Conduct Review

Reviewing documents in a case is a multi-step and iterative process. The review tasks and the order that the review tasks are completed depends on the requirements of your business. When working on documents in a batch, reviewers may:

  • Review a document's images, extracted text, metadata, and production history
  • Analyze related documents, including family documents, duplicates, near duplicates, conceptually similar documents, and documents belonging to the same email thread
  • Edit document fields as required
  • Tag documents
  • Apply mass actions to multiple documents at one time
  • Apply annotations and redactions to documents

The activities explained in this section require a variety of permissions that are defined by the Enterprise administrator. If you are not able to perform activities required for your review, please contact your administrator.

To review batches through Enterprise ECA & Review, proceed with the following steps:

ClosedEdit Document Fields

You can edit the fields of an individual document by performing the following steps. To update or replace field values across multiple records, see the Edit Multiple Fields Through Mass Action section in this topic.

  1. In Enterprise Review, click a case card.

  2. A list of review passes defined for the selected case displays beneath the case card. Select the desired review pass located on the right side of the funnel graph. The Review grid opens with the batch document set, pre-defined relationships, and the coding form/tag palette.

    Note: When the review pass is accessed for the first time, the Document Viewer window opens automatically with the first document in the batch.

  3. If the Document Viewer window did not open automatically when you accessed the review pass, double-click a document in the grid to open it. Perform the following steps.

  4. Optional: If a different review pass is required, you may select it from the Document Viewer window by using the Review Pass drop-down menu. The review passes are in alphabetical order. See Move Between Review Passes/Batches for more information.

  5. Optional: You can edit field values for a selected document in the Document Viewer window.

    In the coding form on the right side of the Document Viewer window, perform any of the following:

    • Double-click in the field to be edited and make the required changes. Some fields may display gray text to assist with formatting entries, such as the Coding Date field.

    • For Hyperlink fields, enter or edit the complete path of the linked file. The entry should be a single file path in UNC format (for example, \\server001\files\smith01.msg). To view a linked file, click .

    • For Pick Lists, click to display the list. Click the desired item. To search for an item in the list, enter the search term.

      Note: Values may be entered directly into the field that are not included in the pick list. However, these values will not be added to the pick list.

      The Enterprise administrator may add or delete entire pick lists or modify the values of a pick list. Ensure you examine the pick list for any changes.

  6. Continue with any additional procedures. When finished, do one of the following actions using the coding form/tag palette navigation toolbar as shown here:

    • Click to clear the changes.

    • Click to move to the first document in the batch.

    • Click to go to previous document and save the changes.

    • Click to go to next document and save the changes.

    • Click to move to the first document in the batch.

    • Click to save the changes and remain on the document.

ClosedTag Documents

One of the primary activities when preparing documents for discovery is applying tags. A tag is a type of “marker” that allows you to categorize and identify specific document characteristics. Typically defined by your administrator, tags allow you and your organization to find and identify similar documents—for example, those that are privileged in some way, or those requiring review by a topic expert.

Tagging a document enables you to mark the review status for that document as "Reviewed”. In the following image, the document has not yet been tagged, and the "Reviewed" button displays as grayed-out.

To quickly filter the documents in a batch based on their review status, use the Review Status drop-down menu, located above the review grid. By selecting the various options in the drop-down list, you can filter by reviewed documents, unreviewed documents, or all documents.

To tag documents in the Document Viewer window, perform the following steps. To tag multiple documents at a time, see Tag Related Documents Through Mass Action in this topic.

  1. In Enterprise Review, click a case card.

  2. A list of review passes defined for the selected case displays beneath the case card. Select the desired review pass located on the right side of the funnel graph. The Review grid opens with the batch document set, pre-defined relationships, and the coding form/tag palette.

    Note: When the review pass is accessed for the first time, the Document Viewer window opens automatically with the first document in the batch.

