Get Started with discovery ][ Enterprise

Applies to: Enterprise

In this Article:

Review the Prerequisites

1. Create a Managing Client, Client, and Case

2. Add Users and Groups

3. Upload Data through Self-Service

4. Create a Delivery and Upload New Media

5. Review a Case

6. Prepare a Production

 

This topic contains high-level procedures to help you get started using Enterprise.

The following illustration shows the basic process outline. The numbers correspond to the procedures later in this topic.

The basic workflow diagram, above, and the tasks that follow outline one way you can use Enterprise. This article covers a standard, basic, method for doing so. However, there are many procedures not covered in this topic. Furthermore, there may be alternative ways to complete the same processes.

Tip: To make it easier to find the procedures you need, the procedures are collapsed. If you want to expand a procedure, click the triangle next to the procedure title to open and close the detailed information.

ClosedReview the Prerequisites

The following table shows the prerequisites that must be in place before you start.

Task

Notes

Links

Install prerequisite components.

Before you can install the needed IPRO applications, you must first ensure that your machine is configured with the proper software. For a list of prerequisite components, see the attached link.

InstallerPro Installation Guide

Install Enterprise, Eclipse Web and Eclipse Admin, and eCapture.

Enterprise, Eclipse, and eCapture must be installed in order to complete the tasks which follow.

Ensure that environment settings are properly configured.

Enterprise environment settings enable communication between Media Manager, copy stations, and Enterprise applications. Additional settings include those for Self-Service and bar codes.

Manage discovery ][ Enterprise Environment Settings

Ensure the Discovery Options and Export Series are set to your specifications before ingesting using Self-Service or Media Manager

Before you ingest any data using Self-Service or Media Manager, consider whether you need to edit the Discovery Job Options or the Export Series. The two tasks cannot be completed once ingestion has begun. For example you might edit an export series to change the BEGDOC number or change the volume number.

Edit Export Series

Streaming Discovery Job Options

Closed1. Create a Managing Client, Client, and Case

When starting with Enterprise, the first step often involves creating a new managing client, client, and case. The information below provides a break down of each term:

Follow the procedures below to create new managing clients, clients, and cases.

ClosedCreate New Managing Clients and Clients

Complete the following steps to define managing clients and clients in Enterprise.

  1. Get started:

    1. Review About Managing Clients and Clients.

    2. Gather the following information:

      • Names for managing clients and clients – consider naming conventions to help ensure consistency and clear identification.

      • For each client, make sure the needed managing client is defined first. Also, a data directory is required. This is an existing folder in which case and related files are located. It must be a UNC path and a location to which all Enterprise products and components have access.

        Note: For Process cases, this is the equivalent of the eCapture client directory, in which all discovery/processing/ export information is stored. For review cases, the data directory stores all database-specific files and other files required for the case.

  2. Click Case Management on the Enterprise Home page (or Case Management on the main menu).

  3. To create a managing client:

    1. Click on a Managing Client in the Managing Client column and select Add Managing Client.

      Note: Click the button on any existing managing client. For new installations, only the UNASSIGNED managing client will be listed. The UNASSIGNED managing client can be renamed and used, or can be deleted after you have at least one other managing client.

    2. Enter the needed name and click Save.

  4. To create a client:

    1. Click on a Managing Client in the Managing Client column and select Add Client.

    2. Enter the client’s name.

    3. Optional: Select a different managing client.

    4. Enter the needed data directory (full path and folder name in UNC format). The folder must exist.

    5. Optional: To define a new case for this client immediately after defining it, select the Launch Create Case on Save option.

    6. Click Save.

  5. Repeat these steps to define additional managing clients and clients.

ClosedCreate a Case

Complete the following steps to create a new case in Enterprise.

Note that in the Enterprise configuration pages, required entries are marked with a red asterisk, *.

  1. Get started:

    1. Identify/define the needed managing client and client; ensure that they exist. If not, see Create Review Passes and Batches.

    2. Determine whether an existing or new code name will be needed for this case.

  2. Click Case Management on the Enterprise Home page (or Case Management on the main menu).

  3. Take one of the following actions:

    1. To create a new case using a new code name, click corresponding to the needed client. Then select Add Case.

    2. To define a new case and associate it with an existing code name, click corresponding to the needed code name. Then select Add Case.

  4. On the Case Creation page, click the needed case type–Processing, Review, or Processing and Review. The Case Creation wizard opens on the Code Name step.

  5. Complete the Code Name step of the wizard. If you chose to use an existing code name (as explained in step 3b), the Code Name field will already be populated. If you are creating a new code name, add it into the Code Name field. For more information on each field, see details in the following table.

    ITEM

    Description

    Code Name*

    Enter the new code name using a maximum of 256 Unicode characters. For example, “Smith v. Jones.”

    Matter Number

    Optional: Enter a matter number using a maximum of 128 Unicode characters.

    Client

    Review the selected client. If the wrong client was selected, click Cancel and start again with step 4.

    Note: At the bottom of the page, a list shows the cases grouped under the specified code name.

  6. When finished with the Code Name step, click Next.

  7. Complete the case details page(s) as described in the following table:

    Note: Specific pages/labels will differ, depending on the type of case you are creating (Processing, Review, or Processing & Review).

  8.  

    ITEM

    Description

    Case Name*

    Enter the full name for the new case. By default, it will be the code name with a suffix indicating the case type. For example, “Smith v. Jones – Processing.” Ensure the name is unique.

    App Environment*

    Select the needed Processing and/or Review environment. Check with your administrator if you are not sure of the environment to select.

    Data Directory*

    For Review cases, select the needed data directory. The data directory is where Enterprise Review places database-specific files and other files required for the case.

    Advanced Options

    To use default templates, ensure that the term “default template” is listed for each available template.

    To choose a custom template:

    Select the needed template(s), depending on which type of case is being created:

    • For a Processing case, click in the Processing Case Template field. In the resulting dialog box, navigate to and select the needed .INI file, then click Open.

    • For a Review case, click in the Review Case Template field. In the resulting dialog box, navigate to and select the needed .CSE file, and then click Open.

    • For a Processing & Review Case, click in each of the following fields and select the needed templates: Processing Case Template (.INI file), Export Case Template (.INI file), and Review Case template (.CSE file).

  9. Click Next.

  10. Review the Summary page. If any items need to be changed, click Back (or the needed page button at the top of the page) and make corrections.

  11. Click Create Case. Wait as the case is created. When finished, it will appear in the Case Management page summary.

Closed2. Add Users and Groups

User and group management is located in the System Manager, accessed from the gear icon at the top-right corner of the screen.

From here, you have the ability to create or import new users, create new groups, and assign users, permissions, and cases to groups. Enterprise System Manager allows you to create new users and groups as described in the following procedures. In addition to the procedures described below, you can also modify and delete groups and users. Moreover, in the System Manager you have the ability to create contacts, security (or permission) templates, copy stations, and storage locations for incoming media, as well as configure your environment settings. For a starting point on completing the many procedures accessible from the System Manager, see System Administration.

ClosedCreate a New User

Super Admin permissions are required to create users.

Identify needed users and gather/identify basic information (names, email addresses, passwords), then complete the following steps to create new users:

  1. Click the Settings icon in the top-right corner of the screen. The Settings icon is a global button that displays in every module of the Enterprise platform.
  2. The System Manager opens. In the left pane of the System Manager, the Users tab opens by default.

