Workflow: Review a Case

A basic search is conducted from the main search bar. To run a basic search for case records and/or transcripts:

1. On the Dashboard, click the Review module.

   

2. Select a Client and Case and click Open.

   

3. To search case data (documents), ensure that the case option is selected in the Case Folders tab.

   

4. To include transcript content in the search, make sure transcripts are selected in the Case Folders tab.

5. In the Search bar, enter your search expression using applicable syntax. Notes:

   • For a simple full-text search, enter a word or phrase of interest.

   • For transcript searches, wildcards and options such as stemming or fuzzy searches can be included.

   This type of “quick” search will search for the word(s) in all database fields, extracted text, and/or transcripts.

6. Press Enter or click . Depending on case size and search complexity, a progress indicator may display. When the search is complete, results appear in a new Search Results tab in the documents pane.

TIP: If a search takes more time than you expect and needs to be stopped, click the Cancel button on the progress bar. Review will stop the search.

7. Evaluate search results. Note:

   • Each search of case documents creates a new Search Results tab.

   • Search matches ("hits") are highlighted as explained in Where Search Results Appear.

8. Optional: for case document searches, refine search results as explained in the next procedure.

To refine the contents of a Search Results tab (or a Private or Smart Folder tab), complete the following steps:

1. On the Dashboard, click the Review module.

   

2. Select a Client and Case and click Open.

   

3. Run a basic search using the main search bar, as explained in Run a Basic Search.

4. Click the Search Results (or folder)  tab you want to search.

5. In the Search Expressions field in the tab, enter your search expression using the syntax listed in Full-text Search Options.

   

6. Click the Refine Search button. Results display in a new Search Results tab.

The Advanced Search feature lets you use the Advanced Search dialog box to construct a search:

1. On the Dashboard, click the Review module.

   

2. Select a Client and Case and click Open.

   

3. To search case documents, ensure that the case option is selected in the Case Folders tab.

   

4. On the main search bar, click Advanced.

5. In the Advanced Search dialog box, select the needed search from the Type of Search list. See Use Advanced Search for more information on the various components of the dialog box.

6. Complete the options area specific to the type of search selected. For details on the options available for each type of search, see Advanced Search Options.

7. If you do not need to include additional search criteria, ensure that the Search Connector field is blank and skip to step 9. Otherwise, continue with the next step.

8. Search Connectors: Select the connector (AND, OR, or NOT) that will connect the currently defined search statement with the next one. For the final search statement to be added, select the blank line. See Full-text Search Options for more information on using search connectors to narrow down your search.

9. Press the Enter key or click Add Search Criteria.

10. Repeat the previous steps to add all search statements to be included in the search expression.

11. If desired, select the Include Entire Family option. This option includes documents related to those matching your search criteria in the search results.

12. When finished, review the Query Builder field. If needed, make changes as explained in Change an Advanced Search.

13. Save or execute the search:

    • To save the search, click Save and complete the Save Search dialog box.

    • To execute the search, click Search. Depending on case size and search complexity, a progress indicator may display. When the search is complete, results appear in a new Search Results tab in the Case Folders pane. Expand the Search Results tab by selecting the plus icon .

    • If a search takes more time than you expected and needs to be stopped, click the Cancel button on the progress bar. Review will stop the search.

14. View results in the Search Results, Image, Quick View, or Extracted Text tabs, the Transcript Viewer, and/or the Record View. For details, see Where Search Results Appear.

View a File in Quick View

To view the contents of the Quick View tab:

1. On the Dashboard, click the Review module.

   

2. Select a Client and Case and click Open.

3. For a selected record, click the Quick View tab. By default, if a native file exists, it will display.

   

4. To view native files:

   1. Use the scroll bars to view all content.

   2. Double-click in the native file.

   3. If the Quick View display of the native file does not meet your needs, you may be able to open the native file in the native application. This requires that you have the needed privilege and also the native application.

