5. Selected documents: To perform a mass action on selected documents in the current document set:

    1. Select the check boxes associated with any documents you would like to perform a mass action as shown in the following:

    2. Continue to the next step.

  6. Select in the mass action toolbar, then click the mass action you would like to perform. See the following image:

  7. Complete one of or more of the following procedures.

  8. Repeat this procedure for other groups of documents that require mass actions performed the same way.

ClosedTag Multiple Documents

Use the following procedure to select multiple documents in the same way all at once.

  1. Complete the steps described in Select Documents for Mass Action .

  2. In the Actions drop-down menu, select Tag Documents.

  1. In the resulting dialog box, make the following selections:

    • Tag group: select the applicable tag group .

    • Tags: select or clear individual tags. To leave tags that have already been applied unchanged, leave the option box as-is.

      See the following figure for details:

  2. Click .

  3. Repeat this procedure for other groups of documents that must be tagged in the same way.

ClosedEdit Multiple Fields

Users with appropriate permissions can replace field content across multiple records at one time:

Use the following procedure to export data from the Results tab (see Work with Search Results) or the Review Grid.

  1. Complete the steps described in Select Documents for Mass Action .

  2. Click in the mass action toolbar to display the menu.

  3. Select the Edit Fields option.
  4. In the Edit Fields Options list, select one of the following actions:

    • Search and Replace: Find specific content in a selected field(s) and replace it with different content. See step 5.

    • Copy Field: Copy the content of one field to another field. See step 6.

    • Overwrite Field: Replace whatever content exists in a selected field(s) with different content. See step 7.

  5. If you selected Search and Replace:

    1. In the list of Available Fields, double-click each field to be changed in the same way. Alternatively, use Shift+click or Ctrl+click to select a contiguous or non-contiguous set of fields, respectively, then click > to move these fields into the Selected Fields list.

    2. Enter the content to be replaced in the Search for field. This entry is not case sensitive.

      Tip: An entry is required in the Searchfor field. If you want to replace empty fields with content, use the Overwrite Field option.

    3. Enter the new content in the Replace with field. The format of your entry must match the field type (for example, if a Date field must be changed from 01/01/2014 to another date, use the same format for your replacement entry). For text entries, the capitalization used here will be used in the selected field(s).

    4. Skip to step 8.

  6. Example: All or part of a field’s content can be entered. For example, a Custodian's name might be entered as both “Jon Smith” and “John Smith” in your case. For consistency, you could search for “Jon” and replace it with “John” so that the company name is consistent. See the following:

  7. If you selected Copy Field:

    1. In the Copy From field, select the field containing the content you want to copy.

    2. In the Copy To field, select the field in which the same content should be used.

    3. Skip to step 8.

  8. If you selected Overwrite Field:

    1. In the list of Available Fields, double-click each field to be changed in the same way. Alternatively, use Shift+click or Ctrl+click to select a contiguous or non-contiguous set of fields, respectively, then click > to move these fields into the Selected Fields list.

    2. Enter the new content in the Overwrite Selected Field with this Text box. The format of your entry must match the field type (for example, if a Date field needs to be changed from 01/01/2014 to another date, use the same format for your replacement entry). For text entries, the capitalization used here will be used in the selected field(s).

    3. Go to step 8.

  9. Click .

  10. To perform another mass action on the same selected documents, click EditFields and repeat this procedure

    -Or-

    Complete one of the following:

ClosedAssign Documents to a Review Pass

Documents may be assigned to an existing review pass. When the documents are assigned to the review pass, they are automatically batched for that review pass. This eliminates having to access the Review Pass screen, refresh, and create batches manually. The ability to assign documents to a review pass by using a mass action is controlled by the review pass administration.

Perform the following procedure to assign one or more documents to a review pass from the Results tab (see Work with Search Results) or the Review Grid.

  1. All documents: To assign a review pass to all documents in the current document set:

    1. Select the check box in the column heading row to select all the documents, as shown in the following:

    2. Skip to step 3.

  2. Selected documents: To assign a review pass to selected documents:

    1. Select the check boxes associated with any documents you would like to assign to the review pass, as shown in the following figure.

    2. Continue to step 3.

  3. Click in the mass action toolbar to display the menu.

  4. Select Assign To. The Assign X Documents to Review Pass dialog box opens.
  5. On the Select Review Pass drop-down menu, select a Review Pass.
  6. Note: Only review passes with created batches display for selection. TAR related review passes will not be available for selection.

  7. Click . A prompt displays to indicate the documents were added to the selected review pass.

ClosedPerform Mass Action Print to PDF

Use the following procedure to print one or more documents from the Results tab (see Work with Search Results) or the Review Grid.