  1. Hover your cursor over the button at the bottom of the screen. A menu expands above the button.
  2. Click the Create New User button, . The Create New User page appears.
  3. Enter all user details on the Setup User Details step (asterisks indicate required entries).
    • User names must be email addresses.
    • Passwords must include at least:
      • six characters,
      • one uppercase and one lowercase character,
      • one non-alphanumeric character.
  4. Optional: In the Trusted IPs field, enter one or more IP addresses the user is limited to. Enter one IP address per line. The IP address should be in the universal IPv4 format (e.g. 192.126.80.243). Each segment in the IP address should be less than 256 and equal to or greater than 0. If access is attempted outside of the listed IP address or IP addresses, an invalid login message prompt appears. If this field is left blank, no restrictions exist.
  5. The ActiveUser option is selected by default. Otherwise, clear the option. If ActiveUser is cleared, the user cannot log in to Enterprise products. If the user is part of a group that has Self-Service and/or Media Manager Access, the System user setting overrides access to Enterprise and its components.

  6. The Enable User for Review option is cleared by default. Select this option to give the user access to Enterprise Review and Eclipse Web. The user must also have permissions to access cases in Enterprise Review and Eclipse Web.
  7. The User must change password on next login option is cleared by default. When this option is checked for a newly created user, the first time that user logs in, they will be presented with a login screen that contains two fields: New Password and Confirm Password. The user will enter a new password and confirm the new password upon logging in. This new password will be entered by the user for each subsequent log in. When finished, click Next.
  8. Optional: On the Assign to Group step, users may be assigned to one or more previously created groups. The groups are sorted alphabetically. To search for a group, click the magnifying glass icon and begin to fill in the search field to return those groups that most closely match. To assign the new user to groups, select the needed groups from the list. Groups that have been selected are highlighted in blue.

    Note: Users are not assigned permissions directly. Rather, permissions are set at the group level and filter down to the users assigned to them. Similarly, users cannot be assigned to cases directly. They must first be assigned to groups, and those groups assigned to cases. To learn more about users and groups, see Manage Users and Groups.

  9. When details are completed, click Save.
  10. Repeat this procedure for all Enterprise users.

  11. Inform users of the Enterprise URL, their login credentials, and their responsibilities.

ClosedCreate a New Group

Administrators have the ability to create groups, assign users to a group, grant permissions to a group, and assign groups to cases. These procedures can be completed in the System Manager.

Note: Users are not assigned permissions directly. Rather, permissions are set at the group level and filter down to the users assigned to them. Similarly, users cannot be assigned to cases directly. They must first be assigned to groups, and those groups assigned to cases.

These procedures assume users were already created as explained in Create New User under System Manager.

Complete the following steps to create a new group and add users:

  1. Click the Settings icon in the top-right corner of the screen. The Settings icon is a global button that displays in every module of the Enterprise platform.
  2. The System Manager opens. In the left pane of the System Manager, click Groups.

  1. Click the button at the top of the screen. The Create New Group page opens.

  2. You have the option to create a new group (from scratch), or to copy the pre-defined configuration from an existing group. Choose one of the following options:

    • Create New Group - Select this option to create a new group from scratch. All users, permissions, and cases must be assigned manually.
    • Copy from Existing - Select this option to use the configuration of an existing group as a template for the group you're adding. All users, permissions, and cases assigned to the existing group will be applied to the new group. During the next steps of the wizard, you can tweak these permissions and assignments as needed. This option makes it faster and easier to create a new group, when the users, cases, or permissions for the new group overlap with those already assigned to another group.
  3. If you selected the first option, Create New Group, provide a name for the group in the Group Name field. If you selected the second option, Copy from Existing, select the group you wish to copy from the drop-down field. Then provide a group name. Click Next.

    Note: Group names must be unique.

  4. On the Assign Users step, select the users you would like to assign to the new group. Selected users are highlighted in blue. To assign all users to the group, click Select All in the top-right corner of the box. To search for individual users, click the icon, then type the name in the search bar. When all needed users have been selected, click Next.
  5. On the Set Permissions step, choose one of the following options:

    • Use Existing - Select this option to choose a pre-existing security template with group permissions already configured, or to assign permissions from scratch.
    • Copy from Group - Select this option to use the permission set of an existing group as a template for the group you're adding. All permissions assigned to the existing group will be applied to the new group. You can then tweak the permissions as needed to suit the new group.
  6. If you selected the first option, Use Existing, you can either assign permissions from scratch or select a security template with permissions already defined. If selecting a security template, choose the appropriate option from the Template Name dropdown. These templates, which must be created ahead of time, come with permissions already configured. For more information on security templates, see Overview: Security Templates.

    To assign permissions manually, expand the needed section (Case Management, Media and Data, Search and Review, Reports, or System), then click the check box beside each permission you would like to provide the group. When finished assigning all permissions, click Next.

  7. If you selected the second option on the Set Permissions step, Copy from Group, you can choose the existing group whose permissions you would like to copy. Click the Group Name dropdown, then select the appropriate group from the list. The permission set will update automatically to reflect the configuration of the chosen group. You can then tweak the permissions manually to suit the new group. Expand the needed sections (Case Management, Media and Data, Search and Review, Reports, or System), then click the check box beside each permission you would like to provide the group. You can also remove a permission from the group by clicking on a check box that has already been selected. When finished assigning all permissions, click Next.
  8. On the Assign Cases step, select the cases that you would like to make accessible to the new group. Selected cases are highlighted in blue. To assign the group to all cases, click Select All in the top-right corner of the box. To search for specific cases, click the icon, then type the name of the case in the search bar. When all needed cases have been selected, click Save.

Closed3. Upload Data through Self-Service

Important: Before you ingest any data using Self-Service or Media Manager, consider whether you need to edit the Discovery Job Options or the Export Series. The two tasks are completed in eCapture and cannot be completed once ingestion has begun. For example you might edit an export series to change the BEGDOC number or the volume number. The process workflow is slightly different if you need to update either Discovery job options or Export Series.

 

There are two options available for uploading data in Self-Service:

ClosedUpload Data for Processing Later

Scenario: You are away from the office, without access to your internal network or VPN, and need to upload data back to your organization.

Self-Service allows you to upload and save data back to be processed and imported into review at a later time.

 

To upload a file for processing later:

  1. On the Self-Service page, click I want to upload a file for processing later.

  2. Click Select File.
  3. Select the file you want to upload and click Open.
  4. If needed, change the Delivery Name to assist with future identification. By default, the file name is entered as the Delivery Name. For Media Manager administrators, this is the name used on the Deliveries tab.
  5. Click Go.

    Note: The file is uploaded to a network location defined in Change Environment/Share Settings. Files uploaded by this method are logged on the Media Manager Deliveries tab so that they can be fully processed when needed.

  6. Wait as the file is uploaded (and processed into review if that was your choice).
    • Job progress is shown in the Upload Status area of the bottom of the page.
    • The Upload History and Status area shows all upload activity for the current user. See View Upload History and Status for more information.
  7. Optional: For larger files and/or slower network speeds, pause or cancel the job if needed. See Self-Service FAQs.
  8. When the processing is completed, repeat these steps to upload other files, if needed.
  9. Communicate upload information to appropriate personnel.

ClosedUpload Data for Processing into Review

Scenarios:

  • I need to upload data to my service provider and have it processed, filtered, and loaded into Review.

  • I need to upload data to the Enterprise platform.

  • I'm currently away on travel and not in the office. I need to upload some documents into my review database so my case team can begin reviewing.