  3. If the Document Viewer window did not open automatically when you accessed the review pass, double-click a document in the grid to open it. Perform the following steps.
  4. Optional: If required, a different review pass may be selected from the Document Viewer window by using the Review Pass drop-down menu. The review passes are in alphabetical order. See Move Between Review Passes/Batches for more information.

  5. Select a Document Viewer tab to assist in the review of the document. The tabs, available at the top of the Document Viewer window, include:

    • Web Viewer
    • Image
    • Production
    • Text
    • Metadata

    Each tab displays a different view of the document, and provides a separate toolbar that allows you to perform various actions depending on the tab selected. For more information on the activities you can complete on the various Document Viewer tabs, see Work with Document Viewer Tabs.

  6. In the tag palette located on the right side below the coding form, do any of the following:

    • If a tag group is collapsed, expand the tag group by clicking to see the tags. Click to collapse the tag group.

    • Select all applicable tags by selecting the radio button or check box beside the tag name. Multiple tags may be selected for a group that is not exclusive. Only one tag may be selected in an exclusive group.

      Tip: If a keyboard shortcut has been assigned to a tag, you can apply that tag quickly to a document by pressing the keys associated with that shortcut. Ask your administrator if any shortcut keys have been assigned to your tags.

    • If a tag group is marked as required, you must select at least one tag within the group. The following image shows a tag group that is both required and exclusive.

  7. Set a Review Status for the document: Not Reviewed (default), Reviewed, or On Hold.

    Note: Before you can check in a batch, every document must be marked as Reviewed.

  8. When finished, do one of the following actions using the coding form/tag palette navigation toolbar as shown here:

    • Click to clear the changes.

    • Click to move to the first document in the batch.

    • Click to go to previous document and save the changes.

    • Click to go to next document and save the changes.

    • Click to move to the first document in the batch.

    • Click to save the changes and remain on the document.

Apply Previous Tags

When tagging documents, you can select the "Apply Previous Tags" option to add the tag value set you most recently applied.

To tag a current document with the previously applied tags, perform the following steps. For information about how to tag documents in the Document Viewer, see the steps listed in Tag Documents, also in this topic.

  1. In the Document Viewer window, select one of the available Document Viewer tabs.

  2. Review the tag palette located on the right side below the coding form to see if there are any tags already applied to the document.

    Tip: If a tag group is collapsed, expand the tag group by clicking to see the tags. Click to collapse the tag group.

  3. Click the Apply Previous Tags button, located above the the coding form/tag palette navigation toolbar.

    Warning: When selecting the "Apply Previous Tags" option, any tags already selected but not saved may be replaced.

    For tag groups that are not exclusive, the tag values in the "Apply Previous Tags" set will be added to the existing selection. For tag groups that are exclusive, in which you can select only one tag, the tag value currently selected will be replaced by the relevant tag value in the "Apply Previous Tags" set. Click in the tag palette navigation toolbar to clear the changes.

  4. Review the tags applied. You can select additional tags by selecting the radio button or check box beside the tag name.

    Warning: When applying additional or different tags, the "Apply Previous Tags" tag value set is altered. When next selecting "Apply Previous Tags", all most recently applied tags will be added.

  5. Set a Review Status for the document: Not Reviewed (default), Reviewed, or On Hold.

    Note: Before you can check in a batch, every document must be marked as Reviewed.

  6. When finished, do one of the following actions using the coding form/tag palette navigation toolbar as shown here:

    • Click to clear the changes.

    • Click to move to the first document in the batch.

    • Click to go to previous document and save the changes.

    • Click to go to next document and save the changes.

    • Click to move to the first document in the batch.

    • Click to save the changes and remain on the document.

    Warning: When clicking or navigating to the previous and/or next document, the selected tags are saved as the most recent tag value set and applied when next selecting "Apply Previous Tags".

ClosedApply Mass Actions

Mass Actions are actions performed on multiple documents at one time, such as populating coding fields, OCRing documents, printing to PDF, and/or applying tags. The following sections cover the process of applying tags to multiple documents, as well as editing field values across multiple records, through mass action. For more information about other mass actions you can perform in Enterprise Review, see Work with Mass Actions.