Create Image File (TIFF on the Fly)

If you have the privileges to do so and an image file for the record does not already exist (unless through a previous TIFF on the Fly action), create the file as follows:

1. On the Dashboard, click the Review module.

   

2. Select a Client and Case and click Open.

3. For a selected record, click the Quick View tab.

4. In the Quick View tab toolbar, click Tiff On The Fly. (This button will be active only if an image file is not already defined for the record.)

   

5. If you are re-TIFFing the image, ensure the correct record has been selected and click Yes in response to the confirmation message.

6. In the Tiff On The Fly dialog box, select one of the following options:

   • Convert to Black/White for a black and white TIFF image.

   • Convert to Color for a color PNG image.

After the file is created, image files are created and placed in a subdirectory in the Images folder in the case data directory. The image file is named to match the name of the native file. If the file has multiple pages, pages 2+ include a suffix, as in -0002, -0003, etc.

7. Click the Image tab to view the newly created image.

Email a Native File

To email a native file:

1. On the Dashboard, click the Review module.

   

2. Select a Client and Case and click Open.

3. For a selected record, click the Quick View tab.

4. On the Quick View toolbar, click and complete the Email Native File dialog box as described in the following steps.

5. Email Service: Choose one of the following methods for sending the email:

   • Outlook: Choose this option if you use Microsoft Outlook for your email.

   • SMTPServer: Choose this option to send the email using another mail service. Enter the complete SMTP Server name.

     NOTE:  To use the SMTP option, an SMTP email server must be installed and configured. If you have questions about using this option, contact your IT department.

6. Email Body: Complete these fields as necessary:

   • To: Enter the recipient’s email address. Separate multiple addresses with a semicolon and space, as in: jsmith@yourco.com;

   • From: If sending by Outlook, this field automatically contains your default Outlook account (can be changed in this step if needed). If sending by SMTP, enter the needed email address.

   • Subject: By default, the subject contains basic details about what is being sent. Change the subject if desired.

   • Body: By default, the body will include client, case, and document details. Change the body if desired.

     TIPS: To efficiently compose a long email: If sending by Outlook, compose the body in the Outlook message. If sending by SMTP, compose the email in a text editor and then paste it in the Body field. Use common navigation keys to move throughout the text (arrow keys, etc.). Line breaks are not recognized in emails sent by SMTP.

7. When selections and entries are complete, click Send. Note:

   • If sending by SMTP, the email will automatically be sent.

   • If sending by Outlook, go to the next step.

8. Outlook only: after clicking Send in Review, an Outlook message will be created. Review/revise the message if needed; when it is ready, click Send.

Add a Line or Shape (Mark-up)

If you have the privileges to do so, add a line or shape to an image as follows:

1. On the Dashboard, click the Review module.

   

2. Select a Client and Case and click Open.

   

3. For a selected record, in the Image tab, locate the area where you want to draw a line.

4. If desired, choose a line color and width. To do so, on the Image tab toolbar, click the down arrow next to the Mark-up button, , then:

   1. Choose a color from the available options.

   2. Click the Line Width button to open the Line Width list and select a desired width.

5. If you skipped step 2, click . In the image area, the mouse pointer changes to .

6. In the image area, left click with the mouse and drag in the needed direction to create a line or draw a shape (such as a circle). When finished, release the mouse button.

7. Repeat this procedure to draw other lines.

8. When finished, click the Pointer, ,  or another button to stop the mark-up activity.

Add Highlight

If you have the privileges to do so, add highlighting to an image as follows:

1. On the Dashboard, click the Review module.

   

2. Select a Client and Case and click Open.

   

3. For a selected record, in the Image tab, locate the text or other content to be highlighted.

4. If desired, choose highlight color. To do so, on the Image tab toolbar, click the down arrow next to the Highlight button, , then choose one of the available colors.

5. If you skipped step 2, click . In the image area, the mouse pointer changes to .

6. In the image area, click and drag across the content to be highlighted. When finished, release the mouse button.

7. Repeat this procedure to highlight other content.

8. When finished, click the Pointer, , or another button, to stop the highlight activity.

If needed, modify the highlighting as explained in Add or Edit Annotations on the Image Tab.