This is very easy with the Enterprise Self-Service module, enabling anyone with correct permissions to upload data for their service provider, have it processed, filtered and loaded into the Enterprise Review module, tracking the data throughout the process. By utilizing templates, uploaded data automatically begins the process of extraction, filtering, and loading directly into Review and is tracked throughout the process. You can upload data to your infrastructure, a service provider, or the Enterprise platform.

Note: Data uploaded using Self-Service can also stream into Relativity.

 

To upload a file for processing into review:

  1. On the Self-Service page, click I want to upload a file to process into review.

  2. Click Select File.

    Note: The file is uploaded to the directory of the case you select and processed through Enterprise Streaming Discovery. This option requires that a Streaming Discovery job has been defined using a Direct to Eclipse export series. When processing is complete, the uploaded document is added to the Enterprise Review case associated with the Discovery job.

  3. Select the file you want to upload and click Open.
  4. Complete the upload definition fields.
  5. ClosedClick to view field descriptions

  6. When you are finished completing fields, click Go.
  7. If you created a new custodian(s), click OK in response to the resulting confirmation message.
  8. Wait as the file is uploaded (and processed into review if that was your choice). Job progress is shown in the Upload Status area of the bottom of the page. The Upload History and Status area shows all upload activity for the current user. See View Upload History and Status.

    Note: For larger files and/or slower network speeds, you can pause or cancel the job if needed. See Monitor the Upload Status.

  9. Optional: For larger files and/or slower network speeds, you can pause or cancel the job if needed. SeeSelf-Service FAQs.
  10. When the processing is completed, repeat these steps to upload other files, if needed.
  11. Communicate upload information to appropriate personnel.

Closed4. Create a Delivery and Upload New Media

Important: Before you ingest any data using Self-Service or Media Manager, consider whether you need to edit the Discovery Job Options or the Export Series. The two tasks are completed in eCapture and cannot be completed once ingestion has begun. For example you might edit an export series to change the BEGDOC number or the volume number. The process workflow is slightly different if you need to update either Discovery job options or Export Series.

 

Media Manager allows you to manage and track incoming deliveries including all case-related media sent to you (typically sent from your clients or related sources).

After a delivery is created, the media associated with the delivery must be defined and added to the delivery to which it belongs. Any type of electronic medium can be managed in Media Manager (hard drive, DVD, network share, etc.), and media contents can include any type of individual files and/or container files, such as archive files (for example, .ZIP files) or forensic image files (for example, .E01 files) in any directory structure.

Media Manager offers quite a bit of flexibility as to the order of user activities; a typical workflow is covered in the sections below. Expand the sections to read about each procedure. For more information on what's available in Media Manager, see Media Manager.

ClosedAdd New Incoming Delivery

To add a new delivery (receipt or shipment of case-related media):

  1. Prepare for the delivery:

    1. Ensure you have needed information and know your firm’s conventions for delivery details.

    2. Optional. Complete steps 2 and 3 and review the New Delivery form.

      Note: You may need to scroll down to access the entire new delivery form (including the Save button).

    3. Check with your administrator if you have any questions.

  2. In Media Manager, click the Deliveries tab, if needed. (The Deliveries tab displays when you first log in.)

  3. Click Create and select the Incoming option from the drop-down list.

  4. Enter or select needed delivery details, as listed in the following table:

  5. ClosedClick here to view field descriptions

    Note: Delivery Name and Delivery Method are required (as indicated by *); all other entries are optional. Not all items apply to all delivery methods – for example, an email delivery would not include a tracking number.

     

    Field

    Description

    Delivery Name

    Enter a name for the delivery. Consider defining naming conventions to ensure deliveries are easy to identify and find.

    Delivery Method

    Select the means of delivery from available options:

    • Shipment: Delivered by a standard shipping company.

    • Email: Sent by email.

    • FTP: Deposited on an FTP (File Transfer Protocol) site.

    • Electronic Delivery: An electronic method other than email or FTP.

    • Physical Delivery: Delivered in person by a method other than the listed shipping companies.

    Sender

    To select a sender:

    1. Click in the field and complete step 2, 3, or 4 to select a sender (a contact defined by your administrator) from the list.

    2. In the list, click the sender's name.

    3. For long lists, enter any part of the name in the Find box to limit the list to names with the entered character(s).

      1. Click the needed name.

      2. Click X to clear the field and enter something different.

    4. If the name does not exist:

      1. Click Add New Sender and enter needed details. A name is required; other details are optional.

      2. Click Save. The new sender is selected in your New Delivery form (and also added to the Administration Contacts list).

    Carrier

    Select the applicable delivery service:

    • Fed Ex: FedEx Corporation

    • USPS: United States Postal Service

    • UPS: United Parcel Service, Inc.

    • Other: Any other delivery company or person.

    Shipped On / Arrived On

    Enter the date on which the media were shipped/received, using a numeric-only format (for example, 10/08/2015 or 10-8-15). Or, click the calendar icon and select the date.

    Tracking Number

    As applicable, enter the carrier’s package tracking number.

    External ID

    If your firm has another delivery tracking system, enter that system’s identification here.

    Description/Notes

    Enter any pertinent details about the delivery.

  6. When finished, do one of the following:

    1. Click Save to complete the definition.

    2. Click Save and New to complete the definition and define additional deliveries. The Delivery Type is Incoming.

  7. After a delivery has been saved, optionally do one of the following:

    1. Click < Back to return to the New Delivery form/create a new delivery. The delivery type will be the same as the delivery you just created (Incoming).

    2. Modify delivery details.

ClosedAdd Media to the Delivery

To add new media to the Delivery:

  1. On the Delivery tab, create a new delivery or double-click an existing delivery.

  2. On the Delivery summary page, click Add New Media.

  3. The Add New Media form appears. Complete the fields as described in the following table (ensure you have needed details and files before proceeding):

  4. ClosedClick to view field descriptions

    Note: Only Media Type is required (as indicated by *); all other details are optional. Greater detail provides more traceability, however if you are unsure about any of the entries (and they are not required by your firm), leave them blank.

     

    Field

    Applies To

    Description

    Original Media

    All

    Select this option if you are defining a medium originally received through a shipment, email, etc.

    Media Type

    All

    Select the type of medium being defined:

    • Blu-Ray: Digital optical disc

    • CD: Compact disc

    • Drive: Hard disk, solid-state, or Universal Serial Bus drive (HHD, SSD, or USB)

    • DVD: Digital versatile/video disc

    • Network Share: A location on your firm’s network

    • HD DVD: High-density optical disc

    • Other: Any other type of media, for example, a web-based storage location.

    Blu-Ray, CD or DVD Type

    Blu-Ray, CD or DVD

    Select from common disc formats: Single Layer, Dual Layer, Triple Layer, or Quadruple Layer.

    HD DVD Type

    HD DVD

    Select from disc formats: Single Layer, Dual Layer, or Triple Layer.

    Client

    All

    Select the Enterprise client to which the medium belongs.

    Clients are defined in Case Management, and managed in Enterprise Services.

    Note: You can define a medium without selecting the client, but you will not be able to process data until a client is selected.

    Container Type

    Network

    Enter the entity that holds the data, such as a .ZIP file, .PST file, or a folder.

    Description / Notes

    All

    Enter any pertinent details about the medium.

    Drive Connection

    Drive

    Select the type of interface (port) by which the drive is connected:

    • eSATA
    • IDE
    • SATA
    • USB 2
    • USB 3

    Drive Form Factor

    Drive

    Select the drive’s form factor:

    • External

    • Internal 3.5

    • Internal 2.5

    Drive Type

    Drive

    Select the type of drive:

    • HDD (Hard Disk Drive)

    • SSD (Solid State Drive)

    • USB (Universal Serial Bus)

    External ID

    All

    If your firm has another delivery tracking system, enter that system’s identification here.

