Review Grid

The review grid located in a review pass allows for dynamic review. For each document in the grid, quickly and easily identify metadata such as custodians, email, dates, tag group assignments, and more. Fields may be added to the Review grid even if the fields are not in the coding form. The fields that are available are based on permissions.

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

  1. Click ECA & Review on the Enterprise Home page or from the main menu.

  2. From the Review home page, click the desired case card. The review passes load in the funnel graph.

  3. Select the desired review pass located on the right side of the funnel graph. If the default setting was selected for the Review Pass, the review grid layout appears and the Document Views tab window appears in the foreground.

The first time the case is entered, the review grid columns will reflect the Tag Groups and fields for the selected coding form in Review Pass administration. The review grid is sorted based on the options set for the review pass. It also reflects the metadata for each document.

The review grid shows an:

The Review Status dropdown allows you to filter the documents in the review grid based on their review status. By selecting the various options in the drop-down list, you can filter by reviewed documents, unreviewed documents, or all documents.

The item/document list contains an icon for the native file type (unknown file types display ), BEGDOC link for each item, and column fields that were selected for the Case's coding form. If one or more tag groups were created for the Case, each tag group will appear as column name; for example Tag Group - Tag Group Name (e.g. Exclusive). If tags are applied for the item/document, those applied tags will appear in the related tag group column for the item/document as shown in the following example.

This allows easy visibility of tags without having to view each document or run a search. The review pass permissions control which tags are available in the review grid. Tags may be selected from the review grid.

The navigation bar, displayed above the review grid on the right side, shows the number of items/documents per page (default value 25) and the total number of items/documents. The grid displays the number of items/documents configured for the review pass.

Change the total number of items/documents displayed in the grid by selecting a different value from the drop down.

Use the left and right arrows to move to the next page or return to the previous page of items/documents.

For information about manipulating, sorting, and displaying column fields in the grid, see Work with Grid Columns.

Conduct the Review

The Review Grid displays each item/document with a corresponding BEGDOC hyperlink.

Click the BEGDOC hyperlink for the desired item/document to open the Document View tabs window. The review grid remains open. Move the Document View tabs window as needed. When navigating through the documents in the Document View tabs window, the associated document is highlighted in the review grid as shown in the following figure.

Perform Mass Actions

Selected documents may be tagged, edited, or exported.

  1. Select the check boxes associated with any documents you would like to perform a mass action.

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

Tag Multiple Documents

  1. From the Actions menu, choose Tag Documents to display the coding form/tag palette dialog as shown in the following figure.
  2. Note: Coding form rules are not enforced when tags are applied in this manner.

  3. Do any of the following:
  4. Note: When the slider control is left in the center, the tag remains unchanged as shown here:

  5. Click . The Mass Action dialog 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.
  6. Note: A prompt may appear 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.

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

Edit Multiple Fields

  1. From the Actions menu, choose Edit Fields to display the Apply Mass Action Edit dialog.
  1. 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 3.

    • Copy Field: Copy the content of one field to another field. See step 4.

    • Overwrite Field: Replace whatever content exists in a selected field(s) with different content. See step 5.

  2. 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 box. This entry is not case sensitive.

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

    3. Enter the new content in the Replace with 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).

    4. Skip to step 6.

  3. 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 figure.

  4. 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 6.

  5. 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 07/25/2014 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 6.

  6. Click Submit.

  7. To perform another mass action on the same selected documents, click Edit and repeat this procedure or complete one of the following:

    • Export Data for Multiple Records
    • Tag Multiple Documents
  8. When you are finished, click Close.

Export Data for Multiple Documents

  1. From the Actions menu, choose Export to display the Export dialog.

  2. Select the records to be exported:

    1. From the Output Type drop-down menu, choose .CSV File or DAT file.

    2. From the Encoding drop-down menu, choose Unicode, ASCII, or .UTF-8.
  3. Click Export, The selected output file type is generated with the file name: Export.CSV or Export.DAT.

Note: The file size will be monitored by Enterprise. If it reaches the size limit (1 GB or as configured by your administrator), a message will alert you to the fact and the process will be canceled. To address this issue, reduce the size (select fewer records and/or fewer columns of data), or contact your Enterprise administrator for assistance.

Assign 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 eliminating the need to access the Review Pass screen, refresh, and create batches manually.

See Assign Documents to a Review Pass for procedures.

Mass Action Print Multiple Documents

  1. From the Actions menu, choose Print to PDF. The Print to PDF dialog opens.
  2. Complete the Print to PDF dialog by selecting all needed options. For instructions on how to do so, click Closedhere.

  3. 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.

Image Multiple Documents

  1. Click in the mass action toolbar to display the menu.
  2. Choose Image. The Image dialog appears.
  3. Complete the Image dialog by selecting all needed options. For instructions on how to do so, click Closedhere.

    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

  4. Once all options have been defined, click Submit. A prompt appears indicating the Image job has started.

OCR Multiple Documents

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

  2. Choose OCR.
  3. 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.

Check in Batches

After all documents in a batch have been marked as reviewed (all coding form rules have been met and/or required tags applied), the batch can be marked as complete and checked in. Once the batch is checked in, the next available batch will open in the same review pass by default. An incomplete batch may be submitted as 'Not Assigned' by the batch reviewer. This batch can be accessed by another reviewer. The system automatically un-assigns a batch after 30 minutes of inactivity by default.

See Check In Batches for additional information and procedures.

 

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