Note: Users must have permission to View Redactions in order to mass print from Enterprise. Since the printer can burn in redactions when printing, users by default must have rights to view redactions to complete printing operations. For more information on assigning user permissions, see Assign Permissions.

  1. All documents: To print all documents in the current document set:

    1. Click the check box in the column heading row to select all the documents as shown in the following figure. Printing a PDF with more than one document selected produces a PDF for each document.

    2. Skip to step 3.

  2. Selected documents: To print selected documents:

    1. Select the check boxes associated with any documents you would like to print, as shown in the following figure. Printing a PDF with more than one document selected produces a PDF for each document.

    2. Continue with the next step.

  3. Click in the mass action toolbar to display the menu.

  4. Choose Print to PDF. The Print to PDF dialog opens.
  5. Complete the Print to PDF dialog by selecting all needed options. For instructions on how to do so, click Closedhere.

  6. Once all print options have been defined, click Save. A prompt appears indicating the documents were added to the Job Manager to be processed. For more information about the Job Manager, see Overview: Job Manager.

ClosedPerform Mass Action Imaging

Use the following procedure to image one or more documents from the Results tab (see Work with Search Results) or the Review Grid.

  1. All documents: To image all documents in the current document set.:

    1. Click the check box in the column heading row to select all the documents as shown in the following figure.

    2. Skip to step 3.

  2. Selected documents: To image selected documents:

    1. Select the check boxes associated with any documents you would like to image, as shown in the following figure.

    2. Continue with the next step.

  3. Click in the mass action toolbar to display the menu.

  4. Select Image.
  5. A dialog box appears. Select required options.

    ClosedImage Job Options

    Option

    Description

    Color Options

    Select the method by which colors will be processed.

    (Note: Color rendering is explained on many public websites. Refer to those resources if you want details on color settings.)

    Use eCap project default

    Use the color settings of the selected eCapture project.

    Black and white (1 bit)

    Renders as Group 4 TIFF

    Grey scale (8 bit)

    Renders as LZW TIFF

    Color (8 bit)

    Renders as LZW TIFF

    True color (24 bit)

    Renders a JPG

    eCapture Project

    Select the eCapture project to be used for the Enterprise imaging job. Files will be processed using all eCapture project settings (except color settings if you selected color options for this job).

    Original File Name

    Select the fields containing the Original File Name and Location, to be included in placeholder files for documents with no associated native files.

    Original File Location

  6. Once all options have been defined, click Submit. A prompt appears indicating the documents were added to the Job Manager to be processed. For more information about the Job Manager, see Overview: Job Manager.

ClosedPerform Mass Action OCR

Use the following procedure to OCR one or more documents on the Results tab (see Work with Search Results) or the Review Grid.

  1. All documents: To OCR all documents in the current document set.:

    1. Click the check box in the column heading row to select all the documents as shown in the following figure.

    2. Skip to step 3.

  2. Selected documents: To OCR selected documents:

    1. Select the check boxes associated with any documents you would like to OCR, as shown in the following figure.

    2. Continue with the next step.

  3. Click in the mass action toolbar to display the menu.

  4. Select OCR.
  5. A confirmation message appears. To proceed with the OCR job, click OK. A message displays in the bottom-right corner of the screen, indicating the documents were added to the Job Manager to be OCRed. For more information about the Job Manager, see Overview: Job Manager.

ClosedCreate a QC Batch

Use the following procedure to create a QC Batch on the Results tab (see Work with Search Results) or the Review Grid.

  1. All documents: To create a QC Batch from all documents in the current document set.:

    1. Click the check box in the column heading row to select all the documents as shown in the following figure.

    2. Skip to step 3.

  2. Selected documents: To create a QC Batch from selected documents:

    1. Select the check boxes associated with any documents you would like to OCR, as shown in the following figure.

    2. Continue with the next step.

  3. Click in the mass action toolbar to display the menu.

  4. Select Create QC Batch. A dialog box displays requesting you to select a review pass.

Active Learning Enabled Review Pass QC Batches

QC Batches can be created as a part of an Active Learning enabled review pass. Only records that are part of the original review pass can be added to a QC batch. They can be used for almost any purpose, but most often are used for:

Coding decisions made outside of the Active Learning enabled review pass will not modify the Positive or Negative status of the example, so it is important to use the QC Batch option if the coding change is intended to apply to the Active Learning project.

Using Mass Action, one QC Batch is created for all records submitted with the mass action process. The default batch size selected for the review pass does not apply.

Creating an Active Learning Enabled Review Pass QC Batch

  1. Filter down to the records in your grid view.

  2. Using the Mass Action option, select Create QC Batch.

  3. Select your Active Learning enabled review pass from the selector.