    Label

    CD, DVD, Drive

    Enter the disk or drive’s label details.

    Manufacturer

    CD, DVD, Drive

    Enter the disk or drive’s manufacturer.

    Network Path

    Network

    Enter the full UNC path for the content comprising the medium, for example:
    \\server001\mediacontent\smith\10-15-2016\

    Size

    All

    Enter the medium’s size (in KB, MB, GB, or TB).

    Serial Number

    Drive

    Enter the drive’s serial number.

    Storage Location

    CD, DVD, Drive

    Select the physical storage area for the medium when it is not being copied.

    Image or file attachments

    All

    See steps 3-4 for details on attaching image or other files to the medium definition.

    Description / Notes

    All

    Enter other details about the medium.

  5. Optional: Include one or more image files with the medium:

  6. ClosedDrag and drop image files

    • Open Windows File Explorer and navigate to/open the folder containing the file(s) to be included.

    • Position File Explorer and Enterprise so that both are visible.

    • In File Explorer, select one or more files, then drag them to the add image area (at the top of the form):

    • The first image uploaded will be defined as the default image; it will appear in the form.

    • Point to the image to use the image taskbar to view and manage the attached images:

      Note: Before a medium definition has been saved, the Delete button removes all images.

    ClosedSelect image files

    • Click the add image area.

    • In the Choose File dialog box, navigate to and select the image file(s) to be added to the medium.

    • Click Open.

    • Use the image taskbar as described in the following step to view and manage images.

  7. Optional: Complete the following steps to attach one or more files to the medium:

    • Near the bottom of the form is the add attachment area as shown in the following figure.

    • Use the drag-and-drop or file-selection method described in step 3 to attach the needed file(s).

    Note: Attachments are not uploaded until the medium definition is saved (and cannot be opened from the form until saved). When added, files are listed in the Attachments area, and can be deleted before saving – if a file needs to be deleted, click the corresponding button.

  1. When finished, take one of the following actions:

    • Click Save to complete the definition.

    • Click Save and New to complete the definition and define additional media.

  2. Optional: After the medium is saved, print the Media ID barcode:

    1. Click Print Barcode. The barcode appears in a browser window, and then the Print dialog box displays.

    2. Complete the Print dialog box and click OK.

  3. Note: Ensure that you select the correct printer and the paper tray containing your barcode labels or paper. Specific print options depend on your printer.

  4. For each medium defined:

    1. Review the Media details form. Note the unique media identification (ID). This is a sequential number with barcode, optionally in a format defined by your administrator.

    2. Work with defined media as explained in Managing Existing Media.

    3. Continue with Processing Media Data.

    4. Click < Back to return to the Deliveries or Media list, or click another tab to perform other work.

  5. Review the Media details form.
  6. Note the unique media identification (ID). This is a sequential number with barcode, optionally in a format defined by your administrator.

ClosedProcess Data Locations

Once new media has been added to Media Manager, as explained in Add Media to the Delivery, you can upload and process its data into the Enterprise application. To do so follow the steps outlined below:

  1. On the Media tab, once you have added new media, click Create and Process Data Locations.

  2. If you are not already connected to a Copy Station, you will need to connect the media received in your shipment to an available Copy Station. See Manage Copy Stations for more information.

    1. In the Data Source Status pane, choose a Copy Station. The available drives display to the right.

    2. Click Connect on the selected drive.

      Important: If the serial number that is read from the connected drive differs from the data that you entered in when registering the media, a warning message displays.

  3. Complete Steps 1 - 3 (a green checkmark displays next to each step when it is complete.):

    Step 1: Select Paths

    1. Click Scan to scan the selected drive.

    2. Select the directories you want to process.

    3. Click [Root] to drill-down and select the subdirectories you want to process.

    4. Click Next.

    Step 2: Configure Job

    1. From the Select Case drop-down list, select the case into which you want to process the data.

    2. Select the Auto Start Discovery Job checkbox.

    3. Select the type of discovery: StreamingDiscovery or Standard Discovery.

    4. Click Next.

    Step 3: Configure Data Locations & Process Data

    1. Select a Custodian or click to create a new custodian.

    2. Select the Source Type of the media.

    3. Click Process. The data is pushed into review using the type of discovery specified.

Closed5. Review a Case

In the Review module, reviewers analyze the documents that belong to the case. Reviewing a case is an iterative process and the review tasks and the order that the review tasks are completed depends of the needs of your business. The procedures described in this article explain only some of the many tasks you can complete in Review, and offer a possible workflow for completing these tasks.

Review the Prerequisites

The following table shows the prerequisites that must be in place before you start:

Task

Notes

Assign Privileges

Make sure all users have the proper privileges assigned to them before reviewing a case. Privileges determine what activities users are allowed to undertake in Review.

Disable Pop-up Blocker

If you use a pop-up blocker in your browser, make sure to disable it for Enterprise pages.

Tags and Coding Forms

To tag documents and make use of coding forms, both need to already have been defined in your case. You can create new tags and coding forms in the Case Settings area of the ECA & Review module. See Managing Tags and Create New Coding Forms for more information.

 

ClosedBuild and Save Searches

The following sections describe a high-level workflow for creating both visual and advanced searches, as well as saving a search. For a general overview of searching in Enterprise, see Searching Overview.

Closed- Define a Visual Search

Visual Search enables you to perform and review searches by using one of three two-dimensional charts as well as a Concept Wheel. This type of searching lets you view results in a manner that correlates between two or more data fields, or in relation to a data set as a whole.

With Visual Search, you can combine text-based and metadata-based criteria into a single search, with the options to specify a valid date range and to include document family members.

  1. In Enterprise Review, click a case card.

  2. Click the Enter Case button in the bottom-right corner. The Visual Search dashboard appears.

  3. Define your visual search. The steps below describe criteria you can add to modify the scope of your search. Note that adding criteria does not automatically run the search. When you are ready to run the search, click the Search button in the top-right corner of the screen.

    Note: The steps below are optional methods for modifying the scope of your search. You can complete one or all, depending on how focused you would like the search to be. The steps are listed in the order of one common workflow scenario. However, you can complete them in whatever order you like.

  4. To search for a specific term or phrase, type the search expression into the main search bar. Hit Enter on your keyboard or select the magnifying glass beside the search bar to add the expression as a search criterion. A chip appears beneath the search bar that displays the term used in the search.

    Once the search expression has been entered, you can continue defining the visual search by selecting additional criteria, or you can run the search by clicking the Search button in the top-right corner of the screen.

    Note: You can only input one search expression when defining a visual search. Entering a second expression into the main search bar replaces the first.

  5. Apply a Search Filter to further refine your search results:

    1. Select the Filters icon in the top-left corner of the screen.

    2. Select one of the filter options in the Filters drop-down menu.

    3. Once a filter has been selected, the drop-down menu changes to display additional options. From here, choose the needed operator, select any required checkboxes, or type in specific search terms depending on the filter chosen. For more information on the options available when defining a search filter, see Define a Field-Specific Search.
    4. Once the filter has been defined, click OK to add the new filter to your search definition.
    5. Continue defining the search by selecting additional criteria, or run the search by clicking the Search button in the top-right corner of the screen.