Tag Related Documents Through Mass Action

If you have the permissions required to do so, use the following procedure to tag related documents in the same way all at once. Mass actions can be performed from any relationship menu except for Document History. See About Relationships for more information.

  1. In Enterprise Review, click a case card.

  2. A list of review passes defined for the selected case displays beneath the case card. Select the desired review pass located on the right side of the funnel graph. The Review grid opens with the batch document set, pre-defined relationships, and the coding form/tag palette.

    Note: When the review pass is accessed for the first time, the Document Viewer window opens automatically with the first document in the batch.

  3. If the Document Viewer window did not open automatically when you accessed the review pass, double-click a document in the grid to open it. Perform the following steps.

  4. Select a relationship tab, along the left pane of the Document Viewer window, to locate related documents and to perform mass actions. Using the left pane relationship tabs, you can search for:

    • Family documents
    • Duplicates
    • Near Duplicates
    • Documents belonging to the same email thread
    • Document history
    • Conceptually similar documents

    See About Relationships for more information on searching for related documents.

  5. Expand the desired relationship menu and pin it in place by clicking .

  6. Select the check box to the left of the field columns to display the Mass Action button as shown in the following figure. All items are selected.
  7. Do any of the following:
    • Clear items to be excluded for mass actions.

    • Clear the check box to the left of the field columns to clear all items in the menu.

    • Select individual items for mass actions.

  8. Click Mass Action to display the coding form/tag palette dialog box as shown in the following figure.
  9. Note: Coding form rules are not enforced when tags are applied in this manner.

  10. Do any of the following:
    • Modify the coding form fields as required.

    • Select the applicable tag group.

    • Add individual tags by moving the slider over to the right:

    • Remove tags by moving the slider to the left:

    Note: When the slider control is left in the center, the tag remains unchanged:

  11. Click Apply. The Mass Action dialog box closes and applies the fields/tags to the selected documents. The previously selected documents in the selected Relationship menu revert to the default status; they are all cleared. The coding form/tag palette reflects the changes made in the Mass Actions dialog box.
  12. Note: A prompt may display if invalid characters and/or formats are entered in the coding form or if the number of characters exceed the amount allowed for a field.

  13. Repeat the previous steps for other groups of documents requiring to be tagged in the same way.

Edit Multiple Fields Through Mass Action

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

  1. Perform 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 that contains 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 Edit Fields and repeat this procedure.

ClosedApply Redactions

Redactions obscure the content of image files so that only appropriate information is visible in the files you prepare for discovery. In Enterprise Review, up to 99 redaction categories—with different colors and labels for each—may be used. Redactions are viewed in Enterprise Review as solid (if user has appropriate permissions).

Redact Image Content

If you have sufficient permissions, redact information in an image as follows:

  1. For a selected document, in the Review pane’s Image tab, locate the information to be redacted.

  2. Click next to the Redaction button and select the required redaction from the Redaction Category menu, as shown in the following figure. Your redaction type and redaction tool selection persists when navigating to the next or previous documents and pages.

  3. If required, click the button again to activate the redaction action.

  4. Point, click, and drag across the text or image area that is to be redacted.

  5. When the selection is complete, release the mouse button. An example of redacted text is shown here:

  6. Repeat steps 1 through 5 to apply other redactions.

  7. When finished, click or another button to stop the redaction activity.

Show Text Behind Redactions

For any or all redactions in the image, the text may be exposed by clicking located to the right of the Redaction drop-down menu. When this icon is clicked, it changes to , Click again to hide the text. An example of exposed text behind a redaction is shown here:

Your selected Redaction view setting (show/hide) persists when navigating to the next or previous documents and pages.