Add Embedded text

If you have the privileges to do so, add visible text to an image as follows:

1. For a selected record, in the Image tab, locate the area where you want to add the text.

2. In the Image tab toolbar, click . The mouse pointer changes to .

3. In the image area, click and drag in the area where you want the text to reside. Drag to the desired width and height.

4. In the Embedded Text dialog box, enter the needed message. You may enter a maximum of approximately 500 characters (including spaces).

5. As needed, modify the text characteristics:

   1. Click the Font button to select a different font and font characteristics, including font size, style, effect, and script (language category), then click OK in the Font dialog box.

   2. Click the Color button to select a different font color, then click OK in the Color dialog box.

6. Click OK.

7. Repeat this procedure to add other text notes.

8. When finished, click the Pointer, , or another button to stop adding embedded text.

If needed, modify embedded text as explained in Add or Edit Annotations on the Image Tab.

Add a Sticky Note

If you have the privileges to do so, add a sticky note to an image as follows:

1. For a selected record, in the Image tab, locate the area where you want to add the sticky note.

2. In the Image tab toolbar, click . The mouse pointer changes to .

3. In the image area, click and drag in the area where you want the text to reside. Create a small rectangle (size is not important), then release the mouse button.

4. Click in the Sticky Note dialog box and enter the needed message. You may enter a maximum of approximately 500 characters (including spaces). The note must include text (an "empty" sticky note is not allowed).

5. Click OK.

6. Repeat this procedure to add other sticky notes.

7. When finished, click the Pointer, , or another button to stop adding sticky notes.

If needed, modify sticky notes as explained in Add or Edit Annotations on the Image Tab.

View Extracted Text

To view extracted text:

1. On the Dashboard, click the Review module.

   

2. Select a Client and Case and click Open.

   

3. On the Case View tab, for a selected record, click the Extracted Text tab.

4. Examine the tab contents. As needed, scroll to view all content on the tab.

5. If you need to see more than the block size allows, either click Load All Text to see all content for the selected record, or change the block size as described in the following procedure.

Define Block Size

To change the block size for the Extracted Text tab:

1. On the Dashboard, click the Review module.

   

2. Select a Client and Case and click Open.

   

3. On the Case View tab, for a selected record, click the Extracted Text tab.

4. Click on the far-right side of the tab toolbar.

5. In the resulting dialog box, enter the needed block size in bytes, up to 500 MB (500000000 bytes). For example, enter 10000000 for a 10-MB block size. Or, to display all text (regardless of size), enter 0 (zero).

6. Click OK. This is a user-specific setting for the case.

Copy Extracted Text

If you have the privilege to view extracted text, you can copy it from the Extracted Text tab. To do so:

1. On the Dashboard, click the Review module.

   

2. Select a Client and Case and click Open.

   

3. On the Case View tab, for a selected record, click the Extracted Text tab.

4. Select the content to be copied. To select part of it, click and drag across the content you want to copy. When the content is selected, release the mouse button.

TIP: To select content, you can also double-click a word, triple-click or press CTRL+A to select all content, or click at the beginning of a portion of the text, then Shift+click at the end.

5. Press CTRL+C.

6. Open a file that is appropriate to accept text (for example, a Microsoft^® Notepad or Word file).

7. Paste the copied text into the file (for example, by pressing CTRL+V).

Print Extracted Text

To print one or more pages of extracted text:

1. On the Dashboard, click the Review module.

   

2. Select a Client and Case and click Open.

   

3. On the Case View tab, for a selected record, click the Extracted Text tab.

4. Optional: Right-click in the extracted text and select View > Preview to see individual pages and identify the page or page range to be printed. Page numbers display in the top-right corner of the window as you scroll.

   

5. Right-click and select Print.

6. In the Print dialog box, click Options to define various options as needed, such as the default font for the text body and header details. Click More for additional options.

When finished, click OK in the Print Options dialog box.

7. In the Print dialog box, click Setup to select the printer and define printer-specific options and properties. Options will vary depending on the selected printer.

When finished, click OK in the Print Setup dialog box.

8. Complete the base Print dialog box by selecting the page range, print quality, and number of copies.

9. When all selections are complete, click OK to print extracted text file.