  6. When performing a search that requires the use of a search relationship, use the Relationships drop-down menu:

    1. Select the Relationships icon in the top-left corner of the screen.

    2. Choose what relationship you would like to include in the search. You can only select one from the list. For more information about relationships, as well as a definition for each relationship in the list, see Manage Relationships.

    3. Once a relationship has been selected, click OK to add the relationship to your search definition. The Relationships icon highlights blue to indicate that a relationship has been selected.
    4. Continue defining the search by selecting additional criteria, or run the search by clicking the Search button in the top-right corner of the screen.

  7. To sort specific fields in the search results grid in ascending or descending order, use the Sort Options dialog box:

    1. Select the Sort Options icon in the top-left corner of the screen.

    2. In the dialog box that opens, select the field you would like to sort from the drop-down menu.

    3. Once a field is selected, set whether the field should be sorted in ascending or descending order. An arrow pointing up means ascending order, while an arrow pointing down represents descending order. Simply click the arrow to reverse its direction. The default sort order is ascending. This means that the field displays records of numerical value from lowest to highest, or records starting with a letter in alphabetical order. Descending order displays records from highest value to lowest.
    4. If necessary, select additional fields and choose their sort order by completing the procedure described above. When you sort based upon multiple fields, the order of the sorting is based on the order in which the fields are selected. For instance, if you chose to sort Custodian as ascending for your first field, and BEGDOC as descending for your second field, the search results grid displays any Custodians that begin with the letter "A" before Custodians that begin with the letter "B." However, the records associated with each custodian are displayed in order of highest BEGDOC number to lowest.
    5. Once all fields have been selected for sorting, click OK to apply the sort order to the search definition. The Sort Options icon highlights blue to indicate that a sort order has been selected.
    6. Continue defining the search by selecting additional criteria, or run the search by clicking the Search button in the top-right corner of the screen.

  8. Select date criteria for the search by means of the Timeline:

    1. Select the Timeline icon in the top-left corner of the screen.

      The Timeline opens across the top of the dashboard.

    2. Choose the date field you would like to use when running the Timeline search.

    3. Select the range of dates you would like to limit the scope of the search to. You can input these dates manually by typing them into the Filter Dates fields, or select them by clicking and opening the calenders beside the fields. The first field is the start date and the second field is the end date. Additionally, you can select a date range of interest by clicking on the Timeline itself and dragging right or left as required to define the range of interest. For more information on selecting a date range, see Define a Timeline Search.

    4. Optional: Select the Include Empty/Invalid Dates option to include into the document set documents that contain date problems.

    5. When finished defining your Timeline search, close the Timeline by selecting the X icon in the top-right corner of the Timeline dialog box. The Timeline icon highlights blue to indicate that the date range has been added to the search definition.
    6. Continue defining the search by selecting additional criteria, or run the search by clicking the Search button in the top-right corner of the screen.

  9. Filter your search results further by means of the charts available on the Visual Search dashboard. For more information on working with charts, see Define a Visual Search.
  10. Once you have added all your criteria to the search definition, run the search by selecting the Search button in the top-right corner of the screen. Alternatively, you can save the search by selecting the Save option instead. For more information on saving searches, see the - Save a Search section further down in this article.

Visual and Advanced Search Synchronization

After you have built and saved a Visual Search, you can edit the search within the Advanced Search tab by clicking Need to construct an Advanced Search? in the top right of the dashboard.

To continue with an Advanced Search, see - Create an Advanced Search below.

Note: Once a Visual Search has been brought into the Advanced Search tab, it can no longer be edited in the Visual Search tab.

Closed- Create an Advanced Search

In Enterprise Review, Advanced Search allows you to easily construct complex search expressions or specialized searches and display results in the Results tab. Searches can also be saved for later use or for specific tasks. For example, batches must be based on a saved search.

On the Advanced Search tab, under Search Criteria, areas can be expanded as required to define the search and/or search options. For more information on these areas, see Define an Advanced Search. The Advanced Search tab with the Field Search area expanded and the other areas collapsed is shown as follows:

Create and Save an Advanced Search

To construct and run, save, or save and run an advanced search:

  1. Open the case you want to search. The dashboard appears.

  2. In the dashboard, go to Need to construct an Advanced Search? in the upper right corner and click Advanced Search. The Advanced Search case view appears.

  3. If a previously defined search is already displayed on the dashboard, click Clear at the top of the Advanced Search case view. The title for the search changes to Untitled.

  4. Begin building the advanced search by expanding any of the needed sections on the Advanced Search page and creating your search criteria. The steps below describe criteria you can add to modify the scope of your search. Note that adding criteria does not automatically run the search. When ready to run the search, click the Search button in the top-right corner of the screen.

    Note: The steps below are optional methods for modifying the scope of your search. You can complete one or all, depending on how focused you would like the search to be. The steps are listed in one common workflow scenario. However, you can complete them in whatever order you like.

  5. Select date criteria for the search by means of the Timeline:

    1. Expand the Timeline area on the Advanced Search page by clicking the icon.

    2. Choose the date field you would like to use when running the Timeline search.

    3. Select the range of dates you would like to limit the scope of the search to. You can input these dates manually by typing them into the Filter Dates fields, or select them by clicking and opening the calenders beside the fields. The first field is the start date and the second field is the end date. Additionally, you can select a date range of interest by clicking on the Timeline itself and dragging right or left as required to define the range of interest. For more information on selecting a date range, see Define a Timeline Search.

    4. Optional: Select the Include Empty/Invalid Dates option to include into the document set documents that contain date problems. This option affects only the documents listed in the case table; it does not affect the Timeline.

    5. When finished defining your Timeline search, close the Timeline area by selecting the icon beside Timeline.
    6. Continue defining the search by selecting additional criteria, or run the search by clicking the Search button in the top-right corner of the screen.

  6. Run a search for conceptually similar documents by means of the Analytics area of the Advanced Search page.

    1. Expand the Analytics area on the Advanced Search page by clicking the icon.

    2. Complete the Analytics section of the Advanced Search page as described in the following table.

      component

      Description

      Minimum Similarity

      Select a relevancy threshold to be used for the search. The threshold expands or narrows the evaluation for conceptually matching documents.

      Note:

      • A typical value is 50.

      • A higher number represents higher precision but less recall.

      • A lower number represents lower precision but higher recall.

      Analytics Index

      Select the search index that has been defined for the concept of interest. Your administrator must configure concept search indexes. Contact your administrator for details about your concept search indexes.

      Concept

      Enter your query into the Concept field. The query can be any size, but a more fully described concept will usually yield better results than just one or two terms.

    3. When finished defining your concept search, close the Analytics area by selecting the icon beside Analytics.
    4. Continue defining the search by selecting additional criteria, or run the search by clicking the Search button in the top-right corner of the screen.

  7. To define a text search, complete the following steps. The following figure shows a typical text search.

    1. If the Text Search section is not visible on the Advanced Search page, click the corresponding arrow .
    2. As required, select one or more search options from the Search Features list, as described in the following table.

      Note:

      • These options apply to all entries in the Keyword field.

      • Applying any of these options to multiple terms can slow the search.

      • Select from one or more special types of search as follows.

      Component

      Description

      Stemming

      Search for terms and all words beginning with the root form of the word entered. For example, searching for operation with this option selected will return documents containing operation, operate, and operator. (The root form of operation is considered operat.)

      Phonic

      Search for terms that sound similar but are spelled differently. For example, searching for smith with this option selected will return documents containing smith, smithe, and smythe.