Resize a Redaction

If you have sufficient permissions, change the size of a redaction as follows:

  1. For a selected document, in the Review pane’s Image tab, locate a redaction to be resized.

  2. Click the redaction to select it, then drag an edge or a corner to resize it.

  3. Repeat steps 1 and 2 to resize additional redactions.

Move a Redaction

If you have sufficient permissions, move a redaction as follows:

  1. For a selected document, in the Review pane’s Image tab, locate a redaction to be moved.

  2. Place the mouse pointer in the center of the redaction and drag it to the required location, then release the mouse button.

  3. Repeat steps 1 and 2 to move additional redactions.

Delete a Redaction

Note: No warning message or Undo function exists when deleting redactions. Make sure of the selection before deleting.

If you have sufficient permissions, delete redactions as follows:

  1. For a selected document, in the Review pane’s Image tab, locate the redaction to be deleted.

  2. Left-click the redaction. The selected redaction is then outlined in orange. Click located in the upper right corner to delete the redaction.

  3. When finished, click or another button to stop the redaction activity.

Navigating Redactions

If you have sufficient permissions, you can use the Redaction navigation buttons to quickly locate and navigate to redactions applied in the selected document. The Redaction navigation buttons allow you to move back and forth between individual redactions and pages with at least one redaction.

Note: If you have read-only permissions, you can use the redaction navigation buttons to navigate between pages with redactions, but not individual redactions.

There are two navigational buttons to choose from: previous and next.

  • Use the previous button to navigate to redactions located and positioned previously in the document.

  • Use the next button to navigate to redactions located and positioned next in the document.

When using the Redaction navigation buttons to move between redactions, the selected redaction is then outlined in orange.

Note: Redaction navigation does not distinguish between redaction types; when using the Redaction navigation buttons, the Redaction Category selected from the Redaction drop-down menu is irrelevant.

Redaction navigation aligns with a left-to-right reading direction, and is ordered by top-left positioning; the redaction applied first, located highest, and positioned in the most left corner will be selected and outlined first.

  • If you select an individual redaction in the document and then use the Redaction navigation buttons, Redaction navigation then starts from the selected redaction on the page currently viewed. If you undo your selection of the individual redaction, Redaction navigation then proceeds from the page currently viewed.

  • If you change pages in the document using the coding form/tag palette navigation toolbar , Redaction navigation then proceeds from the page currently viewed.

ClosedHow to navigate between redactions

To navigate between all redactions applied within a selected document, use the Redaction navigation buttons as follows:

  1. For a selected document, in the Review pane's Image tab, locate the Redaction navigation buttons. Read the information that follows to learn more about navigational directions.

    The following scenarios apply only if you have not selected an individual redaction:

    • When viewing the first page of the document or the first page with at least one redaction, the previous button is disabled. Clicking the next button then selects the first redaction in the document. This may or may not be located on the page currently viewed.

    • When viewing the last page of the document or the last page with at least one redaction, the next button is disabled. Clicking the previous button then selects a redaction located previously. This may or may not be located on the page currently viewed.

    • When viewing a page with at least one redaction, the next button will navigate to the first redaction in the document. This may or may not be located on the page currently viewed.

    • When viewing a page with at least one redaction, the previous button will navigate to the first redaction in the document. This may or may not be located on the page currently viewed.

    The following scenarios apply if you have selected an individual redaction:

    • When selecting the first redaction in the document, the previous button is disabled.
    • When selecting the last redaction in the document, the next button is disabled.
    • When selecting an individual redaction on a page that has multiple redactions, the previous button and the next button then navigate to the previous or next redactions on that page, before navigating to the previous or next page(s) with redactions.

  2. To navigate to the next or previous redaction and page(s) with at least one redaction, select the appropriate Redaction navigation button.

  3. To resize, move, or delete a selected redaction, perform the steps outlined earlier in this topic.

    Note: If you delete the redaction that is selected, the next available redaction is then selected.

  4. To show the text behind a redaction, see Show Text Behind Redactions.

 

Related Topics

Review Pane

Work with Mass Actions

Permissions List

Create Review Passes and Batches

Check In Batches