      Fuzzy

      Search for terms that are not quite an exact match but are close. Useful for searching text fields in which some characters may not have been interpreted correctly by an OCR engine.

      Select a number from 0 to 9 to specify the degree of fuzziness that will be accepted. Values from 1 to 3 represent moderate levels of error tolerance and are used most often. Higher numbers result in a higher error tolerance (more results).

      Fuzzy search results may vary, depending on such factors as the length of the search term and/or position of incorrect characters.

      Synonyms

      Search term(s) that have the same meaning as the word that you enter, such as the words legal and authorized. Synonyms are defined by the WordNet® concept network. For details on WordNet, see http://wordnet.princeton.edu/.

      Related Words

      Search for the term you enter and related terms as defined by the WordNet concept network. For example, words may be related by being a subset of the search term (such as furniture and chair). WordNet considers many types of relationships, as discussed on their Web site.

    3. Enter any full-text search term or phrase in the Keyword field. Use the syntax explained in Search Syntax to construct any type of full-text search. You can also use any of the Boolean operators in the drop-down menu at the bottom-left of the Keyword field:

    4. Continue defining the advanced search by selecting additional criteria. Save and/or run the search by clicking either the Search, Save, or Save and Search button in the top-right corner of the screen.

  8. To define field-specific criteria for the search, complete the following steps. The figure below shows a simple field-specific search combined with a redaction search.

    1. If the Field Search section is not visible on the Advanced Search page, click the corresponding arrow to expand the section.
    2. Construct the first statement for your search by selecting a search type, choosing or inputting values associated with the search type, and selecting the needed operator. For more information about this step, see Define a Field-Specific Search.

    3. To include another search statement in this area, select the required connector (And, Or, Not) on the right side of the statement, then click . Define this search statement using the same process described above. Repeat this step for any additional search statements that need to be added.

      Note: If two or more statements should be grouped into an expression, you need to use parentheses. See Define a Field-Specific Search with Multiple Search Statements.

    4. After the field and/or special search is defined, complete your advanced search definition as needed. When finished, save and/or run the search by clicking either the Search, Save, or Save and Search button in the top-right corner of the screen.

  9. If needed, specify the sort order for the advanced search. Up to three fields can be defined for sorting. When you sort based on multiple fields, the order of the sorting is based on the order in which the fields are selected. To specify sort order:

    1. If the Sort Options section is not visible on the Advanced Search page, click the corresponding arrow .
    2. Click Add sort by field.

    3. Select the first field to be sorted. This is the primary order for the search results.

    4. Select the sort order—Ascending (lowest to highest) or Descending (highest to lowest).

    5. To specify a second or third sort order, click Add sort by field. Repeat the previous steps for the second and/or third field.

      In the following example, search results will be sorted first by author name and then by date created.

    6. Continue defining the advanced search by selecting additional criteria. Save and/or run the search by clicking either the Search, Save, or Save and Search button in the top-right corner of the screen.

  10. To add random sampling, complete the following steps. When Random Sampling is used the search returns a random sample of documents instead of all documents meeting your search criteria. An overview of random sampling can be found in About Search Types and Search Options.

    Note: If using random sampling, do not include any of the relationship selections in the [SELECT] drop-down menu.

    1. If the Random Sampling section is not visible on the Advanced Search page, click the corresponding arrow,

    2. In the Random Sampling section, select Apply to Search.
    3. On the drop-down menus, select the required sampling type and associated options as described in the following table.

      Sampling Type

      Description

      Sampling Type

      Statistical Sampling - based on standard statistics calculations that use a confidence level and margin of error.

      Fixed Size - creates a sample containing a specific number of documents in the search results.

        When this option is selected, enter the desired size (a value equal to or greater than 1) in the Fixed Size field. The value you choose should be based on the size of the search results without random sampling applied and how many of those documents represent a good sampling size.

      Confidence Level

      Confidence level represents the reliability of an estimate, that is, how likely it is that the sample returned will be representative of all search results.

      The larger the confidence level is, the narrower the range of documents will be that are considered to be representative.

      • 90: wider range of documents considered (fewer documents typically returned).

      • 95: medium range of documents considered.

      • 99: narrower range of documents (more documents typically returned).

      Margin of Error

      The margin of error expresses the amount of error to be allowed in the search results sample.

      Select a value from 1 - 5, where 1 is the least amount of error and 5 is the highest amount of error.

      A setting of 1 typically returns the most documents; a setting of 5 typically returns the fewest documents.

    4. Continue defining the advanced search by selecting additional criteria. Save and/or run the search by clicking either the Search, Save, or Save and Search button in the top-right corner of the screen.

  11. To include documents related to the search results, you can choose a relationship type from the [SELECT] drop-down menu. Options include:

    • Duplicates
    • Email Thread
    • Family
    • Near Duplicates
    • Similar Documents

    To learn more about each relationship type, see Manage Relationships.

    Note: This option should not be selected when random sampling is used.

    Continue defining the advanced search by selecting additional criteria. Save and/or run the search by clicking either the Search, Save, or Save and Search button in the top-right corner of the screen.

Closed- Save a Search

This section describes how to save both a Visual Search and an Advanced Search. To learn more about managing saved searches, see Work with Saved Searches.

Save a Visual Search

To save a search configured on the Visual Search dashboard, follow the instructions below:

  1. In Enterprise Review, click a case card.

  2. Click the Enter Case button in the bottom-right corner. The Visual Search dashboard appears. The full-screen icons allow you to see each dashboard area in full-screen view.

  3. Define your visual search. For information on how to accomplish this on the Visual Search dashboard, see - Define a Visual Search above.

  4. When your search definition is complete, click the Save button in the top-right corner of the screen. The Save Search dialog box appears.

  5. Enter a name for the search in the Search Name field.

  6. Select the folder where you want the search saved. Folders are used to organize saved searches and are created as described in Work with Public, Shared, and Private Search Folders. By default, saved searches are saved to Public Folders (available to all users with access to the case or batch). The saved searches can also be saved to Private Folders or Shared Folders.
  7. When all steps have been completed, click Save Only to save the search to the specified folder.

Save an Advanced Search

To save an Advanced Search, follow the instructions below:

  1. In Enterprise Review, click a case card.

  2. Click the Enter Case button in the bottom-right corner. The Visual Search dashboard appears. The full-screen icons allow you to see each dashboard area in full-screen view.

  3. In the dashboard, go to Need to construct an Advanced Search? in the upper right corner and click Advanced Search. The Advanced Search case view appears.

  4. Define your Advanced Search. For information on how to accomplish this, see - Create an Advanced Search above.

  5. When your search definition is complete, click either the Save or Save & Search button in the top-right corner of the screen.

    • Save - Saves the search to a specified folder, but does not run the search.
    • Save & Search - Saves the search to a specified folder and also runs the search.
  6. The Save Search dialog box appears. Enter a name for the search in the Search Name field.

  7. Select the folder where you want the search saved. Folders are used to organize saved searches and are created as described in Work with Public, Shared, and Private Search Folders. By default, saved searches are saved to Public Folders (available to all users with access to the case or batch). The saved searches can also be saved to Private Folders or Shared Folders.
  8. When all steps have been completed, click Save Only to save the search to the specified folder. If both saving and running a search, click the Save & Search button.

ClosedCreate Review Passes and Batches

Review passes are based on searches saved in Enterprise Review. Thus, searches must be planned and saved in Enterprise Review before you create review passes. Coding forms are also required for a review pass. For each review pass, you will define:

  • The review pass name and the saved search on which it is based.

  • The maximum size of each batch.

  • A prefix for batch numbering.

  • The search upon which the review pass will be based.

  • The coding form/tag palette containing the fields, tags, rules, and permissions required for the review pass.
  • Optionally, you may define:

    • A batch priority (Low - Critical).

    • A category to define how batches are grouped.

    • A field indicating family relationships.

    • A sort order for fields in the case.

  • Finally, you may limit the review pass to specific user groups.

Closed- Create Review Passes

To create a review pass:

  1. Get Started:

    1. Complete planning as explained in Manage Review Process. Start Enterprise Review and log in as an administrator.

    2. In Enterprise Review, click on a case card.

    3. Click the Enter Case button. The Case View displays.

    4. In the left pane, click on the Review Pass Management button, .

  2. Click .

  3. Enter a name for the review pass and complete other required entries:

    1. Enter the maximum Batch Size (number of documents) that each batch can be. This entry must be ten (10) or greater.

    2. Enter a Batch Prefix for batch names. This name is added to sequential numbering for the batches.

    3. Select the Saved Search upon which the review pass will be based.

    4. Select the Coding Form.
  4. As needed, complete optional entries described in the following steps.

  5. Optional: From the Layout Style, choose Grid review (default) or Form review. Review Grid:: When the review pass is opened, the review grid appears (similar to the Results tab under Case Settings > Search). Form Review: When the review pass is opened, the Document View tabs appear.

  6. Optional: Select a Batch Priority to be assigned to all batches in the set.

  7. Optional: In the Batch by Category field, select a method for grouping documents within batches.

  8. Optional: Select a Family Field to keep related documents together.

  9. See How Documents are Organized into Batches to determine whether you want to set either the Batch Priority option or the Batch by Category option.

  10. Optional: Define a Batching (sort) Order based on up to three fields. When entering the Review grid, the selected fields will reflect the sort order (1, 2, 3) and the sort by (ascending or descending) as shown in the following example.

  11. Optional: Click Add/Remove Groups and select the user groups who will be reviewing the documents in this review pass. If specific groups are not assigned to the review pass, then all users in all user groups assigned to the case will be able to select batches in the review pass.

  12. When all entries are complete, click Save.

  13. Go to the next procedure to continue defining the review pass.

Closed- Create Batches

To create batches:

  1. Get started:

    1. Complete planning as explained in Manage Review Process. Start Enterprise Review and log in as an administrator.

    2. In Enterprise Review, click a case card.

    3. Click the Enter Case button. The Case View displays.

    4. In the left pane, click the Review Pass Management button, .

  2. In the Review Pass Management panel, click the required review pass. If a large number of review passes exists, take any of the following actions to find the required one:

    1. Scroll vertically to locate the review pass in the list.

    2. Sort the keyword list names by clicking the sort button, , and selecting from the different options. Click a selected option again to reverse the sort order.

    3. In the Search box , start typing any of the following items: the keyword list name, the name of the administrator who created/modified the group, or part of the created/modified date. This is a plain text search that searches these items in order.

  3. Click  to update data in the Review Pass Information area.

  4. Review the number of unbatched documents in the review pass, then click Create Batches.

  5. After batches are created, evaluate data in the Review Pass Information area. Click  again to ensure data is updated.

  6. Repeat these steps to create other review passes.

Closed- Re-batch Unreviewed Documents

To re-batch documents that have not been reviewed:

  1. If it is required that you create a new review pass, first complete the - Create Review Passes section above.
  2. Click  again to ensure data is updated.
  3. After it is determined in the Review Pass Information area that there are unreviewed documents, click to have these documents organized into new batches.

    Note: The Re-Batch Unreviewed Docs button also rebatches On Hold Batches.

ClosedReview Documents

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 of the needs 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 needed
  • 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. Ask your administrator if you are not able to perform activities needed for your review.

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

Closed- Edit Document Fields

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

  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. Proceed with the following steps.

  4. Optional: If needed, a different review pass may be selected from the Document Viewer window by means of the Review Pass drop-down menu. The Review Passes are in alphabetical order. See Move Between Review Passes/Batches for more information.

  5. You have the option to edit field values for a selected document in the Document Viewer window.

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

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

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

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

Closed- Tag 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 needing review by a topic expert.

Tagging a document enables you to mark the review status for that document as "Reviewed." In the image below, the document has not yet been tagged, and the "Reviewed" button appears 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, follow the instructions below. To tag multiple documents at a time, see Tag Related Documents via Mass Action further down in this article.

  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. Proceed with the following steps.
  4. Optional: If needed, a different review pass may be selected from the Document Viewer window by means of 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:

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

    2. Select all applicable tags by clicking 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.

    3. If a tag group is marked as required, you must select at least one tag within the group. The image below 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.

Closed- Apply 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 sections below cover the process of applying tags to multiple documents, as well as editing field values across multiple records, via mass action. For more information on other mass actions you can perform in Enterprise Review, see Work with Mass Actions.

Tag Related Documents via Mass Action

If you have the permissions needed 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. Proceed with 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 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 needed.

    • Select the applicable tag group.

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

    • Remove tags by moving the slider to the left as shown here:

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

  11. Click Apply. 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.
  12. 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.

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

Edit Multiple Fields via Mass Action

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

  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 Edit Fields and repeat this procedure.

Closed- Apply 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 needed redaction from the Redaction Category menu, as shown in this figure.

  3. If needed, 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 these steps 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:

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 these steps 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 the Image tab, locate a redaction to be moved.

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

  3. Repeat these steps 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 a redaction to be to be deleted.

  2. On the Image tab toolbar, click .

  3. Left-, then right-click the redaction and select Delete.

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

ClosedCheck In Batches

Checking in a batch is available through the Review Grid layout. When entering the review pass for the first time, the Document Viewer window automatically opens in the foreground and displays the first document in the batch. The review grid remains in the background. The grid displays a highlight for the corresponding document shown in the Document Viewer window.

Proceed to review the documents in the batch. When ready, select the Check In button above the review grid. Once the batch is checked in, the next available batch will open in the same review pass by default.

To check in a reviewed batch, complete the following steps:

  1. From the Document Viewer window, review each document in the batch as described above.
  2. After the last document is reviewed for the batch, close the Document Viewer window.
  3. From the review grid, click to display the Check In Batch dialog as shown here:

  4. Select the option Open next available batch if you want to review the next available batch.
  5. Click Submit. A prompt appears indicating the batch was checked in, and the Document Viewer window opens displaying the first document for the next batch provided the option, 'Open next available batch' was selected.

Closed6. Prepare a Production

Enterprise provides a single, straightforward way for you to create an export data set from selected case documents. Optionally, this data set can be configured for production.

An export set is a group of documents and/or case data typically intended to be imported into another application (for example, printed for deposition preparation), while a production set is a group of documents to be provided to opposing counsel. From a configuration standpoint, the only difference between an export and production set is production numbering, which identifies produced documents as such, writes them back to the database, and allows them to be included in the case (on the Production tab of the Document Details pane).

Note: In this section, the term “export” is often used to refer to either export or production sets. Details specific to productions are clearly identified.

A variety of options exists for export sets, including file type, numbering, and endorsement choices. Output options are based on the files defined in your database (that is, if you do not have native files in your case, none can be exported).

For production sets, detailed summary and history records are maintained for administrative purposes.

Note: Enterprise Worker(s) are required for running export/production jobs. Enterprise Workers allow distributed processing of these jobs. If you have any export/production problems or questions, contact your Enterprise administrator or contact IPRO Support.

Click on the procedures below to expand their instructions.

ClosedCreate an Export Set

Begin defining an export set with the following steps:

  1. Start Enterprise and log in as an Enterprise administrator.

  2. Choose ECA & Review from the Enterprise main menu.

  3. Select the case card for which the export (or production) job is to be run.

  4. Click to open the Enterprise Review Case Administration page.

  5. Click to access the Export set up page.

  6. Click to create a new export.

  7. Information: Complete basic export set information shown in the table below.

    ClosedBasic Export Information

    Option

    Description

    Name

    Enter a name for the set.

    Date

    Enter the date the export (or production) job is estimated to be completed or delivered, or click  and select the date.

    Use a date format of MM/DD/YYYY. A single digit for month and/or day is acceptable.

    Output Location

    Enter the full path for exported files, or click Browse and navigate to/select the needed folder.

    IMPORTANT: Make sure the following conditions are met:

    The location is in UNC format (such as \\server001\exports\smith-jones\).

    The destination folder exists.

    The path does not already have exported data in it.

    Enterprise has access to the location (for example, it is in the same or a trusted domain).

    Export Environment

    All export and production jobs are processed using eCapture® by IPRO and Enterprise Workers.

    Click in the Export Environment field and select the environment for this export/production job. The environments available are based on the application environments defined in Enterprise Case Management and/or IPRO Eclipse.

    A specific environment may be set as the system default, When this is done, the designated environment will be selected by default. See additional notes following this table.

    Notes

    Optional: Enter additional information about this export set.

    Export Environment Notes

    Members of the Super Admin group can set a default export environment by clicking Set System Default as shown in the following figure. This is appropriate if a single environment should be used for most export and production jobs.

    In the following figure, the “eCap-1” environment has already been designated as the System Default (all users will see this designation), and a Super Administrator is preparing to select the “eCap-2” environment to be the default. The Set System Default command appears when an environment is highlighted.

  8. Continue to define the export set by configuring the numbering, output, and image options. For more information on each of these sections, see the links below:

    Select Numbering Options

    Select Output Locations

    Select Image Options

    On the export set page, click  or  to expand or collapse each section. Save an export set definition at any time by clicking Save at the bottom of the form. Continue work on an unfinished definition by selecting it in the list of export sets and clicking .

  9. Once all needed options have been specified in the export set, click Save.

ClosedComplete the Export

To validate and run an export job, ensure the procedures were completed in Create Export Sets:

  1. Get Started:

    1. If a saved public search representing the documents to be produced does not exist, create and save the needed search as explained in Work with Saved Searches.

    2. If the Production Shield has not been set for the desired search and you want security applied to this export job, right click the desired search and choose Set Production Shield. See About the Production Shield for additional information.

    3. If the export set is saved/not open, click to access the Export setup page. Select the export set.

  2. In the Export Tools section of the page, click .

  3. In the Select Documents dialog box, select the needed saved search and optionally select fields to sort by and their sort order. Click OK.

  4. Click and evaluate the Validation Report. A typical report is shown in the following figure; different entries will exist depending on your export selections.

  1. If the report identifies conflicts, resolve the conflicts. Possible issues and override details are explained in the following table. In the table, Override indicators are as follows:

  2. Y = Can be overridden

    S = Can sometimes be overridden (depending on circumstances)

    N = Cannot be overridden

    ClosedExport/Production Troubleshooting

    Conflict

    Override?

    Description

    Missing natives

    S

    One or more native files in the production set do not exist in the location defined for the case.

    Can be overridden if you are exporting both images and native files, in which case missing native files will simply be skipped.

    Cannot be overridden if you are exporting only native files.

    To correct this conflict, take such actions as placing needed native files in the correct location or changing the export set to exclude those documents.

    Missing images

    No

    No image is associated with one or more documents in the export set (no image path is defined).

    Correct this conflict by actions such as adding a custom placeholder for records lacking an image path, or performing a global replace for the image path. For details, see:

    NOTE: Other image problems are not considered to be missing images. For example, an incorrect file path, an image missing in the specified location, server problems, etc. They are indicated in the production export by an “Error Processing Image” placeholder.

    Make corrections to these types of problems on a case by case basis, depending on the type of problem.

    Missing text

    Yes

    One or more text files in the export set do not exist in the location specified for the files.

    If this problem is overridden, a “Missing Text” placeholder page will be included for each missing text file.

    Alternatively, correct this conflict by such actions as placing needed text files in the defined location or changing the production set to exclude those documents.

    Missing Enddocs

    No

    Indicates the number of fields that are vacant.

    Make corrections by locating the saved search. Click the Advanced Search tab and under Field Search, choose ENDDOC from the drop-down list. Populate the field(s) and save the changes.

    Missing Priority Documents

    No

    One or more images are missing when produced.

    To proceed, image the missing document or documents, as explained here: Perform Mass Action Imaging .

    Shield conflicts

    Yes

    Export documents are checked for all defined rules.

    Before overriding this issue, review the rules and documents in the document set to make sure overriding is the correct action.

    Valid output path

    No

    The defined Output Location cannot be verified. Correct the location. Make sure the following conditions are met:

    • The location is in UNC format (such as \\server001\productions\ smith-jones\).

    • The destination folder exists.

    • The path was not used for a previous export.

    • Enterprise has access to the location (for example, it is in the same or a trusted domain).

    • A volume with same name as the one defined for this production set does not already exist in the output location.

    Valid native naming field

    No

    Occurs if naming native files by a field and the field contains no data (or only spaces or an empty string) for some documents.

    Either change the way native files are named or edit the empty fields so that they contain the needed data.

    Broken family

    Yes

    Include Family is part of the saved search used to specify documents for the export set, and not all family documents can be located.

    Before overriding this issue, review documents in the document set to make sure overriding is the correct action.

    Bates Number conflict

    No

    This conflict will occur a) only if you selected Use image priority for Document Numbering in the Numbering Options section while creating the export set, and b) only if documents with duplicate numbers have been selected from the various document sets (original image and/or production export jobs chosen for this export).

    Resolve duplicate numbers by such actions as changing the order of document sets selected for numbering or choosing a different type of numbering.

  3. Continue as follows:

    • If conflicts were found, make needed corrections and/or override the conflicts as required. then go to step 7.

    • If no conflicts were found, go to step 8.

  4. After resolving or overriding conflicts, click to re-check the export set.

  5. After all conflicts are resolved and/or overridden, click to start the export (The button is available only when all conflicts have been addressed.)

  6. Optional: Click (located in the bottom right of the Status area) to refresh the data in the Status area.
  7. Observe the Status area below Summary in the right pane. Status will change as process steps complete, and may include the terms listed in the following table.

  8. ClosedExport Status Details

    Status

    Description

    Not Started

    The export process has not yet begun.

    Staging

    The export data is being placed in the staging database.

    Staging Complete

    All export data is in the staging database.

    Pending

    The export job has been placed in a queue.

    In Progress

    The export data is being processed.

    Paused

    The export job has been placed on hold.

    Deleting

    The export job has been canceled and Enterprise is retrieving data about the job, such as errors and information about the status of the job at the point of cancellation.

    Deleted

    Cancellation has been completed.

    Complete

    The production job has finished; production data may be transferring from the staging database back to Enterprise or the data transfer may have finished.

  9. When the export job is complete, export files are ready for use.

  10. If errors exist, click the Total Errors number (a link). An Export Errors dialog opens and shows information about document errors, page errors, and load file errors. Details can be exported to a .CSV file if needed.